SayPro Event Planning and Coordination

SayPro Event Planning and Coordination section to be added to the SayPro SCSPR-31 Participant Job Description, highlighting responsibilities related to managing and executing the operational aspects of the event:

7. Event Planning and Coordination

Participants assigned to the SayPro Monthly SCSPR-31 initiative will play a key role in the planning, logistics, and smooth execution of the event. This includes coordination with internal teams and external partners to ensure that all components—from content delivery to platform readiness—run seamlessly.

Key Responsibilities:

• Organize the Event Agenda
  • Draft a detailed agenda and event timeline, including session titles, speaker slots, networking opportunities, and breaks.
  • Liaise with the content and editorial teams to align event themes with discussion topics.
  • Update and distribute speaker briefs, event guides, and schedules to all participants and stakeholders.
• Coordinate with External Partners
  • Maintain communication with invited stakeholders, including medical institutions, research centers, industry experts, and partner organizations.
  • Handle RSVPs, onboarding, and technical support for speakers and panelists.
  • Ensure all deliverables (presentations, bios, marketing materials) are received on time.
• Set Up Virtual Platforms (If Applicable)
  • Manage the setup and testing of virtual event platforms (e.g., Zoom, Microsoft Teams, Webex, SayPro’s internal portal).
  • Prepare registration links, access credentials, and session moderation tools.
  • Provide technical guidance and rehearsal sessions for moderators, speakers, and attendees.
• Ensure Seamless Event Execution
  • Monitor all live or hybrid sessions to ensure punctuality and quality.
  • Coordinate with logistics, IT, and media teams to troubleshoot any real-time issues.
  • Facilitate audience engagement, including Q&A sessions, polls, chat moderation, and live translation support (if applicable).
• Post-Event Support
  • Collect and organize recordings, feedback forms, session transcripts, and attendance data.
  • Support in the preparation of a post-event report summarizing key outcomes, partner contributions, and recommendations.

Expected Outcomes:

• A professionally organized and smoothly executed SCSPR-31 event
• Effective collaboration with external medical and technological partners
• Engaged participants and panelists contributing to meaningful knowledge exchange
• High-quality deliverables that reflect SayPro’s commitment to strategic excellence