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SayPro Email: sayprobiz@gmail.com Call/WhatsApp: + 27 84 313 7407
Certainly! Here is a detailed guide for the SayPro Pre-Event Task:
Email: info@saypro.online Call/WhatsApp: + 27 84 313 7407
SayPro is a Global Solutions Provider working with Individuals, Governments, Corporate Businesses, Municipalities, International Institutions. SayPro works across various Industries, Sectors providing wide range of solutions.
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:
| Time | Activity |
|---|---|
| 09:00 | Registration & Welcome |
| 09:30 | Opening Remarks |
| 10:00 | Session 1: [Topic] |
| 11:30 | Break |
| 11:45 | Session 2: [Topic] |
| 13:00 | Q&A and Closing |
📂 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?
- Neftaly Malatjie | CEO | SayPro
- Email: info@saypro.online
- Call: + 27 84 313 7407
- Website: www.saypro.online
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