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SayPro Event Planning Checklist: A checklist that includes all the necessary items for workshops, such as educational materials, equipment, and venue preparation.
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 Event Planning Checklist
📅 Program Lead: SayPro Development Royalty SCDR
📍 Focus: Workshops, Seminars, & Educational Events
🌍 Overview
This checklist ensures that all necessary items are in place for SayPro’s environmental workshops, seminars, and educational events. It covers materials, logistics, and engagement strategies to guarantee a successful and impactful event.
📋 Pre-Event Planning (4-6 Weeks Before Event)
✔ Define Event Objectives & Goals
✔ Confirm Date, Time, and Venue
✔ Set Budget & Secure Funding (if needed)
✔ Identify Target Audience & Expected Attendance
✔ Secure Guest Speakers, Facilitators, or Experts
✔ Develop Workshop Agenda & Presentation Materials
✔ Promote the Event (Social Media, Newsletters, Flyers, Emails)
✔ Confirm Partner Organizations & Sponsors
📌 Venue & Logistics Checklist (2-4 Weeks Before Event)
✔ Venue Booking Confirmed (or Online Platform Setup if Virtual Event)
✔ Seating Arrangements (Tables, Chairs, Accessibility Considerations)
✔ Audio/Visual Equipment (Projector, Microphones, Speakers)
✔ Internet Connection & Technical Support Availability
✔ Registration Table & Sign-in Sheets
✔ Refreshments & Catering (If Applicable)
✔ First Aid Kit & Emergency Contact Information
✔ Eco-Friendly Decorations & Signage
📚 Educational Materials & Supplies Checklist
✔ Printed Agendas, Program Schedules, and Handouts
✔ Workbooks, Fact Sheets, and Pamphlets on Environmental Topics
✔ Interactive Activity Kits (DIY Sustainability Projects, Recycling Demonstrations)
✔ Writing Materials (Pens, Notebooks, Name Tags)
✔ Branded SayPro Merchandise (If Applicable: T-Shirts, Bags, Stickers)
✔ Certificates of Participation (If Awarded)
🎤 Speaker & Facilitator Checklist
✔ Confirm Speaker Availability & Topic
✔ Provide Presentation Guidelines & Slide Templates
✔ Ensure Speakers Have Necessary Equipment (Laptop, Clicker, USB Drive)
✔ Conduct a Pre-Event Briefing with Speakers & Moderators
✔ Prepare Q&A Session Guidelines & Discussion Prompts
📢 Promotion & Participant Engagement Checklist
✔ Send Out Invitations & Registration Links
✔ Create Social Media Posts & Promotional Banners
✔ Develop an Event Hashtag for Online Engagement
✔ Confirm Media Coverage (Photographer, Videographer, Press Release)
✔ Prepare Welcome Speech & Closing Remarks
✔ Plan Icebreakers & Interactive Games for Engagement
✔ Encourage Participant Social Media Sharing (#SayProEcoEvent)
📊 Post-Event Follow-Up Checklist
✔ Collect Participant Feedback via Surveys
✔ Share Event Photos & Key Takeaways on SayPro Digital Platforms
✔ Send Thank-You Emails to Speakers, Partners, and Attendees
✔ Compile Attendance Data & Engagement Metrics
✔ Evaluate Event Success & Document Lessons Learned
✔ Plan Follow-Up Sessions or Ongoing Educational Initiatives
🚀 Implementation Timeline
📅 4-6 Weeks Before: Planning & Promotion Start
📅 2-4 Weeks Before: Logistics & Speaker Confirmation
📅 1 Week Before: Final Checks & Rehearsals
📅 Event Day: Execution & Engagement
📅 1-2 Weeks After: Follow-Up & Impact Measurement
- Neftaly Malatjie | CEO | SayPro
- Email: info@saypro.online
- Call: + 27 84 313 7407
- Website: www.saypro.online
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