saypro Marketing and Registration (01-08-2025 to 01-15-2025): Set up a registration process for employees to sign up, including information about dietary preferences and team assignments.

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SayPro Marketing and Registration Process (01-08-2025 to 01-15-2025)

To facilitate the sign-up process for the SayPro Mystery Dinner: Murder at the Grand Gala,” a streamlined registration system will be set up to gather necessary participant details, including dietary preferences and team assignments. This will ensure that the event runs smoothly and all logistical requirements are met. Below is a detailed plan for setting up the registration process.

1. Registration Platform Setup

A. Platform Options:

Choose a platform that can easily collect participant details and is user-friendly for employees. You can use:

Google Forms (Simple, easy to set up, and integrates with Google Sheets for tracking)
Eventbrite (Professional event registration system with features like ticketing, reminders, etc.)
Microsoft Forms (If SayPro uses Microsoft Office 365 suite, this could integrate seamlessly with internal tools)

B. Registration Form Fields

The registration form will capture the essential details needed for planning the event. Here’s the breakdown of the form fields:

Personal Information:
- Full Name: First and Last Name
- Department/Team Name: So participants are assigned to appropriate teams.
- Employee ID (optional): If applicable for internal tracking.
Dietary Preferences:
- Dietary Restrictions:
  - Options: None, Vegetarian, Vegan, Gluten-Free, Dairy-Free, Nut Allergies, etc. (Allow for multiple selections if needed.)
- Food Preferences: (Optional field to list any specific dislikes or preferences, such as avoiding spicy foods, etc.)
Role Preferences:
- Team Assignment: A dropdown menu or checkbox where participants can indicate if they have a preferred team (e.g., Detective, Actor, etc.).
- Role Interest:
  - Options like “I want to be an investigator” or “I’d like to play a character.” This helps with team-building and assigning roles. Alternatively, teams could be randomly assigned based on the department or role to ensure diverse participation.
T-shirt Size (if applicable):
- Options: XS, S, M, L, XL, XXL (If SayPro plans to provide event T-shirts or other swag as part of the Mystery Dinner experience.)
Emergency Contact Information (optional):
- To be used in case of any emergencies during the event.

C. Confirmation Details

Once the form is submitted, participants will receive an automatic email confirmation with:

Event Details: Date, time, venue, and a brief rundown of what to expect.
Reminder of Dietary Preferences: A reminder of the dietary restrictions and role selections.
Next Steps: Information about any pre-event activities or communications (e.g., reviewing event materials, choosing costumes, etc.).

2. Registration Process Timeline

A. Event Launch Announcement (01-08-2025)

Email Announcement:
- Subject: *”Sign Up Now for the SayPro Mystery Dinner: Murder at the Grand Gala!”
- Send the registration link to all employees with the details of the event, emphasizing the importance of signing up quickly to secure their spot.
Intranet/Portal Post:
- Post an announcement with a link to the registration form on SayPro’s internal portal/intranet. Include a brief explanation about the event’s objectives (team-building, fun, and mystery-solving), along with the registration link.
Social Media Posts:
- Share the registration link via internal social media channels (e.g., Yammer, Slack) to create excitement and encourage sign-ups.

B. Registration Period (01-08-2025 to 01-15-2025)

Promotion Period: During this time, send:
- Email Reminder #1 (01-11-2025):
  - Subject: “Don’t Miss Out – Register for the SayPro Mystery Dinner!”
  - Encourage employees who haven’t signed up yet to register.
- Email Reminder #2 (01-14-2025):
  - Subject: “Last Chance to Join the Mystery Dinner – RSVP Today!”
  - A final reminder with a sense of urgency, emphasizing that registration closes soon.

3. Tracking and Confirmation

A. Tracking Registration Responses

Monitor submissions daily through the chosen registration platform (Google Forms, Eventbrite, etc.) to track the number of participants and ensure that the event remains on schedule.
Team Balance: Ensure that teams are balanced in terms of the number of participants. If team roles are assigned based on interest (e.g., detective vs. actor), keep track of the roles chosen and ensure the event remains balanced for an engaging experience.

B. Participant Confirmation Emails

Automatic Confirmation: After submitting the form, participants will receive an automated confirmation email with all necessary details.
Reminder Email (01-15-2025):
- Subject: “Your Registration for the SayPro Mystery Dinner is Confirmed!”
- Final confirmation with a recap of the event details and instructions, including:
  - Dress code (if any)
  - Event day expectations
  - Any items participants need to bring or review beforehand (e.g., reviewing their role/character backstory).

4. Final Registration Review (01-15-2025)

Close Registration: Ensure that the registration process closes on January 15th, 2025, to finalize team assignments and any last-minute logistical planning.
Pre-Event Communication (01-15-2025):
- Send a final reminder email with:
  - A rundown of the schedule.
  - Additional pre-event instructions.
  - Final event details (including any required pre-event preparation, such as reviewing character backstories or planning costumes).

5. Team Assignments & Final Preparations

Team Assignments:
- Based on the registration data, assign participants to teams based on preferences, departments, or random assignments to ensure balanced teams.
- Send out team assignments via email along with an explanation of the team’s roles and a brief on the event’s storyline.

Conclusion

By setting up a well-structured registration process through a simple yet effective online form, SayPro can efficiently gather participant information, such as dietary preferences and team assignments, ensuring a smooth and organized event. The registration system will also allow for clear communication with participants, ensuring they are well-prepared and excited for the Mystery Dinner.

saypro Marketing and Registration (01-08-2025 to 01-15-2025): Set up a registration process for employees to sign up, including information about dietary preferences and team assignments.

SayPro Marketing and Registration Process (01-08-2025 to 01-15-2025)

1. Registration Platform Setup

A. Platform Options:

B. Registration Form Fields

C. Confirmation Details

2. Registration Process Timeline

A. Event Launch Announcement (01-08-2025)

B. Registration Period (01-08-2025 to 01-15-2025)

3. Tracking and Confirmation

A. Tracking Registration Responses

B. Participant Confirmation Emails

4. Final Registration Review (01-15-2025)

5. Team Assignments & Final Preparations

Conclusion

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