Program: SayPro Development 5-Day Meditation & Relaxation Camp
Module Code: SCDR.4.8.4
Month: January
Delivery: In-Person at Neftalopolis + Online Platform
Focus: Registration, Info Sharing, Pre-Camp Engagement
OBJECTIVES
- Enable easy and user-friendly registration through the SayPro website.
- Provide clear and complete information about the camp to encourage sign-ups.
- Maintain consistent and supportive communication with participants before the camp.
- Ensure all participants are mentally, emotionally, and logistically prepared to attend.
SAYPRO WEBSITE REGISTRATION SETUP
1. Dedicated Web Page for the Camp
Create a featured landing page on the SayPro website with the following components:
Page Sections:
- Camp Title and Theme: SayPro 5-Day Meditation & Relaxation Camp – “Breathe. Release. Awaken.”
- Dates & Venue: January [exact dates] – Neftalopolis Retreat Center & Online
- Who Should Attend: Youth, professionals, community members seeking clarity and peace
- Camp Objectives: Stress reduction, mindfulness training, guided meditation practices
- Full Schedule Overview: Daily themes, time blocks, session descriptions
- Instructor Profiles: Photos, bios, and experience summaries
- Pricing:
- In-Person Full Retreat: [Amount]
- Virtual Access (Live + Recordings): [Amount]
- Group Discounts / Scholarships info
- What’s Included:
- Journaling packs, meal plan (in-person), meditation recordings (all)
- Testimonials from previous participants (if available)
- FAQs: Travel, COVID policy, access, tech setup for online users
2. Online Registration Form
Include a secure, mobile-friendly form with:
- Full Name, Contact Info
- Mode of Participation (In-Person or Online)
- Emergency Contact (for in-person)
- Health & Dietary Considerations
- Consent for photos/video use (if applicable)
- Payment integration (Credit Card / PayPal / EFT)
- Auto-confirmation email upon registration
PARTICIPANT COMMUNICATION TIMELINE
Pre-Camp Communication Schedule
| Time Before Camp | Communication Type | Details |
|---|---|---|
| Immediately after Registration | Welcome Email | Confirmation, receipt, What to Expect Guide |
| 2 Weeks Prior | Introductory Pack Email | PDF Camp Schedule, Instructor Welcome Video, Packing/Prep List |
| 1 Week Prior | Logistics Email | Venue directions, check-in times, weather info, tech instructions (online) |
| 3 Days Prior | Mindset Email | Meditation Prep Tips, Creating Space at Home (for online), gentle affirmations |
| 1 Day Before | Reminder SMS/Email | Final instructions, Zoom link re-send, reminder of start time |
Pre-Camp Digital Materials (Sent via Email & Download Portal)
- Participant Welcome Guide (PDF): Overview, schedule, values, etiquette
- Journaling Workbook: Daily prompts aligned with camp themes
- Breathing & Meditation Techniques Sheets: Printable and visual
- Home Meditation Setup Guide: For virtual participants
- Camp Playlist: Curated Spotify/Youtube list for pre/post session listening
COMMUNICATION TOOLS USED
| Platform | Purpose |
|---|---|
| Email Campaigns | Official communication & materials |
| WhatsApp Group | Quick reminders, updates, community support |
| SayPro Website | Central info hub with downloadable guides |
| Zoom / Webinar | Virtual session hosting and recordings |
| SMS/Text Alerts | Time-sensitive reminders |
COMMUNICATION STYLE & BRAND VOICE
- Tone: Calm, professional, inclusive, and encouraging
- Language: Simple, mindful language focused on clarity and emotional safety
- Design: Clean layouts, soothing colors (greens, neutrals), nature-inspired imagery
REGISTRATION & PARTICIPANT TRACKING SYSTEM
- SayPro Dashboard Integration:
- Track sign-ups by participation type
- Auto-generate attendance lists
- Email segmentation for in-person vs. virtual
- CRM Alerts for incomplete registrations or dropped sessions
- Feedback Loop: Link included in post-camp thank-you email for insights
FINAL REGISTRATION CHECKLIST
| Task | Status |
|---|---|
| Web page designed and tested | |
| Registration form + payment gateway integrated | |
| Welcome email template created | |
| Digital materials uploaded and scheduled for delivery | |
| Pre-camp video recorded and edited | |
| Communication schedule mapped in SayPro CRM | |
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