SayPro Task 2: Registration and Participant Communication (01-10-2025 to 01-12-2025) Open online registration for the camp and send out confirmation emails with event details, including pre-camp reading materials, necessary software downloads.

SayPro Tasks to Be Done for the Period

Task 2: Registration and Participant Communication (January 10, 2025 – January 12, 2025)

Objective:

To efficiently manage participant registration and establish clear, proactive communication channels that prepare attendees for a smooth and engaging VR camp experience.

Key Activities:

1. Open Online Registration

Launch Registration Portal:
Activate the online registration system on the SayPro website, ensuring it is user-friendly, secure, and capable of handling expected traffic.
Include detailed registration forms collecting necessary participant information such as contact details, experience level, preferred hardware (if any), and special accommodations.

Payment Processing (if applicable):
Integrate secure payment gateways for any registration fees, with automated receipts and confirmation workflows.

Data Management:
Set up backend systems to collect, organize, and securely store registration data, facilitating easy access for event organizers.

2. Send Confirmation Emails

Immediate Confirmation:
Upon registration, send automated confirmation emails acknowledging receipt and confirming participant spots.

Detailed Event Information:
Follow up with comprehensive emails including:

Camp schedule and daily agenda overview
Technical requirements and setup instructions
Pre-camp reading materials introducing key VR concepts and tools
Links to necessary software downloads (Unity, Unreal Engine, VR device drivers)
Guidelines for preparing VR hardware and troubleshooting tips

Reminder Communications:
Schedule reminder emails leading up to the event to reinforce preparation and encourage engagement.

3. Create Participant Communication Channels

Platform Selection:
Choose an effective communication platform such as Slack, Microsoft Teams, Discord, or a dedicated forum on the SayPro website. Consider accessibility, ease of use, and moderation features.

Channel Setup:
Create structured channels or groups segmented by topics such as:

General announcements and updates
Technical support and troubleshooting
Daily session discussions and Q\&A
Social and networking space for participant introductions

Moderation and Management:
Assign moderators from the SayPro team to manage discussions, facilitate engagement, and promptly address participant queries.

Participant Onboarding:
Provide clear instructions on how to join and use the communication platform. Encourage early interaction to build community and familiarity before the camp begins.

Deliverables by January 12, 2025:

Fully operational and tested online registration system with active participant enrollment.
Confirmation and preparatory emails drafted, automated, and sent to registered participants.
Active and well-structured communication channel established and accessible to participants.
Moderation team ready to engage and support participants pre-event.

Importance:

This task ensures effective participant management and engagement before the camp starts, reducing technical barriers and enhancing readiness. Proactive communication builds a sense of community and keeps participants informed, motivated, and prepared for the immersive VR learning journey.

Would you like assistance drafting the confirmation email templates or setting up the communication platform guidelines?