Certainly! Here is a detailed guide for the SayPro Pre-Event Task:

SayPro Pre-Event Responsibility: Registration and Participant Management

🎯 Task: Prepare and send out confirmation emails to attendees with event details, schedules, and links to materials

Objective:

To ensure that all confirmed attendees receive professional, informative, and timely confirmation emails that provide essential event information and materials — reducing confusion and enhancing preparedness.

✅ Detailed Task Breakdown

1. 📥 Compile the Final List of Confirmed Participants

• Export the verified list of participants from the registration database (Google Sheets, CRM, Excel).
• Ensure all entries are:
  • Complete (no missing email addresses)
  • Approved and confirmed for attendance
  • Organized by name and email

2. 📝 Draft the Confirmation Email Template

Prepare a clear, friendly, and professional message. Below is a sample layout:

✅ Sample Email Template

Subject Line: ✅ You’re Confirmed: SayPro [Event Name] – [Event Date]

Dear [Participant Name],

Thank you for registering for the upcoming SayPro [Event Title]. We are pleased to confirm your spot!

Please find the event details below:

🗓 Date: [Insert Date]
⏰ Time: [Start Time – End Time]
📍 Venue / Online Link: [Physical address or Zoom/Google Meet link]
🎓 Event Theme: [e.g., Skills for the Future | Entrepreneurship for Youth]

📑 Schedule Overview:

📂 Materials & Pre-Readings:

Access the documents and learning materials here:
📎 [Link to shared folder – Google Drive, Dropbox, etc.]

✅ What to Bring:

• Your ID/passport for verification
• Notebook and pen
• Completed forms (if applicable)

Need help?
📞 Call us at [SayPro Contact Number]
💬 WhatsApp: [WhatsApp Number]
📧 Email: [SayPro Email Address]

We look forward to seeing you!

Warm regards,
SayPro Events Team
[SayPro Logo & Website URL]

3. ✉️ Personalize and Send Emails

• Use an email merge tool (e.g., Mailchimp, Gmail Merge, Outlook Mail Merge) to personalize names and details.
• Attach or embed:
  • Event schedule (PDF or image)
  • Pre-reading documents or toolkit
  • Zoom/Google Meet calendar invite (if online)
• Send in batches, and monitor delivery success (bounce rates, open rates).

4. ⏱ Timing & Reminders

• Initial confirmation email: Send 3–5 days before the event
• Reminder email: 24–48 hours before the event (brief version with logistics)
• Final reminder: Optional SMS or WhatsApp message on the morning of the event

5. 🧾 Maintain a Communication Log

Track:

• Number of emails sent
• Open/click-through rates (if using Mailchimp or similar)
• Responses (RSVPs, questions, opt-outs)
• Bounce-backs (invalid email addresses)

Update the participant record accordingly.

✔️ Success Criteria

• 100% of confirmed attendees receive the email successfully
• 90%+ of participants open and engage with the email
• Minimal late arrivals or participant confusion
• Increased preparedness and professionalism at event start

Would you like a downloadable email template or assistance setting up a Mailchimp or Google email merge for this process?