SayPro SayPro Conference & Planning Officer Coordinate with the SayPro Education Royalty to implement February’s SCHAR-1 quarterly review.

SayPro Conference & Planning Officer Responsibility:

Coordinate with the SayPro Education Royalty to implement February’s SCHAR-1 Quarterly Review.

Objective:

The goal is to effectively coordinate between the SayPro Conference & Planning Officer and the SayPro Education Royalty to ensure the successful execution of the SCHAR-1 Quarterly Review in February. This includes logistical planning, stakeholder engagement, content preparation, and ensuring all review objectives are met.

Key Responsibilities:

1. Stakeholder Communication:
   • Liaise with SayPro Education Royalty: Establish clear communication channels with the Education Royalty to ensure alignment on the quarterly review’s goals, agenda, and expected outcomes.
   • Collaborate with Department Heads: Ensure that all relevant departments and staff are informed of the February timeline and deliverables for the SCHAR-1 quarterly review.
   • Regular Check-Ins: Schedule regular check-ins with all involved parties to monitor progress and adjust planning as needed.
2. Agenda and Content Development:
   • Collaborate on Agenda Creation: Work with the Education Royalty to develop a detailed agenda for the SCHAR-1 Quarterly Review, including session topics, speakers, and key discussion points.
   • Prepare Materials: Ensure all necessary materials (presentations, reports, data, etc.) are prepared in advance and aligned with the quarterly review’s focus.
   • Ensure Clarity of Goals: Make sure that the objectives of the review—such as evaluating educational initiatives, assessing performance metrics, and planning for the next quarter—are clearly communicated and reflected in the agenda.
3. Event Logistics:
   • Venue Selection and Setup: Determine whether the review will be virtual, in-person, or hybrid. If in-person, select an appropriate venue, arrange for room setup, and coordinate any technical requirements.
   • Technical Arrangements: Ensure that all technological needs (AV equipment, conference software, etc.) are tested and ready for the event.
   • Scheduling and Invitations: Oversee the scheduling of the review event, send out invitations, and confirm attendance of all relevant stakeholders, including the Education Royalty and other key personnel.
4. Resource Management:
   • Budget Management: Work with the SayPro finance team to ensure that the quarterly review’s budget is adhered to, allocating resources for venues, materials, and other necessary expenses.
   • Materials Preparation: Organize any physical or digital materials required for the event, including printed handouts, programs, or online documents.
5. Facilitation of Review:
   • Support Speakers and Presenters: Coordinate with presenters to ensure their materials are ready, brief them on the agenda, and assist with any specific needs they might have for their sessions.
   • Provide On-Site Support: Be available during the review to assist with any logistical issues, such as managing the event flow, troubleshooting technical issues, and assisting the Education Royalty with any last-minute requirements.
6. Follow-Up and Evaluation:
   • Feedback Collection: After the review, gather feedback from all participants regarding the event’s effectiveness and areas for improvement.
   • Report on Outcomes: Compile a post-review report summarizing key takeaways, action items, and any decisions made during the review, and share it with stakeholders.
   • Documentation of Key Decisions: Ensure that all major discussions, decisions, and action items are documented and that follow-up actions are clearly defined.

Timeline for February’s SCHAR-1 Quarterly Review:

1. Pre-Review (January)
   • Finalize the review agenda with the Education Royalty.
   • Confirm the venue, technology, and resources needed for the event.
   • Send out invitations and reminders to all attendees.
   • Begin preparing review materials and reports.
2. Two Weeks Before the Review (Mid-February)
   • Confirm attendance and finalize all event logistics.
   • Ensure all content is reviewed and finalized by relevant stakeholders.
   • Test all technology for the event, ensuring smooth operation.
3. Event Day (End of February)
   • Execute the review, ensuring smooth facilitation of presentations and discussions.
   • Manage logistics and provide on-site support for all stakeholders.
4. Post-Event (Early March)
   • Collect feedback from attendees.
   • Compile a report summarizing the review outcomes and action items.

Success Criteria:

• Effective Coordination: Successful communication and collaboration between the SayPro Conference & Planning Officer and the Education Royalty, ensuring all stakeholders are informed and aligned.
• Smooth Event Execution: Ensuring the SCHAR-1 quarterly review takes place without logistical hiccups and meets the intended goals.
• Clear Documentation and Follow-Up: Ensuring that all action items from the review are clearly documented and followed through on in the next quarter.

This detailed approach will help ensure that the SayPro Conference & Planning Officer plays a key role in executing the SCHAR-1 Quarterly Review, facilitating a smooth, productive, and well-documented event.