SayPro Finalize the Event Agenda

SayPro Tasks to be Done for the Period Pre-Event (01-01-2025 to 01-05-2025)

Finalize the Event Agenda, Including Session Topics, Guest Speakers, and Workshop Details

To ensure a successful SayPro Monthly January SCSPR-24 event, the pre-event period from January 1st to May 1st, 2025, will require the completion of specific tasks to finalize the event agenda, including session topics, guest speakers, and workshop details. Below is a detailed list of tasks to be completed during this period:

1. Review and Confirm Event Objectives

• Task: Review the goals and objectives of the SayPro Monthly January SCSPR-24 initiative.
• Responsible: Event Planning Team
• Deadline: January 5, 2025
• Details: Ensure all elements of the event (agenda, workshops, speakers) align with the overarching objectives of enhancing recreational programs in primary and elementary schools.

2. Confirm Event Structure and Timing

• Task: Finalize the overall event structure, including the number of days, session times, and breaks.
• Responsible: Event Coordinator
• Deadline: January 10, 2025
• Details: Establish the timing for keynotes, panel discussions, workshops, and networking opportunities, ensuring a balanced flow and adequate breaks for attendees.

3. Identify and Confirm Keynote Speakers

• Task: Reach out to potential keynote speakers and confirm their participation.
• Responsible: Guest Speaker Coordinator
• Deadline: January 15, 2025
• Details: Ensure keynotes cover topics related to recreation in primary education, child development, and the integration of physical activities into school routines.

4. Finalize Panel Discussions

• Task: Select panelists and confirm their participation for the opening panel discussion.
• Responsible: Panel Coordinator
• Deadline: January 18, 2025
• Details: Confirm a diverse panel of experts (educators, health professionals, and community leaders) to discuss the role of recreational programs in schools.

5. Finalize Workshop Topics and Facilitators

• Task: Confirm workshop topics and invite facilitators to lead each session.
• Responsible: Workshop Manager
• Deadline: January 25, 2025
• Details: Ensure workshops address key themes such as effective PE programs, outdoor activities, wellness, technology integration, and overcoming barriers to recreation in schools. Confirm facilitators’ availability and expertise.

6. Collect Speaker and Workshop Facilitator Bios

• Task: Request bios, headshots, and presentation titles from all confirmed speakers and workshop facilitators.
• Responsible: Event Administrator
• Deadline: February 1, 2025
• Details: Collect and organize the necessary materials to introduce each speaker or facilitator during the event and include in event promotions.

7. Create Event Schedule

• Task: Develop a detailed event schedule with session times, descriptions, and speakers/facilitators listed.
• Responsible: Event Scheduler
• Deadline: February 5, 2025
• Details: Ensure the schedule is clear, with session durations, breaks, and keynotes clearly marked. Include Zoom links or in-person locations for virtual sessions.

8. Communicate with All Stakeholders

• Task: Send event agenda, registration details, and workshop session information to all confirmed participants, speakers, and facilitators.
• Responsible: Communication Team
• Deadline: February 10, 2025
• Details: Ensure all involved parties receive detailed information on the event’s logistics, including registration deadlines, workshop topics, and preparation guidelines.

9. Review and Approve Workshop Content

• Task: Review workshop content and materials to ensure they meet event objectives.
• Responsible: Event Review Committee
• Deadline: February 20, 2025
• Details: Ensure each workshop aligns with the goal of enhancing recreational programs and is applicable to primary and elementary schools.

10. Finalize Event Promotion Materials

• Task: Develop promotional materials (flyers, banners, social media posts) to advertise the event agenda and workshops.
• Responsible: Marketing Team
• Deadline: February 25, 2025
• Details: Create and distribute event promotional materials across all platforms, including the event website, email campaigns, and social media channels.

11. Confirm Workshop and Session Logistics

• Task: Finalize the logistics for each session, including virtual platform setup, breakout rooms, and interactive features.
• Responsible: Event Technology Team
• Deadline: March 5, 2025
• Details: Ensure that the virtual or in-person platform is ready for the workshops and sessions. Test features such as live-streaming, breakout rooms, and session recording capabilities.

12. Send Invitations and Confirm Participation

• Task: Send formal invitations to all confirmed guest speakers, panelists, and facilitators.
• Responsible: Event Coordinator
• Deadline: March 10, 2025
• Details: Ensure all invited speakers and facilitators have confirmed their participation and received relevant information (event schedule, technical requirements, etc.).

13. Develop and Finalize Event Materials

• Task: Prepare materials, such as handouts, resource guides, and presentations, for distribution to attendees.
• Responsible: Content Development Team
• Deadline: March 20, 2025
• Details: Develop and distribute any supporting materials that will be shared during the event, including downloadable resources, session slides, and post-event toolkits.

14. Test and Finalize Event Platforms and Technology

• Task: Conduct a final test of all virtual platforms, ensuring smooth communication and interaction capabilities.
• Responsible: Event Technology Team
• Deadline: March 25, 2025
• Details: Test all virtual platforms to ensure connectivity, sound, and video quality are optimal. Test audience engagement tools, such as Q&A, chat, and polling features.

15. Monitor and Track Registrations

• Task: Monitor event registrations and ensure attendees are signing up for their preferred workshops.
• Responsible: Event Registration Team
• Deadline: April 1, 2025
• Details: Keep track of the number of registered participants and ensure workshops do not exceed capacity limits. Send out reminders to participants to finalize their registrations.

16. Final Confirmation and Reminders to Speakers and Attendees

• Task: Send out final reminders to all speakers, facilitators, and attendees.
• Responsible: Event Administrator
• Deadline: April 30, 2025
• Details: Confirm all participants’ attendance, provide final details on the event schedule, and offer troubleshooting tips for virtual attendees. Ensure speakers have all materials and are ready for their sessions.

17. Final Checklist and Event Preparation

• Task: Perform a final checklist review of all event preparations, ensuring all aspects are in place.
• Responsible: Event Coordinator
• Deadline: May 1, 2025
• Details: Review the schedule, materials, and all logistical elements to ensure the event is ready to go. Address any final last-minute needs or changes.

Conclusion

By completing these tasks in the pre-event period, SayPro will ensure the SayPro Monthly January SCSPR-24 event is fully prepared and aligned with the initiative’s objectives. Finalizing the event agenda, confirming speakers and facilitators, and preparing the necessary resources will lead to a successful, engaging event that strengthens recreational programs in primary and elementary schools.