SayPro Confirm attendance and prepare the training materials, including templates and case studies.

Pre-training Task: Confirm Attendance and Prepare Training Materials

1. Confirm Attendance

Task: Confirm the attendance of all registered participants to ensure everyone is accounted for prior to the training.

Steps:

• Verify Registration Status: Check the SayPro platform to confirm that all registered participants have completed their document uploads and have successfully registered.
• Send Confirmation Emails: Once the registration and document verification process is complete, send a confirmation email to each participant, detailing the following:
  • The training date, time, and venue (or virtual platform details).
  • Any pre-training activities or materials they need to review.
  • A reminder to bring any required documents (e.g., business license, tax clearance).
  • Instructions for accessing the training session, if applicable (venue details or link to virtual session).
• Request Acknowledgment: Ask participants to confirm their attendance by replying to the confirmation email. This will help track who plans to attend and if any last-minute cancellations or adjustments are needed.
• Follow-Up for Non-Respondents: For participants who don’t respond to the confirmation email, send a polite follow-up reminder to ensure they are aware of the event.

Goal: Ensure that all participants are aware of the training details and have confirmed their attendance.

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2. Prepare Training Materials

Task: Prepare and organize all necessary training materials, including templates and case studies, for use during the workshop.

Steps:

• Training Modules and Presentations:
  • Create PowerPoint slides: Develop a clear and engaging presentation that covers the key topics of the workshop, including:
    • An overview of the tendering process for government and municipality contracts.
    • Key regulations and compliance requirements (SCMR).
    • How to respond to government tenders and municipal bids.
    • Best practices for preparing successful bids.
  • Ensure interactivity: Include sections for questions, discussion points, and group activities to make the training highly interactive.
• Templates for Participants:
  • Tender Response Templates: Provide participants with fillable templates for creating tender bids, including:
    • Bid proposal templates.
    • Pricing calculation sheets.
    • Compliance checklists.
    • Cover letter and executive summary templates.
  • Document Checklist Template: Develop a template to help participants track all necessary documents for tender submissions, such as tax clearance, proof of compliance, financial statements, etc.
• Case Studies:
  • Select Relevant Case Studies: Choose real-life or hypothetical case studies that demonstrate successful tender submissions, highlighting common challenges and solutions.
  • Prepare Case Study Materials: Organize the case studies into detailed handouts or slides. Each case should include a brief overview of the project, the bidding process, key successes and challenges, and a discussion of what can be learned from the case.
  • Interactive Case Study Sessions: Plan group activities where participants can analyze case studies in teams and discuss their findings. This will help them apply what they’ve learned to practical situations.
• Additional Reading Materials:
  • Regulations and Guidelines: Provide copies of key regulations such as SCMR guidelines and other relevant procurement rules.
  • Sample Tender Documents: Distribute sample tender documents to help participants familiarize themselves with the format and structure.
• Finalize the Materials:
  • Review all training content to ensure accuracy, relevance, and clarity.
  • Print copies of materials for in-person participants, or ensure digital copies are available to virtual attendees.
  • Test any technology or online platforms to ensure seamless presentation and document sharing during the workshop.

Goal: Ensure that all participants have access to relevant training materials, templates, and case studies that will help them understand the tendering process and be better prepared for bidding.

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By confirming attendance and preparing the necessary training materials in advance, SayPro will create a smooth, organized, and effective learning experience for all participants.