SCSPR-71 participants under Event Planning and Coordination responsibilities:
SayPro – Event Planning and Execution Tasks
Initiative: SCSPR-71 – Sustainable Energy Markets Strategic Partnerships
Issued by: SayPro Chiefs Strategic Partnerships Office
Effective Date: April 2025
Task Title: Engage in Event Planning and Coordination
Applicable To: SCSPR-71 Participants, Administrative Support Teams, and Partnership Coordinators
Purpose
In support of SCSPR-71 partnership forums, dialogues, and knowledge exchange sessions, participants are required to take an active role in event planning, coordination, and execution. These efforts ensure that SayPro events are professional, impactful, and aligned with the goals of strategic visibility and sustainable development leadership.
Participant Responsibilities
Participants must engage in the following event-related tasks:
1. Agenda Development
- Draft a detailed event agenda including: session titles, time slots, speakers, panel topics, and Q&A periods.
- Coordinate internally to confirm SayPro speaker availability and align messaging.
- Ensure the agenda reflects SCSPR-71’s themes of sustainable energy markets, innovation, and partnerships.
2. Partner Coordination
- Liaise with external partners, including government agencies, NGOs, funding bodies, and research institutions.
- Confirm participation, gather bios, and collect speaking notes or media assets.
- Coordinate pre-event briefings and share the final agenda with all stakeholders.
3. Virtual Platform Setup (If Applicable)
- Set up Zoom, MS Teams, or SayPro’s virtual platform for hybrid or fully remote events.
- Manage registration links, breakout rooms, and technical rehearsals.
- Ensure moderators and hosts are trained and familiar with platform functions.
4. Logistics and Activity Execution
- Monitor timelines and support speaker transitions during the event.
- Assist with documentation, note-taking, and session recordings.
- Manage attendee engagement tools (polls, Q&A, feedback forms).
- Troubleshoot technical or coordination issues in real-time.
Timeline and Coordination
| Phase | Task | Deadline | Responsible Party |
|---|---|---|---|
| Pre-Planning | Draft agenda and partner outreach | 10 days before event | Participants & Coordination Team |
| Technical Prep | Platform setup and testing | 5 days before event | IT Support & Event Lead |
| Execution | Live session management | Day of event | All assigned teams |
| Post-Event | Share recordings, feedback collection, report writing | Within 3 days | Documentation & Reporting Team |
Key Skills Required
- Excellent written and verbal communication
- Strong coordination and stakeholder management abilities
- Familiarity with digital conferencing tools (Zoom, Teams, Webex, etc.)
- Attention to detail and adaptability under pressure
Deliverables
- Finalized event agenda (PDF or editable format)
- Confirmed list of speakers and partners
- Fully functional virtual platform setup (if used)
- Event execution report with attendance data and outcomes
Impact
Efficient event planning enhances SayPro’s professional image, strengthens partner relationships, and helps showcase the strategic relevance of the SCSPR-71 initiative in global and regional sustainable energy discourse.
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