SayPro Compliance Checklist Template – To ensure all legal and regulatory requirements are met for event management and content.

✅ SayPro Compliance Checklist Template
For Event Management & Content Compliance
Version 1.0 – April 2025

📅 Section 1: Pre-Event Compliance Planning

1. Legal Documentation
– [ ] Obtain necessary permits/licenses (venue, food, alcohol, sound, etc.)
– [ ] Draft and review contracts with vendors, sponsors, speakers, and performers
– [ ] Secure liability insurance and validate vendor/supplier insurance certificates
– [ ] Ensure trademarks/copyrights are cleared for content, logos, and branding
– [ ] Confirm all intellectual property used has proper licensing or written permission

2. Regulatory Compliance
– [ ] Check for local government regulations (e.g., noise ordinances, fire codes)
– [ ] Confirm COVID-19 health and safety requirements, if applicable
– [ ] Ensure event complies with disability and accessibility laws (ADA or local equivalents)
– [ ] Verify adherence to industry-specific regulations (e.g., health expos, youth events)

3. Data Protection (GDPR/POPIA/Other)
– [ ] Update Privacy Policy to reflect data collected from event attendees
– [ ] Obtain explicit consent for email marketing and data processing
– [ ] Set up secure systems for registration and data storage
– [ ] Train staff on data privacy protocols

🎤 Section 2: Event Content Compliance

4. Speaker & Content Review
– [ ] Vet speaker bios and presentations for compliance with SayPro policies
– [ ] Pre-approve all slides, handouts, and videos for copyright issues
– [ ] Review sponsorship and branded content for fairness and transparency
– [ ] Ensure equal representation (gender, race, etc.) in speaker line-up

5. Marketing and Advertising
– [ ] Confirm all promotional materials comply with truth-in-advertising standards
– [ ] Include disclaimers for promotional claims (if any)
– [ ] Clearly identify sponsored content
– [ ] Avoid discriminatory, offensive, or misleading language in all materials

🛠️ Section 3: On-Site Event Execution

6. Health & Safety
– [ ] Implement approved emergency procedures (evacuation, first aid)
– [ ] Ensure security personnel are briefed and legally certified
– [ ] Provide accessibility accommodations (ramps, interpreters, etc.)
– [ ] Set up signage and sanitation in line with health regulations

7. Staff & Volunteer Compliance
– [ ] Conduct briefings and training on legal requirements and SayPro values
– [ ] Ensure volunteers sign waivers and NDAs
– [ ] Assign compliance officers or monitors for key roles

📄 Section 4: Post-Event Compliance

8. Financial Reporting
– [ ] Ensure proper invoicing and payment records are retained
– [ ] Report taxes and VAT as per jurisdictional requirements
– [ ] Complete reconciliation reports with audit trails

9. Content Archiving & Rights
– [ ] Archive event content with appropriate usage rights and metadata
– [ ] Notify attendees about recordings/photos and usage policies
– [ ] Fulfill any data deletion or opt-out requests per privacy laws

10. Feedback and Documentation
– [ ] Collect feedback forms for continuous improvement and compliance tracking
– [ ] Create a post-event compliance report summarizing legal and risk issues encountered
– [ ] Record any incidents or violations for future review

📎 Attachments (Optional)
– Sample Liability Waiver Form
– Template: Speaker Content Approval Form
– GDPR/POPIA Consent Form
– Risk Assessment Checklist
– Code of Conduct for Event Attendees

🔄 Review Schedule
– [ ] Reviewed by Legal Team: __________
– [ ] Reviewed by Event Compliance Officer: __________
– [ ] Next Scheduled Review: __________

Let me know if you want this as a downloadable Word or PDF document, or if you’d like a version tailored to a specific country or industry (e.g., South Africa under POPIA, or the EU with GDPR).