Your cart is currently empty!
SayProApp Courses Partner Invest Corporate Charity Divisions
SayPro Email: sayprobiz@gmail.com Call/WhatsApp: + 27 84 313 7407
SayPro Finalize event logistics, ensuring that all participating companies are confirmed
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: Finalizing Event Logistics & Company Confirmation
This phase ensures that all operational details are locked in and that every participating company is fully briefed, confirmed, and integrated into the event schedule.
🧩 Step-by-Step Logistics Finalization
1. Confirm Participating Companies (Critical Step)
Create a final company participation list that includes:
- ✅ Company name
- 🧑💼 Contact person (name, title, phone, email)
- 📍 Booth/table assignment (if applicable)
- 🗓 Session involvement (panel, workshop, etc.)
- 📝 Confirmation status (confirmed/pending/cancelled)
📌 Action: Send a final confirmation email to each company with:
- Their agenda role (e.g. “You will participate in the 10:00 a.m. panel discussion”)
- Venue logistics (arrival time, setup instructions, parking)
- Branding requirements (banners, logos, digital screens)
- Interview time slot (if applicable)
- Emergency contact info
2. Venue and Setup Coordination
Work with the venue and vendors to finalize:
- Room allocations (main stage, breakout rooms, interview areas)
- Equipment needs (projectors, microphones, Wi-Fi)
- Tables/stalls for company exhibitions
- Power and internet for company booths
📌 Deliverables:
- Final floor plan
- Setup timeline
- Security and safety checklist
3. Company Materials & Deliverables
Ensure all companies submit or bring:
- Logos (for signage and digital assets)
- Presentation slides (due 3–5 days before event)
- Swag, brochures, or samples (if applicable)
- Any visa/ID/access documentation for representatives
📌 Pro tip: Prepare a company welcome kit with name badges, agenda, Wi-Fi code, and venue map.
4. Final Coordination Call / Checklist (1 Week Prior)
Schedule a virtual or phone check-in with each company:
- Review their schedule and participation details
- Confirm their representative(s) attending
- Answer any final questions
- Provide emergency contact for day-of support
✅ Create a Master Company Contact Sheet to share with the SayPro event team and volunteers.
5. Day-Before and Day-Of Procedures
- Assign company liaison staff or volunteers
- Ensure signage, booths, and materials are in place
- Greet and assist company reps upon arrival
- Provide real-time support and updates
📊 Final Company Confirmation Tracker (Example Table)
| Company | Contact Person | Role (e.g., Speaker, Exhibitor) | Confirmed | Materials Received | Notes |
|---|---|---|---|---|---|
| XYZ Group | L. Mokoena | Panel: Innovation | ✅ | Logo, slides | Needs parking pass |
| AfriTech | M. Hassan | Booth + Interview | ✅ | Pending swag | Will arrive early |
| EduWorks | J. Smith | Workshop Host | ❌ | — | Follow up today |
- Neftaly Malatjie | CEO | SayPro
- Email: info@saypro.online
- Call: + 27 84 313 7407
- Website: www.saypro.online
SayPro – Shop– App – Jobs – Courses – Classified – Agri– School – Health – Events – Corporate – CharityNPO – Staff – Sports
Leave a Reply
You must be logged in to post a comment.