SayPro Pre-Event Responsibilities Tasks: Gather documents such as the bio, workshop preferences, and any dietary restrictions for in-person participants.

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SayPro Pre-Event Responsibilities: Gather Documents for In-Person Participants

Objective: Collect necessary documents such as bios, workshop preferences, and dietary restrictions from in-person participants.

Tasks:

Create Document Collection System:
- Set up an online portal or a section within the registration system where participants can upload or provide the required documents.
- Ensure that the portal allows for easy uploading of bios, preferences, and any other specific requests.
- If using email, create a designated email address for document submission to streamline the process.
Bio Collection:
- Include a field or request in the registration form for participants to submit a short bio (e.g., 150-200 words) to be used in event materials (e.g., event program, website).
- If necessary, provide guidelines on what to include in the bio, such as:
  - Job title
  - Relevant experience or expertise
  - Achievements or notable contributions
- Set a deadline for bio submission to ensure ample time for event planning.
Workshop Preferences:
- Include a section on the registration form where participants can select their preferred workshops or sessions.
- Use dropdown menus or checkboxes for ease of selection, ensuring that each participant can choose their preferred options based on availability.
- Track the number of participants in each session to avoid overbooking or create waitlists if necessary.
- Allow participants to update their preferences if the system permits changes before a specified cutoff date.
Dietary Restrictions:
- Add a section to the registration form asking participants to provide any dietary restrictions or preferences (e.g., vegetarian, gluten-free, food allergies).
- Set a clear deadline for dietary preferences to ensure the catering team has enough time to accommodate all requests.
- If applicable, provide an option for participants to specify the level of severity for their dietary restrictions (e.g., mild food allergies vs. severe life-threatening allergies).
- Compile the dietary requests into a list for catering purposes.
Additional Documents or Requests:
- Identify and request any additional documentation that may be required from in-person participants, such as:
  - ID verification or proof of credentials (for industry-specific events)
  - Travel or accommodation preferences (if applicable for event logistics)
  - Emergency contact information for safety during the event
  - Accessibility needs (e.g., wheelchair access, seating arrangements)
- Ensure all required documents are clearly communicated to participants and provide an easy way to submit these items.
Set Submission Deadlines:
- Establish and communicate a clear deadline for all document submissions (bios, dietary restrictions, workshop preferences, etc.) to ensure there is enough time to finalize event logistics.
- Send reminders to participants who have not yet submitted required documents as the deadline approaches.
Confirmation and Acknowledgement:
- Upon receipt of the required documents, send an acknowledgment email confirming the successful submission of each document (e.g., “Thank you for submitting your bio, dietary preferences, and workshop selection”).
- Include any next steps or additional instructions in the confirmation email, such as event day check-in procedures.
Monitor Document Submissions:
- Regularly monitor the incoming documents to ensure all required information is collected on time.
- Follow up individually with any participants who have not submitted their documents or who have incomplete submissions.
Prepare Event Materials:
- Use the collected bios to prepare the event program, name tags, or any other relevant materials that will be distributed or displayed at the event.
- Compile dietary restriction data and share it with the catering team to ensure proper meal planning and accommodation.
- Finalize the workshop attendance lists based on the preferences gathered from participants.
Finalize Attendee Information:
- Once all documents are collected, create a final list of participants with their bios, workshop selections, and dietary preferences.
- Share this list with relevant teams (event coordinators, catering staff, workshop facilitators) to ensure smooth event execution.

By completing these tasks, you’ll ensure that in-person participants have provided all the necessary documents for event planning and logistics, leading to a more organized and personalized event experience.

SayPro Pre-Event Responsibilities Tasks: Gather documents such as the bio, workshop preferences, and any dietary restrictions for in-person participants.

Tasks:

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