SayPro Event Materials Preparation Strategy

To ensure the Strategic Partnerships for Local Television Stations event runs smoothly and that all participants are fully informed and engaged, it’s crucial to prepare and distribute comprehensive event materials. These materials should include everything from the event schedule and speaker bios to promotional content that drives excitement and provides attendees with key information.

Here’s a detailed breakdown of the materials that will be created and distributed:

1. Event Schedule

Goal:

Provide attendees with a clear, detailed schedule that outlines the event’s timing, session topics, speakers, and networking opportunities.

Components:

Event Date and Time: Clearly outline the event start and end time, considering different time zones if the event is hybrid (both virtual and in-person).
Session Tracks/Topics: Break the event into thematic sessions, workshops, or panels with clearly defined times and topics, such as:
- Keynote Sessions
- Networking Breaks
- Technology and Innovation Panels
- Advertiser and Content Creator Collaborations
Speaker Names and Titles: List of all speakers, moderators, and panelists along with their bios (detailed below).
Special Announcements: Any special sessions, contests, or events during the day, such as “Sponsor Spotlight” sessions or VIP-only networking events.
Session Locations: If the event is in-person or hybrid, specify the physical locations of each session or virtual platform details (Zoom/streaming links).

Format:

Printable Version: PDF document, with a clean and professional design, available for printing or downloading.
Digital Version: Share via email and the event app (if applicable) with clickable links for virtual participants.
On-Site: Print schedules for in-person participants (distributed at registration or available at check-in).

2. Speaker Bios and Session Details

Goal:

Provide attendees with background information about the event speakers, ensuring they can better understand their expertise and the content they’ll be delivering.

Components:

Speaker Name: Full name and professional title.
Organization: The company or institution the speaker represents.
Speaker Bio: A brief biography (2-4 sentences) outlining the speaker’s background, expertise, and any notable accomplishments or roles within the industry.
Photo: High-quality headshot of each speaker (with permission).
Session Title & Description: Provide attendees with an overview of each speaker’s session topic, key points, and what they can expect to learn.
Social Media & Contact Info: Any links to the speaker’s LinkedIn, Twitter, or relevant personal websites (optional).

Format:

Digital: This information should be included in the event’s official website and/or event app.
Printed Program: Include speaker bios and session details in the printed event programs.
Email: Send out a pre-event email with bios and session details to all registered attendees.

3. Promotional Content

Goal:

Generate excitement, attract participants, and ensure the event is well-represented across all channels.

Components:

Event Branding: Create a visually appealing and cohesive set of branding materials that align with SayPro’s branding guidelines (logos, color schemes, fonts).
Event Flyer: A digital flyer containing event highlights, key benefits of attending, and the CTA to register. Include prominent speaker names, session titles, and a sneak peek at the event schedule.
Social Media Posts: A series of designed posts that can be shared across platforms (LinkedIn, Facebook, Twitter, Instagram).
- Post examples:
  - “Countdown” posts leading up to the event.
  - Speaker Spotlight posts with visuals and short descriptions.
  - **“Register Now” call-to-action posts.
Promotional Video: A short (30-60 seconds) promotional video that can be used on social media or in email campaigns. This should highlight the event’s value, key speakers, and exclusive networking opportunities.
Press Release: A professional, well-written press release to be sent out to media outlets. Include event details, sponsors, key speakers, and registration information.
Media Kits: Ready-to-use promotional material for sponsors, partners, and influencers to share (logos, images, event information, speaker bios).

Format:

Email Templates: Prepare engaging email content for outreach to media, sponsors, and influencers.
- Example subject lines:
  - “Don’t Miss Out! Secure Your Spot for the Local TV Strategic Partnerships Event!”
  - “Exclusive Insights: Local TV & Technology Leaders Share Their Vision”
Social Media Templates: Develop ready-to-share social media posts with high-quality visuals, event hashtags, and calls to action.

4. Event Registration Materials

Goal:

Ensure smooth registration and provide necessary materials to attendees before and during the event.

Components:

Event Passes: For in-person attendees, prepare and distribute physical or digital event passes with names, QR codes for easy check-in, and session allocations.
Confirmation Emails: Send attendees a confirmation email upon registration with the following details:
- Registration confirmation and QR code for event access.
- A link to the event schedule and speaker bios.
- Instructions for virtual access (if applicable).
- Event logistics (location, parking info, virtual platform details).
Registration Instructions: Clear instructions on how to register and access the event, both for virtual and in-person participants.

Format:

Printed: Passes for physical event attendees (including lanyards or badges for easy identification).
Email/Virtual: QR codes and digital tickets sent to virtual attendees.

5. Event Handouts and Session Materials

Goal:

Provide valuable resources that attendees can take home or access online, enhancing their learning experience.

Components:

Session Worksheets: Any handouts or worksheets for session participation, including note sections, discussion prompts, or activity guides.
Presentation Slides: Speaker decks or slide presentations that can be distributed post-event (either as PDFs or accessible via the event website).
Event Brochure: A printed or digital brochure that outlines the event’s key objectives, sponsors, and sessions.
Product or Service Information: If relevant, sponsors may want to provide product info or service brochures that can be distributed during the event.

Format:

Digital Access: Post-event, share all materials via email or a dedicated event website page for easy access by attendees.
Printed Copies: For in-person attendees, print materials like session handouts, speaker bios, and event brochures to hand out during check-in.

6. On-Site Event Materials (For In-Person Attendees)

Goal:

Ensure that in-person attendees feel welcomed and informed throughout the event.

Components:

Event Program: A printed booklet or folder with the full event schedule, maps (if needed), and speaker bios.
Directional Signage: On-site signage to guide attendees to various session rooms, exhibitor booths, and networking areas.
Swag Bags: Consider providing event swag (branded pens, notepads, or other giveaways) to attendees.
Networking Materials: If applicable, provide badges or tags that indicate attendees’ areas of expertise or networking interests to foster more meaningful conversations.

Format:

Printed: All materials printed and distributed at check-in or in swag bags.
Digital Access: Provide QR codes or links to virtual materials for hybrid events.

7. Post-Event Materials

Goal:

Follow-up with attendees, sponsors, and partners to ensure long-term engagement and feedback.

Components:

Event Recap: Send a post-event recap email thanking attendees and highlighting key takeaways, success stories, and next steps.
Post-Event Survey: Link to an online survey asking for feedback about the event experience (session quality, networking opportunities, etc.).
Session Recordings: Provide links to recorded sessions for those who may have missed them or would like to revisit specific content.
Sponsor Thank-You: Send a personalized thank-you note or certificate to sponsors, including a summary of their brand visibility and event impact.

Timeline for Material Preparation

Timeline	Activity
6-8 Weeks Before Event	Finalize the event schedule, speaker bios, and overall branding. Begin creating promotional content.
4-6 Weeks Before Event	Begin preparing registration materials and event brochures. Share initial drafts of the event program.
2-3 Weeks Before Event	Finalize all event materials (speaker bios, session descriptions, schedules). Distribute promotional content and email blasts.
1 Week Before Event	Finalize printed materials (programs, session handouts) and confirm event swag (if applicable).
During Event	Distribute printed materials (programs, passes) to in-person attendees. Ensure smooth check-in.
Post-Event	Send out post-event emails, including thank-you notes and session recordings.

By preparing and distributing these comprehensive materials, SayPro ensures that all participants are well-prepared and excited for the Strategic Partnerships for Local Television Stations event. This approach fosters a professional and organized event experience, enhances attendee engagement, and ensures sponsors and partners feel supported throughout.

SayPro Event Materials Preparation Strategy