SayPro Event Planning and Coordination

SayPro SCSPR-31 Job Description, focusing on Event Planning and Coordination responsibilities for employees and participants involved in the project:

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7. Event Planning and Coordination

Participants and employees involved in SayPro Monthly April SCSPR-31 will play a vital role in the end-to-end coordination of events, ensuring seamless planning, execution, and post-event support—whether hosted in person, online, or in hybrid formats.

Key Responsibilities:

✅ Session Planning

• Assist in designing the structure of SCSPR-31 sessions, including:
  • Thematic discussions
  • Keynote presentations
  • Roundtables and interactive workshops
• Collaborate with the editorial and partnerships team to align each session with SayPro’s strategic objectives.

✅ Speaker & Guest Coordination

• Research, identify, and invite relevant speakers, facilitators, and panelists from the media, tech, advertising, and publishing sectors.
• Handle all speaker logistics, including:
  • Invitation letters and briefings
  • Collection of bios, photos, and session topics
  • Scheduling prep meetings or dry runs

✅ Agenda Development

• Draft and refine the full event agenda, including:
  • Opening and closing sessions
  • Breakout discussions and Q&A segments
  • Timing, moderation, and transition notes
• Ensure the agenda is clear, engaging, and inclusive of all partners and contributors.

✅ Technical Setup and Logistics

• Coordinate technical requirements for online or hybrid events, including:
  • Zoom/Webex/Streamyard setup
  • Audio-visual testing and run-throughs
  • Digital access management (registration links, access codes, etc.)
• For in-person events (if applicable), support:
  • Venue booking and layout planning
  • Signage, branding materials, and print collateral
  • On-site registration and guest hospitality

✅ Live Event Support

• Serve as moderators, hosts, or backstage assistants to ensure smooth flow.
• Monitor attendee engagement and assist with troubleshooting (tech, access, timing).
• Capture key insights or quotes for post-event reporting.

✅ Post-Event Follow-Up

• Coordinate post-event tasks such as:
  • Thank-you communications to speakers and attendees
  • Distribution of session recordings, highlights, or recap documents
  • Feedback survey collection and reporting
  • Integration of insights into future SayPro content and partnerships

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Required Skills & Tools

• Strong organizational and multitasking abilities
• Familiarity with event software tools (Zoom, Google Meet, Eventbrite, Canva, Trello, etc.)
• Professional communication skills (email, speaking, and hosting)
• Experience with agenda writing, speaker outreach, or event production is a plus

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Outcome & Impact

By contributing to effective event planning and coordination, participants help SayPro deliver world-class thought leadership events that strengthen its brand, expand its partnerships, and provide value to the global media and publishing community.