SayPro Ensure all registration forms are functioning

SayPro Event Logistics & Setup: Ensuring Registration Forms Functionality and Clear Communication of Event Details

Objective:

To ensure that all registration forms are fully operational, user-friendly, and provide participants with clear information regarding the event schedule, speakers, and breakout session topics. This will streamline the registration process, ensure accurate sign-ups, and provide attendees with all necessary details about the event.

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Steps to Complete the Task:

1. Test and Ensure Functionality of Registration Forms

• Registration Form Platform:
  • Choose a reliable registration platform (such as Eventbrite, Google Forms, or a custom solution through the SayPro website).
  • Ensure that the platform can handle the volume of registrations expected, and can integrate with your email marketing system to send confirmation and reminder emails automatically.
• Form Fields:
  • Personal Information: Ensure the form collects all necessary details such as:
    • Name
    • Organization/School
    • Contact information (email, phone)
    • Role (e.g., teacher, recreational provider, partner, industry professional)
  • Attendance Information:
    • Option for attendees to select which days or sessions they will attend (if applicable).
    • Special accommodations (e.g., dietary restrictions, accessibility needs).
  • Breakout Session Preferences:
    • If there are multiple breakout sessions, allow registrants to select their preferred topics or sessions (first choice, second choice). This will help with session planning and room assignments.
• Payment System (if applicable):
  • Test the payment gateway if the event has a registration fee. Ensure that payment options (credit card, PayPal, etc.) are working smoothly and that confirmation emails are sent after payment.
• Automated Confirmation Emails:
  • Set up an automated email to confirm registration. This email should include:
    • A confirmation of registration and payment (if applicable).
    • A link to the event schedule and session selections.
    • Instructions for event day (e.g., check-in process, location details).
• Test Registration:
  • Have a team member test the entire registration process from start to finish to ensure all fields are working, emails are sent, and the information is received properly.
  • Test the form across different browsers and devices to ensure that it is fully responsive and accessible.

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2. Clearly Communicate the Event Schedule

• Event Overview:
  • Include a high-level schedule that covers:
    • Event start and end time
    • Key sessions (e.g., keynote speakers, panel discussions)
    • Breakout session slots
    • Networking opportunities or meal times
  • Make sure the schedule is easy to read and well-organized, using bold text or color-coding to differentiate between various types of activities.
• Session Descriptions:
  • Speaker Details: List the names, titles, and brief bios of all keynote speakers, session leaders, and panelists. Include photos if possible.
  • Session Topics: Provide a short description of each session or breakout topic to help attendees decide which sessions are most relevant to them.
    • Example: “Session 1: Building Strong Partnerships in Education – Learn strategies for connecting schools with community organizations and recreational service providers.”
  • Session Format: Indicate whether a session will be a panel discussion, hands-on workshop, lecture, or roundtable to set expectations.
• Session Time Slots:
  • Ensure the registration form allows users to select preferred sessions by time slot, with clear indicators of which sessions are available or full.
  • Include specific times for each session to help attendees plan their day.
  • Example: “Breakout Session 1: 10:00 AM – 11:00 AM”

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3. Communicate Breakout Session Details

• Session Selection Options:
  • Present attendees with a list of available breakout sessions. Let them select their top choices for each time slot.
  • Clearly indicate if a session is full or if there are still spots available. You could show a “Limited Availability” message or use a color-coding system (e.g., green for available, yellow for limited, red for full).
• Detailed Descriptions:
  Provide a brief description for each breakout session:
  • Topic: The title and theme of the session.
  • Presenter: Who is leading it and what qualifications they bring.
  • Learning Outcomes: What participants can expect to learn or take away.
  • Target Audience: Specify if the session is designed for a particular type of attendee (e.g., schools looking to partner with recreational providers or those seeking STEM resources).
• Interactive Features:
  • If your platform allows, include an interactive map of the event space with breakout session locations.
  • Allow attendees to indicate preferences for networking sessions or smaller group discussions.

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4. Provide Event Day Information

• Clear Event Instructions:
  Include instructions in the confirmation email and on the event website about how to attend the event:
  • Check-in Process: Where and when attendees should check in (e.g., registration desk location, hours of operation).
  • Event Location: Include the full event address, parking details, and public transport options.
  • Accessing Sessions: Explain how to access specific rooms or sessions. If applicable, provide a virtual link for remote participation.
  • Virtual Events: For hybrid or virtual events, include information on accessing the online platform, logging in, and navigating the virtual environment.

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5. Provide Accessible and Easy-to-Use Event Resources

• Event Program PDF: Provide a downloadable PDF with the full schedule, session details, and speaker information. This allows attendees to have a tangible resource during the event.
  • This document should also be accessible on mobile devices for on-the-go reference.
• Session Handouts: If specific session materials or handouts are provided, ensure these are easily downloadable or accessible through the event platform.

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6. Post-Registration Communication and Reminders

• Reminder Emails:
  • Send a reminder email a week before the event with important information about the event schedule, session selections, and speakers.
  • Include a reminder to fill out any remaining registration details or make final selections for sessions if they haven’t already done so.
  • Send a final reminder 1-2 days before the event with event logistics, registration desk hours, and last-minute tips for attendees.
• Event App (if applicable): If your event utilizes an event app, ensure that the app includes:
  • An interactive agenda
  • Push notifications for any changes or updates
  • A way for attendees to message each other or schedule one-on-one sessions.

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Expected Outcome

By ensuring the functionality of registration forms and clearly communicating the event schedule, speakers, and breakout session topics, SayPro will provide a smooth and informative registration process for all attendees. This will reduce confusion, increase engagement, and enhance the overall experience, leading to higher satisfaction and stronger event outcomes.

Clear communication and easy access to event details will also contribute to an organized, well-attended event with minimal issues or last-minute confusion for both participants and organizers.