SayPro Pre-Event (01-01-2025 to 01-10-2025):

SayPro Tasks to Be Done for the Period:

Pre-Event (01-01-2025 to 01-10-2025):

1. Finalize the Event Agenda, Theme, and Activities
– Objective: Ensure clarity and cohesiveness of the event concept, providing structure for the event.
– Details:
– Brainstorm potential themes based on the audience’s interests, market trends, and company goals.
– Consult with stakeholders, key personnel, and sponsors for their input on the event’s theme and objectives.
– Create a draft agenda outlining the main sessions, speakers, panel discussions, workshops, and any entertainment or networking events.
– Finalize the event schedule, specifying the exact times for each session, breaks, and other activities.
– Coordinate with speakers and workshop facilitators to confirm the content of their sessions.
– Confirm logistics for activities such as team-building exercises, giveaways, or product demonstrations.
– Review and adjust the agenda for pacing, ensuring it allows for enough engagement without overburdening attendees.

2. Reach Out to Potential Community Stakeholders, Local Partners, and Guest Speakers to Confirm Their Participation
– Objective: Build partnerships and secure influential voices to enhance the event.
– Details:
– Identify and list potential community stakeholders, local partners, and relevant guest speakers who align with the event’s theme and objectives.
– Send formal invitations to potential speakers, panelists, and key stakeholders outlining the benefits of their involvement.
– Provide potential partners with an overview of event goals, audience demographics, and expected outcomes.
– Coordinate logistics with confirmed speakers and partners, including travel arrangements, accommodation, and honorarium details if applicable.
– Set up virtual or in-person meetings to discuss the expectations, roles, and responsibilities of guest speakers and partners during the event.
– Finalize all agreements, contracts, and partnership details in writing.

3. Promote the Event Across SayPro’s Website, Social Media, and Through Direct Communication Channels
– Objective: Increase event visibility and drive registrations.
– Details:
– Create a dedicated event page on SayPro’s website with detailed event information, registration links, speakers, agenda, and FAQs.
– Develop a content calendar for social media, ensuring regular posts leading up to the event to engage the audience and promote speakers, activities, and special announcements.
– Collaborate with influencers, partners, and sponsors to amplify event promotion through their networks.
– Design eye-catching social media graphics, promotional videos, and email newsletters to attract attendees.
– Implement targeted email campaigns to reach out to previous attendees, community members, and interested parties.
– Leverage paid ads on social media platforms like Facebook, LinkedIn, and Instagram to reach a broader audience.
– Set up a registration form with clear calls to action, enabling both in-person and virtual attendees to register.
– Monitor and respond to engagement and inquiries on social media to build excitement and address any questions.

4. Ensure Event Registration Systems Are Set Up for Both In-Person and Online Attendees
– Objective: Provide a seamless registration experience for attendees.
– Details:
– Select and configure an event registration platform that supports both in-person and virtual registrations.
– Ensure that registration forms collect all necessary information (e.g., name, contact details, attendance type, dietary restrictions).
– Set up payment processing systems if the event has ticketing or fees associated.
– Create automated confirmation emails for attendees, including event details, registration confirmation, and virtual access information for online attendees.
– Integrate the registration system with a customer relationship management (CRM) tool to track sign-ups and attendee details.
– Ensure that both virtual and in-person event access information is clearly communicated to attendees (e.g., Zoom links, venue location, parking details).
– Implement a waiting list feature for overbooked sessions or full registrations, allowing attendees to be notified if a spot becomes available.
– Test the registration system thoroughly to identify and fix any issues before the event goes live.

These tasks will ensure that the event is well-organized, with a clear agenda, strong participation, and broad visibility to attract a diverse audience