FEEDBACK COLLECTION STRATEGY

A. Contestant Feedback (90% Target)

📝 Methods:

• Online Feedback Form (sent via email/SMS after audition):
  • Contestants will receive a link to an online form asking for feedback on the audition process, venue, judges, and overall experience.
  • Key Questions:
    1. How easy was the registration process?
    2. Was the audition venue comfortable?
    3. How did you feel about the judging criteria?
    4. What can be improved for next auditions?
    5. Would you recommend the SayPro audition to others?
  • Incentive: Contestants who complete the form will be entered into a raffle for a special prize or gift card.
• On-Site Feedback (Physical Forms):
  • If online feedback isn’t possible, on-site feedback forms will be provided after auditions, where participants can rate their experience and suggest improvements.

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B. Judge Feedback (90% Target)

📝 Methods:

• Judge Evaluation Forms (Digital or Paper):
  • After each audition session, judges will be asked to fill out an evaluation form.
  • Key Questions:
    1. Were the audition instructions and criteria clear?
    2. How well did contestants meet expectations?
    3. Were there any challenges during the auditions?
    4. Do you have any suggestions to improve the audition process?
    5. How would you rate the venue and logistical support?
• Post-Audition Debrief Sessions:
  • A brief debate or discussion session after each round to gather more detailed insights from judges.

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2. TIMELINE & DEADLINES FOR FEEDBACK COLLECTION

Task	Deadline	Responsible Party	Status
Send contestant feedback forms (online)	Within 24 hrs after each audition	Registration Team	🚧 In Progress
Distribute judge feedback forms	After each judging session	Event Coordinator	✅ Confirmed
Follow-up with non-responding contestants (SMS, Call)	2 days after audition	Customer Service	🚧 In Progress
Compile feedback results	1 week after each audition	Data Team	🚧 In Progress

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3. FEEDBACK INCENTIVES & ENGAGEMENT

🔹 For Contestants:

• Prize Raffles – Each completed feedback form is entered into a draw for a gift card or SayPro merchandise.
• Exclusive Content – Contestants receive exclusive behind-the-scenes content from the auditions as a thank-you for their feedback.

🔹 For Judges:

• Recognition & Appreciation – Acknowledge judges’ feedback during post-event communications.
• Compensation: Ensure that judges feel appreciated through proper honorariums for their time and input.

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4. ANALYSIS & REPORTING

📊 Data Analysis:

• Contestant Feedback:
  • Analyze key themes from contestant feedback to identify common pain points or areas for improvement.
  • Track metrics such as satisfaction ratings, logistical issues, and suggested improvements.
• Judge Feedback:
  • Summarize insights from judges to evaluate the fairness, clarity, and effectiveness of the audition process and scoring system.
  • Track judging consistency, feedback on contestant quality, and recommendations for process improvement.

📈 Reporting:

• Weekly Reports to senior management outlining feedback trends, areas for improvement, and specific actions taken.
• Actionable Insights – Immediate changes in process, if required (i.e., adjusting registration procedures, refining judging criteria).

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5. IMPROVING Future Audition Rounds Based on Feedback

🔹 Process Refinements:

• Based on contestant and judge feedback, make immediate improvements to the audition registration, venue setup, and contestant interaction.
• Address specific feedback from contestants on logistical matters (e.g., better waiting areas or clearer instructions).

🔹 Revised Judging Procedures:

• If judges feel the audition format needs adjustment, make changes to the criteria or timing for future rounds.

🔹 Communication Adjustments:

• If communication breakdowns are identified (e.g., late updates on schedule changes), improve the communication channels via email, SMS, or WhatsApp.

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NEXT STEPS

🔹 March 1-7: Finalize feedback forms for contestants and judges.
🔹 March 8-14: Begin collecting feedback from the first audition.
🔹 March 15-31: Analyze feedback from each audition to adjust processes in real-time.