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SayPro Quarterly Targets

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Attendance Goals

• Total Participants:
  Aim to attract 300–400 participants combining both in-person attendees at Neftalopolis and virtual attendees online.
• Breakdown Targets:
  • In-Person Attendance: 150–200 participants
  • Virtual Attendance: 150–200 participants

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Additional Related Targets

• Registration Completion Rate:
  Achieve at least 90% of registrants actually attending the event.
• Participant Engagement:
  Target at least 70% active participation during sessions (questions, polls, chat activity).
• New Participant Rate:
  Aim for 25% of attendees to be first-time participants, expanding SayPro’s reach.
• Repeat Attendance:
  Encourage 50% of attendees to be returning from previous events.

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SayPro Quarterly Information & Targets

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Information Needed: Post-Event Feedback

To measure event success and gather actionable insights, collect detailed feedback from participants using structured forms.

1. Feedback Form Content

• Participant Information (Optional but useful):
  • Name (optional for anonymity)
  • Role (attendee, speaker, volunteer, etc.)
• Overall Event Experience:
  • How satisfied were you with the event overall? (Rating scale, e.g., 1–5)
  • Did the event meet your expectations? (Yes/No + comments)
• Session Feedback:
  • Which sessions did you attend?
  • Rate the quality of content, speaker effectiveness, and relevance for each session.
• Logistics & Organization:
  • How would you rate the event registration process?
  • How satisfied were you with event communication and information?
  • Was the event venue (or virtual platform) user-friendly and accessible?
• Networking and Engagement:
  • Were you able to connect with others effectively?
  • Suggestions for improving networking opportunities.
• Technical Experience (for virtual/hybrid events):
  • Did you experience any technical issues? If yes, please describe.
• Open-Ended Questions:
  • What did you like most about the event?
  • What can we improve for future events?
  • Any additional comments or suggestions?

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Targets for the Quarter

• Feedback Form Distribution:
  Send to 100% of participants within 24 hours post-event.
• Response Rate Goal:
  Achieve at least a 50% response rate to ensure meaningful data.
• Analysis Completion:
  Complete analysis and reporting within two weeks after feedback collection.
• Actionable Insights:
  Identify top three strengths and three improvement areas for future planning.

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Sample Feedback Form Structure

Question	Response Type
Overall, how satisfied were you with the event?	1–5 rating scale
Did the event meet your expectations?	Yes/No + comment box
Which sessions did you attend?	Multiple choice/select
Rate the session(s) you attended	1–5 rating scale per session
How would you rate the registration process?	1–5 rating scale
Were networking opportunities adequate?	Yes/No + suggestions
Did you experience any technical issues?	Yes/No + description
What did you like most about the event?	Open-ended text
What can we improve?	Open-ended text
Additional comments or suggestions?	Open-ended text

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SayPro Quarterly Information & Targets

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Information Needed: Technology Setup

To support seamless virtual and hybrid event experiences, gather and organize the following details:

1. Virtual Platform Access

• Platform(s) being used (e.g., Zoom, Microsoft Teams, Hopin, Webex)
• Admin and host account details (secured and accessible by event tech team)
• Licensing information and participant capacity limits
• Backup platforms or contingency plans in case of technical issues

2. Session Links

• Unique meeting or webinar links for each virtual session
• Access controls (passwords, waiting rooms, registration requirements)
• Links for speakers, moderators, and participants, as appropriate
• Backup links or dial-in numbers for audio-only access

3. Technical Support Contacts

• On-call tech support personnel contact info (phone/email/chat) during event hours
• Instructions for troubleshooting common issues
• Guides for participants on how to join sessions and use platform features (chat, raise hand, polls)

4. Additional Virtual Tools and Features

• Breakout room setup and management plans
• Recording and streaming capabilities
• Interactive tools (Q&A, polls, whiteboards) enabled for sessions
• Accessibility features (live captions, screen reader compatibility)

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Targets for the Quarter

• Platform Access Confirmed and Tested:
  Complete testing of all virtual platform features and session links at least one week before the event.
• Session Links Distributed:
  Send all verified session links to participants and speakers 3–5 days before the event.
• Technical Support Ready:
  Ensure dedicated support staff are assigned and contactable for 100% of event duration.
• Contingency Plans Documented:
  Prepare and communicate backup plans to the event team prior to launch.

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SayPro Quarterly Information & Targets

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Information Needed: Session Details

To plan and manage sessions effectively, collect the following information for each session:

1. Session Titles

• Clear, concise titles that reflect the content and attract interest.

2. Speakers

• Full names and contact details
• Brief bios or credentials
• Role (keynote, panelist, workshop leader, moderator)

3. Session Descriptions

• Summary of session objectives and topics
• Format (lecture, panel discussion, workshop, Q&A, breakout)
• Target audience (beginners, advanced, specific interests)

4. Resources Needed

• Technical equipment (projector, microphones, speakers)
• Materials (handouts, worksheets, digital downloads)
• Room setup requirements (round tables, auditorium seating)
• Virtual platform needs (breakout rooms, polling features)

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Targets for the Quarter

• Complete Session Details Collected:
  Aim to have 100% of sessions fully documented two weeks before the event.
• Speaker Confirmations:
  Confirm participation and session details with 95% of speakers one month in advance.
• Resource Availability:
  Ensure 100% of technical and material resources are arranged and tested prior to the event.

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SayPro Quarterly Information & Targets

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Information Needed:

1. Participant Information

To ensure personalized communication and smooth event planning, collect the following details from all participants:

• Full Name:
  For identification and personalized engagement.
• Contact Details:
  • Email address (primary)
  • Phone number (optional but recommended for urgent communications)
• Session Preferences:
  • Preferred sessions or tracks (e.g., workshops, panels, keynote topics)
  • Interests or areas of focus within SayPro’s themes
• Special Requirements:
  • Accessibility needs (wheelchair access, hearing assistance, etc.)
  • Dietary restrictions or allergies (for in-person events)
  • Technology requirements (e.g., language translation, closed captions for virtual attendees)

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Additional Data Points to Consider:

• Affiliation/Organization:
  Helps tailor networking and sponsorship outreach.
• Previous Attendance:
  Track repeat attendees for engagement analysis.
• Volunteer/Contributor Status:
  Identifies those interested in more active roles.

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Targets for the Quarter:

• Participant Data Completion Rate:
  Aim for 100% collection of the required fields during registration.
• Data Accuracy:
  Less than 2% error or missing info rate.
• Session Preference Coverage:
  Gather preferences from at least 85% of participants to inform programming.
• Special Requirements Identification:
  Ensure all special needs are recorded and accommodated.

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SayPro Task: Share Recorded Sessions and Resources Post-Event

Objective: Provide easy access to event content for attendees to revisit key sessions, deepen learning, and extend event value.

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Key Actions:

1. Gather Content
   • Collect all session recordings, presentation slides, supplementary materials, and related resources.
   • Verify quality and accessibility (e.g., captions, file formats).
2. Organize Materials
   • Create a clear, easy-to-navigate folder or webpage.
   • Categorize by session, speaker, or topic for user-friendly browsing.
3. Choose Sharing Platform
   • Use a centralized platform such as:
     • SayPro website’s event page
     • Cloud storage (Google Drive, Dropbox, OneDrive) with controlled access
     • Event app or learning management system (LMS) if applicable
4. Craft Communication
   • Draft a message/email to participants announcing availability of resources.
   • Include direct links and brief descriptions of what’s included.
   • Encourage revisiting content and sharing feedback.
5. Send and Monitor
   • Distribute the message within a week after the event.
   • Track engagement with the materials and be ready to assist with access issues.

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Sample Message Template: Sharing Recorded Sessions & Resources

Subject: Access Your [Event Name] Session Recordings & Resources!

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Dear [Participant Name],

Thank you once again for joining us at [Event Name]! We’re excited to share that all recorded sessions and event resources are now available for you to revisit at your convenience.

Watch & Learn at Your Own Pace

Access full video recordings, presentation slides, and supplementary materials here:

[Insert Link to Resources]

Whether you want to review a favorite session or catch up on anything you missed, everything is just a click away.

If you have any questions or need help accessing the files, please don’t hesitate to reach out.

Happy viewing!
Warm regards,
[Your Name]
Event Team | SayPro
[Contact Info] | [Website]

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SayPro Task: Share Information on Future Events and Engagement Opportunities

Objective: Keep participants connected and motivated to stay involved with SayPro’s ongoing activities and upcoming events.

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Key Actions:

1. Compile Upcoming Event Details
   • Dates, locations (virtual/in-person), and themes for future conferences, workshops, webinars, or fellowships.
   • Registration links or waitlist sign-ups.
2. Highlight Ongoing Opportunities
   • Volunteer roles, community forums, mentorship programs, or special interest groups.
   • Ways to contribute as a speaker, panelist, or content creator.
3. Create a Clear, Engaging Communication
   • Summarize future events and opportunities with compelling calls to action.
   • Include direct links and contact points for more information.
4. Distribute Via Multiple Channels
   • Email newsletters, event follow-up emails, social media posts, and SayPro’s website.
5. Encourage Feedback and Suggestions
   • Invite participants to share ideas or topics they’d like SayPro to cover in future events.

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📧 Sample Message Template: Future Events & Stay Connected

Subject: Stay Connected! Upcoming SayPro Events & Ways to Get Involved

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Dear [Participant Name],

We hope you enjoyed [Event Name]! To keep the momentum going, we’re excited to share some upcoming SayPro events and opportunities designed to keep you engaged and growing with our community.

Mark Your Calendar!

• [Event Name #1] — [Date, Location/Virtual]
  Dive deeper into [theme/topic]. Register now: [Registration Link]
• [Event Name #2] — [Date, Location/Virtual]
  Join us for an interactive workshop on [topic]. Learn more: [Link]
• Monthly Webinars & Fellowship Programs
  Engage with thought leaders and peers regularly. Details & sign-up: [Link]

Get Involved

• Volunteer as an event ambassador or session moderator.
• Share your expertise as a speaker or panelist.
• Join our online community forum: [Community Link]
• Follow us on social media for real-time updates: [Social Media Links]

Your voice and participation are what make SayPro vibrant and impactful. If you have ideas or topics you’d like to see, please reply to this email—we’d love to hear from you!

Looking forward to connecting soon.

Warm regards,
[Your Name]
Community Engagement | SayPro
[Contact Info] | [Website]

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SayPro Task: Share Recorded Sessions and Resources Post-Event

Objective: Provide easy access to event content for attendees to revisit key sessions, deepen learning, and extend event value.

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Key Actions:

1. Gather Content
   • Collect all session recordings, presentation slides, supplementary materials, and related resources.
   • Verify quality and accessibility (e.g., captions, file formats).
2. Organize Materials
   • Create a clear, easy-to-navigate folder or webpage.
   • Categorize by session, speaker, or topic for user-friendly browsing.
3. Choose Sharing Platform
   • Use a centralized platform such as:
     • SayPro website’s event page
     • Cloud storage (Google Drive, Dropbox, OneDrive) with controlled access
     • Event app or learning management system (LMS) if applicable
4. Craft Communication
   • Draft a message/email to participants announcing availability of resources.
   • Include direct links and brief descriptions of what’s included.
   • Encourage revisiting content and sharing feedback.
5. Send and Monitor
   • Distribute the message within a week after the event.
   • Track engagement with the materials and be ready to assist with access issues.

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Sample Message Template: Sharing Recorded Sessions & Resources

Subject: Access Your [Event Name] Session Recordings & Resources!

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Dear [Participant Name],

Thank you once again for joining us at [Event Name]! We’re excited to share that all recorded sessions and event resources are now available for you to revisit at your convenience.

Watch & Learn at Your Own Pace

Access full video recordings, presentation slides, and supplementary materials here:
[Insert Link to Resources]

Whether you want to review a favorite session or catch up on anything you missed, everything is just a click away.

If you have any questions or need help accessing the files, please don’t hesitate to reach out.

Happy viewing!
Warm regards,
[Your Name]
Event Team | SayPro

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SayPro Task: Send Thank-You Emails to All Participants

Objective: Express appreciation, reinforce key event messages, and maintain post-event engagement.

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Key Actions:

1. Segment the Audience
   • Prepare slightly different versions for:
     • General attendees
     • Speakers/facilitators
     • Volunteers/partners
   • Personalize names and affiliations where possible.
2. Craft the Message
   • Keep the tone warm, appreciative, and forward-looking.
   • Include:
     • A heartfelt thank-you
     • Highlights or key takeaways from the event
     • A link to access event photos, recordings, or resources
     • Reminder to complete the feedback form
     • Invitation to join SayPro’s community or stay in touch
3. Use Email Marketing Tools
   • Platforms like Mailchimp, Constant Contact, or MailerLite can help you personalize, schedule, and track responses.
4. Schedule and Send
   • Send within 24–72 hours after the event concludes.

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Sample Thank-You Email Template

Subject: Thank You for Joining Us – [Event Name] Highlights & What’s Next!

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Dear [Participant Name],

On behalf of the entire SayPro team, thank you for attending [Event Name] at Neftalopolis and online! Your presence and participation helped make the event a meaningful and inspiring experience for everyone involved.

Key Takeaways from the Event:

• [Keynote Insight]: “[Quote or key point]” – [Keynote Speaker Name]
• [Breakout Highlight]: Powerful discussions on [topic], with takeaways on [summary].
• [Networking Moment]: Over [#] connections made across in-person and virtual spaces.

If you missed anything, don’t worry—we’ll be sharing resources soon!

[Link to event resources or recordings]
[Link to complete the feedback survey] (Your insights help us improve future events.)

Stay Connected:

Join our community and be the first to hear about upcoming events, fellowships, and opportunities:
[Link to SayPro community or mailing list]

Thank you again for being part of the SayPro experience. We hope to see you again very soon!

Warm regards,
[Your Name]
Event Team | SayPro
[Contact Info] | [Website]

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SayPro Post-Event Responsibilities

Follow-Up Communication

Objective: Maintain engagement, express appreciation, and lay the foundation for continued community-building and future event participation.

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1. Thank You Messages

• Audience-Specific Emails
  • Attendees: Send a warm thank-you message with highlights from the event and a link to the feedback form.
  • Speakers & Facilitators: Thank them personally for their contributions, including quotes or feedback from participants where appropriate.
  • Volunteers & Partners: Acknowledge their behind-the-scenes support and commitment.
• Content to Include:
  • A brief recap of the event’s success
  • Expression of gratitude
  • Link to photo galleries or session recordings
  • Reminder about completing the feedback form (if not already done)

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2. Sharing Event Materials

• Post-Event Resources
  • Provide access to session recordings, speaker presentations, or additional reading materials.
  • Host them on a shared drive, event platform, or SayPro website with restricted access as needed.
• Content Recap Newsletter
  • Summarize key sessions and insights in a visually engaging email or PDF update.
  • Include top quotes, takeaways, and “what’s next” for the community.

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3. Promote Continued Engagement

• Social Media Follow-Up
  • Share event photos, testimonials, and behind-the-scenes moments across SayPro’s social media platforms.
  • Tag speakers, partners, and active participants to maintain momentum.
• Community Invitations
  • Encourage attendees to join SayPro’s online community (e.g., forums, mailing lists, WhatsApp/Telegram groups, or LinkedIn).
  • Announce future engagement opportunities like webinars, fellowships, or volunteer programs.
• Save-the-Date for Future Events
  • If another event is planned, send an early notification or waitlist sign-up link.

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4. Personalized Follow-Ups

• High-Engagement Participants
  • Reach out individually to participants who were highly engaged or provided insightful feedback to invite deeper involvement.
  • This could include speaker recommendations, guest blogging, or volunteer opportunities.
• Partner and Sponsor Follow-Ups
  • Share a short impact report and thank-you letter outlining the value of their support and partnership.

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5. Evaluate Communication Impact

• Monitor Metrics
  • Track open and click-through rates on follow-up emails.
  • Observe increases in social media activity or new community sign-ups post-event.
• Adjust Future Strategy
  • Use this data to refine post-event communication approaches for future SayPro events.

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