SayPro Event Planning and Coordination

SayPro SCSPR-71 Job Description covering Event Planning and Coordination responsibilities:

---

7. Event Planning and Coordination

Objective:
To ensure the successful execution of the SayPro Monthly April SCSPR-71 initiative by managing all aspects of event planning, from agenda design to stakeholder engagement and logistical coordination—whether the event is in-person, virtual, or hybrid.

Responsibilities Include:

Agenda Development

• Work with the program team to design a comprehensive event agenda that aligns with SCSPR-71 objectives.
• Schedule keynote sessions, panel discussions, breakout groups, and networking segments.
• Allocate time for technical showcases, document reviews, and Q&A sessions.

Stakeholder and Speaker Liaison

• Identify and confirm participation of key stakeholders, including:
  • SayPro executives and strategic partners
  • Industry experts, developers, and researchers
  • Government representatives and NGO leaders
• Coordinate speaker onboarding, including:
  • Sharing session briefs and talking points
  • Scheduling prep meetings or rehearsals
  • Gathering bios and presentation materials for publication

Logistical Coordination

• Manage logistics for physical venues (if applicable):
  • Venue booking, seating layout, and technical setup
  • Registration, hospitality, and event signage
• For virtual or hybrid events:
  • Set up digital platforms (e.g., Zoom, MS Teams, Hopin)
  • Run technical checks and troubleshoot during sessions
  • Coordinate digital breakout rooms and live chat moderation

Participant Communication

• Send out invitations, reminders, and joining instructions to all confirmed participants.
• Ensure access to event materials (agenda, briefings, speaker bios) in advance.
• Monitor attendance and manage last-minute changes or inquiries.

Post-Event Follow-Up

• Assist in gathering feedback via surveys or roundups.
• Support the coordination of post-event documentation, including session recordings, minutes, and summary reports.

Tools & Platforms Used:

• Event platforms (Zoom, Teams, Hopin, Eventbrite)
• Scheduling tools (Google Calendar, Calendly)
• Communication tools (Mailchimp, Outlook, WhatsApp Business)
• SayPro Event Dashboard (internal project tracker)

Expected Output:

• A professionally organized SCSPR-71 event that runs seamlessly, fosters engagement, and delivers measurable outcomes aligned with SayPro’s mission.