SayPro Open Registration

SayPro Tasks to Launch Open Registration Portal

1. Finalize Registration Portal Design & Functionality (Deadline: December 15, 2025)

• Action: Complete the design and functionality of the online registration portal.
• Responsible: Website Development Team, IT Support
• Details:
  • Ensure the registration portal is user-friendly and mobile-responsive.
  • Include necessary fields for collecting attendee information (name, contact info, company, session preferences, dietary restrictions, etc.).
  • Set up registration confirmation and email notification systems (with event details and ticket info).
  • Integrate payment processing if applicable (for paid registrations).
  • Test the registration system for functionality, ensuring all forms and payments are processed correctly.
  • Add terms and conditions or waivers if required by the event.

2. Develop Early Bird Discount & Registration Options (Deadline: December 17, 2025)

• Action: Finalize the registration types and early bird discounts.
• Responsible: Event Registration Team, Finance Department
• Details:
  • Confirm early bird pricing for attendees who register before a specified date.
  • Provide options for different ticket types (e.g., general admission, VIP, student, sponsor tickets).
  • Set up promo codes or discounts for specific groups, such as sponsors or partners.
  • Confirm any special registration perks or packages (e.g., access to exclusive networking events or speaker sessions).
  • Prepare any discount codes or group codes for the registration team.

3. Set Up Payment Gateway (Deadline: December 17, 2025)

• Action: Implement payment processing for registrations if the event requires fees.
• Responsible: IT Support, Finance Team
• Details:
  • Integrate the chosen payment gateway (e.g., PayPal, Stripe) into the registration portal.
  • Test payment system with test transactions to ensure smooth processing.
  • Set up automatic invoicing and payment receipts for registrants.
  • Verify currency options if international attendees are expected.

4. Create Registration Confirmation Emails & Communication (Deadline: December 18, 2025)

• Action: Set up automatic confirmation and reminder emails.
• Responsible: Marketing Team, Event Coordination Team
• Details:
  • Draft confirmation email template for registrants to receive immediately after sign-up.
  • Include registration details (e.g., ticket type, sessions selected, QR code, and event logistics).
  • Set up reminder emails to be sent one week before the event and one day prior.
  • Include important event info in the confirmation emails (agenda, venue, networking opportunities).
  • Include links to the event’s social media pages and encourage attendees to share their registration.

5. Update Website with Registration Portal Link (Deadline: December 19, 2025)

• Action: Ensure the registration portal link is accessible and prominently featured on the SayPro website.
• Responsible: Website Management Team
• Details:
  • Add the registration portal link on the homepage of the SayPro website, ideally in a banner or pop-up.
  • Include clear and concise instructions on how to register for the event.
  • Add a countdown timer or event registration deadline to create a sense of urgency.
  • Provide a FAQ section related to registration (payment issues, cancellation policy, etc.).

6. Conduct a Final Test of the Registration Portal (Deadline: December 19, 2025)

• Action: Perform a final test of the registration portal to ensure everything is functioning properly.
• Responsible: IT Support, Event Registration Team
• Details:
  • Test the entire registration process from start to finish, including form submission, payment processing (if applicable), and email confirmation.
  • Test portal usability on different devices (desktop, mobile, tablet) and browsers to ensure accessibility.
  • Confirm that all fields, payment options, and confirmation emails work correctly.
  • Ensure the portal is secure and complies with data protection regulations.

7. Promote the Open Registration Launch (Deadline: December 20, 2025)

• Action: Announce the opening of registration through various marketing channels.
• Responsible: Marketing Team
• Details:
  • Create promotional materials for the launch, including social media posts, email newsletters, and website banners.
  • Send a dedicated email announcement to SayPro’s mailing list with a direct link to the registration portal.
  • Post on social media platforms (LinkedIn, Twitter, Facebook, Instagram) announcing that registration is now live, including event highlights and the early bird registration deadline.
  • Update event partners and sponsors, encouraging them to promote the open registration through their networks.
  • Use engaging graphics, countdowns, and reminders to create excitement around early registration.

8. Monitor Registration and Provide Customer Support (Ongoing)

• Action: Monitor registrations and provide ongoing support as needed.
• Responsible: Registration Team, Customer Service Team
• Details:
  • Monitor the portal for registration volume, paying attention to trends (e.g., initial surge or slow registration).
  • Respond promptly to any registration inquiries, payment issues, or technical difficulties.
  • Provide clear guidance for attendees who need assistance with registration or event details.
  • Ensure that the registration system is keeping track of the number of tickets sold (for capacity management).

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Additional Reminders:

• Promotions: Consider offering additional incentives for early registration, such as exclusive content, networking opportunities, or VIP packages.
• Urgency: Use limited-time offers, such as “Early Bird Registration Ends [Date],” to encourage quick sign-ups.
• Testing: Keep testing the registration process until launch to address any potential bugs or issues that may arise.

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Final Deadline for Launch: December 20, 2025

Once all the steps are completed, the SayPro Open Registration Portal will be live and ready for early sign-ups. By following this timeline and ensuring all elements are tested and finalized, you can smoothly launch the registration process for the SayPro Annual Innovation and Partnership Conference and start building excitement among attendees.