SayPro Tasks to Be Done for the Period: Pre-Event Tasks (01-01-2025 to 01-10-2025): Set Up Registration System: Develop and open the registration system on the SayPro website, ensuring that the form is user-friendly and collects all necessary information.

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

1. Set Up Registration System:
Timeline: 01-01-2025 to 01-10-2025
Task Details:
– Develop Registration Form:
– Collaborate with web developers to design a user-friendly registration form for event attendees.
– Ensure the form collects necessary details such as name, email, company/organization (if relevant), job title, phone number, preferred sessions, payment details (if applicable), and any special requests (dietary preferences, accessibility needs).
– Implement validation measures to avoid incomplete or incorrect submissions.

– Integration with Website:
– Embed the registration form into the SayPro website in a prominent location, making it easy to find and access.
– Ensure the website’s design is responsive, with the registration form functioning seamlessly on both desktop and mobile devices.

– Payment Gateway (If applicable):
– If registration requires payment (ticket purchase, donations, etc.), integrate a secure payment system (e.g., PayPal, Stripe) to handle transactions safely.
– Test the payment system to ensure all transactions are processed correctly and confirm registration.

– Confirmation & Notifications:
– After registration, set up an automatic confirmation email that includes a summary of the registration details (name, event date, session details, etc.) and a receipt for any payment made.
– Include a reminder email system for registered attendees, sending reminders at key milestones (e.g., one month before the event, one week before the event).

– Admin Access:
– Develop a dashboard for administrators to track registrations in real-time. The dashboard should provide an overview of the number of registrants, payment status, and session selections.
– Set up notifications for when registrations hit significant milestones or when a particular session reaches capacity.

– User Support:
– Create a support system for registrants to contact if they encounter issues during the registration process. This could include a help section on the website or a dedicated email address.

2. Set Up Event Website Pages:
Timeline: 01-01-2025 to 01-10-2025
Task Details:
– Event Information Page:
– Create a comprehensive page dedicated to event details, including the date, time, location, agenda, key speakers, sponsors, and any other relevant information.
– Ensure the page is easy to navigate and regularly updated with new details as they become available.

– FAQs and Contact Information:
– Develop a Frequently Asked Questions (FAQ) page to answer common inquiries about the event, registration process, accommodations, and more.
– Include contact information for any event-related queries, such as email or phone numbers for direct support.

3. Develop Event Marketing Strategy:
Timeline: 01-01-2025 to 01-10-2025
Task Details:
– Social Media Campaigns:
– Design and schedule social media posts for platforms such as LinkedIn, Twitter, Facebook, and Instagram, promoting the event and encouraging registrations.
– Share event teasers, behind-the-scenes content, and speaker announcements to build excitement.

– Email Campaigns:
– Design an email marketing campaign to send out event details to potential attendees, partners, and sponsors.
– Include an initial “Save the Date” email, followed by more detailed emails with registration instructions and updates about the event.

– Content Creation:
– Develop promotional materials, including flyers, banners, videos, and infographics to advertise the event across various channels.
– Create blog posts or articles about the event’s theme, speakers, and key activities to drive traffic to the registration page.

4. Establish Sponsorship Packages and Agreements:
Timeline: 01-01-2025 to 01-10-2025
Task Details:
– Design Sponsorship Packages:
– Work with the event team to create various sponsorship levels (e.g., Gold, Silver, Bronze) with corresponding benefits such as logo placement, speaking opportunities, or exhibition booths.
– Clearly outline the value of each sponsorship package and the expected deliverables.

– Reach Out to Potential Sponsors:
– Begin contacting potential sponsors and partners, presenting the event and sponsorship packages.
– Work with sponsors to finalize agreements and secure funding or support for the event.

5. Coordinate with Event Speakers and Presenters:
Timeline: 01-01-2025 to 01-10-2025
Task Details:
– Confirm Speakers:
– Reach out to potential speakers and confirm their participation in the event.
– Coordinate speaker schedules and determine their specific presentation times, session topics, and any special equipment or technical needs.

– Prepare Speaker Guidelines:
– Develop a detailed speaker packet with event logistics, expectations for presentations, and technical specifications (e.g., AV equipment, presentation formats).

– Speaker Promotion:
– Create speaker profiles for the event website and social media to introduce the individuals who will be presenting. This will help build excitement and encourage registrations.

6. Organize Venue and Logistical Arrangements:
Timeline: 01-01-2025 to 01-10-2025
Task Details:
– Venue Selection and Booking:
– Secure the venue for the event, considering factors such as capacity, location, accessibility, and available amenities.
– Ensure that the venue meets all requirements for the event, such as breakout rooms, audio/visual equipment, and catering needs.

– Accommodation and Transportation:
– Identify hotels near the venue for out-of-town attendees and negotiate group rates.
– Provide information about transportation options (e.g., shuttle services, public transport routes) to and from the venue.

7. Finalize Event Agenda:
Timeline: 01-01-2025 to 01-10-2025
Task Details:
– Create Detailed Agenda:
– Finalize the event’s agenda, including keynote speeches, breakout sessions, networking events, and meal breaks.
– Coordinate with speakers and presenters to finalize session content and times.

– Publish Agenda Online:
– Once confirmed, post the event agenda online for attendees to review prior to the event.

8. Test Event Technology:
Timeline: 01-01-2025 to 01-10-2025
Task Details:
– Audio/Visual Setup:
– Ensure that all AV equipment, including microphones, projectors, screens, and cameras, is working and ready for the event.
– Schedule a dry run or tech rehearsal to test equipment and ensure a smooth experience for speakers and attendees.

– Virtual Participation (If applicable):
– If the event includes virtual participation, test online platforms (Zoom, Teams, etc.) to ensure seamless connection for remote attendees.
– Set up registration for virtual attendees and test online streaming options.

These pre-event tasks will ensure that the SayPro event is well-organized and that the registration process runs smoothly. By focusing on these aspects in the months leading up to the event, you can create a seamless experience for both attendees and organizers.