SayPro Pre-Event Preparation: Set up the SayPro platform for event registration and session management

SayPro Pre-Event Preparation: Platform Setup for Event Registration and Session Management

Overview:

The SayPro Pre-Event Preparation phase will involve ensuring that all technical and logistical elements are in place for smooth event execution. This includes setting up the SayPro platform to handle event registration, manage sessions, and create a seamless experience for participants and facilitators. The goal is to ensure that participants can easily register, access content, and navigate the platform during the Wellness Kickoff Campaign. Proper pre-event setup will also support effective communication between teams and stakeholders.

Key Responsibilities and Steps:

1. Platform Configuration for Event Registration:

• Set Up Event Registration Forms:
  • Create a dedicated event registration page on the SayPro platform, which should be accessible to all participants.
  • Design and customize registration forms to capture necessary details from participants (e.g., name, email address, wellness interests, and any preferences for sessions).
  • Include an option for participants to select their desired workshops, sessions, or topics of interest to ensure they receive the right information.
  • Ensure that the registration form is mobile-friendly and easy to complete.
• Automated Confirmation and Reminders:
  • Set up an automated confirmation email that participants will receive once they register, confirming their registration and providing key event details (e.g., event dates, session times, and how to access the platform).
  • Configure reminder emails or notifications leading up to the event, ensuring participants remember key dates and details about the sessions they signed up for.
• Waitlist Management (if applicable):
  • If any sessions have a limited capacity, configure a waitlist system so participants can sign up for a session that is already full. If spots become available, those on the waitlist will be notified and have the opportunity to join.

2. Session Management Setup:

• Create Event Sessions:
  • Set up all individual sessions within the SayPro platform, including the “Building Healthy Habits for the Year” workshop and any breakout sessions or additional discussions.
  • Assign specific dates and times for each session, ensuring that they are clear and easily accessible for participants based on their registration.
  • Ensure that all sessions are linked to the correct event schedule so participants can easily access them when needed.
• Assign Facilitators and Speakers to Sessions:
  • Assign facilitators, guest speakers, and session hosts to the relevant workshops or sessions, ensuring that their details are visible to participants.
  • Verify that each facilitator or speaker has access to the necessary session tools (e.g., presentation slides, breakout room controls, etc.) for their assigned sessions.
• Set Up Session Content:
  • Work with the content creators to upload any resources, materials, or session slides that will be shared during the event. This could include PDF documents, videos, presentations, and handouts.
  • Ensure that these materials are organized and easily accessible by participants during the event, either through the SayPro platform or via shared links.

3. Interactive Features for Engagement:

• Enable Interactive Tools:
  • Set up interactive features within the SayPro platform to engage participants during sessions, including:
    • Live polls and Q&A features that facilitators can use to interact with attendees in real-time.
    • Chat rooms or discussion threads where participants can engage with each other before, during, and after the event.
    • Breakout rooms for smaller group discussions or exercises during workshops.
  • Ensure that all interactive features are tested and functioning properly before the event begins.
• Create Event-Based Challenges and Gamification:
  • Work with the Community Engagement and Content Teams to create challenges (e.g., fitness, hydration, mindfulness challenges) that will be launched during the event.
  • Set up leaderboards or tracking tools within the platform to monitor participant progress and keep them motivated.

4. Communication and Notifications:

• Set Up Participant Communication:
  • Establish a system for sending important updates to participants via the platform, including pre-event reminders, session links, and event details.
  • Configure push notifications or email alerts to keep participants informed about session start times, content availability, and any changes to the schedule.
• Create Event Welcome Messages:
  • Develop a welcoming message or introduction video for the Welcome session of the event. This can include a brief overview of the event, session guidelines, and how to engage with the platform.
  • Ensure that a friendly and helpful tone is used in all communications to enhance the participant experience.

5. Test and Troubleshoot Platform Setup:

• Test Registration Process:
  • Test the entire registration process from start to finish, ensuring that participants can easily register, receive confirmation emails, and access the correct sessions.
  • Check that the confirmation emails contain the right event details and that any links to sessions work properly.
• Test Session Access and Features:
  • Run through the event session access process as a test participant to ensure that the platform allows smooth access to all scheduled workshops and sessions.
  • Verify that all features such as live polls, breakout rooms, session materials, and communication tools work as expected for both participants and facilitators.
• Pre-event Troubleshooting:
  • Identify and resolve any technical glitches, connectivity issues, or compatibility problems that might arise, especially regarding participant access to live sessions.
  • Ensure that all facilitator tools (e.g., screen sharing, audio/video controls, etc.) are functioning as expected.

6. Post-Registration Preparation:

• Prepare Participant Resources:
  • Upload or distribute pre-event resources (e.g., wellness tips, goal-setting guides, introductory videos) to participants upon registration or via the platform’s resources section.
  • Ensure that these resources are easily accessible and provide valuable context before the event begins.
• Finalize Event Schedule and Logistics:
  • Double-check the final event schedule and confirm that all sessions are in place, correctly timed, and aligned with participant preferences and registrations.
  • Work with the Program Manager to confirm that all logistics, such as session transitions, breaks, and event flows, are accounted for in the platform setup.

Required Tools and Platforms:

• SayPro Platform: The primary tool for registration, session management, and participant communication.
• Content Management System (if separate): To upload and manage pre-event resources and session materials.
• Email Marketing/Automation Tools: To manage and send automated registration confirmation emails, reminders, and post-event follow-up.
• Video Conferencing/Virtual Meeting Software (if needed): For conducting live sessions and breakout rooms if not integrated directly into SayPro.
• Interactive Tools (polling software, live Q&A features, etc.): To enhance participant engagement during sessions.

Timeline:

• 3-4 Weeks Before Event:
  • Begin platform setup, configure event registration and session management tools.
  • Upload initial content and resources for participant access.
  • Test registration process and troubleshoot any issues.
• 1-2 Weeks Before Event:
  • Finalize session details, assign facilitators to sessions, and ensure content is uploaded.
  • Send pre-event communications and reminders to registered participants.
  • Run tests for all interactive features and conduct dry runs with facilitators.
• 1-2 Days Before Event:
  • Conduct final testing of the entire platform (including registration, session access, interactive tools, and troubleshooting).
  • Ensure that all communication systems (email, push notifications) are fully functional.

Impact and Goals:

The SayPro Pre-Event Preparation will set the stage for a seamless experience for both participants and facilitators. By ensuring that event registration, session management, and participant communication are all handled efficiently and professionally, participants will have a positive, smooth experience accessing the event and engaging with content. Proper preparation and testing of the platform will minimize technical issues and increase overall satisfaction, setting the tone for a successful Wellness Kickoff Campaign.