SayPro Event Planning and Coordination” as part of the SCSPR-81 participant duties:
SayPro Job Description – SCSPR-81 Participants
Section: Event Planning and Coordination
Event: SayPro Monthly – April Edition (SCSPR-81)
Department: SayPro Qualification Accreditation Strategic Partnerships Office (QASPO)
Role Title: Event Planning and Coordination Officer (SCSPR-81 Participant Role)
Objective:
To support the strategic planning, scheduling, and logistical execution of the SCSPR-81 event by coordinating with internal teams, external stakeholders, and technology platforms to ensure a seamless, high-impact experience—whether in-person or online.
Key Responsibilities:
1. Agenda Planning and Session Structuring
- Collaborate with content and speaker coordinators to develop a detailed event agenda, ensuring it reflects key topics around qualification accreditation, information systems, and technology partnerships.
- Schedule panel discussions, breakout sessions, keynote speeches, and networking activities.
- Allocate time slots for document presentations, case study showcases, and interactive Q&A sessions.
2. Stakeholder Liaison and Communication
- Serve as a point of contact for accreditation bodies, educational institutions, certification providers, and industry experts participating in the event.
- Coordinate speaker logistics, including bios, presentation materials, and technology needs.
- Support pre-event briefings and follow-ups with strategic partners.
3. Event Logistics and Technical Setup
- For in-person events:
- Coordinate venue booking, catering, signage, and on-site registration.
- Manage event materials and kits, such as name tags, programs, and knowledge packs.
- For virtual events:
- Set up and test video conferencing platforms (e.g., Zoom, MS Teams, SayPro’s QAIST integration).
- Schedule technical rehearsals with presenters and moderators.
- Monitor live sessions for technical issues, engagement, and time management.
4. Team Coordination and Task Management
- Work closely with the event operations team to track task completion, identify bottlenecks, and maintain alignment with event milestones.
- Use project management tools (e.g., Trello, Asana, or SayPro’s internal system) to assign and update roles and responsibilities.
- Prepare contingency plans for potential disruptions or delays.
5. Post-Event Review and Feedback
- Assist in collecting and analyzing attendee feedback, session ratings, and technical performance.
- Prepare summary reports on event logistics and recommendations for future improvements.
- Contribute to the SCSPR-81 Post-Event Evaluation Report.
Skills Required:
- Strong organizational and multitasking skills
- Excellent communication and stakeholder engagement ability
- Familiarity with both in-person and virtual event platforms
- Basic project management knowledge
- Attention to detail and ability to manage time-sensitive tasks
Deliverables:
- Finalized event agenda and speaker lineup
- Comprehensive event logistics checklist
- Technical setup reports and rehearsal schedules
- Post-event feedback summaries and debrief notes
Outcome for Participants:
Participants in this role will gain hands-on experience in global event management, cross-sector coordination, and stakeholder engagement—key skills applicable in international development, education, and strategic partnership roles.
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