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SayPro Documents Required from Employees Event Schedule: Keep an up-to-date schedule to ensure everything runs smoothly.

Email: info@saypro.online Call/WhatsApp: + 27 84 313 7407

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Written by

Linda Janet Tivane

in

To ensure your event runs smoothly, maintaining a clear and up-to-date Event Schedule document is crucial. Below is a breakdown of the SayPro Documents Required from Employees – Event Schedule, along with best practices for managing it effectively.

✅ Documents Required: Event Schedule

1. Master Event Schedule

A detailed timeline that outlines all event activities from start to finish. This should include:

  • Event Name & Date
  • Start and End Times
  • Check-in/Registration Period
  • Opening Remarks
  • Breakout Sessions/Workshops
  • Lunch/Refreshments
  • Keynote Speakers
  • Team Activities
  • Closing Remarks
  • Networking/Feedback Session (if applicable)

Format: Can be in Excel, Google Sheets, or PDF for easy sharing and printing.

2. Employee-Specific Schedules

  • Personalized schedules for employees involved in planning or facilitating the event.
    • Assigned Roles & Responsibilities
    • Arrival/Check-in Time
    • Session Moderation/Support Duties
    • Technical Setup or Logistics Tasks
    • Break Coverage

3. Facilitator/Presenter Schedule

  • A schedule dedicated to speakers, trainers, or facilitators.
    • Session Title
    • Speaker Name & Contact Info
    • Time Slot
    • Room/Platform Assignment
    • AV Requirements

4. Logistics & Setup Timeline

  • A behind-the-scenes timeline for event setup and breakdown.
    • Venue Access Time
    • Tech Setup/Testing
    • Decor/Material Setup
    • Clean-Up Schedule

5. Communication Plan

  • Schedule for all employee communication around the event.
    • Email Reminders (e.g., 1 week before, 1 day before)
    • Check-in Instructions
    • Post-event Survey Email

📌 Best Practices

  • Keep it Updated: Revisit and revise as needed. Share the latest version before and during the event.
  • Distribute Early: Send the finalized version at least 48–72 hours in advance to all participants.
  • Format Clearly: Use tables, color codes, or calendars for clarity.
  • Include Contact Info: For any urgent event-day queries, list the names and phone numbers of key coordinators.

  • Neftaly Malatjie | CEO | SayPro
  • Email: info@saypro.online
  • Call: + 27 84 313 7407
  • Website: www.saypro.online

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