SayPro Event Coordination: Scheduling Pitching Sessions and Assigning Judges.

Effective Event Coordination is crucial to ensuring that the SayPro Monthly Business Model Pitching event runs smoothly and efficiently. One of the key responsibilities of the SayPro Competitions Office is to coordinate the scheduling of pitching sessions and the assignment of judges to specific participants. This involves detailed planning, communication, and logistical oversight to ensure that each participant has a fair and organized opportunity to present their business model and that judges are appropriately assigned to evaluate the projects.

Below is a detailed breakdown of how the SayPro Competitions Office will manage the scheduling of pitching sessions and the assignment of judges for the January SayPro Monthly Business Model Pitching event under the SayPro Development Royalty.

1. Scheduling Pitching Sessions

A. Setting the Event Timeline

Before assigning individual pitching slots, the SayPro Competitions Office will define a clear event timeline. This timeline will include:

• Event Date and Time: The specific date and time when the pitching sessions will take place. The event could be virtual or in-person, and it will be scheduled to accommodate a variety of time zones (if virtual) or a convenient location (if in-person).
• Session Duration: Each pitching session will have a specific time limit, typically ranging from 10 to 20 minutes, depending on the number of participants. This includes:
  • Presentation Time: Time allocated for the participant to present their business model (e.g., 5-10 minutes).
  • Q&A Time: Time for the judges to ask questions and clarify details of the business model (e.g., 5-10 minutes).

B. Pitching Session Slots

The Competitions Office will divide the total event duration into individual pitching slots, with each participant receiving a specific time slot to present their business model. Considerations for this schedule include:

• Number of Participants: If there are many participants, the office will stagger the sessions over several days or time blocks.
• Session Flow: The office will ensure that there is a logical flow to the sessions, grouping similar types of business models together or scheduling certain keynotes or breaks between groups to maintain engagement.
• Participant Preferences: If possible, the office will accommodate any specific preferences from participants regarding the time slots. This is particularly important for those in different time zones or those with external scheduling constraints.

C. Scheduling and Notification

Once the sessions are divided into time slots, the SayPro Competitions Office will:

• Schedule the Sessions: Using a digital scheduling tool (like a calendar application or event management software), the office will assign each participant to a specific time slot.
• Send Confirmations: Participants will receive a formal schedule with their confirmed time slot and detailed instructions on how to access the event (whether through a video conferencing tool, a physical location, or another medium).
• Reminders: Participants will receive email reminders a few days before the event and then again on the day of the event to ensure they are prepared and arrive at their scheduled time.

2. Assigning Judges to Participants

A. Judge Selection

The SayPro Competitions Office will carefully select judges who have expertise in various areas such as:

• Business Strategy
• Market Research
• Technology
• Innovation
• Sustainability and Social Impact

Judges will be chosen based on their background and how their expertise aligns with the business models being pitched. The selection process will ensure that each participant’s business model is evaluated by judges with the appropriate skill set.

B. Balancing Judge Workload

To ensure a fair and balanced judging process:

• Equal Distribution: The office will aim to evenly distribute the number of pitches each judge is responsible for. This ensures no judge is overwhelmed with too many presentations, and each participant receives the attention they deserve.
• Expertise Matching: Judges will be assigned to projects that closely align with their area of expertise. For instance, a judge with a background in tech development may be assigned to review a tech-based startup pitch, while a judge with experience in sustainability might be assigned a green or socially responsible business model.

C. Judging Panel Structure

Each pitch will be evaluated by a panel of 3 to 5 judges. This diversity allows for balanced evaluations and ensures that different perspectives are considered when scoring the business models.

• Lead Judge: A lead judge may be assigned to each panel to oversee the process, ensuring that the evaluation process stays on track and remains unbiased.
• Score Coordination: The office will ensure that each judge receives a scoring template outlining the judging criteria, which includes creativity, innovation, feasibility, marketability, and overall business sustainability. Each judge will be asked to fill out their scorecard after reviewing each pitch.

D. Judge Communication and Training

To ensure consistency in scoring and decision-making, the SayPro Competitions Office will:

• Brief Judges: Before the event, the Competitions Office will host a pre-event briefing for the judges. During this session, judges will receive a clear overview of the judging criteria, how to use the scoring system, and what to look for in each business model pitch.
• Provide Scoring Guidelines: Judges will be provided with detailed instructions on how to use the scoring rubric and the expected weight for each category (e.g., creativity, innovation, business viability).
• Communication Channels: A dedicated communication channel (such as an email thread or messaging platform) will be set up to enable judges to communicate with the Competitions Office during the event. This is particularly useful in the case of any questions or technical issues.

3. Day-of Event Coordination: Finalizing Pitching Sessions and Judge Assignments

A. Pitching Schedule Confirmation

On the day of the event, the SayPro Competitions Office will:

• Confirm Session Timings: Ensure that all participants are present and ready to pitch at their scheduled time.
• Assign Final Slots: Handle any last-minute adjustments, such as rescheduling in case of technical issues or delays.
• Provide Updates: If needed, send out reminders or updates to participants and judges, ensuring everyone knows their roles and timing.

B. Facilitating Judging Assignments

The Competitions Office will:

• Direct Judges to Participants: Make sure that each judge is directed to the correct virtual room or physical location to assess their assigned participants’ business models.
• Ensure Smooth Transitions: As each pitch finishes, the office will manage smooth transitions between presentations and ensure that judges have enough time to deliberate and ask questions.

4. Post-Event Coordination: Gathering Results and Feedback

A. Collecting Scoring and Feedback

Once all pitches are completed:

• Judge Debrief: The Competitions Office will organize a debrief with judges to gather any additional feedback and ensure that all scoring is accurately entered into the system.
• Feedback Collection: Judges will also be asked to provide qualitative feedback, which will be shared with participants to help them refine and improve their business models.

B. Announcing Results

After collecting the scores and finalizing the results:

• Participant Notifications: The SayPro Competitions Office will notify participants of their individual performance, share scores, and provide a summary of the feedback.
• Public Announcement: The winners will be announced during a closing ceremony or via an internal communication platform, with a detailed breakdown of the top-ranking business models.

Conclusion

The SayPro Competitions Office plays a pivotal role in ensuring the success of the Monthly Business Model Pitching event by meticulously coordinating the scheduling of pitching sessions and assigning judges to specific participants. This careful planning and execution ensure that each business model receives a fair and thorough evaluation, that judges are aligned with their expertise, and that participants are given ample opportunity to present their ideas. By managing these logistical elements, the SayPro Competitions Office helps facilitate a smooth, engaging, and rewarding experience for all involved.