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SayPro Post-Event Follow-Up Plan

Written by

Agcobile Sikhuza

in

Objective:

To send thank-you emails, surveys, and recordings of the event to all participants by January 30, 2026, ensuring continued engagement, gathering valuable feedback, and providing easy access to post-event resources.

Key Steps and Timeline:

1. Thank-You Emails (Deadline: January 30, 2026)

  1. Email Content Preparation (Deadline: January 29, 2026)
    • Action: Draft the content of the thank-you email, ensuring it is personalized, clear, and appreciative.
    • Tasks:
      • Subject Line: Craft a compelling subject line (e.g., “Thank You for Attending SayPro Event – Here’s What’s Next!”).
      • Personalization: Include personalized greetings to make the email feel more engaging and special for each recipient.
      • Main Content: Express gratitude to the attendees, speakers, exhibitors, and sponsors for their participation and contribution to the event’s success.
      • Key Highlights: Summarize the key moments from the event (notable sessions, speakers, workshops) and acknowledge any special achievements or recognition.
      • Call to Action (CTA): Include CTAs for additional actions like filling out the feedback survey, accessing session recordings, or connecting on social media.
  2. Survey Invitation in Thank-You Email (Deadline: January 30, 2026)
    • Action: Include a survey link in the thank-you email to collect attendee feedback.
    • Tasks:
      • Survey Design: Prepare a brief and engaging post-event survey, including questions about attendee experience, event content, logistics, and any areas for improvement.
      • Survey Platform: Ensure the survey is hosted on a user-friendly platform (e.g., Google Forms, SurveyMonkey) and accessible via a direct link in the email.
      • Incentive (Optional): Consider offering an incentive (e.g., a chance to win a prize) to encourage survey completion.
  3. Recording and Resource Access Link (Deadline: January 30, 2026)
    • Action: Provide access to the event recordings and other resources in the thank-you email.
    • Tasks:
      • Recording Preparation: Ensure all event sessions and workshops are recorded and available for sharing. Edit or process recordings if needed to ensure high-quality playback.
      • Platform for Access: Upload the recordings to an easy-to-access platform (e.g., a private YouTube link, event app, or cloud storage like Google Drive or Dropbox).
      • Access Link: Include a clear, clickable link to the recordings in the thank-you email. Ensure attendees know how to access session materials, slides, or other post-event resources.

2. Post-Event Survey (Deadline: January 30, 2026)

  1. Survey Launch (Immediately after Event)
    • Action: Send the post-event survey link to all participants as part of the follow-up email.
    • Tasks:
      • Survey Distribution: Ensure the survey link is included in the thank-you email that is sent to attendees, speakers, exhibitors, and sponsors.
      • Survey Reminder: Send a gentle reminder email to those who have not filled out the survey by January 28, 2026, encouraging them to provide their feedback.
  2. Survey Metrics and Analysis (Ongoing after Survey Completion)
    • Action: Analyze survey results to gain insights on attendee satisfaction and areas for improvement.
    • Tasks:
      • Review Responses: Collect and analyze feedback from attendees, exhibitors, and speakers.
      • Key Insights: Look for trends in feedback related to session content, networking opportunities, logistics, and event atmosphere.
      • Actionable Feedback: Identify areas that can be improved for future events and note any common issues attendees faced.

3. Sharing Recordings and Resources (Deadline: January 30, 2026)

  1. Recording Access Preparation (Deadline: January 29, 2026)
    • Action: Ensure that all event recordings and supplementary resources (slides, handouts, etc.) are ready for distribution.
    • Tasks:
      • Organize Materials: Make sure all event sessions and workshop recordings are clearly labeled and stored in a central, easily accessible location.
      • Add Supplementary Materials: Include any additional resources such as session slides, PDFs, or event notes that will be useful to participants.
      • Test Links: Test all links to ensure they work properly and that participants will not face issues accessing the content.
  2. Finalizing Access Instructions (Deadline: January 30, 2026)
    • Action: Provide clear instructions on how participants can access the recordings and additional materials.
    • Tasks:
      • Easy Access: Ensure the access process is simple and user-friendly, with clear instructions on how to view or download the materials.
      • Highlight Important Sessions: If applicable, highlight key sessions or workshops that attendees may want to revisit.
      • Provide Technical Support: Offer contact information for technical support if participants face issues accessing the recordings.

4. Finalizing the Follow-Up Email List (Deadline: January 30, 2026)

  1. Compile Participant List
    • Action: Ensure you have an accurate list of all participants, including attendees, speakers, exhibitors, and sponsors.
    • Tasks:
      • Registration List: Pull the most up-to-date participant list from the registration platform to ensure that all relevant individuals receive the thank-you email.
      • Double-Check Contact Info: Verify that email addresses are correct to ensure that emails are successfully delivered.
  2. Email Distribution (Deadline: January 30, 2026)
    • Action: Send thank-you emails, surveys, and access links to all participants.
    • Tasks:
      • Segmented Email Distribution: Depending on the audience (attendees, speakers, exhibitors, sponsors), tailor the thank-you message slightly to make it more personalized.
      • Timing: Send out the emails in batches or as a single wave, depending on the volume of participants, ensuring all follow-up materials are sent out on time.

5. Analyze and Implement Feedback (Post-Event, Ongoing)

  1. Review Survey Responses (Ongoing after January 30, 2026)
    • Action: Gather and analyze survey feedback to evaluate the event’s success and areas for improvement.
    • Tasks:
      • Quantitative Analysis: Analyze response rates and gather key data points such as overall satisfaction, session ratings, and event logistics feedback.
      • Qualitative Feedback: Identify common themes in open-ended responses and suggestions for improvement.
  2. Prepare a Post-Event Report (After January 30, 2026)
    • Action: Compile feedback into a comprehensive post-event report that summarizes participant satisfaction, key takeaways, and action steps for future events.
    • Tasks:
      • Create Report: Include key metrics, feedback, and insights that will inform future events.
      • Internal Team Review: Share the report with the event planning team for reflection and discussion on improving future events.

Key Responsibilities:

  • Marketing and Communications Team:
    • Draft and send out thank-you emails with personalized messages, event links, and survey invitations.
    • Manage the email list and ensure all participants receive the follow-up materials.
  • Survey Coordination Team:
    • Design and distribute the post-event survey, ensuring it is easy to complete and effectively collects meaningful feedback.
    • Track survey responses and analyze results for insights.
  • Technical Support Team:
    • Ensure all event recordings and materials are uploaded to a suitable platform and tested for access.
    • Provide technical support for participants experiencing issues with accessing the materials.
  • Event Management Team:
    • Ensure the follow-up process runs smoothly and on time, addressing any issues related to distribution or content.

Success Metrics:

  • Email Open Rate:
    • Aim for an open rate of ≥ 40% for thank-you emails, indicating high engagement.
  • Survey Response Rate:
    • Achieve at least a 25% response rate for the post-event survey to gather sufficient feedback.
  • Access to Recordings:
    • Ensure that at least 90% of event participants access the recordings and post-event resources.
  • Participant Satisfaction:
    • Strive for ≥ 85% positive feedback in the post-event survey, reflecting a successful event.

Conclusion:

By executing this post-event follow-up plan, SayPro will maintain strong engagement with all participants, gather valuable insights for future events, and provide essential resources like session recordings and surveys to enhance the overall attendee experience. Sending the thank-you emails, surveys, and recordings by January 30, 2026 will ensure that SayPro maintains a positive post-event connection with all involved parties.

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