SayPro: Detailed Participant Information, Preferences, and Special Requests Form
Overview:
Before each SayPro retreat, it is essential to gather comprehensive information from participants to ensure a personalized, inclusive, and well-organized experience. A well-designed Participant Information Form allows the SayPro team to understand attendees’ backgrounds, creative interests, logistical needs, and any special requests they may have—ranging from dietary restrictions to accessibility needs or preferred pronouns.
This form serves multiple purposes:
- Supports effective planning and logistics.
- Enhances participant comfort and inclusion.
- Ensures facilitators can tailor content to participant needs.
- Builds a foundation for personalized engagement during and after the retreat.
Sections of the SayPro Participant Information Form
Below is a breakdown of the form’s sections, with detailed descriptions and sample questions:
1. Personal Information
Purpose: To collect basic participant contact details for registration, communication, and emergency preparedness.
Sample Fields:
- Full Name (as you’d like it displayed on name tags)
- Preferred Name/Nickname
- Pronouns (optional)
- Date of Birth
- Phone Number
- Email Address
- Emergency Contact (Name, Relationship, Phone Number)
2. Creative Background
Purpose: To understand participants’ artistic disciplines, experience levels, and retreat goals, allowing facilitators to better tailor their sessions.
Sample Questions:
- What is your primary artistic or creative discipline?
(e.g., visual arts, writing, dance, photography, digital art, film, mixed media) - How would you describe your experience level in your creative field?
☐ Beginner
☐ Intermediate
☐ Advanced
☐ Professional - Please tell us briefly about your creative journey.
Open-ended text box. - What are your goals for attending this retreat?
Open-ended text box.
3. Workshop Preferences
Purpose: To gauge interest in specific workshops or sessions and help create balanced group sizes.
Sample Questions:
- Which workshops are you most interested in attending?
(List all available sessions with checkboxes) - Would you be open to collaborative group projects?
☐ Yes
☐ No
☐ Maybe – tell me more - Are there any specific skills or topics you’d like to explore at the retreat?
Open-ended text box.
4. Health, Accessibility, and Special Requests
Purpose: To ensure participant well-being and inclusivity, accommodating specific needs and sensitivities.
Sample Questions:
- Do you have any dietary restrictions or food allergies?
e.g., vegetarian, vegan, gluten-free, nut allergy - Do you have any accessibility needs we should be aware of?
e.g., mobility support, visual or hearing assistance - Are there any health conditions or medications that should be known in case of an emergency?
(Optional and kept confidential) - Do you require any specific accommodations for lodging or transportation?
Open-ended text box.
5. Lodging and Travel Information
Purpose: To organize accommodations, transportation, and arrival planning.
Sample Questions:
- Will you be staying at the retreat venue or commuting?
☐ On-site
☐ Commuting - What is your expected arrival date and time?
- Will you need transportation from the nearest airport/train station?
☐ Yes
☐ No
☐ Not sure yet - Do you have a preferred roommate (if applicable)?
Optional: Name of preferred roommate.
6. Media & Consent
Purpose: To gather consent for photography, testimonials, and future communications.
Sample Questions:
- Do you consent to being photographed or recorded during the retreat for promotional purposes?
☐ Yes
☐ No
☐ Only in group photos - May we use your written or verbal testimonials in SayPro materials?
☐ Yes
☐ No - Would you like to be added to the SayPro newsletter for updates on future events?
☐ Yes
☐ No
7. Additional Comments or Requests
Purpose: To give participants an opportunity to share anything not covered in the form.
Sample Prompt:
- Is there anything else you’d like us to know to help you feel comfortable, supported, and creatively fulfilled during the retreat?
Open-ended text box.
Design & Accessibility Considerations
- The form should be available in both digital (fillable online) and printable PDF formats.
- Ensure the language is inclusive, respectful, and easy to understand.
- Offer the form in multiple languages if serving a multilingual audience.
- Ensure confidential information is securely handled and only accessible to authorized personnel.
Follow-Up Process
- Once submitted, participants should receive a confirmation email.
- Key details from the form should be shared with relevant retreat staff (e.g., facilitators, logistics coordinators, kitchen staff) in accordance with privacy protocols.
- Special requests and accommodations should be logged and assigned for follow-through before the retreat.
Conclusion
SayPro’s Participant Information, Preferences, and Special Requests Form is a vital tool for creating a welcoming, personalized, and efficient retreat experience. By collecting thoughtful and thorough information ahead of time, SayPro ensures that each participant feels seen, supported, and creatively empowered throughout their journey.
Leave a Reply