SayPro Pre-Event Responsibilities Event Registration & Documentation Objective: Collect the necessary registration details and documentation from attendees.

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SayPro Pre-Event Responsibilities: Event Registration & Documentation

Objective: Collect the necessary registration details and documentation from attendees.

Responsibilities:

Registration Form Preparation:
- Create and finalize an online registration form that collects the following details:
  - Name (First & Last)
  - Email Address
  - Phone Number
  - Organization/Company (if applicable)
  - Job Title (if applicable)
  - Special dietary requirements (if applicable)
  - Preferred session or event track (if relevant)
  - Emergency contact information
  - T-shirt size (if applicable for event swag)
Form Distribution & Promotion:
- Share the registration form link across various channels, such as email, social media, and the event website.
- Set up reminders to encourage early registration and ensure that deadlines are clearly communicated.
Data Collection & Organization:
- Monitor incoming registrations and ensure all required information is accurately collected.
- Use a spreadsheet or event management system to organize attendee data (name, contact information, preferences, etc.).
- Track special requests or important attendee information (dietary preferences, accessibility needs, etc.) to ensure event arrangements are made accordingly.
Confirmation Emails:
- Send automated confirmation emails to attendees upon successful registration.
- Include important event details in the confirmation email, such as:
  - Event date and time
  - Event location or online platform information
  - Any additional instructions (e.g., parking, what to bring, virtual event access)
  - A thank-you note for registering and any next steps.
Documentation Collection:
- If required, request any necessary documentation from attendees (e.g., ID verification, proof of professional qualifications, payment confirmation).
- Set deadlines for submitting these documents to ensure proper processing before the event.
- Securely store and manage documents for easy access during the event.
Attendee Communication:
- Provide timely updates to registered attendees leading up to the event, such as agenda changes, speaker announcements, and logistics.
- Respond to any inquiries or concerns from attendees regarding registration or event details.
Final Attendee List Preparation:
- Finalize the attendee list a few days before the event and cross-check for any last-minute registration changes.
- Prepare a printable or digital attendee list for event check-in or name tags.
Name Tag & Badge Preparation:
- Prepare attendee name tags or badges in advance, ensuring that all details are correct.
- If applicable, ensure badges reflect any special designations or access levels (VIP, Speaker, etc.).
Check-In System:
- Set up an efficient system for checking in attendees at the event (online check-in, QR code scanning, or manual check-in).

SayPro Pre-Event Responsibilities Event Registration & Documentation Objective: Collect the necessary registration details and documentation from attendees.

Responsibilities:

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