SayPro Event Materials Submission Template
For employees participating in content creation (such as leading a session or workshop) for a SayPro event, the following template ensures that all necessary materials are submitted for review, organization, and distribution to attendees. The goal is to create clear and well-prepared content that will enhance the event experience.
1. Session/Workshop Overview
Session Title:
[Insert the title of the session or workshop.]
Session Leader(s):
[Employee’s Name(s) and Role(s).]
Date & Time of Session:
[Provide the scheduled date and time of the session/workshop.]
Target Audience:
[Who will be attending? Traditional Headman leaders, community members, government officials, etc.]
2. Session/Workshop Objective(s)
Main Goals of the Session:
[What do you aim to achieve through this session/workshop? This could include knowledge-sharing, skill-building, fostering discussion, etc.]
- Goal 1: [Example: To equip Traditional Headman leaders with sustainable development strategies.]
- Goal 2: [Example: To build awareness around effective leadership in community governance.]
- Goal 3: [Example: To promote cross-sector collaboration for community growth.]
3. Session Outline and Agenda
Provide a detailed session outline, including the structure and time allocation for each part of the session. Include key activities, discussion points, and any interactive elements.
| Time | Activity | Description/Details |
|---|---|---|
| [Start Time] | Welcome & Introductions | [Duration: X minutes] Overview of the session, introductions, and icebreaker activities. |
| [Time] | Overview of Topic | [Duration: X minutes] Brief introduction to the topic or issue being addressed. |
| [Time] | Interactive Discussion/Group Activity | [Duration: X minutes] Facilitate small group discussions on key issues. Provide questions or prompts. |
| [Time] | Presentation/Workshop Content | [Duration: X minutes] Presentation of core content—covering main topics, strategies, or techniques. |
| [Time] | Q&A and Open Discussion | [Duration: X minutes] Open floor for participant questions and discussion. |
| [Time] | Wrap-Up & Actionable Takeaways | [Duration: X minutes] Summary of key points and actionable strategies. End with final remarks. |
4. Presentation Materials
Provide the presentation slides, handouts, or any other resources that will be used during the session. If applicable, outline key topics and points you’ll be covering in each slide.
- Presentation Title: [Name of the presentation or topic.]
- File(s): [Attach the presentation files (e.g., PowerPoint, PDF) for review.]
- Key Topics Covered:
- [Example: Introduction to Sustainable Development Principles]
- [Example: Best Practices for Effective Leadership in Communities]
- [Example: Case Study on Successful Partnerships in Local Development]
5. Additional Materials and Resources
Include any supplementary materials, tools, or resources that participants may find helpful. These could include handouts, guides, worksheets, links to online resources, or reading materials.
- Handouts/Worksheets: [Provide any handouts that will be shared with participants.]
- [Example: Worksheet on Identifying Sustainable Development Opportunities]
- [Example: Case Study Handout on Community Governance]
- Additional Resources: [Any additional reading materials, external resources, or tools that complement the session’s content.]
- [Example: Article on the Role of Traditional Leadership in Modern Governance]
- [Example: Link to online toolkit for community project management]
6. Interactive Activities and Exercises
If your session includes any group activities or exercises, provide a brief explanation of the activity and any materials needed. Specify whether participants will need to break into small groups or use any specific tools during the activity.
- Activity Title: [Name of the activity.]
- Objective of Activity: [What is the purpose of this activity?]
- Materials Needed: [List any materials or tools participants will need.]
- Instructions: [Provide step-by-step instructions for the activity.]
- Expected Outcome: [What do you expect participants to gain from this activity?]
Example:
- Activity Title: “Community SWOT Analysis”
- Objective of Activity: Identify community strengths, weaknesses, opportunities, and threats related to sustainable development.
- Materials Needed: Large whiteboard or paper, markers, pre-prepared SWOT framework handouts.
- Instructions: Break into small groups. Discuss and list community strengths, weaknesses, opportunities, and threats. Present findings to the larger group.
- Expected Outcome: Participants will develop a clear understanding of their community’s current situation and potential for growth.
7. Evaluation and Feedback
Include a brief description of how you will collect participant feedback and evaluate the success of the session. If you are using a specific feedback form or survey, provide a link or attachment.
- Feedback Method: [Example: Participants will complete a post-session survey, providing feedback on session content and delivery.]
- Survey Link: [If applicable, provide the link to the feedback survey.]
- Evaluation Metrics:
- Understanding of Key Concepts: Did participants understand the core concepts of the session?
- Engagement: Were participants actively engaged in activities and discussions?
- Actionable Insights: Did participants gain actionable strategies to apply in their own communities?
8. Technical Requirements
List any technical requirements for your session, especially if it is a virtual or hybrid event. This includes equipment, software, or any special setup needs.
- For Virtual Sessions: [Zoom, MS Teams, etc.]
- [Example: Ensure that participants have access to the event platform and know how to use it (send a pre-event guide).]
- [Example: Request a microphone and screen-sharing access for presenting materials.]
- For In-Person Sessions: [Projector, microphones, handouts, etc.]
- [Example: Projector and screen for PowerPoint presentation.]
- [Example: Whiteboard and markers for group discussions.]
9. Submission Deadline
Please submit all session materials by [insert deadline date] to ensure enough time for review and preparation. Materials should be finalized and ready for distribution to participants before the event.
10. Final Notes
Include any additional information or instructions that might be relevant for the session or workshop. This could include preparation materials for attendees, special guest appearances, or notes on community engagement strategies.
Example:
Please remind participants to bring [X] for the interactive activities, and be sure to review the attached pre-session reading materials before attending. We will also be sending out a pre-event survey to help us better tailor the session to the needs of the audience.
End of Submission Template
This template ensures that employees submitting content for SayPro events are prepared with organized materials that enhance the learning experience for attendees.
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