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SayPro Work with speakers to finalize session outlines and materials

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.

Written by

Itumeleng Malete

in

Step-by-Step Guide to Finalizing Session Outlines & Materials with Speakers

1. Initial Communication

  • Send a welcome email with expectations, deadlines, and key event info.
  • Include a template or guideline for session outlines and materials.

2. Session Outline Finalization

  • Collect draft outlines from speakers by a set deadline.
  • Review for:
    • Alignment with event objectives
    • Clarity and flow
    • Audience engagement strategies (e.g. Q&A, interactivity)
  • Provide feedback or schedule calls to clarify details.

3. Content and Slide Decks

  • Set a submission deadline for final slides/materials.
  • Ensure branding and formatting are consistent (share templates).
  • Review content for:
    • Length and timing
    • Clarity and accessibility
    • Use of visuals vs. text
  • Provide constructive feedback and request revisions if necessary.

4. Dry Runs or Rehearsals

  • Schedule a run-through session with each speaker.
  • Check:
    • Technical setup (e.g., slideshare, mic, lighting)
    • Timing
    • Flow and transitions

5. Final Approval & Upload

  • Approve final session decks and upload them to your event platform.
  • Provide speakers with a final checklist and access links.

Tools That Help

  • Google Docs/Slides or Microsoft 365 – for collaborative editing
  • Trello / Asana / Monday.com – to track progress
  • Zoom / Teams – for dry runs and check-ins
  • Neftaly Malatjie | CEO | SayPro
  • Email: info@saypro.online
  • Call: + 27 84 313 7407
  • Website: www.saypro.online

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