SayPro Open Event Registration

SayPro Tasks to Be Done for the Period

2. Open Event Registration

Deadline: December 20, 2025

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Task Description:
Ensure that event registration is live on the SayPro website by December 20, 2025. This includes setting up the registration system, testing it for functionality, and ensuring all relevant details are provided for prospective attendees.

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Action Steps:

1. Set Up Event Registration System:
   • Choose Registration Platform: Decide whether to use an internal registration system or an external event platform (e.g., Eventbrite, Cvent).
   • Integrate with Website: Ensure that the registration platform is seamlessly integrated with the SayPro website for easy access and user experience.
   • Create Registration Form: Develop the registration form with fields for necessary attendee information (e.g., name, company, email, session preferences, dietary restrictions, payment details, etc.).
2. Develop Event Pricing and Payment Options:
   • Early Bird Pricing: Set up pricing tiers for early-bird registration, standard pricing, and late registration (if applicable).
   • Payment Gateway Setup: Ensure that payment options (credit cards, PayPal, etc.) are available and securely integrated into the registration process.
   • Discount Codes: Create promo codes or discount options if needed for partners or special promotions.
3. Finalize Event Details for Registration Page:
   • Agenda: Include a brief agenda or schedule highlighting key sessions and speakers.
   • Speaker Information: Include speaker names, photos, and session topics for prospective attendees to learn more about the event.
   • Location & Venue Information: Provide clear venue details, including maps, parking information, and any special instructions.
   • Event FAQ: Add an FAQ section addressing common attendee questions (e.g., event dates, cancellation policy, travel accommodations).
4. Test the Registration System:
   • Internal Testing: Run a test of the registration system internally to ensure that forms are submitted correctly, payment is processed, and confirmation emails are sent automatically.
   • Cross-Device Testing: Verify that the registration system is mobile-friendly and works across different devices and browsers.
   • Error Handling: Ensure that any errors in the registration process (e.g., missing fields, payment failures) are clearly communicated to users with simple instructions for resolution.
5. Finalize and Implement Security Measures:
   • Data Security: Ensure that all personal and payment data collected through the registration system is securely stored and complies with relevant data protection regulations (e.g., GDPR, PCI-DSS).
   • SSL Certificate: Ensure that the website registration page is secured with an SSL certificate for safe transactions.
6. Set Up Confirmation Emails:
   • Registration Confirmation: Set up an automated confirmation email to be sent immediately after someone registers, containing event details, a receipt (if applicable), and any next steps (e.g., hotel booking, speaker previews).
   • Reminder Emails: Set up a series of reminder emails to be sent out leading up to the event (e.g., event agenda, session selection, parking info).
7. Promote Event Registration:
   • Social Media Announcement: Announce that registration is open on SayPro’s social media channels, including links to the registration page.
   • Email Marketing: Send a registration announcement to SayPro’s mailing list, encouraging early registration with links to the registration page.
   • Website Banner: Display a prominent banner on the SayPro website that links directly to the registration page.
8. Monitor and Manage Registrations:
   • Track Registrations: Regularly monitor the number of registrations coming in and keep track of early bird/regular registration numbers.
   • Address Issues: Be proactive in responding to any issues or questions related to registration (e.g., payment errors, registration issues) through customer support.

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Responsible Team Members:

• Web Development Team: Responsible for integrating the registration system into the website and ensuring functionality across all devices.
• Event Coordinator: Oversees the overall event registration process, ensuring that the form and details are set up correctly.
• Marketing Team: Responsible for promoting the event registration through social media, email campaigns, and website announcements.
• Finance/Accounting Team: Ensures that payment systems are set up securely and accurately track transactions.

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Expected Outcome:
By the deadline of December 20, 2025, the event registration system will be live and fully operational on the SayPro website. Attendees will be able to easily register for the event, with secure payment processing and automated confirmation. Marketing efforts will help drive awareness and maximize registrations in a timely manner.