SayPro Pre-Event Responsibilities Tasks Set up the online registration system on the SayPro website, allowing participants to sign up for the event, select their preferred workshops, and provide required personal information.

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SayPro Pre-Event Responsibilities: Set Up Online Registration System

Objective: Set up the online registration system on the SayPro website, allowing participants to sign up for the event, select their preferred workshops, and provide required personal information.

Tasks:

Choose a Registration Platform:
- Select a reliable event management platform (e.g., Eventbrite, Cvent, or a custom-built solution) that integrates smoothly with the SayPro website.
- Ensure the platform can handle the necessary features such as workshop selection, custom forms, and payment processing (if applicable).
Design Registration Form:
- Design a clean and user-friendly registration form that collects the following:
  - Basic Attendee Information: Name, email, phone number, and organization (if applicable).
  - Workshop Preferences: List all available workshops, allowing participants to choose their preferred sessions.
  - Personal Information: Collect any relevant information such as job title, dietary requirements, accessibility needs, etc.
  - T-shirt Size: If event swag is provided, include a field for T-shirt sizes.
  - Payment: If there is a fee for the event or specific workshops, set up payment options (credit/debit, PayPal, etc.).
Workshop Selection Logic:
- Implement a system that allows participants to select multiple workshops or events, ensuring they can see available options and choose based on capacity or interest.
- If workshops have limited spots, set up automatic tracking to avoid overbooking and display real-time availability.
Event Details and Information:
- Include a section on the registration page with important event details:
  - Date and time
  - Venue (if physical) or virtual access information
  - Description of the workshops, sessions, or keynote speakers
  - Any special instructions (e.g., what to bring, dress code, or parking details)
Personalization and Confirmation:
- After registration, ensure that attendees receive an automatic confirmation email that summarizes their registration details (workshops selected, payment receipt, etc.).
- Personalize the confirmation email with event highlights and next steps (e.g., agenda, arrival instructions, virtual platform access, etc.).
Integration with SayPro Website:
- Ensure that the registration system is seamlessly integrated with the SayPro website for easy access by potential participants.
- Create a dedicated event registration page with a clear call to action (e.g., “Register Now”).
- Test the registration process to ensure smooth navigation, proper form submissions, and successful integration with the event platform.
Set Up Reminders:
- Implement automated reminder emails for registrants leading up to the event (e.g., one week before, 24 hours before) with essential event information and last-minute reminders.
Admin Access & Reporting:
- Set up admin access to the registration system so event organizers can monitor registration progress, access attendee data, and run reports on workshop preferences.
- Ensure the admin dashboard provides easy export options (e.g., CSV) to manage attendee lists and final registrations.
Testing & Troubleshooting:
- Conduct a thorough test of the registration system, including:
  - Form submission process
  - Payment gateway (if applicable)
  - Email confirmation functionality
  - Workshop selection process and capacity tracking
- Resolve any issues or bugs that arise during testing.
Launch Registration Page:

Publish the registration page on the SayPro website once everything is tested and working smoothly.
Promote the event via email, social media, and other channels to drive traffic to the registration page.

By setting up the online registration system in this way, participants will have a smooth and straightforward experience when signing up for the SayPro event and selecting workshops. It will also allow event organizers to efficiently manage registrations and ensure the event runs smoothly.

SayPro Pre-Event Responsibilities Tasks Set up the online registration system on the SayPro website, allowing participants to sign up for the event, select their preferred workshops, and provide required personal information.

Tasks:

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