SayPro Competition Period: Monitor registration and ensure that all required documents are submitted by the deadline.

SayPro Competition Period

The SayPro Competition Period covers the time from when registration opens until the conclusion of the event day. During this phase, the event organizers and volunteers work diligently to ensure that all participants are properly registered, all required documents are submitted, and that the actual competition day is well-managed. This phase is critical for delivering a successful and enjoyable experience for both participants and the audience.

1. Monitor Registration and Document Submission

As the registration period progresses, it’s essential to ensure that all participants have completed the required steps and submitted the necessary documentation. This phase involves tracking submissions, following up with parents/guardians, and confirming that all aspects of the registration are in order.

Monitor Registration Progress

Track Registered Participants:

Use a centralized registration system to monitor the progress of registrations. Ensure that all details, including personal information, song choice, and performance description, are correctly submitted by each participant.
Create a registration checklist to ensure that all required forms (registration, consent form, video submission) are received on time.
Send periodic reminder emails to parents who have not yet submitted all required documents, emphasizing the approaching deadline for registration.

Check for Incomplete or Incorrect Submissions:

Review each registration submission to confirm that all required fields are filled out correctly and that parents have uploaded the necessary documents (e.g., song choice, consent forms, and videos).
If any submission is incomplete or missing documents, promptly notify the parent or guardian and request the missing information.

Confirm Submission Deadlines:

The registration and document submission deadlines must be strictly adhered to. Clearly communicate these deadlines through emails, on the website, and in social media reminders.
As the deadline approaches, send final reminder emails to ensure all registrations are completed in time.

2. Coordinate with Parents for Performance Videos or Live Performances

Once registration is confirmed, the next step is to coordinate with parents to collect the performance videos or to organize live performances at the event venue. This step ensures that every child is prepared to perform and that their performance is captured in the right format.

Performance Video Submissions (if applicable)

Instructions for Video Submission:

For participants submitting performance videos online, provide clear and concise guidelines on video quality, length, and how to submit the video (e.g., uploading to a platform like YouTube, or submitting via an online form).
Ensure that all videos are submitted by the deadline and meet the competition’s technical requirements (e.g., clear audio, good lighting, appropriate framing).

Review Video Submissions:

After video submissions are received, review them to ensure they meet the guidelines. This includes checking for proper video length, clarity, and quality.
If any videos are unclear or fail to meet the standards, notify parents and request a re-submission, if necessary.

Alternative: Live Performances at the Venue:

If the competition includes live performances at a venue, coordinate with parents to ensure the child is ready to perform on the designated day.
Rehearsals or Pre-Event Preparations:

Offer a pre-event rehearsal or practice session (optional) for children who will perform live. This session can help children become familiar with the stage, sound equipment, and any potential performance challenges.

Ensure that each child knows their performance time and is aware of the event’s logistics (e.g., where to arrive, when to perform, and how to behave backstage).

3. Organize the Competition Day

On the day of the competition, it’s crucial to ensure that everything runs smoothly, from the technical setup to the performances themselves. This includes managing the event venue, coordinating with volunteers, overseeing the schedule, and ensuring that all technical and logistical aspects are in place.

Venue Setup and Logistics

Event Space Preparation:

Prepare the event venue in advance, ensuring it is clean, safe, and ready for the performances. This includes setting up the stage area, seating for the audience, sound systems, lighting, and any other technical equipment necessary for the performances.
Signage should be displayed clearly, guiding participants and their families to the appropriate areas (e.g., registration desks, backstage, performance area).

Technical Setup:

Test all technical equipment, including microphones, speakers, and any backing tracks or instrumentals that children may use during their performances.
Ensure the audio-visual equipment is functioning properly to capture the performances clearly, especially if the event will be recorded or livestreamed.

Volunteers and Staff:

Assign specific tasks to volunteers, ensuring they know their responsibilities. Tasks may include:

Checking in participants and directing them to the backstage area
Ensuring performers are ready and lined up for their performance time
Handling any technical issues that may arise
Assisting the audience with seating and directions
Managing the stage area to ensure safety

Event Schedule Management

Create a Detailed Event Schedule:

Prepare a timeline for the competition day, including:

Arrival times for participants and volunteers
Performance order for each child (ensuring a balanced mix of performers throughout the event)
Scheduled breaks for the audience and participants
Estimated award ceremony time and closing remarks
Ensure the schedule is distributed to all volunteers and staff before the event.

Ensure Timely Transitions Between Performances:

Keep the competition moving smoothly by managing time effectively. Volunteers should be ready to cue participants when it’s their turn to perform and to make any transitions between performances quick and seamless.

Audience Engagement and Participation

Audience Seating:

Ensure there is sufficient seating for the audience (family members, friends, etc.). Have clear directions or signage that guides them to their designated areas.
Engage with the Audience:

Encourage audience participation during performances through positive reinforcement and applause. Consider interactive elements such as having the audience cheer for their favorite performances.
Live Feedback:

If appropriate, allow for live commentary or positive feedback from judges or hosts, providing encouragement and support for the children.

Post-Competition Activities

Award Ceremony:

Organize a short awards ceremony at the end of the competition to celebrate all participants. While the event is focused on fun and participation, acknowledging each child’s performance is important. Offer certificates or small prizes for all participants to celebrate their hard work.
Thank You and Acknowledgments:

Thank all volunteers, judges, and participants for their efforts. Ensure that any follow-up communication (e.g., certificates, media links) is promised and delivered promptly after the event.

Conclusion

The SayPro Competition Period ensures a smooth and enjoyable experience for all involved. By carefully monitoring registration, collecting performance videos or organizing live performances, and organizing every aspect of the competition day, SayPro ensures that the event is well-coordinated and that every child has the opportunity to perform in a supportive and positive environment. This period involves significant attention to detail in managing schedules, technical equipment, volunteers, and audience engagement, all contributing to the overall success of the SayPro Development Quarterly Pre-School Singing Competition.

Would you like assistance with organizing specific details or documents for the competition period? Feel free to ask!