SayPro Competition Day: Ensure that all participants are ready for their live or recorded performances and that the necessary sound and video equipment are set up.

SayPro Competition Day: A Detailed Plan

Competition day is a pivotal moment for the success of the event, requiring careful preparation and precise execution. It is essential to create a seamless experience for both the participants and the audience while ensuring that every technical, logistical, and judging aspect is handled efficiently. Below is a detailed plan for managing SayPro’s competition day, with a focus on supporting the participants, coordinating the judging process, and overseeing event logistics.

1. Ensure that All Participants are Ready for Their Live or Recorded Performances

Goal: Prepare all participants for their performances, ensuring smooth technical execution and a positive experience.

Pre-event Preparation (Morning of the Competition):

Participant Check-in:

Set up a virtual check-in system (for online events) or a physical check-in desk (for in-person events). This is where participants can confirm their presence, receive any last-minute instructions, and ensure all required materials are submitted.
Confirmation Emails/Texts: Send out reminder messages a few hours before the event, confirming the time of their performance and any important details (e.g., dress code, technical checks, or format).
Time Slot Assignments: Ensure each participant knows exactly when they are scheduled to perform, whether live or with a pre-recorded submission. This should be shared in advance, along with a buffer period to account for delays or issues.

Technical Setup for Live Performances:

Sound and Video Equipment:

Audio and Visual Check: Before the performances start, conduct thorough checks of all technical equipment (microphones, cameras, projectors, lighting). This ensures that sound and video quality will not impact the participants’ performances.

For live performances, ensure that there is a sound check for microphones, speakers, and lighting. Test all equipment for feedback, echo, or any technical glitches.
For recorded submissions, verify that the video playback equipment is functioning properly (e.g., if playing from a laptop, DVD player, or streaming service).
Backup Equipment: Have backup microphones, projectors, and laptops ready in case any primary equipment fails during the event.

Participant Rehearsals:

Offer a brief rehearsal or walkthrough for participants who are performing live. This allows them to familiarize themselves with the stage, cameras, and any props or materials they may be using.
Pre-performance Instructions: Ensure each participant understands the competition guidelines and time constraints (e.g., “You have 5 minutes to perform”). Also, confirm the timing for transitioning from one participant to another to avoid delays.

Virtual Setup (for online events):

Ensure that participants performing virtually are familiar with the platform (Zoom, YouTube, etc.). Provide a clear link to the live stream or meeting room.
Tech Support: Have a dedicated technical support team available to assist virtual performers in case they encounter issues with their internet connection, camera, microphone, or software.
Testing Sessions: Schedule a brief pre-event testing session for virtual participants to ensure their equipment works properly.

2. Coordinate the Judging Process

Goal: Ensure that the judging process is fair, transparent, and efficient while maintaining consistency with pre-established criteria.

Judges’ Briefing:

Judges’ Preparation:

Pre-Competition Briefing: Prior to the event, ensure the judges are thoroughly briefed about the competition rules, judging criteria, and how they should evaluate each performance. Ensure they understand:

Criteria: Creativity, originality, relevance to the theme, execution, and technical quality (if applicable).
Scoring System: Whether they are using a numerical scale (e.g., 1-10) or a rubric (e.g., Excellent, Good, Fair, Poor).
Cultural Sensitivity: Remind the judges to be mindful of the diversity of the participants and their cultural expressions, ensuring fairness and respect.
Judging Panel Structure:

Number of Judges: Ensure that there is an appropriate number of judges based on the number of participants. Ideally, this should be an odd number to avoid tie situations.
Judge Roles: Assign a head judge or coordinator who can manage the flow of the competition and handle any disputes or issues that arise.

Judging During the Event:

Live vs. Pre-recorded Performances:

For live performances, judges will evaluate in real-time, taking notes during the performance. After each performance, they should be given time to score and provide feedback.
For pre-recorded performances, the judges should watch each entry in advance, ensuring they have ample time to score each performance before the live event.
Time Management: Be mindful of the time allocated for each judge to score and give feedback. Consider using timers to avoid long delays between performances.

Transparency and Confidentiality:

Ensure that the judges’ scores and comments remain confidential until after the competition ends. This will prevent any bias or undue influence from affecting their evaluations.

Scoring and Feedback:

Provide judges with a standardized feedback form or scoring sheet to ensure consistency in evaluations.
After the event, each participant should receive personalized feedback from the judges, offering constructive criticism and encouragement.

3. Manage the Event Logistics

Goal: Ensure smooth operations, including participant registration, volunteer coordination, and the overall flow of the competition.

Registration and Participant Management:

On-Site or Virtual Registration Desk:

In-person: Set up a registration table where participants check in, collect event materials (e.g., schedules, badges), and get directions to their performance areas.
Online: Ensure participants have access to a virtual check-in system. Provide them with a clear schedule and necessary links to the event platform.

Volunteer Coordination:

Pre-event Briefing: Before the competition begins, ensure that volunteers are briefed on their roles, responsibilities, and emergency protocols. This may include:

Assisting participants with technical setups or directions.
Helping manage the flow of performances by guiding participants on and off the stage.
Handling logistics, such as distributing scoresheets to judges or ensuring that participants have the correct equipment.
Point of Contact: Assign a volunteer manager to act as the primary point of contact for all issues during the event.

Event Flow:

Smooth Transition Between Performances:

Create a schedule or agenda that includes start times for each performance and adequate buffer times between each. Ensure there are no prolonged delays between performances.
If the event involves live performances, consider having a host or MC who can entertain the audience and introduce each performance while judges are scoring.

Time Management:

Keep track of time to ensure the event runs according to schedule. If there are delays, adjust the schedule accordingly to minimize disruptions.
Buffer Time: Include a few minutes between performances to allow participants to transition smoothly, and to give judges time to finalize their scores.

Technical Support:

Set up a dedicated technical team responsible for resolving any issues with audio/video equipment, virtual streaming platforms, or any other technical aspects of the event.
Provide participants with technical guidelines in advance, explaining what to do in case of problems.

Audience Engagement:

If the competition is streamed live or has an in-person audience, ensure there is some form of audience engagement, such as live voting (if applicable), chat rooms, or comment sections.
Create excitement by involving the audience, asking them to vote for their favorite performances, or commenting on social media with competition hashtags.

Post-Competition Wrap-Up:

Winner Announcements:

After the judges finalize their scores, organize an award ceremony or winner announcement session. If in person, this can be done on stage; if virtual, it can be a live-streamed broadcast.
Announce the winners, share feedback, and distribute prizes or recognition.
Feedback Collection:

Participant Feedback: Send out post-event surveys to gather feedback from the participants on their experience, asking about the event organization, technical support, judging process, and any suggestions for improvement.
Audience Feedback: If there was an audience, gather their feedback to improve future events.

Conclusion:
Effective management of competition day requires attention to detail, proactive coordination, and clear communication. By ensuring that the participants are well-prepared, the judges are aligned with the criteria, and the event logistics flow smoothly, SayPro will create an engaging and professionally managed competition experience that celebrates creativity and inclusivity.