SayPro Event Planning and Coordination

SayPro Job Description – SCSPR-81 Participants, focusing on Event Planning and Coordination under the SayPro Monthly April SCSPR-81 initiative.

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Additional Key Responsibility: Event Planning and Coordination

SayPro Event Planning and Coordination

SCSPR-81 participants will be actively involved in organizing and coordinating all aspects of the SayPro Monthly April event. This includes managing timelines, stakeholder communication, technical logistics, and on-the-ground (or virtual) execution. Participants in this role will help ensure the event runs efficiently and achieves its strategic objectives.

Tasks Include:

1. Agenda Planning
   • Assist in developing a structured event agenda aligned with SCSPR-81 goals.
   • Schedule keynote presentations, breakout sessions, panel discussions, and collaborative workshops.
   • Coordinate time slots, speaker confirmations, and session themes.
2. Stakeholder Liaison
   • Communicate and coordinate with invited accreditation bodies, industry professionals, and guest speakers.
   • Ensure stakeholders receive preparatory materials (e.g., event guides, speaking briefs, access links).
   • Maintain a professional and responsive communication channel to address stakeholder needs.
3. Event Logistics
   • For in-person events:
     • Support venue setup, registration desk management, material distribution, and technical arrangements.
   • For virtual events:
     • Manage online platforms (Zoom, MS Teams, etc.), including event links, breakout rooms, and chat moderation.
     • Conduct technical checks with speakers and facilitators ahead of the event.
4. Execution and Live Support
   • Provide real-time assistance during the event to ensure smooth flow of sessions.
   • Handle unexpected issues such as speaker delays, technical glitches, or schedule adjustments.
   • Capture participant questions, feedback, and engagement metrics during sessions.
5. Post-Event Wrap-Up
   • Help compile session recordings, feedback summaries, and follow-up communications.
   • Contribute to the final event report highlighting outcomes, insights, and recommendations.

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Expected Deliverables:

• Finalized multi-day event agenda (including confirmed speakers)
• Contact logs and briefing notes for 10+ stakeholders
• Operational checklist for virtual/in-person logistics
• Real-time support plan and issue tracking sheet
• Post-event debrief report (with feedback insights and next steps)

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This role requires excellent organizational skills, attention to detail, and strong communication abilities. Participants will help create a professional, high-impact environment that reflects SayPro’s global reputation and strategic commitment.