SayPro Event Organizers: SayPro’s Development Office will manage the competition, from organizing registration to managing the technical and logistical aspects of the event. They will ensure all submissions and performances meet the event guidelines.

SayPro Event Organizers

The SayPro Development Office will take the lead in coordinating and delivering the SayPro Development Quarterly Pre-School Singing Competition (Event Code: SCDR-3-31, scheduled for 01 January). As the central administrative and operational body of SayPro, the Development Office ensures that all aspects of the event—from planning and logistics to participant support—are executed with professionalism, inclusivity, and care.

Planning and Coordination

The Development Office will oversee the end-to-end planning process, which includes:

Establishing the Event Timeline: Setting key dates for registration, submission deadlines, rehearsals, and performance schedules.
Venue and Infrastructure Management: Securing a suitable and child-friendly venue that accommodates both in-person performances and technical needs such as sound systems, lighting, and seating arrangements.
Program Design: Creating a detailed event program that outlines the order of performances, breaks, and awards or recognition segments.

Registration and Participant Support

Managing Registrations: The team will facilitate the registration process through online and/or paper forms, collecting necessary details from parents or guardians.
Communication with Families: Event organizers will maintain regular communication with participating families to provide:

Event updates and reminders,
Guidelines for performance preparation,
Technical submission instructions (e.g., for pre-recorded video entries, if applicable).
Documentation Collection: The Development Office will oversee the collection and organization of required forms, including consent forms, participant information sheets, and media release agreements.

Technical and Logistical Operations

Stage Management: Organizers will manage the event setup, including:

Stage design and decoration appropriate for a pre-school audience,
Audio-visual equipment,
Microphone checks and rehearsal coordination.
Performance Flow: SayPro staff will coordinate the order of performances, manage backstage movement, and ensure children are ready and supported before going on stage.
Submission Oversight: For participants submitting pre-recorded videos, organizers will:

Review submissions for guideline compliance,
Ensure video quality and format compatibility,
Integrate accepted submissions into the event program (e.g., via digital projection).

Guideline Enforcement and Quality Assurance

The Development Office is responsible for ensuring that all performances and entries adhere to established event guidelines. This includes:

Reviewing content for appropriateness (age, theme, and tone),
Verifying that entries align with SayPro’s values of cultural appreciation, inclusivity, fun, and education.
They will also work closely with the judging panel to ensure consistency in scoring practices and to coordinate the collection of feedback.

Event Day Management

On the day of the competition, SayPro’s team will:

Welcome families and provide them with event programs and instructions,
Manage participant check-ins and ensure children are safely accompanied by guardians,
Oversee technical operations (sound, visuals, lighting),
Coordinate the movement of performers on and off stage,
Ensure the environment is safe, inclusive, and child-centered throughout the day.

Post-Event Follow-Up

After the competition, the Development Office will:

Distribute certificates of participation and any awards or tokens of appreciation,
Send thank-you messages to participants, parents, judges, and volunteers,
Collect feedback to improve future events,
Compile a short event report or media summary highlighting key moments and outcomes.

The SayPro Development Office is committed to making the Pre-School Singing Competition a seamless, joyful, and meaningful experience for all involved. Their behind-the-scenes efforts ensure the event is not only well-executed but also aligned with SayPro’s broader goal of nurturing confident, creative, and culturally aware young learners.

Would you like this section adapted into an internal planning document or checklist format for the organizing team?