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SayPro Speaker Outreach and Coordination (01-08-2025 to 01-12-2025)
Email: info@saypro.online Call/WhatsApp: + 27 84 313 7407
SayPro is a Global Solutions Provider working with Individuals, Governments, Corporate Businesses, Municipalities, International Institutions. SayPro works across various Industries, Sectors providing wide range of solutions.
Speaker Outreach and Coordination (01-08-2025 to 01-12-2025)
Reach Out to Potential Speakers
- Identify Potential Speakers:
- Internal Speakers: Identify knowledgeable and experienced individuals within SayPro who can contribute valuable insights to the webinar.
- External Speakers: Look for industry experts, thought leaders, and consultants who can provide a broader perspective and enhance the webinar’s credibility.
- Initial Outreach:
- Invitation Email: Send a formal invitation email to potential speakers. Include details about the webinar topic, date, time, target audience, and the benefits of participating.
- Personalization: Personalize the email by addressing the speaker by name and mentioning why their expertise is valuable for the webinar.
- Follow-Up: If you don’t receive a response within a few days, send a polite follow-up email to confirm their interest and availability.
- Confirmation of Participation:
- Availability Check: Confirm the speaker’s availability for the webinar date and time. Ensure they are comfortable with the schedule and any time zone differences.
- Formal Agreement: Once they agree to participate, send a formal confirmation email outlining the next steps and any necessary agreements or contracts.
- Provide Necessary Materials:
- Webinar Agenda: Share the detailed agenda with the speakers, highlighting their specific time slot and any other relevant sessions they might want to attend.
- Presentation Guidelines: Provide clear guidelines on the presentation format, duration, and content structure. Include templates if necessary.
- Technical Setup Instructions: Inform speakers about the webinar platform being used and provide instructions on how to use it. Schedule test runs to ensure they are comfortable with the technical setup.
- Content Preparation:
- Key Points: Discuss the key points and themes that should be covered in their presentation. Ensure alignment with SayPro’s goals and the overall webinar objectives.
- Visual Aids: Encourage the use of visual aids, such as slides, videos, and infographics, to enhance the presentation. Offer support in creating or refining these materials if needed.
- Interactive Elements: Suggest incorporating interactive elements, such as polls, Q&A sessions, and breakout discussions, to engage the audience.
- Regular Communication:
- Updates and Reminders: Keep speakers informed with regular updates leading up to the webinar. This includes any changes to the schedule, additional instructions, or reminders.
- Dedicated Point of Contact: Assign a dedicated point of contact for each speaker to address any questions or concerns. Ensure they are easily reachable and responsive.
- Day-of Coordination:
- Pre-Webinar Check-In: Conduct a final check-in with speakers on the day of the webinar. Confirm their availability and readiness, and address any last-minute issues.
- Technical Support: Have technical support on standby to assist with any technical difficulties that may arise during the webinar.
- Moderation: Ensure there is a moderator to introduce the speaker, manage the Q&A session, and facilitate smooth transitions between segments.
- Post-Webinar Follow-Up:
- Thank You Note: Send a thank you note to the speakers, expressing appreciation for their contribution. Highlight any positive feedback received from participants.
- Feedback Collection: Gather feedback from the speakers on their experience and any suggestions for improvement. This can help refine future coordination efforts.
- Share Recordings: Provide access to the webinar recording and any relevant materials. Encourage speakers to share these with their networks.
By following these steps, SayPro can effectively manage the outreach and coordination with speakers, ensuring they have all the necessary information and support to deliver a successful presentation.
- Neftaly Malatjie | CEO | SayPro
- Email: info@saypro.online
- Call: + 27 84 313 7407
- Website: www.saypro.online
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