SayPro Event Logistics and On-Site Activation Manager Coordinate with logistics teams to ensure all materials, signage, and branding assets are delivered and set up on time.

Certainly! Here’s a detailed and professional write-up for the responsibility of coordinating with logistics teams to ensure timely delivery and setup of sponsor materials under the role of the SayPro Event Logistics and On-Site Activation Manager:

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SayPro Event Logistics and On-Site Activation Manager

Responsibility: Coordination of Timely Delivery and Setup of Sponsor Materials
Department: SayPro Festival Management Office
Oversight: SayPro Development Royalty (SDR)

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Objective:

To ensure all sponsor-related materials—including signage, promotional items, and branded assets—are delivered, assembled, and fully operational on-site in accordance with the event schedule and sponsor requirements.

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Key Responsibility: Coordinate with Logistics Teams to Ensure Timely Delivery and Setup of All Sponsor Materials

The SayPro Event Logistics and On-Site Activation Manager is responsible for overseeing the end-to-end coordination of physical sponsor materials. This includes close collaboration with internal logistics, external vendors, and sponsor teams to guarantee all branded elements are delivered, installed, and activated on time and in alignment with event standards.

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Detailed Actions:

1. Pre-Event Logistics Planning:
   • Create a detailed timeline for sponsor material deliveries, staging, and installation based on the master production schedule.
   • Coordinate load-in and access times with venue operators and logistics teams to avoid conflicts and ensure smooth entry for deliveries.
2. Sponsor Asset Inventory & Verification:
   • Maintain a master checklist of all sponsor-provided materials and SayPro-supplied branding assets (e.g., banners, flags, signage, displays).
   • Verify quantity, quality, and condition of items upon delivery to prevent delays during setup.
3. Vendor and Supplier Coordination:
   • Communicate setup requirements and schedules with booth builders, printing companies, decorators, and signage vendors.
   • Ensure all materials arrive on-site with sufficient lead time for installation, testing, and adjustments.
4. On-Site Setup Supervision:
   • Oversee the physical setup of sponsor assets including:
     • Booth construction
     • Digital screens and displays
     • Branded décor and signage
     • Product placement units
   • Conduct on-site inspections to ensure correct placement, structural stability, and visual accuracy.
5. Time-Sensitive Troubleshooting:
   • Identify and resolve any delivery delays, missing items, or last-minute changes immediately.
   • Provide contingency planning for late arrivals or damaged materials (e.g., backup signage, temporary fixes).
6. Cross-Team Communication:
   • Serve as the primary liaison between sponsor teams, SayPro logistics staff, and production crews.
   • Ensure real-time coordination between activation zones and central logistics for smooth operations.
7. Compliance and Brand Standards:
   • Confirm that all installed materials adhere to sponsor branding guidelines and SayPro festival presentation standards.
   • Ensure safety protocols are followed during heavy equipment movement and installation activities.

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Results of Effective Logistics Coordination:

• Sponsor materials are professionally installed, functional, and visually impactful.
• Delays and disruptions are minimized, preserving the event timeline and sponsor confidence.
• Sponsors experience a seamless, stress-free setup process, leading to higher satisfaction and long-term loyalty.
• SayPro maintains a polished, cohesive festival environment that reflects operational excellence.

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