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Here’s a detailed approach to managing participant lists for session planning, dietary restrictions, and special requests to ensure smooth event coordination and a personalized experience.

Email: info@saypro.online Call/WhatsApp: + 27 84 313 7407

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Written by

Phidelia Dube

in

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.)

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.

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.

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.

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.

Summary

TaskPurpose
Segment participants by sessionsPlan session capacities and facilitators
Identify dietary restrictionsEnsure appropriate catering and meal options
Track special requestsProvide necessary accessibility and accommodations
Update regularlyKeep all teams informed and responsive
  • Neftaly Malatjie | CEO | SayPro
  • Email: info@saypro.online
  • Call: + 27 84 313 7407
  • Website: www.saypro.online

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