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SayPro Pre-Event Preparation Tasks:Reach out to companies in various industries to invite them to participate in the event.
Email: info@saypro.online Call/WhatsApp: + 27 84 313 7407
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📞 SayPro Pre-Event Preparation
Task Name: Reach Out to Companies in Various Industries to Invite Them to Participate in the Event
Objective: Engage a wide range of companies from different industries to participate in the event and offer career opportunities, internships, or co-op positions.
Step-by-Step Process:
- Define Target Industries and Companies
- Identify key industries relevant to the students attending (e.g., technology, healthcare, finance, non-profit, education, government, etc.).
- Research companies within these industries that align with the event’s goals (internships, networking, hiring).
- Compile a list of companies, both large and small, to ensure diversity in the event.
- Develop Outreach Materials
- Create an invitation letter or email template explaining the event details, its objectives, and the benefits of participating.
- Prepare a detailed event brochure or information packet that includes:
- Event schedule and logistics.
- Expectations for company involvement (e.g., booth setup, role in workshops or presentations).
- How participating in the event aligns with corporate social responsibility goals or recruitment strategies.
- Include key information about the audience (student profiles, expected turnout, etc.).
- Send Invitations to Companies
- Reach out via email, ensuring personalization for each company (mention specific industries or roles they could target).
- Provide a clear call-to-action (e.g., an RSVP form, direct email response, or link to registration portal).
- Attach relevant documents (e.g., event brochure, registration form, and deadlines).
- Follow-Up Communication
- Send follow-up emails within a week if no response is received, emphasizing the opportunity and reiterating the event’s benefits.
- For companies expressing interest, offer to set up a short meeting or phone call to discuss participation further.
- Provide Additional Information to Interested Companies
- Once a company shows interest, send more detailed instructions on:
- Event registration process.
- Booth setup or virtual event requirements.
- Promotion of available roles, internships, or co-op positions.
- Answer any questions regarding the event format, schedule, or specific logistics.
- Once a company shows interest, send more detailed instructions on:
- Track and Confirm Participation
- Maintain a tracking sheet or CRM system to log all contacted companies, their status (confirmed, interested, or declined), and any additional notes.
- For confirmed companies, request confirmation of specific details (e.g., number of representatives attending, roles they wish to promote, if they want to host a workshop or panel discussion).
- Final Confirmation and Event Details
- Send a final confirmation email 1-2 weeks before the event, reiterating the logistics and any last-minute updates.
- Share any promotional materials they can use to advertise their participation to students or the broader community.
- Promote Participating Companies
- Highlight participating companies on event marketing platforms (website, social media, email newsletters).
- Encourage students to prepare by researching these companies and their available opportunities.
- Offer Additional Support as Needed
- Be available for any last-minute inquiries, additional support with event setup, or clarification of event details for the companies.
Responsible Teams:
- Employer Outreach Team
- Event Coordination Team
- Marketing & Communications Team
Timeline:
- Begin outreach to companies 6-8 weeks before the event.
- Final confirmations from companies should be obtained 2-3 weeks before the event.
- Neftaly Malatjie | CEO | SayPro
- Email: info@saypro.online
- Call: + 27 84 313 7407
- Website: www.saypro.online
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