SayPro Event Coordinator: Event Logistics: Organize event schedules, team matches, and the registration process for participants.

SayPro Event Coordinator

Program: SayPro January SCDR.4.18.4 Development
Role Focus: Event Logistics, Match Scheduling, Registration Management
Duration: Pre-camp Preparation + 5-Day Camp Execution

Objective:

To ensure the smooth and efficient execution of the SayPro eSports Camp by managing all logistical aspects of the event. This includes organizing the participant registration process, structuring daily schedules, coordinating team matches, and providing real-time logistical support during the 5-day program. The Event Coordinator is the operational backbone of the camp, ensuring that all participants, instructors, and facilitators are informed, prepared, and running on time.

Core Responsibilities:

1. Participant Registration and Onboarding:

Design and manage the pre-event registration process, including:

Online sign-up forms and participant data collection (e.g., gamer tags, preferred games, skill levels).
Health and safety disclosures, parental consent forms (if applicable).
Payment processing (if required) and confirmation emails.
Create and distribute a Welcome Pack for participants that includes:

Camp itinerary
Rules and code of conduct
Equipment checklist
Contact points for support

2. Event Scheduling and Daily Program Coordination:

Develop a comprehensive 5-day schedule covering:

Workshop and training session times
Breaks, wellness activities, and meal periods
Scrimmage and tournament match slots
Keynote speakers or guest appearances (if applicable)
Coordinate with instructors and coaches to align logistics with content delivery.
Monitor timing and transitions between activities to keep the program running smoothly and on schedule.

3. Matchmaking and Team Assignments:

Organize initial team creation based on registration data (skill level, preferred games, roles).
Develop and release match schedules for practice rounds, scrimmages, and tournaments.
Use bracket systems (e.g., round-robin, elimination formats) for Day 5 championship matches.
Update scoreboards and match results in real-time to keep participants and spectators informed.

4. Venue and Equipment Logistics (for in-person or hybrid camps):

Coordinate physical or digital venue setup, including:

Gaming stations, network configurations, headsets, monitors
Seating arrangements and signposting
Sanitation stations, hydration points, and rest zones
Conduct pre-event tech checks and support instructors with equipment setup.

5. Real-Time Communication and Participant Support:

Set up and manage communication channels (e.g., Discord, WhatsApp groups, internal apps) to:

Send out announcements, schedule changes, and reminders
Facilitate communication between staff and participants
Manage lost items, tech issues, or other urgent concerns
Be the first point of contact for participant or parent inquiries.

6. Record Keeping and Post-Event Wrap-Up:

Collect attendance logs, feedback surveys, and performance data from instructors.
Compile a post-event report summarizing:

Participant turnout
Event highlights
Challenges and suggestions for future camps
Send out thank-you emails, certificates of participation, and follow-up communications.

Tools and Platforms (Suggested):

Google Workspace or Microsoft 365 (for schedules, rosters, and feedback forms)
Challonge, Toornament, or Smash.gg (for tournament brackets and match tracking)
Discord or Slack (for live updates and internal communication)
Excel or Airtable (for participant tracking and team management)

Expected Outcomes:

By the end of the camp, the Event Coordinator will have:

Successfully registered, scheduled, and supported all participants through the entire 5-day experience.
Ensured that all events, matches, and training blocks ran on time and with minimal disruption.
Facilitated a well-organized, enjoyable, and professional camp experience for both staff and attendees.
Captured feedback and logistics data to improve future SayPro eSports events.