SayPro Event Planning and Coordination as part of SayPro Monthly April SCSPR-81:
SayPro Tasks to Be Done for the Period
Program: SayPro Monthly – April Edition (SCSPR-81)
Supervising Unit: SayPro Qualification Accreditation Strategic Partnerships Office
Reporting Deadline: Rolling until June 30, 2025
2. Event Planning and Coordination
Objective:
To successfully organize and execute the SCSPR-81 event, focusing on informal settlements, housing solutions, and community transformation. This will involve managing logistics, speaker selection, registration processes, and content coordination on the SayPro website.
Task Description:
- Website Management:
- Set up an event page on the SayPro website
- Ensure event details (date, time, speakers, schedule, etc.) are updated
- Provide a user-friendly interface for online registration
- Speaker Selection:
- Identify and reach out to potential speakers and panelists, including experts, practitioners, and policymakers in the field of informal settlement upgrades, housing, urban planning, and strategic partnerships
- Confirm speaker participation and ensure all necessary details (bios, presentation materials, technical requirements) are collected
- Provide support for speakers to prepare and deliver content effectively
- Content Coordination:
- Coordinate event content, ensuring it aligns with SCSPR-81 objectives (informal settlements, housing solutions, policy advocacy)
- Develop and organize breakout session topics, workshops, and keynotes
- Ensure that content is diverse and covers a range of relevant issues from legal frameworks to community engagement and sustainable solutions
- Registration and Promotion:
- Set up a registration system for participants (both online and in-person, if applicable)
- Promote the event on SayPro’s social media, website, and through email newsletters
- Track participant registration and manage any queries related to event attendance
- Logistics Management:
- Coordinate the timing and sequence of speakers, panels, and activities
- Ensure that event materials (digital or physical) are prepared ahead of time
- Arrange for event moderation, technical support, and virtual tools/platforms if necessary (e.g., Zoom, Microsoft Teams, etc.)
- Ensure accessibility and inclusivity in event delivery (e.g., translation, captioning, virtual participation)
Output Format:
- Detailed Event Schedule with times, speakers, and session titles
- Speaker Information Packet containing bios, session outlines, and technical requirements
- Registration Dashboard with real-time participant numbers and event updates
- Event Promotion Plan detailing timelines, channels, and messaging for promotion
Key Milestones & Timeline
| Task | Timeline | Responsibility |
|---|---|---|
| Event webpage live and updated | By May 10, 2025 | SayPro Web Development Team |
| Speaker selection finalized | By May 15, 2025 | Event Coordination Team |
| Content coordination and agenda setup | By May 20, 2025 | Content Team |
| Registration opens | By May 1, 2025 | Registration Team |
| Event promotion begins | By May 5, 2025 | Marketing Team |
| Final logistics review and rehearsal | By June 15, 2025 | Logistics Team |
| Event execution (Day of) | June 30, 2025 | All Teams |
Roles and Responsibilities
| Role | Responsibilities |
|---|---|
| Event Coordinator | Oversee all aspects of event planning and logistics |
| Speakers Liaison | Manage communication with speakers, confirm topics, and schedule |
| Web Developer | Set up and maintain event page and registration forms |
| Content Manager | Curate and coordinate content, panels, and breakout sessions |
| Marketing & Promotion | Develop promotional materials and manage social media outreach |
| Logistics Manager | Manage virtual or physical event logistics, equipment, and materials |
Submission Requirements:
- Event Planning Document (including timeline, speakers, content outline)
- Registration System Setup (fully operational by specified date)
- Promotional Materials (event flyers, banners, email templates)
Evaluation Criteria:
- Timeliness of the registration system and webpage setup
- Speaker quality and diversity of topics covered
- Quality of event content and alignment with SCSPR-81 goals
- Attendee satisfaction (gathered via post-event survey)
Expected Outcomes:
- Successful online registration system that captures participant details seamlessly
- Effective coordination of speakers and event content
- Positive event feedback from attendees about the speakers, sessions, and logistics
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