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SayPro Event Planning Template: A checklist for organizing the logistics of each session, including booking venues, gathering materials, and arranging transportation for field trips.
Email: info@saypro.online Call/WhatsApp: + 27 84 313 7407
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📋 SayPro Event Planning Template
📍 Department: SayPro Event Coordination Team
📌 Objective: Provide a structured checklist to ensure the smooth organization of each environmental education session, covering logistics, materials, and transportation.
📅 Event Overview
📌 Event Name: (Insert Event Name)
📍 Venue/Location: (Insert Venue/Online Platform)
🗓 Date & Time: (Insert Date & Time)
👥 Target Audience: (e.g., students, community members, corporate teams)
🎯 Event Objective: (Briefly state the goal, e.g., “Teach sustainable practices through interactive learning”)
✅ Event Planning Checklist
1️⃣ Pre-Event Planning (4-6 Weeks Before)
✔ Define event objectives & key learning outcomes.
✔ Select & confirm venue (classroom, community center, outdoor site, online platform).
✔ Identify and secure guest speakers, facilitators, or environmental experts.
✔ Develop a detailed agenda for the session.
✔ Arrange transportation if needed (e.g., buses for field trips).
✔ Submit necessary permits or approvals for venue use.
✔ Confirm budget and funding sources for event expenses.
👤 Assigned To: (Name/Department)
📅 Deadline: (Insert Date)
2️⃣ Materials & Resources (3-4 Weeks Before)
✔ Prepare workshop materials (presentations, pamphlets, activity sheets).
✔ Gather hands-on activity supplies (recycling kits, soil samples, water testing kits).
✔ Set up multimedia resources (projectors, microphones, Wi-Fi, speakers).
✔ Print event signage, banners, and welcome packets.
✔ Create name tags and attendance sheets.
👤 Assigned To: (Name/Department)
📅 Deadline: (Insert Date)
3️⃣ Promotion & Outreach (2-3 Weeks Before)
✔ Design and distribute promotional materials (flyers, posters, digital ads).
✔ Publish event announcements on SayPro’s website and social media platforms.
✔ Send invitations & reminders via email and WhatsApp groups.
✔ Coordinate with schools, organizations, or community groups for participation.
✔ Register participants and manage attendance lists.
👤 Assigned To: (Name/Department)
📅 Deadline: (Insert Date)
4️⃣ Logistics & Setup (1 Week Before & Day of Event)
✔ Confirm final attendee list & guest speaker availability.
✔ Arrange catering/snacks (if applicable).
✔ Set up event space with tables, chairs, and display boards.
✔ Test audiovisual equipment and internet connection.
✔ Ensure on-site safety measures (first aid kit, emergency contacts, security).
✔ Assign volunteers for registration, guiding participants, and activity support.
👤 Assigned To: (Name/Department)
📅 Deadline: (Insert Date)
5️⃣ Event Execution (Day of Event)
✔ Welcome participants & distribute materials.
✔ Follow event agenda & keep track of time.
✔ Capture photos/videos for post-event promotion.
✔ Engage participants with interactive sessions.
✔ Ensure facilitators and guest speakers stay on schedule.
✔ Collect participant feedback through surveys or QR codes.
👤 Assigned To: (Name/Department)
📅 Deadline: (Insert Date)
6️⃣ Post-Event Follow-Up (1 Week After)
✔ Send thank-you emails to speakers, attendees, and partners.
✔ Publish event recap on SayPro’s website & social media.
✔ Analyze participant feedback and identify areas for improvement.
✔ Compile an event impact report (attendance, engagement, key takeaways).
✔ Plan next steps for follow-up activities or future workshops.
👤 Assigned To: (Name/Department)
📅 Deadline: (Insert Date)
📦 Required Resources & Contacts
📌 Venue Contact Person: (Name & Contact Info)
📌 Transportation Provider: (Company & Contact Info)
📌 Workshop Facilitators: (Names & Roles)
📌 Emergency Contacts: (First Aid, Security, Local Authorities)
- Neftaly Malatjie | CEO | SayPro
- Email: info@saypro.online
- Call: + 27 84 313 7407
- Website: www.saypro.online
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