SayPro Opening the Online Registration Portal

SayPro: Opening the Online Registration Portal and Providing Pre-Event Materials

To ensure that participants are fully prepared and engaged for the SayPro Monthly February SCSPR-24 Event, we will follow a streamlined process for opening the online registration portal and providing them with essential pre-event materials. This will enhance the overall experience and set the stage for a successful event.

1. Opening the Online Registration Portal:

Steps to Open the Registration Portal:

1. Create Registration Page on SayPro Website:
   • URL Placement: The registration page will be easily accessible from the homepage with a prominent call-to-action (CTA) like “Register Now for SCSPR-24 Event.”
   • Page Features:
     • Event details (date, time, agenda, speakers)
     • Overview of workshop topics and key sessions
     • Easy-to-fill registration form that captures the following:
       • Full Name
       • School/Organization Name
       • Job Title/Role
       • Email Address
       • Session Preferences (workshops or webinars of interest)
       • Any special accommodations needed (if applicable)
     • Registration Confirmation: Upon submission, participants will receive a confirmation email with a unique link to join the event.
2. Integrate with Payment Gateway (if applicable):
   • If there is a registration fee for the event, integrate a secure payment system (such as PayPal or credit card processing) within the registration portal.
   • Provide options for group registration if applicable, with clear instructions on how to register multiple attendees at once.
3. User Experience:
   • The registration form should be simple, mobile-responsive, and visually appealing to make the process seamless for all participants.
   • Enable participants to select and customize their session preferences during registration.

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2. Providing Pre-Event Materials:

Once registered, participants will have access to a range of pre-event materials designed to prepare them for the sessions. These materials will be accessible through a personalized participant dashboard or a dedicated section of the website after registration.

Pre-Event Materials:

1. Event Preparation Guide:
   • A downloadable PDF document that includes:
     • An overview of the event, including key topics and objectives.
     • Event agenda, including time slots for each session and workshop.
     • Instructions on how to access webinars/interactive workshops (Zoom links, event platform access, etc.).
     • Tips on how to engage during the event (e.g., how to use the chat feature, asking questions, participating in polls).
2. Recommended Readings:
   • A curated list of articles, research papers, or book chapters that relate to the event’s themes, such as:
     • Building Sustainable School Recreation Programs
     • The Benefits of Integrating Physical Education into School Curricula
     • Creating Community Partnerships for School Programs
   • Resource Link: Provide direct links to digital content or downloadable PDFs where participants can read ahead of time.
3. Session Previews:
   • A brief overview of each session, including the speakers and facilitators, so participants can prepare questions or topics they want to discuss.
   • Provide a session-specific worksheet or discussion guide to prompt participants to think about how the content can be applied to their school or organization.
4. Interactive Tools for Pre-Event Engagement:
   • Polls or Surveys: Send pre-event surveys to gauge participants’ expectations, challenges, and what they hope to gain from the event. This data will also help shape content for specific workshops or webinars.
   • Discussion Forum: Create an online forum or group where participants can introduce themselves, share what they are hoping to learn, and discuss any pre-event material with others. This will build excitement and facilitate networking.
5. Pre-Event Video:
   • A welcome video from the event organizers, outlining what participants can expect, offering tips for participation, and encouraging them to actively engage during the event.
6. Technical Guidelines:
   • Provide a guide that outlines technical requirements, such as browser compatibility, platform features, and troubleshooting tips for accessing webinars and virtual workshops.

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3. Email Notification with Pre-Event Materials:

• After registration, an automated confirmation email will be sent to participants.
  • The email will contain:
    • Registration confirmation and event link to access the event on the day.
    • Download links for the pre-event materials (guide, readings, worksheets, etc.).
    • Technical setup tips to ensure participants are ready for the virtual environment.
    • A link to the pre-event survey or forum for engagement.
• Reminder Emails (1 week and 1 day before the event):
  • A reminder email to confirm the event details, share any last-minute updates, and encourage participants to review the pre-event materials.
  • Include a final registration reminder, especially for any last-minute registrations.

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4. Technical Support and FAQs:

• FAQs Section: A dedicated section on the registration page or in pre-event emails that addresses common questions about the event, registration process, and platform use.
• Technical Support Contact Information: Provide participants with clear contact details for technical support, such as a dedicated email or live chat for assistance before and during the event.

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5. Ongoing Communication:

Throughout the days leading up to the event, keep participants engaged through reminder messages via email and social media. These can include fun, interactive polls or countdowns to build excitement.

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Timeline for Pre-Event Materials & Registration:

• 1 Month Before Event:
  • Open registration portal and announce it via SayPro’s website, social media, and email newsletters.
  • Ensure pre-event materials are ready for download.
• 1 Week Before Event:
  • Send out the first email with event preparation guide, recommended readings, and session details.
  • Continue promotion on digital channels.
• 1 Day Before Event:
  • Send final email reminder with the event schedule, login details, and technical support information.
  • Encourage participants to review materials one last time.

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By ensuring a smooth and accessible registration process and providing pre-event materials, SayPro will empower participants to come prepared and fully engaged in the SCSPR-24 Event. These materials will enhance the event’s impact, ensuring a meaningful experience for all involved.