SayPro Compliance Checklist (to ensure all legal guidelines for event management are followed)

Certainly! Below is a detailed SayPro Compliance Checklist designed specifically to ensure that all legal and regulatory guidelines are followed during SayPro event management. This can be used internally by the SayPro Legal & Compliance Division, the Festival Management Office, and any project teams organizing official events or public forums.

✅ SayPro Compliance Checklist
Document Title: *SayPro Event Legal & Compliance Assurance Checklist*
Applies To: All SayPro Events (e.g., summits, community forums, training workshops, legal clinics, and public exhibitions)
Issued By: SayPro Legal & Compliance Division
Reviewed By: SayPro Festival Management Office
Version: Q1 2025 (Updated: January 2025)

📌 1. Overview

This checklist outlines the minimum legal, ethical, and procedural requirements that must be met during the planning and execution of SayPro events. It ensures transparency, safety, compliance with laws, and ethical conduct across all operational areas.

📑 2. Pre-Event Compliance Requirements

| Item | Description | Responsible | Status (Y/N) | Notes |
||-|-|–|-|
| Event Approval Form | Event concept approved by relevant SayPro division | Event Lead | | |
| Legal Risk Assessment | Legal team reviews event scope for regulatory risks | Legal Officer | | |
| Venue Compliance | Verify venue licensing, zoning, fire safety, and accessibility | Venue Manager | | |
| Public Liability Insurance | Insurance policy covering attendees and operations | Finance / Legal | | |
| Speaker Contracts | All external speakers signed standard engagement contracts | Legal / Admin | | |
| Data Protection Plan | POPIA compliance for all attendee data | ICT & Legal | | |
| Accessibility Audit | Venue and content reviewed for accessibility standards | Logistics Team | | |
| Health & Safety Certification | Emergency protocols, medical personnel, and first-aid stations | Event Safety Officer | | |

👥 3. Attendee & Participant Compliance

| Item | Description | Responsible | Status | Notes |
||-|-|–|-|
| ID Verification | All SayPro staff, stakeholders, and guests verified upon entry | Registration Desk | | |
| Consent Forms | Signed attendee consent forms for data usage and photos | Legal Assistant | | |
| Attendance Log | Accurate log of participants for legal and audit purposes | Compliance Desk | | |
| Code of Conduct Distribution | SayPro’s event code of conduct shared and acknowledged | Event Coordinator | | |
| Media Permissions | Permissions obtained for recording, live streaming, or photography | Media Officer | | |
| Accessibility Services | Availability of sign language, translation, and support staff | Accessibility Officer | | |

📜 4. Legal Documentation & Contracts

| Item | Description | Responsible | Status | Notes |
||-|-|–|-|
| Supplier Agreements | Contracts signed with all service providers | Procurement | | |
| Legal Disclaimers | Displayed on registration forms, programs, and digital platforms | Legal | | |
| Intellectual Property Clauses | Speaker agreements include IP ownership and reuse rights | Legal | | |
| Anti-Corruption Clause | All third-party partners sign anti-bribery compliance form | Ethics Officer | | |
| Emergency Protocol Plan | Legally reviewed and approved emergency action plan | Safety Officer | | |

🧾 5. Financial and Regulatory Compliance

| Item | Description | Responsible | Status | Notes |
||-|-|–|-|
| Budget Approval | Final budget approved by Finance and Legal teams | Finance | | |
| Tax Compliance | VAT, withholding tax, or municipal fees paid if applicable | Finance Officer | | |
| Vendor Tax Certificates | All vendors submit up-to-date compliance certificates | Procurement | | |
| Procurement Audits | Random audit of procurement process for fairness and compliance | Audit Officer | | |

🏁 6. Post-Event Legal Follow-Up

| Item | Description | Responsible | Status | Notes |
||-|-|–|-|
| Incident Reports | Any legal or safety issues documented and submitted | Safety & Legal | | |
| Legal Debrief | Compliance team review and log all legal outcomes or concerns | Legal Officer | | |
| Participant Feedback Survey | Includes compliance-related questions | M&E Team | | |
| Certification of Compliance | Final compliance certificate issued by Legal Division | Head of Legal | | |
| Data Archiving | Secure digital storage of participant data and consent forms | ICT & Legal | | |

📎 7. Attachments (Supporting Documents)

– Sample Consent Form (POPIA Compliant)
– Speaker & Vendor Contract Templates
– Event Risk Assessment Template
– SayPro Code of Conduct for Events
– Insurance Certificate (Event Liability Coverage)
– Accessibility Assessment Form
– Emergency & Evacuation Plan Template

👨‍⚖️ 8. Compliance Oversight Team

| Name | Title | Division | Contact |
||-|-||
| Zanele Mbatha | Head of Legal & Compliance | SayPro Legal Division | zanele.legal@saypro.org |
| Boitumelo Nkosi | Deputy Compliance Officer | Risk & Ethics Office | bnkosi@saypro.org |
| Naledi Masango | Event Compliance Coordinator | Festival Management | naledi.events@saypro.org |

📌 Usage Guidelines

– This checklist must be initiated at the event planning phase and submitted for approval no later than 14 working days before the event.
– Non-compliance at any stage must be flagged immediately to the Head of Compliance and resolved prior to event commencement.
– Archived checklists are kept as official documentation for internal audits, donor reports, and governmental review.

Would you like this converted into a fillable PDF form, Google Sheets checklist, or editable Word document? I can also help automate it via a workflow tool like Notion or Airtable if you’re managing multiple events.