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SayPro Tasks to Be Done for the Period: re-Event: Coordinate with speakers and trainers to finalize the content and ensure all presentation materials are submitted.
Email: info@saypro.online Call/WhatsApp: + 27 84 313 7407
SayPro is a Global Solutions Provider working with Individuals, Governments, Corporate Businesses, Municipalities, International Institutions. SayPro works across various Industries, Sectors providing wide range of solutions.
SayPro Tasks to Be Done for the Period: Pre-Event
Task: Coordinate with Speakers and Trainers to Finalize Content and Ensure All Presentation Materials Are Submitted
1. Initial Communication with Speakers and Trainers:
- Objective: Reach out to all confirmed speakers and trainers well in advance to confirm their participation and discuss the content they will be presenting.
- Actions:
- Send an introductory email confirming the details of their session (date, time, topic, etc.).
- Share guidelines for presentation materials (format, length, deadlines).
- Request information about their bio, presentation style, and any special requirements.
Subject: Finalizing Your Presentation for the SayPro Masterclass Dear [Speaker/Trainer Name], I hope you’re doing well! As we prepare for the upcoming SayPro Masterclass, we’d like to finalize the details for your session. Your presentation on [Topic] is a crucial part of the event, and we are excited to have you onboard. To help us prepare, please provide the following: 1. **Presentation Materials**: Please send your presentation slides and any additional resources (handouts, case studies, etc.) by [Insert Date]. 2. **Technical Requirements**: Let us know if you have any special requirements or if you need assistance with any equipment. 3. **Speaker Bio and Photo**: Please send your updated bio and a high-resolution photo for the event marketing materials. We look forward to your session and are happy to assist with any questions or needs you may have. Best regards, [Your Name] SayPro Event Coordinator
2. Provide Guidelines for Presentation Materials:
- Objective: Ensure consistency across all presentations and that materials meet the event’s standards.
- Actions:
- Send detailed guidelines for presentation content, style, and format.
- Recommend specific types of materials (slides, videos, handouts, etc.).
- Establish a uniform visual style or template, if applicable.
- Provide a clear deadline for submitting materials to avoid last-minute issues.
Guidelines Example:
- Slide Format: PowerPoint (16:9) or Google Slides.
- Font Size: Minimum 24pt for legibility.
- Design: Avoid cluttered slides, use high-quality visuals and minimal text.
- Length: Presentations should be no longer than 45 minutes, followed by a 15-minute Q&A.
- File Naming Convention: “SpeakerName_Topic_Name.pptx”
3. Set Deadlines for Material Submission:
- Objective: Ensure all materials are submitted on time to allow for adequate preparation.
- Actions:
- Establish a hard deadline for submission of all materials (preferably 1-2 weeks before the event).
- Send reminder emails a few days before the deadline to ensure punctuality.
- Set a final review date to check that all presentations are complete and meet the event’s standards.
Sample Reminder Email:
Subject: Reminder: Deadline for Submission of Presentation Materials
Dear [Speaker/Trainer Name],
This is a friendly reminder that the deadline for submitting your presentation materials is [Insert Date]. Please send your finalized slides and any supplementary materials by this date to ensure they are included in the event materials.
We look forward to your session and are happy to assist with any last-minute questions.
Best regards,
[Your Name]
4. Review and Approve Submitted Materials:
- Objective: Review all presentation materials to ensure they align with the event’s theme and quality standards.
- Actions:
- Review the content for clarity, accuracy, and relevance to the audience.
- Ensure that the visual design aligns with event guidelines.
- Confirm that any supplementary materials (handouts, case studies) are properly formatted and ready for distribution.
- Reach out to speakers for any needed revisions or adjustments.
5. Prepare Presentation Materials for Distribution:
- Objective: Ensure that all presentation materials are ready for distribution to attendees and that speakers have all necessary technical information.
- Actions:
- Create a folder or platform where all speaker materials will be stored for easy access (e.g., Google Drive, Dropbox).
- Ensure all presentations are uploaded and accessible for review prior to the event.
- Distribute session details, such as the event schedule, session links, and technical instructions to the speakers.
6. Confirm Technical Setup with Speakers:
- Objective: Ensure all speakers are prepared to deliver their session smoothly, particularly if they will be presenting virtually.
- Actions:
- Set up test runs for virtual presentations to ensure compatibility with the event platform (Zoom, Webinar, etc.).
- Confirm that all speakers have the necessary equipment (e.g., microphone, camera, screen sharing capability).
- Check that speakers are familiar with platform tools (e.g., breakout rooms, Q&A, polls) and have access to these features during the session.
7. Final Check-in with Speakers and Trainers:
- Objective: Confirm all arrangements and alleviate any last-minute concerns before the event.
- Actions:
- Send a final reminder to all speakers with the event schedule, any changes, and a summary of the technical setup.
- Offer assistance in case of any issues with their presentations or technical setup.
- Double-check all materials are submitted and prepared for the event.
Final Check-In Email Example:
Subject: Final Confirmation for Your Session at SayPro Masterclass
Dear [Speaker/Trainer Name],
We are looking forward to your session on [Insert Topic] during the SayPro Masterclass. Here’s a final checklist to make sure everything is set:
1. Your presentation slides/materials have been submitted.
2. Your bio and photo are included in the event materials.
3. We’ve completed the technical check (if virtual) or event logistics (if in-person).
4. If you're presenting virtually, please join a test session on [Insert Date] at [Insert Time] to ensure everything runs smoothly.
Feel free to reach out with any last-minute questions or requests. Thank you for being part of this exciting event!
Best regards,
[Your Name]
SayPro Event Coordinator
8. Ensure Final Approval from Speakers:
- Objective: Confirm all materials and session details are approved by the speakers before the event begins.
- Actions:
- Confirm with speakers that they are satisfied with the final presentation version and event details.
- Gather final confirmation that all logistical and technical needs are met.
- Set up a final check-in meeting to address any last-minute concerns.
Key Timeline:
- 4-6 weeks before the event: Initial contact and content discussion with speakers/trainers.
- 3 weeks before the event: Provide submission guidelines and ask for the first draft of presentation materials.
- 1-2 weeks before the event: Review materials and request revisions if necessary.
- 1 week before the event: Confirm all materials are submitted, finalize event schedule, and complete technical checks.
- 2-3 days before the event: Conduct final check-in, technical rehearsal, and send reminder emails.
By following these steps, SayPro can ensure that speakers are well-prepared, all materials are submitted on time, and the event runs smoothly.
- Neftaly Malatjie | CEO | SayPro
- Email: info@saypro.online
- Call: + 27 84 313 7407
- Website: www.saypro.online
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