SayPro Promotion & Registration – Ensure that all Pre-Event Communications Are Sent Out at Least 5 Days Before the Event

SayPro Information & Targets for the Quarter Promotion & Registration Ensure that all pre-event communications are sent out at least 5 days before the event 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

Objective:

The objective is to ensure that all pre-event communications are sent out to attendees at least 5 days before the event. This will help ensure that participants have adequate time to prepare for the event, access necessary information, and clarify any last-minute questions, ultimately increasing overall attendance and engagement.

Key Information:

1. Pre-Event Communication Strategy:
   • Clear Messaging: Ensure that all pre-event communications are clear, concise, and provide all essential details for event participation. This includes information on the event schedule, venue (for in-person events), virtual platform details (for virtual events), speakers, agenda, and any necessary preparation or materials.
   • Multiple Touchpoints: Ensure that pre-event communications are sent via a variety of channels to ensure maximum visibility, such as email, SMS (if applicable), and possibly social media posts or messages.
2. Timing of Pre-Event Communications:
   • 5 Days Prior: All key communication (including detailed event information) should be delivered to attendees at least 5 days before the event. This ensures that participants have enough time to adjust their schedules, make any necessary arrangements, and get familiar with the event details.
   • Additional Reminders: It’s important to schedule follow-up reminders after the first communication to ensure all registrants are informed. These can be reminders sent 2 days prior to the event and then again the day before.
3. Content to Include in Pre-Event Communications:
   • Event Details: This includes time, date, and format of the event (in-person, virtual, or hybrid).
   • Agenda: A clear schedule or agenda of what to expect during the event. It should include session timings, speaker names, and any key sessions or activities.
   • Venue and Directions: For in-person events, provide venue address, parking details, and other logistical information. For virtual events, include login credentials, platform access links, and instructions on how to join the event.
   • Preparation Information: If the event requires attendees to bring anything, complete a pre-event task, or access pre-event materials (such as reading or downloading documents), include those instructions as well.
   • Contact Information: Provide contact details for support or assistance in case participants have questions or issues with accessing the event.
   • Call-to-Action (CTA): Clear CTA for event reminders, such as “Add to Calendar” options or a registration confirmation link, to make it easy for attendees to stay organized and prepared.
4. Channels for Pre-Event Communication:
   • Email: The primary communication channel for pre-event information. Ensure that the emails are well-designed, easy to read, and mobile-friendly. The subject line should grab attention and indicate urgency to prompt opens.
   • SMS/Text: For additional visibility and immediate action, send SMS or text reminders to attendees (if applicable), especially for virtual events. Ensure this message reiterates the event details and how to access it.
   • Social Media: Use social media platforms to remind registrants about the upcoming event and highlight key details or announcements. Engage with attendees through event-specific hashtags or exclusive content teasers.
   • Website/Landing Pages: For virtual events or if there are any last-minute changes or important announcements, update event landing pages on the website and direct attendees to check these pages for more information.
5. Tracking Pre-Event Communication Effectiveness:
   • Open and Click-Through Rates: Use analytics tools to track the open rates of emails and click-through rates on key links (such as “Add to Calendar” or “Join the Event” buttons). Aim for at least a 75% open rate and 60% click-through rate.
   • Engagement Tracking: Monitor engagement with pre-event content across email, SMS, and social media to determine if any follow-up efforts are required to increase visibility or clarify information.
   • Confirmation Rate: Track how many attendees confirm their participation through registration confirmations, and how many follow through with event attendance.

Key Targets for the Quarter:

1. Target 1: Send Pre-Event Communications at Least 5 Days Prior:
   • Ensure that 100% of pre-event communications (emails, SMS, and social media reminders) are sent to attendees at least 5 days before the event. This will ensure participants are well-prepared and have adequate time to adjust their schedules and complete any necessary pre-event tasks.
2. Target 2: Achieve 75% Email Open Rate:
   • Achieve at least 75% open rate on all pre-event email communications by crafting compelling subject lines, offering valuable content, and using personalized messaging.
3. Target 3: Achieve 60% Click-Through Rate (CTR) on Key Links:
   • Aim for at least 60% click-through rate on key action links within the pre-event communication, such as registration confirmation, “Add to Calendar,” and event participation links.
4. Target 4: 90% Timely Confirmation of Attendance:
   • Ensure that at least 90% of registrants confirm their participation via pre-event communications (such as confirmation emails or RSVP responses), indicating readiness to attend and prepare for the event.
5. Target 5: Increase Social Media Engagement by 50%:
   • Achieve at least 50% increase in engagement (likes, shares, comments) on pre-event social media posts compared to previous event promotions, helping raise awareness and excitement among the wider audience.

Actions to Achieve Pre-Event Communication Targets:

1. Plan Communication Calendar:
   • Create a Communication Timeline: Set up a clear timeline to ensure pre-event communications are prepared, scheduled, and sent at least 5 days in advance of the event date. This should include sending the first detailed communication 7 days prior and follow-ups 2-3 days before the event.
2. Design Engaging Email Templates:
   • Ensure that email templates are visually engaging, easy to navigate, and provide clear CTAs. Use engaging subject lines like “Your Guide to [Event Name] – Happening in Just 5 Days!” to prompt recipients to open the email.
3. Test Communication Channels:
   • SMS & Email Testing: Prior to sending out communications, perform tests to ensure that all links, buttons, and details are correct. Verify that the text message system and email formatting are compatible with all devices and platforms.
4. Leverage Social Media:
   • Post engaging event countdowns and reminders on social media, starting a few days before the event. Include event-specific hashtags, behind-the-scenes previews, and sneak peeks to encourage participants to interact.
5. Automate Reminders:
   • Use automated systems to send reminder emails and SMS to participants who have registered but have not responded to the initial communication. This will improve the likelihood of them confirming participation and accessing the event details.

Expected Outcomes by Quarter End:

1. Timely Communication Delivery:
   • Ensure that all pre-event communications are sent at least 5 days before the event, improving participant preparedness and engagement.
2. High Open and Click-Through Rates:
   • Achieve a 75% open rate for all pre-event emails and 60% click-through rate on key action links, indicating that the content is engaging and attendees are taking action.
3. High Attendance Confirmation:
   • Secure 90% confirmation of attendance from registrants, contributing to higher turnout rates and ensuring a smooth experience on the day of the event.
4. Increased Engagement:
   • Successfully generate at least 50% increased social media engagement, building momentum leading up to the event and raising awareness about SayPro’s event offerings.

By achieving these targets, SayPro will ensure that attendees are well-informed, prepared, and motivated to attend events, which will directly contribute to the success of each event and enhance overall engagement.