SayPro Pre-Event Preparation Coordinate with industry experts, community leaders

SayPro Tasks to be Done for the Period: Pre-Event Preparation

1. Coordinate with Industry Experts, Community Leaders, and Media Professionals:

A. Identify Key Speakers and Presenters:

• Industry Experts:
  • Identify thought leaders and professionals in the parks and recreation, media, and business sectors who can speak about strategic partnerships, community engagement, and collaboration between private and public sectors. This could include:
    • CEOs or executives from successful parks and recreation organizations
    • Experts in community outreach and development
    • Influential business leaders in the recreation and leisure industry
• Community Leaders:
  • Reach out to local government officials, community activists, and representatives from nonprofit organizations who can provide insights into how partnerships can drive positive change in communities, enhance park services, and improve overall public engagement.
• Media Professionals:
  • Secure media professionals, such as journalists, public relations experts, and influencers in the parks and recreation space, who can discuss the role of media in promoting recreational services, public outreach, and strategic partnerships.

B. Send Invitations and Confirm Participation:

• Initial Contact and Invitations:
  • Draft and send formal invitations to each identified speaker and presenter. The invitation should include:
    • Event details (date, time, format, and purpose)
    • Speaker responsibilities (e.g., topic focus, duration, expectations for engagement)
    • A request for confirmation and availability
• Follow-up Communication:
  • Follow up with a second email or phone call to ensure confirmation of participation and clarify any questions. This also serves as an opportunity to build excitement and highlight the value of their participation.
• Special Requests and Requirements:
  • Ask each speaker or presenter about any specific requirements they may have for the presentation (e.g., technical needs, special accommodations) to ensure everything runs smoothly on the day of the event.

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2. Define Webinar and Presentation Topics:

A. Clarify Presentation Themes:

• Work with industry experts and community leaders to define the key topics for each webinar or session, ensuring alignment with event goals.
  • Examples could include:
    • “Building Long-Term Strategic Partnerships in Parks and Recreation”
    • “Leveraging Print Media to Amplify Community Engagement”
    • “Navigating Challenges in Public-Private Partnerships”
    • “Innovative Strategies for Sustainable Parks and Recreation Services”

B. Tailor Topics to Audience Needs:

• Customize each presentation or webinar to suit the interests and needs of the event’s target audience (businesses, local authorities, park and recreation services, etc.). Consider the participants’ level of familiarity with the topic and ensure that content is accessible and practical for all attendees.

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3. Coordinate with the Event Technology Team:

A. Confirm Technical Requirements:

• Work with the technology team to ensure that all technical aspects of the webinars and presentations are ready, including:
  • Virtual meeting platforms (e.g., Zoom, Microsoft Teams, or webinar-specific software)
  • Audio-visual equipment (microphones, cameras, lighting for presenters)
  • Screen-sharing capabilities for presentation slides and videos
  • Recording tools for post-event access to webinars

B. Test Platforms and Technology:

• Schedule technology rehearsals with each speaker to test their audio, video, and presentation materials ahead of the event.
• Confirm that all speakers are comfortable with the technology and can easily navigate the platform, reducing the risk of technical difficulties during the event.

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4. Develop Webinar Agendas and Schedules:

A. Draft Detailed Agenda for Each Session:

• Work with each presenter to develop a clear and structured agenda for their session, including:
  • Introduction and objectives
  • Key points or takeaways
  • Q&A session or interactive discussion time
  • Actionable next steps

B. Share Agenda with Speakers:

• Provide each speaker with a finalized agenda well in advance, allowing them to prepare accordingly and ensure their presentation aligns with the event’s overall flow.

C. Finalize Webinar Schedule:

• Ensure the complete event schedule is finalized, showing the timing for each webinar and presentation, including buffer time for transitions, breaks, and Q&A sessions. This schedule should be shared with all speakers to keep everyone aligned.

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5. Promote Webinar Speakers and Sessions:

A. Speaker Promotion on Website and Social Media:

• Once the speakers and topics are confirmed, update the SayPro website with:
  • Speaker profiles
  • Session titles
  • Presentation descriptions
  • Any special features or takeaways
• Social Media Announcements:
  • Create social media posts announcing each speaker and their topic, building excitement and interest among potential event participants.
  • Highlight the speakers’ credentials, expertise, and the value they will bring to the event.

B. Promotional Material Creation:

• Speaker Spotlights:
  • Create visual promotional materials, such as banners, social media graphics, or teaser videos, to spotlight the key experts and topics leading up to the event.
• Webinar Previews:
  • Develop a series of promotional materials (e.g., short video clips or infographics) that preview each session’s content to encourage early registrations and drive interest.

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6. Prepare and Distribute Speaker Guidelines:

A. Provide Clear Guidelines for Speakers:

• Webinar Format and Expectations:
  • Outline the event format (e.g., how the session will be conducted, what tools will be used for audience interaction such as polls, Q&A, chat functions) and ensure that each speaker understands the event’s expectations.
• Presentation Time Limit:
  • Set clear time limits for each presentation and the Q&A session to ensure the event stays on schedule.
• Audience Interaction:
  • Encourage speakers to engage the audience during their session, whether by responding to live questions or incorporating interactive elements (polls, chat, etc.).
• Technical Assistance:
  • Provide a contact for each speaker to reach out to in case of technical difficulties during the event.

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7. Monitor and Confirm All Details:

A. Final Confirmation of Participants:

• Ensure all speakers, panelists, and media professionals have confirmed their participation in the event and that they are clear on the event’s details (date, time, platform).

B. Last-Minute Check-In:

• Conduct a final check-in with all presenters to confirm the following:
  • Availability for the event date and time
  • Preparedness for their session
  • Receipt of any materials (e.g., media kits, promotional assets)
  • Any final questions or concerns

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Expected Outcome:

• Confirmed Expert Participation: All webinars and presentations will have confirmed speakers, ensuring a diverse and knowledgeable lineup that aligns with the event’s goals.
• Seamless Coordination: With thorough communication and technical rehearsals, the event will run smoothly, and speakers will be well-prepared for their sessions.
• Engaged Audience: Through careful promotion of speakers and topics, the event will generate interest and engage participants before the event starts, leading to a high level of attendance and active participation.

By completing these tasks, SayPro will ensure that all presenters are well-prepared, all technical aspects are in place, and the event will be a success for both speakers and participants.