SayPro Tasks to Be Done for the Period
1. Finalize Event Agenda and Speaker Confirmations
Deadline: December 15, 2025
Task Description:
Ensure that all details of the event agenda are finalized, and all speakers are confirmed for their respective sessions. This involves coordinating with speakers, finalizing the topics, session times, and ensuring there is a clear structure for the entire event.
Action Steps:
- Review Event Agenda Draft:
- Review the initial draft of the event agenda and check for any gaps or missing sessions.
- Ensure the agenda aligns with the overall event goals and objectives.
- Double-check that there is a good balance of speakers, panel discussions, networking opportunities, and breaks.
- Confirm Speaker Availability:
- Reach out to all proposed speakers to confirm their availability for the event dates.
- Discuss the finalized topics with speakers and confirm the session format (e.g., keynote, panel, workshop).
- Provide speakers with necessary details (event logistics, timing, and technical requirements).
- Obtain speaker bios, headshots, and any relevant materials needed for promotion or event materials.
- Finalize Speaker Sessions and Topics:
- Confirm the titles and descriptions of each session to be included in the agenda.
- Ensure all sessions are aligned with the overall event theme and provide valuable insights to attendees.
- Finalize any additional panelists or guest speakers, if applicable.
- Update Event Marketing Materials:
- Update event brochures, websites, and promotional materials to reflect the finalized agenda and speaker lineup.
- Ensure that speaker details, session times, and session descriptions are accurate in all marketing materials.
- Coordinate with AV/Technical Team:
- Ensure that the AV/technical team is briefed on the needs of each speaker (e.g., microphones, visual aids, presentations).
- Verify that all speakers are aware of their session’s technical setup and any rehearsal times required.
- Send Final Speaker Confirmation and Event Details:
- Send a final confirmation email to each speaker with the finalized agenda, session details, and any logistical information they need (e.g., travel arrangements, hotel bookings).
- Confirm speaker compensation or honorarium, if applicable, and ensure any additional requirements (e.g., travel reimbursements) are discussed.
- Prepare Event Schedule:
- Create a detailed schedule for the event, including speaker arrival times, session start times, and breaks.
- Ensure all stakeholders (event planners, speakers, vendors) have a copy of the schedule for smooth execution on the event day.
- Post-Event Communications:
- Plan for follow-up emails with speakers after the event to thank them and request feedback about their experience for future improvements.
- Send attendees any post-event materials or recorded sessions, if applicable, featuring the speakers.
Responsible Team Members:
- Event Coordinator: Primary point of contact for speakers, agenda finalization, and logistical coordination.
- Marketing Team: Responsible for updating event materials and communicating with attendees and speakers about the finalized agenda.
- Technical/AV Team: Ensuring all technical requirements are met for each session and speaker.
Expected Outcome:
By the deadline of December 15, 2025, all speakers will be confirmed, the event agenda will be finalized, and all logistical aspects related to the speakers’ participation will be in place. The finalized agenda will be incorporated into all promotional and event materials, ensuring a well-organized and seamless event.
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