Author: Phidelia Dube

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Subject: Session Delivery Guidelines and Expectations for [Event Name]

Dear [Speaker/Facilitator Name],

Thank you again for agreeing to be a part of [Event Name]! As we approach the event date, I wanted to share some important guidelines and expectations to ensure your session runs smoothly and aligns with the overall event experience.

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1. Session Duration and Timing

• Session Length: Each session will be [X] minutes long, including time for questions and interaction.
• Timekeeping: We ask that you be mindful of your session’s duration to ensure we stay on schedule. A timekeeper will be available to help with this, but please aim to wrap up your presentation within the allocated time.
• Q&A: If your session includes a Q&A, please allocate approximately [X] minutes at the end of your presentation.

2. Session Delivery Format

• Presentation Tools: Please use [Zoom/Teams/Webex/other platform] for the session. You will be provided with a link to join the event at least [X] days before the event.
• Presentation Slides: If you’re using slides, please submit them to us by [submission deadline] to ensure everything is set up in advance. Make sure they are in [PowerPoint/PDF] format.
• Engagement: We encourage you to engage with participants through polls, interactive activities, or Q&A sessions to make the session more dynamic and interactive.

3. Technical Setup and Support

• Test Run: A technical rehearsal will be held [X days] before the event to test your connection, presentation tools, and ensure everything runs smoothly. Please make sure to attend this session for any necessary adjustments.
• Internet Connection: Ensure that you have a stable internet connection and backup options, if possible, in case of connectivity issues.
• Microphone and Camera: We recommend using a high-quality microphone and camera for clear audio and video. Test them during the technical rehearsal.

4. Session Content and Expectations

• Relevance and Focus: Your session should align with the theme of the event, focusing on [insert main theme or goals]. Please avoid including content that is overly promotional or sales-focused.
• Audience Level: The expected audience may include professionals from diverse backgrounds. Ensure your content is accessible and engaging for both beginners and experienced attendees.
• Visual Aids: If applicable, use visual aids (slides, diagrams, videos) to help explain key points. Keep slides simple and avoid overcrowding them with text. A maximum of [X] bullet points per slide is recommended.
• Avoid Overloading Information: We suggest focusing on [X] key points during your session to ensure clarity and retention.

5. Code of Conduct and Professionalism

• Respectful Environment: As a speaker, you are expected to foster an inclusive, respectful, and welcoming environment for all participants.
• Diversity and Sensitivity: Please be mindful of diverse perspectives and be sensitive when discussing topics related to gender, race, or culture.
• Professionalism: Your role as a facilitator is to guide and engage participants in a professional manner, fostering collaboration and learning.

6. Participant Interaction and Networking

• Audience Participation: Encourage participants to engage with the content by asking questions, participating in discussions, or using chat features.
• Networking Opportunities: We may provide opportunities for speakers and participants to network after the session. Please let us know if you are open to participating in networking or group discussions.

7. Post-Event Engagement

• Session Materials: After the event, we may share session recordings and resources with attendees. Please let us know if you are comfortable with this.
• Follow-up Opportunities: If you’re open to connecting with participants after the event, please provide any contact information or additional resources (e.g., social media handles, websites).

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Next Steps:

• Confirmation of Session: Please reply to confirm that the session content and guidelines align with your expectations. If you have any concerns or changes to the session format, let me know.
• Submit Materials: If applicable, kindly submit your presentation slides and any other resources by [submission date].

If you have any questions or need additional support, feel free to reach out!

Thank you for your time and preparation. We are excited to have you as a speaker/facilitator, and we’re looking forward to a successful event.

Best regards,
[Your Name]
[Your Contact Information]
[Event Name/Organizer Information]

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1. Reach Out for Confirmation

• Send a Reminder Email: If you haven’t already, send a quick confirmation email to each speaker and facilitator asking if they’re still available and committed to participating.
• Include Specific Details: Make sure you include the event’s date, time, and the topics they agreed to cover.

2. Confirm the Final Topics

• Review Original Agreement: Check the topics initially agreed upon with each speaker or facilitator. This could be through a proposal or initial email.
• Clarify Expectations: Make sure each speaker knows the expected scope, duration, and any guidelines for their session.

Suggested Message Template:

Subject: Final Confirmation and Topic Clarification

Dear [Speaker/Facilitator Name],

I hope you’re doing well! I’m just reaching out to confirm your participation as a speaker/facilitator for the upcoming [event name] on [event date]. We are excited to have you on board!

Can you please confirm your availability and if the topics listed below still work for you? If there are any changes, please feel free to update me.

Confirmed Topics:

• [Speaker/Facilitator Name] – [Topic 1]
• [Topic 2, if applicable]

Event Details:

• Date: [Event Date]
• Time: [Event Time]
• Duration: [Session Length]

Looking forward to hearing from you!

Best regards,
[Your Name]

3. Document the Final Topics

• Create a Speaker/Facilitator Overview Sheet: Include the names, confirmed topics, and times for each participant.
• Adjust Any Changes: If any adjustments were made (new topics, new speakers, etc.), update your schedule and documents accordingly.

4. Follow Up if Necessary

• If anyone hasn’t responded within a few days, send a polite follow-up email asking for confirmation and any updates on their topics.

Objective:

To ensure that all speakers and facilitators are well-prepared, supported, and have their needs met, creating a seamless and impactful event experience. This involves managing logistics, communication, preparation, and addressing any challenges that may arise before, during, and after the event. The primary goal is to provide speakers and facilitators with everything they need to perform at their best, while also ensuring that the event runs smoothly for all participants.

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Key Responsibilities:

1. Pre-Event Coordination:
   • Speaker & Facilitator Communication:
     • Reach out to all speakers and facilitators well in advance (at least 3-4 weeks before the event).
     • Provide them with event details (date, time, location, theme, audience, expectations, etc.).
     • Gather their bio, presentation topics, special requirements, and any media/technical equipment needs.
     • Create a communication plan to ensure ongoing contact leading up to the event.
     • Regularly check in with speakers to confirm their needs and readiness.
   • Content and Materials Preparation:
     • Collect presentation slides, handouts, or any content-related materials that need to be shared in advance.
     • Review the materials to ensure they align with event objectives, audience expectations, and the event theme.
     • Provide support for creating or finalizing presentations where necessary (e.g., design feedback, content organization).
   • Technical Needs Assessment:
     • Confirm the technical requirements for each speaker/facilitator (audio/visual equipment, microphones, laptops, clickers, etc.).
     • Ensure the venue’s technology and equipment are compatible with the speakers’ needs.
     • Coordinate rehearsals or technical checks (if applicable), particularly for virtual or hybrid events.
     • Create a backup plan for potential technical issues (e.g., providing alternative devices or internet connections).
   • Logistical Coordination:
     • Arrange for travel, accommodations, and transportation (if applicable).
     • Provide clear instructions on the event’s schedule, parking, room location, and event check-in process.
     • Organize meals or refreshments if needed, and ensure any dietary restrictions are addressed.
2. On-Site Event Coordination:
   • Arrival & Check-In:
     • Greet all speakers and facilitators upon arrival, offering them a point of contact for any needs or concerns.
     • Ensure they are familiar with the event space, facilities, and schedule.
     • Provide event badges, schedules, and any last-minute materials.
   • Technical Setup:
     • Verify the readiness of all A/V equipment (microphones, projectors, screens, etc.).
     • Set up virtual or hybrid systems, ensuring smooth integration for any remote participants or facilitators.
     • Conduct a soundcheck and test the equipment to prevent technical issues during the event.
   • Facilitator Support:
     • Ensure facilitators have access to any required materials (e.g., group exercises, flip charts, whiteboards).
     • Provide a clear understanding of their roles and responsibilities for the day.
     • Stay available for troubleshooting during the session, offering support as needed.
   • Speaker Introduction:
     • Introduce each speaker or facilitator to the audience in an engaging and professional manner.
     • Ensure that speakers adhere to the designated time slots, offering gentle reminders if necessary.
     • Provide time alerts to help them stay on track during their presentations.
3. Post-Event Coordination:
   • Feedback Collection:
     • Gather feedback from the speakers/facilitators on the event’s overall coordination and any areas for improvement.
     • Assess the quality and effectiveness of the sessions through participant feedback, which can be shared with the speakers for their own growth.
   • Follow-Up Communication:
     • Send thank-you notes to all speakers and facilitators, acknowledging their contributions to the event’s success.
     • Provide any post-event materials (e.g., presentation recordings, event summary reports) that may be useful to them.
     • Maintain an ongoing relationship with the speakers/facilitators for potential future collaborations or events.
   • Event Debrief:
     • Conduct a post-event review with the organizing team to evaluate what went well and identify areas for improvement in future coordination efforts.
     • Reflect on the speaker and facilitator management process to enhance future interactions, preparation, and support.

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Tools & Resources for Effective Coordination:

1. Event Management Software:
   • Use event management platforms (e.g., Eventbrite, Cvent) to streamline registration, scheduling, and communication with speakers and facilitators.
2. Project Management Tools:
   • Platforms like Asana or Trello help track tasks, timelines, and responsibilities to ensure all pre-event and on-site activities are managed effectively.
3. Collaborative Tools:
   • Google Drive or Dropbox to share documents, presentations, and other relevant materials securely.
   • Zoom or Microsoft Teams for virtual meetings or coordination calls with speakers and facilitators.
4. Communication Channels:
   • Slack or email for regular updates and urgent communication.
   • SMS or WhatsApp for quick, real-time messaging on the day of the event.

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Best Practices for Successful Coordination:

1. Early Preparation:
   • Start the coordination process as early as possible to avoid last-minute stress and ensure all aspects are covered.
2. Clear Communication:
   • Maintain open, transparent, and proactive communication with all speakers and facilitators. Keeping them informed will reduce confusion and build confidence.
3. Personalized Support:
   • Tailor the coordination process to the specific needs of each speaker or facilitator, understanding their unique requirements, preferences, and comfort levels.
4. Flexibility:
   • Be ready to adapt to any last-minute changes or issues, maintaining flexibility to resolve any unanticipated challenges.
5. Attention to Detail:
   • Small details—such as a personalized welcome, quick access to water or refreshments, and on-time session starts—can make a significant impact on a speaker or facilitator’s experience.
6. Anticipate Challenges:
   • Plan ahead for potential challenges (technical issues, delays, transportation problems) and create contingency plans to mitigate risks.
7. Positive Environment:
   • Foster a supportive and positive environment where speakers and facilitators feel valued and equipped to succeed. When they feel supported, they perform better and contribute more to the event.

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Conclusion:

A well-coordinated speaker and facilitator process ensures that every individual involved in the event is set up for success. By providing thorough preparation, clear communication, and strong support throughout the event lifecycle, you create a positive experience not only for the speakers and facilitators but also for the event attendees. The impact of a well-executed event can lead to better engagement, valuable content delivery, and long-term relationships with key industry influencers.

SayPro Training Report
Report Title: Training Report
SayPro Trained: Skills to succeed academy program
Date of Training: 10 June 2025
Partner Institution: Accenture
Facilitated by: Phidelia Dube

1. Overview of the Training Session
Assisted students on the program of skills to succeed academy. Did the module named active listening.

2. Programme Name & Description
   Programme Name: Skills to succeed academy

Programme Description:
This program its a guidance program.

3. Participant Demographics
   Category Details
   Total Participants: 12 Students
   Age Group: 18–30 years
   Females: 7 Students Males: 5 Students Institution/Partner: Accenture

4.Training Methodology
Students participated and focused on the module.
5. Key Topics Covered
Topic 1 – Paying Attention
Topic 2 – Concentration
Topic 3 – Avoid multitasking
Topic 4 – Ask questions
Topic 5 – Know your audience

6. Learning Outcomes
   Students participated and understood the topics of the module, only few students asked questions.

7.Feedback Summary
Students did participated on the module, and understood the topics that were discussed.

8. Challenges and Recommendations
   Less resources, focus and dedication that it is needed.
9. Trainer Details
   Name and Surname: Phidelia Dube
   Facilitator Role: Educating students
   Contact Email: phideliadube52@gmail.com

10. Conclusion
    Prepared By: Name: Phidelia Dube
    Designation: Education Officer
    Organisation: Diepsloot Youth Project Centre

Daily Activity Report on 10 June 2025

Project Name: Skills to succeed academy

Location: Diepsloot, City of Johannesburg Municipality, Gauteng Province, South Africa

Reached 12 Beneficiaries and Clients

Reached 05 Males Youth

Reached 07 Females Youth

Reached 0 Disabled Youth

Reached 0 LGBTQI Youth

Reached 12 Youth from the Diepsloot Township and Rural Area

Regards
Phidelia Dube
Education Officer
Diepsloot Youth Project

To the CEO of SayPro Neftaly Malatjie, the Chairperson Mr Clifford Legodi, SayPro Royal Committee Members, all SayPro Chiefs and Human Capital.

SayPro Daily Activity Report
SayPro Code: SayPro SCHAR
Position: Education Officer
Internship/Learnership: Learnership
Full Name: Phidelia Dube
Date: 09 June 2025

In Partnership With: SayPro
 
SETA/Funder: SayPro

Overview of the Day’s Activities
On this day I have published the events and wrote the assignment of the SayPro course, in end user computing, SAQA 61591, NQF level 3, credits 130.
Key Tasks Completed
Task 1: Published the events
-https://education.saypro.online/saypro-phidelia-dube-submission-of-saypro-monthly-october-schar-1-saypro-quarterly-reporting-and-analysis-by-saypro-conference-office-under-saypro-education-conference-at-saypro-education-royalty/

-https://education.saypro.online/saypro-phidelia-dube-submission-ofsaypro-monthly-november-schar-1-saypro-quarterly-reporting-and-analysis-by-saypro-conference-office-under-saypro-education-conference-at-saypro-education/

Task2: Wrote the assignment of the SayPro course, in end user computing, SAQA 61591, NQF level 3, credits 130 –https://education.saypro.online/saypro-online-course-2/

Skills and Tools Skill/Tool 1 – Teamwork
Skill/Tool 2 – Leadership
Skill/Tool 3 – Hardworking Skill/Tool 4 – Multitasking
 
Challenges Encountered
-Less communication
-Less resources

Support/Assistance Required
 Support 1 – Laptops
 Support 2- Build more classes (Too many students in a small class).

Reflection and Personal Growth
Working as a team, socializing with different people and multitasking.
Goals for Tomorrow
Goal 1 –Educating students
Goal 2 – Writing the assignments
Goal 3 – Publishing the events

Signature
Intern/Learner Name & Surname: Phidelia Dube
Supervisor Name & Signature: Jeffrey Olokile Motapina

My message shall ends here
SayPro l Phidelia Dube l Education Officer l SCHAR
SayPro

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Step 1: Set Up Payment Collection System

• Choose a payment platform compatible with your registration portal (e.g., Stripe, PayPal, Square, or integrated payment gateways).
• Clearly communicate payment requirements on the registration page:
  • Registration fees (if any)
  • Payment deadlines
  • Refund and cancellation policies
• Enable secure, user-friendly payment processing during or immediately after registration.

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Step 2: Track Payment Status

• Link payment records to participant registration details in your database or CRM.
• Maintain a real-time ledger of:
  • Paid registrations
  • Pending payments (registrations started but not completed)
  • Failed or declined payments
• Set up automatic payment confirmation emails to participants upon successful transactions.

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Step 3: Follow Up on Pending or Failed Payments

• Send reminder emails to participants with incomplete or pending payments:
  • Clearly state the payment deadline
  • Include direct links or instructions to complete payment
• After a final deadline, consider removing unpaid registrations from the confirmed list or moving participants to a waitlist.

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Step 4: Confirm Payment Status Internally

• Periodically export payment and registration data to verify consistency.
• Reconcile payment reports from your payment gateway with your registration system.
• Flag discrepancies or issues for resolution.

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Step 5: Communicate with Participants

• Provide a receipt or invoice for all completed payments.
• Offer support contact for payment-related inquiries.
• Confirm full registration status only once payment is verified (if payment is required).

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Summary of Payment Management Workflow

Task	Purpose
Integrate payment system	Enable secure and seamless payment
Track and update payment status	Maintain accurate participant records
Send reminders for unpaid fees	Maximize payment completion rate
Reconcile payment data	Ensure internal records are accurate
Confirm registration post-payment	Guarantee only paid participants are confirmed

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Step 1: Organize Raw Registration Data

• Export all registration data into a spreadsheet or database.
• Ensure columns include:
  • Participant full name
  • Email address
  • Attendance type (in-person/virtual)
  • Session/topic preferences
  • Dietary restrictions (if any)
  • Special requests or accessibility needs
  • Other relevant info (role, company/school, etc.)

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Step 2: Create Segmented Lists

A. Session Planning Lists

• Filter participants by their preferred session topics.
• Group attendees by sessions to:
  • Estimate room sizes and seating
  • Assign facilitators or speakers to sessions
  • Plan materials distribution per session

B. Dietary Restrictions List

• Extract all participants with noted dietary restrictions or allergies.
• Share this list with catering or food service providers.
• Categorize by type of restriction (vegetarian, gluten-free, kosher, nut allergy, etc.) for accurate meal planning.

C. Special Requests and Accessibility Needs

• Identify participants requiring accommodations (wheelchair access, sign language interpreters, large print materials, etc.).
• Coordinate with venue and support teams to arrange necessary assistance.
• Maintain confidentiality and respect privacy in handling these details.

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Step 3: Maintain and Update Lists

• Regularly update lists as new registrations or changes come in.
• Use a shared, centralized document or platform accessible to relevant team members.
• Set deadlines for finalizing special requests and dietary needs to allow timely arrangements.

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Step 4: Communicate with Stakeholders

• Provide session planning teams with finalized attendee lists per session.
• Share dietary and accommodation requirements with catering and venue staff ahead of the event.
• Keep communication lines open for last-minute adjustments or clarifications.

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Step 5: Use Tools for Efficiency

• Employ spreadsheet functions (filters, pivot tables) to manage data effectively.
• Consider event management software with built-in participant segmentation.
• Use labels or tags in your CRM to easily sort and retrieve participant groups.

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Summary

Task	Purpose
Segment participants by sessions	Plan session capacities and facilitators
Identify dietary restrictions	Ensure appropriate catering and meal options
Track special requests	Provide necessary accessibility and accommodations
Update regularly	Keep all teams informed and responsive

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Step 1: Verify Registration Details

• Export the full list of registered participants from your registration portal or database.
• Review the data to ensure all required fields are complete (e.g., full name, email address, attendance type).
• Check for duplicates or errors in email addresses.
• Categorize participants by attendance type (in-person or virtual) if not already done.

Step 2: Prepare Confirmation Email Content

• Create two versions of the confirmation email: one for in-person attendees and one for virtual attendees.
• Include key details such as:
  • Participant’s full name
  • Event date, time, and location or virtual access link
  • Session topics selected (if applicable)
  • Instructions on what to expect next (e.g., reminder emails, how to access the event)
  • Contact information for support or questions
  • Attach calendar invites (.ics) for easy scheduling

Step 3: Send Confirmation Emails

• Use an email marketing tool or mail merge to send personalized confirmation emails to all participants.
• Schedule emails to send immediately after verification is complete.
• Ensure emails are sent separately based on attendance type to include the appropriate information.

Step 4: Monitor Email Delivery and Responses

• Track delivery reports to identify any bounced emails.
• Follow up manually with participants whose emails failed to deliver.
• Be prepared to answer any replies or questions from participants.

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Purpose:
To ensure every registrant receives prompt and accurate confirmation of their event registration, including attendance type, session details, and next steps. This improves the attendee experience, reduces confusion, and supports accurate planning and communication for the SayPro event team.

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Step-by-Step Process

1. Review and Verify Registration Submissions

Before sending confirmation emails, ensure all participant data is:

• Complete (no missing required fields)
• Accurate (check for duplicates, typos, invalid emails)
• Properly categorized by:
  • Attendance type (in-person or virtual)
  • Role (e.g., student, educator, parent)
  • Session/topic preferences

Tip: Use filters in your registration database or spreadsheet to batch-check for:

• Missing email addresses
• Invalid domains or duplicate names
• Overbooked session requests

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2. Prepare Confirmation Email Templates

Create two main versions of the confirmation email A. In-Person Attendee Template

Includes:

• Personalized greeting with full name
• Confirmation of in-person attendance
• Event date, time, and physical location (with map/directions)
• Agenda overview or session links (if available)
• What to bring (e.g., ID, COVID-19 protocol if applicable)
• Dietary or access accommodation confirmations (if noted)
• Contact information for support
• .ICS calendar file for download (optional)

B. Virtual Attendee Template

Includes:

• Personalized greeting with full name
• Confirmation of virtual participation
• Date/time with time zone conversion tips
• Zoom or event platform link(s)
• Access instructions or tech support contact
• Tips for best virtual experience (e.g., joining early, mute etiquette)
• Calendar invite with login details

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3. Send Confirmation Emails

Method Options:

• Automated Emails via Registration System
  If you’re using Eventbrite, Jotform, Google Forms (with add-ons), or a CRM like Mailchimp:
  • Set auto-send rules based on participant filters (in-person/virtual)
  • Schedule for immediate delivery or in batches
• Manual via Email Merge (for spreadsheets)
  If using a spreadsheet (e.g., Excel or Google Sheets):
  • Use Mail Merge tools in Gmail or Outlook (e.g., Google Docs add-on or MS Word Mail Merge)
  • Attach .ICS files or session PDFs if needed

Email Subject Line Example:

You’re Registered: SayPro Quarterly Event Confirmation

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4. Include a Personal Touch (Optional but Recommended)

Add personalization such as:

• Session topics chosen
• Referrals to other participants (e.g., “We’ve grouped you with others interested in Jewish leadership.”)
• A short thank-you note from the SayPro team

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5. Track Email Delivery and Response

Use your email platform to monitor:

• Delivery status (bounce reports)
• Open and click rates (for event links or documents)
• Unsubscribes or email issues

Flag any bounced emails and try to resend manually after correcting typos.

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Confirmation Email Sample: Virtual Attendee

Subject: You’re Registered! SayPro Event Confirmation + Zoom Link

Body:

Shalom [Participant Name],

Thank you for registering for the upcoming SayPro Quarterly Event!
We’re excited to have you join us virtually for a day of learning, connection, and cultural celebration.

🗓 Event Details
Date: Thursday, July 25, 2025
Time: 10:00 AM – 4:30 PM (SAST)
Zoom Link: Join Zoom Room
(Please log in 10 minutes early to ensure access)

Sessions You Selected:

• Jewish Leadership in Action
• Rituals Reimagined
• SayPro Networking Lounge

Quick Tips:

• A full program and session schedule will be emailed 3 days before the event.
• For the best experience, use a laptop/PC with a stable internet connection.
• Need tech support? Contact: support@saypro.org.za

We’re honored you’ll be joining us.
Looking forward to seeing you online!

With gratitude,
The SayPro Event Team

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Success Metrics

Metric	Target
Delivery rate	100% (no failed emails)
Confirmation open rate	90%+
Participant email replies (questions)	<10% with clarification needed
Bounce rate	<2%

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What to Prepare

• Final list of confirmed participants
• Customized email templates (in-person and virtual)
• Calendar invites or .ics files
• Event materials or links to include (e.g., program PDF)
• Response team ready to handle replies/questions

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Conclusion

Confirming registration via email is a key touchpoint that sets the tone for the SayPro event. With timely, personalized, and informative confirmations, participants will feel welcomed, informed, and excited—ready to engage fully in the SayPro experience.