SayPro Tasks: Confirm participant registrations and send pre-event instructions, including access links and preparatory materials.

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SayPro Task: Confirm Participant Registrations and Send Pre-Event Instructions

Objective:

To ensure that all registered participants receive timely confirmation of their registration along with essential pre-event instructions, access links, and preparatory materials to guarantee full readiness and engagement.

Task Components:

1. Verify and Confirm Registrations

Review all submitted registrations for completeness and accuracy.
Approve valid registrations and flag incomplete or incorrect submissions.
Update participant status in the system (e.g., “Confirmed,” “Pending,” “Incomplete”).

2. Send Registration Confirmation

Create an automated or semi-automated system to send confirmation messages via:
- Email
- SMS
Include in the confirmation:
- Participant name
- Event title and date/time
- Unique registration ID or reference number
- Contact information for support

3. Prepare Pre-Event Instruction Package

Content to include:
- Event agenda or schedule
- Access links (Zoom, Teams, SayPro platform, etc.)
- Guidelines for joining the session (technical requirements, login instructions)
- Code of conduct or participation rules
- Contact support channels (email, WhatsApp, helpline)
Preparatory Materials (as applicable):
- Pre-reading documents or slide decks
- Worksheets or case studies
- Pre-assessment or survey links

4. Send Pre-Event Instructions

Schedule communication 3–5 days before the event.
Send reminder emails/SMS 24 hours and 1 hour before the session.
Ensure materials are in PDF or mobile-friendly formats.

5. Track Delivery and Follow Up

Monitor email/SMS delivery rates (open/click tracking, bounce backs).
Re-send messages to those who did not receive or confirm receipt.
Provide personal follow-up calls or messages for critical sessions or VIP participants.

6. Provide Support for Questions or Issues

Set up a helpdesk or point of contact for registration issues and access problems.
Offer a test link or trial login session if using new platforms.

Deliverables:

List of confirmed participants with status updates.
Email/SMS templates for confirmation and instructions.
Sent communication logs.
Pre-event instruction package (PDF/links).
Support contact list for event day.

Timeline:

Immediately after registration closing: Confirm registrations.
3–5 days before the event: Send pre-event instructions.
24 hrs & 1 hr before the event: Send reminders.

SayPro Tasks: Confirm participant registrations and send pre-event instructions, including access links and preparatory materials.

SayPro Task: Confirm Participant Registrations and Send Pre-Event Instructions

Objective:

Task Components:

1. Verify and Confirm Registrations

2. Send Registration Confirmation

3. Prepare Pre-Event Instruction Package

4. Send Pre-Event Instructions

5. Track Delivery and Follow Up

6. Provide Support for Questions or Issues

Deliverables:

Timeline:

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