SayPro Job Description Promotion & Communication Pre-Event Communication: Ensure that all participants receive relevant event details in advance, including schedules, location, and logistics information from SayPro Monthly January SCMR-17 SayPro Monthly Planning and Coordination: Event organization, vendor coordination, logistics by SayPro Online Marketplace Office under SayPro Marketing Royalty SCMR
Purpose of the Role:
The purpose of this role is to ensure that all event participants, including attendees, speakers, sponsors, and other stakeholders, receive the necessary pre-event communication to prepare them adequately for the event. This includes sharing schedules, logistical details, and any other important information that will enhance their experience and ensure smooth participation in the event.
Key Responsibilities:
- Develop Pre-Event Communication Strategy:
- Collaborate with Event Teams: Work closely with the event planning, logistics, and marketing teams to ensure all relevant event details are gathered and incorporated into the pre-event communication plan.
- Segment Participants: Identify the different groups of participants (e.g., attendees, speakers, sponsors, vendors) and tailor the communication for each group, ensuring that everyone receives the specific information relevant to their role in the event.
- Set Communication Timelines: Establish a communication timeline for pre-event updates, ensuring participants receive the necessary information well in advance of the event date. This may include multiple touchpoints, such as initial invitations, reminders, and last-minute updates.
- Prepare Event Schedule and Agenda:
- Create and Distribute Event Agenda: Develop and share a detailed event agenda or schedule that outlines the event’s start and end times, session timings, breaks, and any important announcements or activities. This should be distributed to all attendees, speakers, and stakeholders to ensure everyone is aware of the flow of the event.
- Provide Session Details: For multi-session events, ensure that all participants are informed about the specific sessions they are attending, including speaker names, topics, times, and any preparatory materials or actions required.
- Highlight Special Events: If there are any special sessions, workshops, networking opportunities, or VIP events, make sure these are clearly communicated and highlighted in the event materials.
- Venue and Logistical Information:
- Provide Venue Details (For In-Person Events): Ensure that all in-person attendees receive detailed information about the event location, including the venue name, address, directions, parking information, and room assignments. Include a venue map if necessary to assist with navigation within large event spaces.
- Provide Virtual Access Information (For Virtual Events): For virtual or hybrid events, communicate the necessary platform details, including access links, platform logins, technical requirements (e.g., browser compatibility, software installations), and contact information for tech support.
- Accommodation and Travel Information (For In-Person Events): For external speakers, sponsors, or VIP attendees, provide clear instructions regarding travel arrangements, hotel accommodations, and any transportation services that have been arranged by the event team.
- Special Requirements or Accommodations: Collect and provide any special accommodation requests (e.g., dietary restrictions, mobility access) to relevant teams (catering, venue, AV) to ensure the event meets all participants’ needs.
- Communication of Event Expectations:
- Clarify Attendance Requirements: Clearly communicate any expectations for attendance, including event times, required dress codes, registration/check-in processes, and any other important event-related logistics.
- Provide Pre-Event Materials: Share any pre-event materials (e.g., event handbooks, speaker bios, presentation slides, or background materials) that participants will need to review in advance to ensure they are well-prepared.
- Promote Engagement Opportunities: Inform attendees about any pre-event engagement opportunities, such as discussion groups, networking events, or interactive sessions that are available to them prior to the event start.
- Send Confirmation and Reminder Communications:
- Send Confirmation Emails: Once a participant registers or confirms attendance, send a confirmation email that includes key event details, such as the event schedule, access instructions, and any pre-event materials.
- Send Reminder Emails: As the event date approaches, send timely reminder emails to attendees, speakers, and sponsors. This may include important updates, changes in the schedule, or any last-minute details that need to be communicated.
- Send Personalized Reminders (For VIPs or Speakers): For VIPs, speakers, and other key stakeholders, send personalized reminders or calls to ensure they have all the relevant information, including any speaking slots, presentation requirements, or expectations for their involvement.
- Coordinate Pre-Event Q&A Sessions or Briefings:
- Host Pre-Event Webinars/Meetings (For Speakers and Sponsors): Organize brief pre-event meetings or webinars to provide speakers and sponsors with detailed information on the event logistics, guidelines, and expectations. This ensures everyone is aligned and ready to contribute effectively to the event.
- Answer Participant Inquiries: Respond promptly to any questions or concerns from participants regarding the event, whether it’s about the schedule, venue, platform, or any special requests they may have.
- Provide a Point of Contact: Ensure all participants know who to contact for any event-related issues, providing a designated event coordinator or helpdesk support, and outlining the best communication channels (e.g., email, phone, chat).
- Ensure Consistency in Messaging Across Channels:
- Coordinate Across Communication Channels: Ensure that all pre-event communications are consistent across various channels, including email, social media, event websites, and printed materials. This avoids confusion and ensures that participants receive a cohesive message regarding the event.
- Maintain Branding Consistency: All pre-event communication should align with SayPro’s branding guidelines, using the correct logos, colors, and messaging tone. This consistency helps reinforce the company’s professional image and ensures that all materials are aligned with the overall event identity.
- Ensure Technical Readiness (For Virtual Events):
- Provide Technical Instructions: For virtual or hybrid events, ensure participants are aware of the necessary technical requirements, including platform login instructions, system compatibility checks, and troubleshooting tips.
- Pre-Event Test Runs: Coordinate with speakers, sponsors, and key participants to schedule pre-event rehearsals or test runs to ensure they are familiar with the virtual platform, AV setup, and other technical aspects.
- Offer Tech Support Contacts: Provide clear contact information for technical support in case any issues arise during the event or before the event begins.
- Manage Pre-Event Materials Distribution:
- Distribute Digital Materials: Ensure all digital pre-event materials (e.g., agenda, speaker bios, event logistics, virtual access details) are shared with participants via email or made available for download via the event website.
- Provide Event Kits (For In-Person Events): Prepare and send any physical event kits, welcome packages, or materials in advance to VIP guests, speakers, or partners to ensure they have everything they need before the event.
Key Skills and Competencies:
- Excellent Written and Verbal Communication: Ability to craft clear, concise, and engaging pre-event communication that resonates with different participant groups.
- Attention to Detail: Ensuring that all event details are accurately communicated and that no important information is overlooked.
- Time Management: Ability to coordinate and manage multiple communication touchpoints, ensuring that all participants receive their pre-event information in a timely manner.
- Organizational Skills: Capability to handle and track large amounts of information for multiple participant groups, ensuring that all required details are sent to the right people.
- Customer Service Orientation: Providing excellent support to attendees by addressing any questions or concerns they may have in advance of the event.
- Technical Proficiency: Familiarity with event management platforms, email marketing tools, and communication software to efficiently manage and distribute pre-event materials.
- Brand Awareness: Understanding and promoting SayPro’s branding and messaging consistently across all pre-event communications.
Expected Outcomes:
- Timely Communication: All participants receive relevant and clear communication well in advance of the event date, allowing them ample time to prepare.
- Increased Participant Readiness: Participants are well-informed, leading to fewer questions and a smoother event experience for everyone involved.
- Accurate Logistics Coordination: All logistical details (e.g., venue, access links, travel arrangements) are clearly communicated, ensuring that everyone arrives on time and prepared.
- High Engagement Levels: Participants are actively engaged and excited about the event, as they have received all necessary information in a clear and timely manner.
In conclusion, the role of coordinating pre-event communication is vital in ensuring that participants are fully prepared and informed prior to the event. By managing and distributing essential event details across multiple platforms and participant groups, this role ensures a smooth experience, from the initial invitation to event day.