SayPro Preparation of Workshop and Demonstration Materials

SayPro Preparation of Workshop and Demonstration Materials

1. Finalize Presentation Slides (Deadline: January 7, 2026)

Action: Complete and finalize all presentation slides for the workshops and demonstrations, ensuring they are engaging, informative, and visually appealing.

Responsible: Workshop Facilitators, Presenters, Design Team

Details:

• Content Review & Updates:
  • Ensure that each speaker or presenter submits their slides for review.
  • Verify that all slides align with the event’s goals and themes, ensuring the content is up-to-date, accurate, and valuable.
  • Double-check that the slides are clear, with legible text, high-quality visuals, and consistent formatting (font sizes, colors, logos).
  • Include a slide with speaker details (bio and session overview) and clear takeaways for each session.
• Design & Branding:
  • Ensure all presentation slides are aligned with SayPro’s brand guidelines, using the company logo, colors, and fonts.
  • Incorporate engaging visuals, such as infographics, charts, and relevant photos, to make the presentations more interactive and easier to follow.
  • Prepare introductory and closing slides for each presentation to provide a polished look and smooth transitions.
• Rehearsals & Practice:
  • Coordinate with speakers to rehearse their presentations, confirming that their slides are synchronized with their talking points.
  • Perform a technical run-through to test how the slides will appear on different screens and devices.

2. Finalize Demo Machines and Equipment (Deadline: January 8, 2026)

Action: Ensure that all demo machines and equipment for the event are finalized, set up, and ready for use.

Responsible: Event Coordinator, Technical Team, Equipment Providers

Details:

• Demo Machine Preparation:
  • Confirm the list of demo machines or technology that will be featured at the event, including any models, product prototypes, or machinery to be demonstrated.
  • Verify that all demo machines are fully operational and up-to-date with the latest software and configurations.
  • Coordinate with manufacturers or vendors to confirm delivery and setup of any specialized equipment.
• On-Site Setup:
  • Work with the venue’s technical team to ensure that the demo machines are properly set up in their designated areas, with enough space and access to power outlets.
  • Ensure that the demonstration area is equipped with any additional tools, cables, and adapters required for the machines.
• Equipment Testing:
  • Run through all demonstrations in advance to test equipment, making sure everything functions as intended.
  • Have backup solutions in place in case of technical issues (e.g., extra laptops, batteries, cables).
  • Confirm that the machines are easy to interact with and have adequate space for attendees to engage with them during the demonstrations.

3. Finalize Handouts and Materials for Participants (Deadline: January 9, 2026)

Action: Prepare and finalize any handouts, brochures, or participant materials to be distributed at the event.

Responsible: Marketing Team, Event Coordinator, Content Writers

Details:

• Printed Materials:
  • Ensure that all handouts, brochures, and informational packets for participants are designed, printed, and ready for distribution. These should include:
    • Event Program: Full schedule of sessions, speakers, and workshops.
    • Workshop Details: Detailed information on each workshop, including objectives, goals, and speakers/facilitators.
    • Sponsor and Partner Information: Highlight sponsors, exhibitors, and partners with their logos and booth locations.
    • Resource Guides: Provide any additional resources related to the workshops and demonstrations (e.g., industry reports, product datasheets).
• Interactive Materials:
  • Prepare any interactive materials, such as QR codes for downloading event content, links to session feedback forms, or event app details for attendees to use.
• Swag & Giveaways:
  • Finalize the list of swag items (e.g., branded pens, notebooks, tote bags) to be handed out at the event.
  • Coordinate with suppliers for the delivery of these items, ensuring they arrive in time.

4. Confirm Setup for Workshop Areas (Deadline: January 9, 2026)

Action: Organize the setup of all physical spaces and technology for workshops and demonstrations.

Responsible: Event Logistics Coordinator, Technical Team

Details:

• Room Layouts:
  • Ensure that the workshops and demonstration spaces are properly arranged with enough seating, podiums, and presentation screens.
  • Confirm that any breakout rooms for smaller sessions are set up and equipped with the necessary materials.
• Technical Setup:
  • Double-check that each room or demo area has the required AV equipment (projectors, microphones, speakers) in place and functioning.
  • Confirm internet access and ensure a stable Wi-Fi connection for workshops that require online demonstrations or presentations.
  • Ensure that the speakers and presenters are familiar with the room setup and technology to avoid delays or confusion on the day of the event.

5. Final Review and Team Briefing (Deadline: January 10, 2026)

Action: Conduct a final review and briefing with all team members involved in the workshops and demonstrations to ensure a smooth experience.

Responsible: Event Coordinator, Workshop Facilitators, Technical Team

Details:

• Team Briefing:
  • Hold a final meeting with all facilitators, presenters, and staff to review the event schedule, roles, and responsibilities.
  • Ensure everyone is clear on their duties, including timing for each session, assisting attendees with equipment, and managing any potential technical issues.
• On-Site Walkthrough:
  • Conduct a walkthrough of the event venue to check the locations of all workshops and demonstration areas.
  • Ensure that all materials, signage, and equipment are in place, and make sure there is enough time for any last-minute adjustments.
• Backup Plans:
  • Confirm contingency plans for any technical difficulties, including backup equipment, additional staff for troubleshooting, and quick access to support.

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Additional Considerations:

• Accessibility: Ensure that all materials, demonstrations, and sessions are accessible to a diverse audience, including those with disabilities (e.g., provide alternative formats for handouts, ensure equipment is accessible to all attendees).
• Communication: Maintain clear communication with all facilitators and speakers leading up to the event to ensure they have everything they need.
• Post-Event Materials: Prepare any materials for post-event follow-up, such as thank-you notes, session recordings, and survey links, to share with attendees.

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By ensuring these tasks are completed by January 10, 2026, SayPro will be fully prepared for the workshops and demonstrations at the SayPro Annual Innovation and Partnership Conference, providing a seamless experience for both presenters and participants.