Author: Linda Janet Tivane

---

SayPro Tasks – Marketing, Outreach & Registration Management

Goal: Support the successful promotion of the event by creating and sharing compelling content, engaging with potential participants, and ensuring registration goals are met.

---

1. Content Coordination

• Collaborate with the marketing team to create:
  • Email campaigns (event announcements, updates, and countdowns)
  • Blog posts (speaker profiles, event insights, key takeaways)
  • Social media content (promotional graphics, reels, hashtags, shareable posts)

---

2. Audience Engagement

• Interact with potential attendees through:
  • Social media (comments, DMs)
  • Email and event platform inquiries
  • Live Q&A or community groups
• Address questions clearly and encourage registration by promoting event value, urgency, and benefits

---

3. Publishing & Promotion

• Support the scheduling and timely distribution of content across:
  • Email platforms
  • Social media channels
  • Blog/news platforms
• Align all content with key messaging and campaign timelines

---

4. Registration Tracking

• Monitor registration progress regularly (daily/weekly as needed)
• Compare numbers against set targets and timelines
• Report progress to the team and identify any areas needing additional push
• Suggest and implement adjustments or mini-campaigns if targets are lagging

---

---

SayPro Tasks – Marketing, Outreach & Participant Engagement

Goal: Support the successful promotion of the event by producing promotional content and actively engaging with potential participants to drive registrations.

---

1. Content Coordination

• Work with the marketing team to develop:
  • Email campaigns (event announcements, reminders, special features)
  • Blog posts (speaker spotlights, event highlights, benefits of attending)
  • Social media content (graphics, reels, countdowns, hashtags)

---

2. Audience Engagement

• Engage directly with potential participants via:
  • Social media DMs and comments
  • Email inquiries and responses
  • Community forums or event platforms (e.g., Eventbrite, Facebook Events)
• Provide clear, helpful answers to FAQs (e.g., location, time, registration process)
• Encourage sign-ups by highlighting key event benefits, deadlines, and limited spots

---

3. Publishing & Promotion

• Support scheduling and publishing of content across platforms
• Ensure timely delivery and alignment with the overall promotional calendar

---

4. Performance Tracking

• Monitor engagement metrics (clicks, replies, likes, registrations from interactions)
• Provide feedback to the marketing team on common questions or concerns from potential attendees

---

---

SayPro Required Documents / Application Information

To ensure consistency, clarity, and fairness throughout the evaluation process, SayPro requires that all application materials and submission documents be provided in English.

---

Language Requirement: English

Purpose and Importance:

• Standardized Review:
  English as the official language of submission allows SayPro’s international panel of judges, reviewers, and organizers to fairly and effectively assess all entries without language barriers.
• Clarity and Precision:
  Using a common language reduces misunderstandings and ensures that the intent, arguments, and ideas presented in submissions are clearly communicated.
• Inclusivity and Accessibility:
  English is widely used as a global lingua franca in academic, professional, and international contexts, making it the most practical choice to accommodate participants from diverse backgrounds.
• Facilitates Communication:
  Correspondence, feedback, and official documentation throughout the event lifecycle are conducted in English, streamlining all communications between SayPro and participants.

Materials to be Submitted in English:

• Application forms and personal information sheets.
• Motivation letters.
• The main submission content (reports, essays, proposals, projects).
• Supporting documents such as proofs of identity, declaration of originality, and consent forms.
• Any supporting visuals including posters, infographics, or presentation slides.
• Optional materials like video introductions must also have spoken or written content in English or include English subtitles/translations.

Recommendations for Applicants:

• Participants whose first language is not English should ensure their materials are proofread and, if necessary, professionally edited to avoid errors that could affect the evaluation.
• Use clear, concise, and formal English to communicate ideas effectively.
• Avoid jargon or highly localized expressions that might be unclear to international reviewers.
• If videos are submitted, English audio or subtitles are strongly recommended to maximize accessibility.

Support for Non-Native English Speakers:

• SayPro encourages applicants to seek language assistance or translation services early in the application process.
• Applicants may reach out to the SayPro support team for guidance on language requirements and available resources.

---

Summary

SayPro mandates that all application and submission materials be prepared and submitted in English to ensure fair evaluation, clear communication, and a consistent participant experience across its global audience.

---

---

SayPro Required Documents / Application Information

In addition to the core submission materials, SayPro allows and encourages applicants to enhance their entries by including supporting visual materials. These visuals help communicate ideas more effectively and showcase creativity and presentation skills.

---

Supporting Visuals

Accepted Types of Visuals:

SayPro accepts a range of supporting visuals that complement the main submission, including but not limited to:

• Posters:
  Visually compelling designs that summarize key concepts, data, or messages in an engaging format.
• Infographics:
  Graphical representations of information, data, or knowledge intended to present complex details clearly and concisely.
• Presentation Slides:
  Slideshows prepared using common software (e.g., PowerPoint, Google Slides) that outline project highlights, methodology, findings, or proposals.

Purpose and Benefits:

• Visuals enhance the clarity and impact of the submission by making information more accessible and memorable.
• They demonstrate the applicant’s ability to synthesize information creatively and communicate it effectively to diverse audiences.
• Supporting visuals can help differentiate submissions and provide additional context for reviewers during evaluation.
• They encourage participants to develop multimodal communication skills that are valuable in academic and professional environments.

Submission Guidelines:

• Supporting visuals should be included within the Submission Package or submitted as separate files according to the instructions provided by SayPro.
• Visuals must be of high quality and legible, with clear text and images.
• File formats accepted typically include:
  • PDF (for posters or compiled visuals)
  • JPEG or PNG (for images and graphics)
  • PPT, PPTX, or PDF (for presentation slides)
• Visuals should be clearly labeled and referenced in the main submission document to guide reviewers.

Limitations:

• Visuals must be original or properly credited if incorporating external elements.
• File size limits may apply; applicants should optimize visuals for clarity and size.
• Visuals should directly support the content of the submission and not serve as unrelated supplementary material.

---

Summary

SayPro welcomes supporting visuals such as posters, infographics, and presentation slides to enrich applications, enhance communication, and showcase participants’ creativity and professionalism.

---

SayPro encourages optional inclusion of a short 1-2 minute video introduction

---

SayPro Required Documents / Application Information

To maintain the integrity and smooth processing of applications, SayPro requires certain essential documents and encourages additional materials that help showcase the applicant’s profile more fully.

---

Proof of Identity

Requirement:

• SayPro expects each applicant to provide valid proof of identity as part of the application process.
• Acceptable forms of identification include:
  • A clear copy of a government-issued ID card.
  • A valid passport.
• This proof is mandatory for each individual participant, whether applying alone or as part of a group.

Purpose and Importance:

• The proof of identity helps verify that applicants meet the eligibility criteria, including the minimum age requirement.
• It ensures the authenticity of the participants, preventing fraudulent applications.
• Facilitates administrative processes such as certificate issuance, attendance tracking, and official communications.
• Supports compliance with legal and organizational policies regarding participant verification.

Submission Guidelines:

• Copies of ID or passport should be clear, legible, and valid (not expired).
• Sensitive personal information not relevant to identification (e.g., ID number, address) can be redacted if privacy is a concern, but the name, photo, and date of birth must be visible.
• Documents should be submitted as part of the complete application package in PDF or image format, following the application instructions.
• SayPro guarantees the confidentiality and secure handling of all personal identification documents.

---

Optional Video Introduction

Encouragement to Include:

• SayPro encourages applicants to submit a short video introduction, ideally 1 to 2 minutes long, as an optional part of their application.
• This video offers a unique opportunity for participants to present themselves beyond written materials.

Purpose and Benefits:

• Provides a personal touch by allowing applicants to express their personality, motivation, and communication skills directly.
• Helps reviewers gain additional insight into the applicant’s enthusiasm, confidence, and suitability for SayPro.
• Especially useful for group applications to showcase team dynamics and introduce all members collectively.
• Can enhance the overall application by making it more memorable and engaging.

Content Suggestions for the Video:

• Brief self-introduction including name(s), background, and professional or academic interests.
• Explanation of why the applicant(s) want to participate in SayPro.
• Highlights of relevant skills or experiences.
• Expression of goals and what they hope to achieve through participation.
• Any additional remarks that reflect their passion and commitment.

Technical Guidelines:

• Videos should be between 1 to 2 minutes in length to maintain conciseness.
• Submitted in common formats such as MP4 or MOV.
• Clear audio and video quality are recommended but do not require professional equipment — authenticity is valued over production quality.
• Uploaded via the designated submission portal or sent according to SayPro’s application instructions.

---

Summary

• Proof of Identity: Mandatory for all applicants to verify eligibility and ensure integrity.
• Video Introduction: Optional but highly encouraged to add a personal and dynamic element to the application.

---

Support

• Applicants who have questions or need assistance with document submission or video recording are encouraged to contact SayPro support before deadlines.
• Clear instructions and FAQs about these requirements are usually provided within the application guidelines.

---

---

SayPro Required Documents / Application Information

As part of the application process, SayPro requests that each applicant submit a one-page motivation letter, whether applying individually or as part of a group. This letter plays a crucial role in helping the selection committee understand the applicant’s intentions, qualifications, and enthusiasm for participating in SayPro.

---

One-Page Motivation Letter Requirement

Purpose of the Motivation Letter:

The motivation letter serves as a personal statement that allows applicants to:

• Express their interest and reasons for wanting to participate in SayPro.
• Highlight relevant skills, experiences, and background that make them suitable candidates.
• Demonstrate how participation in SayPro aligns with their academic, professional, or personal goals.
• Show commitment and enthusiasm for the event’s objectives and activities.

Who Should Submit the Letter:

• Individual applicants: Each individual must submit their own motivation letter.
• Group applicants: A single motivation letter representing the entire group is required. This letter should reflect the collective motivations and goals of all group members and ideally be co-signed or approved by all participants.

Content Guidelines:

While applicants have creative freedom, a strong motivation letter typically includes the following elements:

1. Introduction:
   • Brief self-introduction or group overview.
   • Statement of interest in SayPro.
2. Background and Qualifications:
   • Relevant academic, professional, or personal experiences.
   • Skills or achievements related to the program focus areas.
3. Motivation and Goals:
   • Reasons for applying to SayPro.
   • What the applicant hopes to learn, achieve, or contribute.
   • How the program fits into their future plans or current work.
4. Closing Statement:
   • Expression of commitment and enthusiasm.
   • Any additional remarks that support their candidacy.

Formatting and Submission:

• The motivation letter should be one page only, ideally between 150 and 300 words.
• It should be clear, concise, and well-structured.
• Applicants are encouraged to use a professional tone but also convey their genuine voice and passion.
• The letter must be submitted as part of the complete application package, either embedded within the main PDF or as a separate PDF file, depending on submission instructions.

Evaluation Use:

• The selection committee reviews motivation letters alongside other application materials to assess the applicant’s suitability and dedication.
• Strong motivation letters can significantly enhance an applicant’s chances by showcasing alignment with SayPro’s values and program goals.

---

Support and Recommendations

• Applicants are encouraged to start drafting their motivation letters early to allow time for revisions.
• Seek feedback from mentors, peers, or colleagues to improve clarity and impact.
• Avoid generic statements; personalize the letter to reflect authentic motivation and unique qualifications.

---

Summary:
SayPro requires a one-page motivation letter from every applicant or group, providing a meaningful insight into their enthusiasm, background, and objectives, which is essential for the application review process.

---

---

SayPro Required Documents/Application Information

To ensure a smooth and efficient review process, SayPro requires all participants to submit a complete Submission Package as part of their application. This package must meet specific format and content requirements.

---

Submission Package Requirements

Format:

• The Submission Package should be compiled and submitted as a single PDF document.
• PDF format is recommended because it ensures that all content is preserved as intended, is universally accessible, and maintains formatting consistency across different devices and platforms.
• Other formats may not be accepted unless explicitly authorized by SayPro.

Contents:

A complete Submission Package typically includes, but is not limited to:

1. Cover Page:
   • Participant’s name(s) or group name
   • Contact information (email, phone number)
   • Title of the submission/project
   • Date of submission
2. Main Submission Content:
   • The core work or project created specifically for SayPro, following the event guidelines.
   • This may include written documents, proposals, reports, designs, or other required deliverables.
3. Supporting Documents:
   • Any additional materials that support or complement the submission, such as charts, images, references, or appendices.
   • These should be clearly labeled and organized within the PDF.
4. Declaration of Originality:
   • A signed statement confirming the originality of the submission and adherence to SayPro’s entry criteria.
5. Any Other Required Forms:
   • Such as motivation letters, consent forms, or identification copies, if specified by SayPro.

Submission Instructions:

• The complete Submission Package must be uploaded via the official SayPro submission portal or sent according to the instructions provided in the application materials.
• Participants should verify that their PDF file is complete, legible, and within any specified size limits before submission.
• Incomplete or improperly formatted packages may result in disqualification or delays in processing.

---

Benefits of a Complete Submission Package

• Facilitates fair and thorough evaluation by judges or reviewers.
• Ensures all required information and materials are considered.
• Helps participants present their work professionally and cohesively.

---

Support and Queries

If participants have questions regarding the Submission Package format or contents, they are encouraged to contact SayPro support well in advance of submission deadlines for guidance.

---

Summary:
SayPro requires all applicants to submit a complete Submission Package in PDF format, containing all necessary components organized clearly to support a smooth review and evaluation process.

---

---

SayPro Entry Criteria: Originality of Submission

SayPro requires that all submissions be original works created specifically for this competition. This criterion ensures fairness, creativity, and integrity throughout the event.

Key Points:

• Original Work:
  All entries must be the authentic and sole creation of the participant(s). Submissions should not incorporate plagiarized content, unauthorized reproductions, or derivative works based on existing materials without proper attribution and permission.
• Created for This Competition:
  The submission must have been developed explicitly for the SayPro event or competition. Entries previously submitted to other contests, published publicly, or used in prior work portfolios are not eligible.
• Intellectual Property Rights:
  Participants retain ownership of their original work; however, by entering the competition, they grant SayPro the right to use, display, and promote the submission for event-related purposes, including marketing, publication, and educational activities.
• Verification and Compliance:
  SayPro reserves the right to review and verify the originality of submissions. Any entry found to violate this originality requirement will be disqualified and removed from consideration.
• Ethical Standards:
  This policy upholds ethical standards and encourages innovation, ensuring that all participants compete on a level playing field and contribute fresh ideas and perspectives.

Participant Responsibility:

• Participants should carefully ensure their submission meets these originality requirements before applying.
• Proper citations or acknowledgments must be included if any external sources or references are incorporated in the submission, but these must not constitute the primary content.

---

Summary:
To maintain the highest standards of creativity and fairness, SayPro mandates that every submission be an original piece, crafted specifically for this competition, free from plagiarism and prior publication.

---

---

SayPro Tasks – Marketing and Outreach Support

Goal: Coordinate with the marketing team to create and distribute promotional content that drives event awareness and registrations.

1. Content Development

• Collaborate with content creators to draft:
  • Email Campaigns – announcement, reminders, and last-call messages
  • Blog Posts – event highlights, speaker spotlights, behind-the-scenes content
  • Social Media Posts – countdowns, shareable graphics, hashtags, and promo videos

2. Content Review & Approval

• Review all promotional materials for brand consistency, accuracy, and clarity
• Coordinate with stakeholders for final approvals before publication

3. Scheduling & Publishing

• Work with the marketing team to:
  • Build an editorial calendar
  • Schedule content across platforms (email, blog, social media)
  • Ensure consistent messaging across all channels

4. Engagement & Monitoring

• Track performance (likes, shares, open rates, registrations from content)
• Respond to audience inquiries and comments in a timely manner

---

---

SayPro Marketing and Outreach Objective

Objective: Promote the event and drive registrations by increasing awareness, generating engagement, and converting interest into confirmed attendees through targeted marketing and strategic outreach initiatives.

Key Goals:

1. Increase Awareness: Reach the target audience via digital platforms, community partnerships, and media outreach.
2. Drive Engagement: Create compelling content and interactive campaigns to build interest and excitement around the event.
3. Boost Conversions: Use email campaigns, influencer endorsements, and promotional offers to turn awareness into registrations.

Success Metrics Might Include:

• Number of event page views and click-through rate
• Registration conversion rate
• Social media engagement (likes, shares, comments)
• Email open and click-through rates

---