SayPro Post-Event Follow-Up Plan
Event Name: SayPro Monthly January SCSPR-98: Cleaning Company Retail & Exhibition Event Management
Event Dates: January 25-27, 2026
Follow-Up Deadline: January 30, 2026
The post-event follow-up is crucial to maintain engagement, gather feedback, and show appreciation to all participants. Below is a detailed plan for sending thank-you emails, distributing surveys, and providing event recordings to attendees, speakers, exhibitors, and sponsors.
1. Thank-You Emails
1.1. Recipients:
- Attendees
- Speakers
- Exhibitors
- Sponsors
- Volunteers and Staff
1.2. Email Content:
- Subject Line:
- “Thank You for Joining Us at SayPro Monthly January SCSPR-98!”
- Email Body:
- Greeting: Start with a warm, personalized greeting thanking the recipient for their participation.
- Acknowledgment: Acknowledge their contribution to the event, whether they attended, spoke, exhibited, or supported the event in some other way.
- Event Highlights: Briefly mention some highlights of the event, such as popular sessions, workshops, or networking opportunities.
- Next Steps: Encourage continued engagement by inviting them to:
- Fill out a survey.
- Access recordings or materials from the event (with links provided).
- Stay connected through the event’s app or social media groups.
- Closing: Express gratitude again and mention the hope of seeing them at future events.
1.3. Timing:
- Send on: January 28, 2026
- Team Action: Prepare segmented email lists based on recipient categories (attendees, speakers, exhibitors, sponsors) to ensure relevant content is sent to each group.
2. Survey Distribution
2.1. Survey Purpose:
- Gather Feedback: Understand the attendees’ experience to improve future events.
- Assess Session Impact: Identify which sessions were the most valuable and which could be improved.
- Overall Event Satisfaction: Gauge attendee satisfaction on logistics, content quality, and networking opportunities.
2.2. Survey Questions (Examples):
- Event Content:
- How would you rate the overall quality of the sessions and workshops?
- Which session or workshop was the most valuable to you?
- Were there any topics you felt were missing from the event?
- Logistics:
- How would you rate the venue, signage, and organization of the event?
- Were the event schedule and registration process clear and efficient?
- Networking:
- How useful were the networking opportunities provided?
- Did you make any valuable connections during the event?
- General Feedback:
- What could we improve for future events?
- Any additional comments or suggestions?
2.3. Survey Distribution Timing:
- Send on: January 28, 2026, immediately after the thank-you emails.
- Survey Deadline: Set the survey deadline to January 31, 2026, allowing a few days for responses.
2.4. Survey Tools:
- Use a professional survey platform like SurveyMonkey, Google Forms, or Typeform to create the survey.
- Ensure the survey is mobile-friendly and easy to complete.
- Include a call-to-action in the thank-you email with a direct link to the survey.
3. Event Recordings and Materials
3.1. Available Content:
- Session Recordings: Provide links to recordings of key sessions, workshops, and keynote speeches. If available, include speaker slides or materials used during presentations.
- Exhibitor Presentations/Promotions: Include any promotional materials from exhibitors that may be of interest to attendees.
- Workshop Handouts: Distribute any handouts, slides, or notes shared by workshop facilitators.
3.2. Distribution Methods:
- Email Links: Include links to the recordings and materials in the thank-you emails. Make it clear how attendees can access the content (e.g., through a portal or on the event website).
- Event Platform/Website: If the event was supported by a platform or app, upload the recordings and materials there, and direct attendees to this platform.
- Social Media/Follow-Up Posts: Post reminders about the availability of the recordings on the event’s social media accounts, encouraging further engagement.
3.3. Timing:
- Send on: January 29, 2026
- Include access details for both the recorded sessions and any shared event materials.
4. Final Confirmation and Reminders
4.1. Email Follow-Up Reminder:
- Send on: January 30, 2026, if recipients have not completed the survey or accessed recordings.
- Subject Line:
- “Don’t Miss Out: Last Chance to Complete Our Survey and Access Event Recordings”
- Content:
- Friendly reminder to complete the post-event survey.
- Provide a second opportunity to access recordings and event materials, ensuring no participant misses out.
- Subject Line:
4.2. Social Media Follow-Up:
- Encourage attendees to share feedback and highlight favorite moments or takeaways from the event.
- Promote event content: Share session highlights, photos, and key takeaways on social media platforms (LinkedIn, Twitter, Instagram) using a specific hashtag related to the event.
5. Closing Remarks and Engagement Beyond the Event
5.1. Networking Opportunities:
- Encourage continued networking by reminding participants about follow-up events, webinars, or discussion forums. Provide links to these future opportunities.
5.2. Save the Date for Future Events:
- Use the follow-up email to hint at or announce future events, such as the SayPro Monthly February SCSPR-99 or any special webinars. Include a “Save the Date” or early registration link if available.
Timeline Summary:
| Task | Deadline |
|---|---|
| Send Thank-You Emails | January 28, 2026 |
| Send Surveys | January 28, 2026 |
| Send Event Recordings & Materials | January 29, 2026 |
| Send Final Reminder | January 30, 2026 |
Conclusion:
The SayPro Post-Event Follow-Up Plan ensures that all participants receive appreciation, valuable content, and the opportunity to provide feedback. By sending thank-you emails, distributing surveys, and sharing event recordings, you can maintain engagement and gather insights for future event improvements. The plan is designed to be timely and efficient, ensuring participants feel valued and stay connected with the SayPro community beyond the event.
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