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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.

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.

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.

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.

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.


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.

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.

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