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SayPro Event Coordinators Attendee Communication: Keep registered participants informed with timely updates about the event’s agenda, speakers, and materials.

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.

Written by

Linda Janet Tivane

in

Attendee Communication for SayPro Event Coordinators:

  1. Initial Confirmation Email:
    • Purpose: Once someone registers, send a confirmation email to acknowledge their registration and provide a brief overview of the event.
    • Content:
      • Event date and time
      • Venue or online platform details
      • Registration confirmation number (if applicable)
      • Link to access the event (for virtual events)
      • CTA for further steps, such as booking accommodations (for in-person events) or setting reminders.
  2. Event Agenda and Schedule:
    • Purpose: A few weeks prior to the event, send an agenda email with detailed information about the event’s schedule.
    • Content:
      • A detailed agenda with session times, breaks, and speaker names.
      • Highlight key sessions or workshops.
      • Interactive features (e.g., Q&A sessions, live polls) for virtual attendees.
      • Link to event materials or a link to download the agenda.
  3. Speaker Introductions and Session Details:
    • Purpose: In the days leading up to the event, share speaker bios and details of the sessions they’ll be hosting.
    • Content:
      • A brief biography of each speaker.
      • The topic or theme of each session.
      • What attendees can expect to learn or gain from each session.
      • Links to speaker websites or relevant social media profiles for more engagement.
  4. Event Materials and Pre-Event Preparation:
    • Purpose: Send out pre-event materials or preparatory information so attendees can get the most out of the event.
    • Content:
      • Pre-reading materials, workbooks, or handouts.
      • A reminder to download the event app or access virtual platforms in advance (if applicable).
      • Technical preparation tips for virtual participants (e.g., how to use Zoom, test their connection, etc.).
  5. Final Reminder Email (1-2 Days Before Event):
    • Purpose: A final reminder email to ensure attendees are fully prepared.
    • Content:
      • Event start time and access details.
      • Key things to bring (e.g., ID for in-person events, tech requirements for virtual participation).
      • Time zone adjustments for virtual participants across different locations.
      • On-site details (for in-person events): where to register, parking information, room locations.
      • Link to join the virtual event or instructions for logging in.
  6. Day-of-Event Email:
    • Purpose: A short email on the morning of the event to get participants excited and confirm details.
    • Content:
      • Quick links to the event (access details for virtual events).
      • A reminder about the event start time and any last-minute updates.
      • Tech support contact information in case of issues.
  7. During the Event Communication:
    • Purpose: Keep attendees engaged and informed during the event with timely updates.
    • Content:
      • Use live chat or real-time email updates for event reminders, session transitions, and announcements.
      • Polls and engagement prompts to encourage participation.
      • Share important event changes (e.g., session delays, speaker changes).
  8. Post-Event Follow-Up:
    • Purpose: After the event, send a follow-up email to wrap up the experience and gather feedback.
    • Content:
      • Thank attendees for their participation.
      • Provide links to recorded sessions (if applicable).
      • Share feedback surveys or evaluation forms.
      • Provide certificates of participation or event resources (e.g., presentation slides, handouts).
      • Announce future events or invite attendees to join ongoing discussions.

Additional Tips for Communication:

  • Consistency: Keep the tone of all communications consistent with your brand.
  • Clear Calls to Action: Ensure each communication includes a clear CTA (e.g., “Register Now,” “Download Materials,” “Join the Event”).
  • Personalization: Where possible, personalize communications using attendee names or specific sessions they’re interested in.

  • Neftaly Malatjie | CEO | SayPro
  • Email: info@saypro.online
  • Call: + 27 84 313 7407
  • Website: www.saypro.online

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