SayPro Pre-Workshop Confirm attendance and ensure that all logistics

SayPro Pre-Workshop: Confirm Attendance and Ensure Logistics Are in Place

To ensure a smooth and successful SayPro March Donor Engagement Workshop, it is essential to confirm attendance and organize all logistics in advance. Below is a detailed checklist and timeline for confirming attendance and finalizing logistics for both the in-person and virtual components of the workshop.

1. Confirm Attendance

A. Confirm RSVPs

• Objective: Ensure that all invited donors, partners, and stakeholders have confirmed their attendance for both in-person and virtual participation.

Steps:

1. Track RSVPs:
   • Review all RSVPs received through email, registration forms, and event platforms.
   • Ensure each RSVP is recorded in a central document (e.g., Excel or event management tool).
   • Confirm whether attendees are attending in person or virtually.
2. Send Confirmation Emails:
   • Send a confirmation email to each registered attendee with the following details:
     • Event date, time, location (in-person) or platform link (virtual).
     • An agenda overview.
     • Any pre-workshop materials (e.g., reports, presentations, readings).
     • Parking or access information for the in-person venue.
     • Virtual platform details (if applicable, e.g., Zoom/Teams link).
   Subject Line for Confirmation:
   “Your Spot is Confirmed: SayPro March Donor Engagement Workshop”
3. Follow-Up for Non-Respondents:
   • Send a polite follow-up email to those who have not yet RSVP’d, reminding them to confirm their attendance.
   • Include a clear call to action for those still interested in attending.
   Subject Line for Follow-Up:
   “We’d Love to Have You: Confirm Your Attendance for SayPro March Donor Workshop”
4. Personal Calls (if necessary):
   • For high-priority donors or key stakeholders, make personal phone calls to confirm attendance and answer any questions.

B. Ensure Special Needs or Requests are Addressed

• Objective: Ensure that all attendees have the necessary accommodations and are prepared for the event.

Steps:

1. Dietary Restrictions:
   • Confirm any dietary restrictions or preferences for meals (e.g., vegetarian, gluten-free, halal).
   • Share this information with the catering service and/or venue team.
2. Accessibility Needs:
   • Ensure that accessibility requirements (e.g., wheelchair access, sign language interpreters, etc.) are addressed.
   • Confirm with the venue that accessible seating, bathrooms, and other amenities are available.
3. Technical Requirements:
   • For virtual attendees, confirm their preferred platform (e.g., Zoom, Teams) and any technical assistance they may need in advance.
   • Ensure all virtual attendees receive a test link to the platform and troubleshoot any technical issues before the event.

2. Finalize Logistics

A. Venue Logistics (In-Person)

Objective: Ensure that the physical venue is fully prepared for the workshop and provides a seamless experience for all attendees.

Steps:

1. Venue Confirmation:
   • Confirm booking details (time, date, room) with the venue management team.
   • Re-confirm the number of attendees, ensuring there is adequate space for the expected number.
2. Room Setup:
   • Ensure the room is arranged to facilitate both presentations and group discussions (e.g., theatre-style seating, round tables for breakout sessions, AV setup).
   • Check the AV equipment (microphones, projectors, screens) and ensure everything is functioning.
   • Test Wi-Fi and internet connection for smooth virtual integration (if hybrid).
3. Catering and Refreshments:
   • Confirm catering details (lunch, coffee breaks, snacks) and ensure dietary restrictions are noted.
   • Ensure the catering team is informed of the timing for each meal and break.
4. Signage and Branding:
   • Confirm that SayPro branding (banners, logos, etc.) will be placed in visible areas at the venue.
   • Prepare directional signage to guide guests to the venue room, bathrooms, and other important areas.
5. Registration Desk:
   • Confirm setup for a registration desk to welcome guests, check in their attendance, and provide name tags and materials (agenda, handouts, etc.).
   • Have volunteers or staff ready to greet and assist attendees as they arrive.
6. Emergency and Safety Procedures:
   • Verify safety protocols and emergency exits are clearly marked.
   • Ensure that emergency contacts are on hand, and the venue staff is briefed on any required procedures.

B. Virtual Platform Setup (If Hybrid or Virtual)

Objective: Ensure the virtual platform runs smoothly for attendees participating remotely.

Steps:

1. Platform Confirmation:
   • Confirm the platform being used for the virtual component (Zoom, Microsoft Teams, etc.).
   • Ensure that licenses or subscriptions are in place to accommodate the expected number of attendees.
   • Test the virtual platform and review all features (screen sharing, breakout rooms, chat, etc.).
2. Technical Rehearsal:
   • Conduct a dry run of the virtual component with the technical team to ensure everything functions properly (e.g., links work, audio and video quality are clear, screen sharing works).
   • Test the integration of virtual and in-person elements if it is a hybrid event (e.g., presentation slides visible to both in-person and virtual attendees).
3. Communication with Virtual Attendees:
   • Send virtual attendees a separate email with detailed instructions on how to access the virtual event (e.g., platform link, meeting ID, passcode).
   • Include a technical support contact for any issues that may arise.
4. Back-Up Plan:
   • Ensure there is a contingency plan for technical issues, including a secondary device or person ready to take over in case of platform failure.
   • Share backup contact details (e.g., a tech support hotline) for virtual attendees.

C. Final Materials and Agenda Distribution

Objective: Ensure that all attendees have the necessary materials for the workshop.

Steps:

1. Pre-Workshop Materials:
   • Send any pre-reading materials, reports, or presentations to attendees via email ahead of the event.
   • Prepare a digital version of the agenda, which will be available both online and in physical form at the event.
2. Event Kits:
   • Prepare event kits for in-person attendees, including the workshop agenda, presentation slides, speaker bios, and any handouts.
   • For virtual attendees, ensure they receive a PDF version of the agenda and any relevant documents.
3. Name Tags and Badges:
   • Prepare name tags or badges for attendees to be handed out at the registration desk.
   • If applicable, include organizational affiliations or titles on the badges.

3. Final Check-In

A. Pre-Event Check (Day Before)

Objective: Confirm that everything is set and ready for the event.

Steps:

1. Final Attendee Count:
   • Review final attendance numbers to ensure accurate arrangements for catering, seating, and materials.
2. Re-confirm Logistics:
   • Confirm all venue logistics (room setup, catering, AV, signage).
   • Double-check virtual platform settings and links.
   • Ensure all staff and volunteers are briefed on their roles.
3. Prepare for Last-Minute Changes:
   • Have a contingency plan in place for any last-minute changes, such as unexpected attendee cancellations, technical issues, or catering adjustments.

4. Day of the Event

A. On-Site & Virtual Event Coordination

Objective: Ensure smooth execution of the workshop.

Steps:

1. Registration Desk:
   • Set up the registration desk to welcome attendees and confirm their presence.
   • Distribute event kits, name tags, and ensure attendees have their workshop materials.
2. Room Setup:
   • Ensure the in-person event space is prepared and set up according to the plan.
   • Ensure all virtual platform links are working and that technical support is available.
3. Run of Show:
   • Ensure the event flows according to the agenda.
   • Manage any timing adjustments or unexpected changes seamlessly.
4. Technical Support:
   • Provide on-site and virtual technical assistance for any issues during the event.

Conclusion

By meticulously confirming attendance and finalizing all logistics—both physical and virtual—SayPro will ensure a smooth, impactful March Donor Engagement Workshop. This level of preparation guarantees a positive experience for both in-person and virtual attendees, setting the stage for productive discussions and successful collaborations.