SayPro Finalize Event Details

SayPro Tasks to Be Done: Finalizing Event Details

1. Confirm Speakers & Panelists (Deadline: December 1, 2025)

• Action: Reach out to all confirmed speakers and panelists to confirm participation.
• Responsible: Event Coordinator, Speaker Liaison
• Details:
  • Send a follow-up email to all speakers and panelists confirming their attendance, topic, and presentation format.
  • Request final presentation materials (slides, handouts) by December 10, 2025.
  • Confirm any special requirements (AV needs, travel accommodations, etc.) for each speaker or panelist.

2. Finalize Event Agenda (Deadline: December 10, 2025)

• Action: Confirm and finalize the event schedule, including speaker sessions, panel discussions, and networking activities.
• Responsible: Event Manager, Program Coordinator
• Details:
  • Review and finalize all speaker/panelist slots, ensuring proper time allocation.
  • Confirm the flow of the event, including opening remarks, keynote sessions, breakout panels, and networking breaks.
  • Ensure that all participants (speakers, panelists, sponsors) are aware of their roles and scheduled time.
  • Double-check for any overlaps or gaps in the agenda that may need adjusting.
  • Create a draft of the final event agenda to share with speakers and stakeholders for approval.

3. Confirm Event Logistics and AV Requirements (Deadline: December 12, 2025)

• Action: Finalize all logistical details related to the venue, equipment, and accommodations.
• Responsible: Event Logistics Coordinator, AV Team Lead
• Details:
  • Confirm the number of AV setups required for different sessions (microphones, projectors, screens).
  • Finalize room layouts (e.g., seating arrangements, speaker podiums, breakout rooms).
  • Confirm catering for meals, coffee breaks, and VIP receptions, including dietary restrictions.
  • Ensure all travel arrangements are confirmed for speakers and VIPs.
  • Verify venue details, including signage, Wi-Fi, and other technical needs.

4. Final Confirmation with Sponsors (Deadline: December 12, 2025)

• Action: Confirm all sponsorships, including deliverables and branding requirements.
• Responsible: Sponsorship Coordinator, Marketing Team
• Details:
  • Ensure all sponsors have provided their logo and branding materials for event promotion (social media, website, banners).
  • Confirm sponsor participation in any networking events, breakout sessions, or product demos.
  • Ensure sponsors are listed in the event program and on all promotional materials.
  • Finalize sponsor tickets and any VIP perks (e.g., backstage access, networking receptions).

5. Confirm Event Registration System (Deadline: December 14, 2025)

• Action: Ensure that the event registration system is fully operational and ready to accept participants.
• Responsible: Registration Team, IT Support
• Details:
  • Test the registration form for accuracy and ensure all information fields are correct (e.g., dietary preferences, session choices).
  • Verify the registration payment system (if applicable) is functioning smoothly.
  • Confirm that event confirmation emails, reminders, and ticketing systems are set up to send to participants.
  • Finalize the attendee list and ensure it’s accessible for event staff.

6. Final Speaker & Panelist Briefings (Deadline: December 15, 2025)

• Action: Ensure all speakers and panelists are fully briefed on event details, expectations, and logistics.
• Responsible: Event Coordinator, Speaker Liaison
• Details:
  • Send final speaker briefings, including a reminder of their speaking slot, audience expectations, and venue logistics.
  • Provide speakers with any final materials they might need, including the event program, guidelines on using AV equipment, and where to go upon arrival.
  • Provide panelists with information about their fellow panelists and discussion topics.
  • Confirm speaker/panelist arrival times and check-in procedures.

7. Final Confirmation with Vendors and Suppliers (Deadline: December 15, 2025)

• Action: Finalize all contracts and arrangements with event vendors.
• Responsible: Vendor Liaison, Event Logistics Coordinator
• Details:
  • Confirm all vendor bookings for catering, event signage, and supplies.
  • Ensure that all items (e.g., printed materials, banners, gifts) are ordered and ready for delivery by the event date.
  • Finalize the event registration desk setup and other on-site services (e.g., transportation, accommodations for VIPs).

8. Final Promotional Push (Deadline: December 15, 2025)

• Action: Launch the final round of promotional campaigns across social media, email, and other channels.
• Responsible: Marketing Team
• Details:
  • Send out email reminders to registrants with event details (sessions, speakers, venue info).
  • Post final promotional materials (agenda highlights, speaker spotlights) across all social media platforms.
  • Encourage attendees to share their excitement about attending the event and provide event hashtags to use.
  • Push registration and event details in industry newsletters and through any external promotional partnerships.

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Additional Reminders:

• Communication: Ensure that all team members and stakeholders are updated regularly on the progress of finalizing event details.
• Contingency Plans: Prepare for any unexpected changes by having backup plans for AV equipment, speakers, or any event logistics issues that may arise last minute.

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This task list will ensure that all event details are locked in and everyone involved is aligned and prepared for a successful SayPro Annual Innovation and Partnership Conference. Make sure to track progress with team check-ins to meet the December 15, 2025, deadline for finalizing the event details.