SayPro Pre-Competition Preparation: Launching the Competition on SayPro’s Website and Distributing Registration Forms.

Date of Launch: January 21, 2025
Document ID: SCDR.3.5

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In the pre-competition preparation phase, it is crucial to ensure that the competition is launched in an organized and effective manner. This includes launching the competition on SayPro’s website and distributing registration forms to both employees and the wider community to encourage maximum participation. The goal is to provide clear instructions and easy access to all necessary materials, setting the stage for a smooth competition experience.

1. Launching the Competition on SayPro’s Website

• Website Update: The SayPro website will feature a dedicated competition page to announce the Development Quarterly Art and Design Competitions. This page will serve as the central hub for all information related to the competition, providing clear details about:
  • The quarterly theme for the competition.
  • Eligibility criteria (who can participate).
  • Submission guidelines, including formats, sizes, and deadlines.
  • Judging criteria and prizes.
  • Important dates such as the competition start and end dates, and winner announcement timeline.
  • FAQ section to address common participant queries.
• Visual Appeal: The competition page will be visually engaging, using imagery and design elements that align with the theme of the competition. This includes:
  • A banner image or promotional graphic that visually conveys the competition’s theme.
  • A clear, easy-to-navigate layout that ensures participants can find all the necessary information with ease.
• Registration Form Integration: The competition page will feature an integrated registration form that participants can fill out online. This form will capture essential information such as:
  • Participant Name
  • Contact Information (email, phone number)
  • Category of Submission (e.g., painting, photography, digital design, etc.)
  • Artwork Title
  • Artwork Description or Creative Statement (150-200 words)
• Call to Action (CTA): The page will have a prominent Call to Action (CTA) such as “Register Now” or “Submit Your Artwork,” directing participants to the registration form. Additionally, the deadline for submissions will be clearly stated as a reminder.
• Promotional Campaign:
  • A banner or pop-up notification on the homepage will briefly inform website visitors about the competition, directing them to the dedicated competition page.
  • The website will have a link to share the competition page via social media platforms (Facebook, Twitter, LinkedIn, etc.) to generate awareness and reach a wider audience.

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2. Distributing Registration Forms to Employees and the Community

• Internal Distribution to SayPro Employees: To ensure that SayPro employees are informed about the competition, an internal communication will be sent via email or through SayPro’s internal messaging platform (Slack, Teams, etc.). This communication will include:
  • A link to the registration form.
  • A brief introduction to the competition’s theme and purpose.
  • A reminder of the competition deadlines and submission guidelines.
  • Employees will also receive posters or flyers placed in communal areas (e.g., break rooms, elevators, or noticeboards) to remind them of the competition. These materials will feature essential details and a QR code linking directly to the registration page on the website.
• External Community Outreach: To reach a broader community, the competition registration form will also be distributed externally, targeting artists, designers, and anyone interested in submitting their work. This will be done through:
  • Social Media Campaign:
    • SayPro’s official social media accounts (Facebook, Instagram, Twitter, LinkedIn) will feature posts announcing the competition and directing followers to the competition page.
    • Visual posts will include eye-catching graphics or videos highlighting the competition theme, prize details, and registration link.
  • Email Newsletters:
    • SayPro’s email newsletters will feature information about the competition, inviting individuals to participate. The email will include a direct link to the registration page and an overview of submission guidelines.
  • Partnerships with Local Art and Design Schools/Organizations:
    • Collaboration with art schools, design schools, and community organizations to share the competition details and registration form via email or bulletin boards.
    • If appropriate, SayPro may offer students, members, or attendees of these organizations a discount on submission fees or additional incentives to encourage participation.
  • Press Release:
    • A press release may be issued to local media outlets, art magazines, and design blogs, announcing the competition and encouraging participation.
  • Event/Poster Flyers:
    • Flyers and posters will be designed and distributed physically or digitally, especially at art events, exhibitions, or in areas where creatives gather.

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3. Setting Deadlines and Reminders

• Submission Deadline: The competition page will clearly highlight the submission deadline so that participants know when to submit their entries. It will also emphasize the time left for entries to be submitted to encourage timely participation.
• Automated Reminders:
  • A series of automated email reminders will be sent to registered participants:
    • One reminder will be sent two weeks before the submission deadline.
    • A final reminder will be sent two days before the deadline.
• Clear Call-to-Action:
  • Each email and communication will contain a direct link to the registration page, the registration form, and all submission guidelines.

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4. Website and Registration Form Testing

• Functionality Check: Before the official launch of the competition, the registration form and competition page will undergo thorough testing to ensure that:
  • The form submission process works smoothly.
  • The file upload feature is functioning properly for artwork submissions.
  • Payment processing (if applicable) is seamless and secure.
• Mobile Optimization: Ensuring that the registration form and competition details are easily accessible and usable on mobile devices, as many users may access the competition from smartphones or tablets.

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5. Finalizing Communication Plan

• Targeted Emails: A set of targeted email campaigns will be developed, designed for different stages of the competition:
  • Welcome email for registered participants with instructions on how to submit artwork.
  • Competition launch announcement for general employees and the external community.
  • Follow-up emails and reminders sent at key intervals during the submission period.
• Clear Contact Information: On both the registration page and in all communications, participants will be provided with a dedicated contact email or helpdesk number for any questions related to the competition.

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By effectively launching the competition on SayPro’s website and distributing registration forms to both employees and the community, SayPro can maximize participation and ensure a seamless experience for all involved. This organized approach will encourage a high number of quality submissions, and the ease of registration will attract a diverse range of talented artists and designers.