SayPro SCSPR-31 Job Description, focusing on Event Planning and Coordination responsibilities for employees and participants involved in the project:
7. Event Planning and Coordination
Participants and employees involved in SayPro Monthly April SCSPR-31 will play a vital role in the end-to-end coordination of events, ensuring seamless planning, execution, and post-event support—whether hosted in person, online, or in hybrid formats.
Key Responsibilities:
✅ Session Planning
- Assist in designing the structure of SCSPR-31 sessions, including:
- Thematic discussions
- Keynote presentations
- Roundtables and interactive workshops
- Collaborate with the editorial and partnerships team to align each session with SayPro’s strategic objectives.
✅ Speaker & Guest Coordination
- Research, identify, and invite relevant speakers, facilitators, and panelists from the media, tech, advertising, and publishing sectors.
- Handle all speaker logistics, including:
- Invitation letters and briefings
- Collection of bios, photos, and session topics
- Scheduling prep meetings or dry runs
✅ Agenda Development
- Draft and refine the full event agenda, including:
- Opening and closing sessions
- Breakout discussions and Q&A segments
- Timing, moderation, and transition notes
- Ensure the agenda is clear, engaging, and inclusive of all partners and contributors.
✅ Technical Setup and Logistics
- Coordinate technical requirements for online or hybrid events, including:
- Zoom/Webex/Streamyard setup
- Audio-visual testing and run-throughs
- Digital access management (registration links, access codes, etc.)
- For in-person events (if applicable), support:
- Venue booking and layout planning
- Signage, branding materials, and print collateral
- On-site registration and guest hospitality
✅ Live Event Support
- Serve as moderators, hosts, or backstage assistants to ensure smooth flow.
- Monitor attendee engagement and assist with troubleshooting (tech, access, timing).
- Capture key insights or quotes for post-event reporting.
✅ Post-Event Follow-Up
- Coordinate post-event tasks such as:
- Thank-you communications to speakers and attendees
- Distribution of session recordings, highlights, or recap documents
- Feedback survey collection and reporting
- Integration of insights into future SayPro content and partnerships
Required Skills & Tools
- Strong organizational and multitasking abilities
- Familiarity with event software tools (Zoom, Google Meet, Eventbrite, Canva, Trello, etc.)
- Professional communication skills (email, speaking, and hosting)
- Experience with agenda writing, speaker outreach, or event production is a plus
Outcome & Impact
By contributing to effective event planning and coordination, participants help SayPro deliver world-class thought leadership events that strengthen its brand, expand its partnerships, and provide value to the global media and publishing community.
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