SayPro Event Coordination process for SayPro Monthly April SCSPR-31, designed to ensure a professional, seamless, and engaging experience for all participants, both in-person and online.
SayPro SCSPR-31 – Event Coordination Plan
Managed by: SayPro Strategic Partnerships Office + Events Team
Objective: Deliver a smooth, well-organized event through effective coordination of speakers, schedules, logistics, and participant support.
✅ 1. Speaker Coordination
🔹 Responsibilities:
- Confirm speaker attendance and session formats (keynote, panel, workshop)
- Provide speakers with:
- Session briefs and audience expectations
- SayPro-branded presentation templates
- Technical requirements and rehearsal schedules
- Assign a SayPro liaison for each speaker
📌 Deliverables:
- Final speaker list with bios and session topics
- Slide decks submitted by April 25, 2025
- Dry run/rehearsals scheduled for April 27–29, 2025
✅ 2. Event Schedule Management
🔹 Responsibilities:
- Finalize and publish the full event agenda
- Manage transitions between sessions (including breaks, Q&As, and tech checks)
- Monitor real-time schedule adherence on the day(s) of the event
📌 Deliverables:
- Detailed run sheet for all sessions (with timestamps, moderators, tech setup)
- Session moderator checklist and cue cards
- Master event timeline distributed by April 26, 2025
✅ 3. Participant Materials and Support
🔹 Responsibilities:
- Ensure all attendees (virtual and in-person) receive required materials before the event:
- Agenda
- Speaker list
- Digital resource pack (case studies, industry reports, etc.)
- Access links and instructions (for virtual participants)
- Provide tech support and helpdesk access during event hours
📌 Deliverables:
- Email blast with digital materials sent 3 days before event (April 28, 2025)
- Printed packets (if applicable) for physical attendees
- Technical support plan (FAQs + live support contacts)
✅ 4. On-the-Day Coordination Tasks
| Task | Assigned To | Time |
|---|---|---|
| Tech check and platform setup | Tech Team | 7:00–8:00 AM |
| Speaker check-in and setup | Speaker Liaison | 8:00–8:30 AM |
| Participant check-in (virtual & physical) | Registration Team | 8:00–9:00 AM |
| Session moderation and timing | Moderators + Host | All day |
| Live helpdesk and issue tracking | Support Team | All day |
🔧 Tools & Platforms Used
- Zoom/MS Teams or StreamYard (for hybrid or virtual sessions)
- Google Drive or Dropbox (for shared files and slide decks)
- WhatsApp/Slack Group (internal comms for real-time coordination)
- Event Platform or SayPro Web Page (for attendee resources)
🎯 Key Success Metrics
- All sessions start/end within 5 minutes of schedule
- 100% of confirmed speakers attend and present
- 95%+ participants report positive logistics and support experience in post-event survey
- Zero major technical failures during live sessions
✅ Conclusion
With precise planning, proactive communication, and real-time management, SayPro SCSPR-31 will be executed as a polished, impactful event that reflects SayPro’s leadership and professionalism in the media and publishing space.
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