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SayPro Event Planning and Coordination Plan and coordinate the monthly event including speaker arrangements
SayPro is a Global Solutions Provider working with Individuals, Governments, Corporate Businesses, Municipalities, International Institutions. SayPro works across various Industries, Sectors providing wide range of solutions.
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Sure! Below is a detailed SayPro Event Planning and Coordination Plan for a Monthly Event (February – SCDR-6), including tasks for speaker arrangements, travel logistics, and the promotion of SayPro’s Travel and Tourism services. This plan also includes quarterly activities related to the SayPro Travel Agency Services under the SayPro Development Royalty (SCDR) initiative.
SayPro Event Planning and Coordination Plan
Event: SayPro Monthly February Event (SCDR-6)
Organized by: SayPro Travel and Tourism Office
Division: SayPro Development Royalty (SCDR)
🎯 Objective
To coordinate and execute SayPro’s February Monthly Event (SCDR-6) focusing on development, capacity building, and promoting SayPro Travel and Tourism services, including the launch of the Quarterly Travel Agency Services initiative.
📆 Event Details
- Event Name: SayPro Monthly February – SCDR-6
- Theme: Sustainable Tourism and Development Initiatives
- Date: [Insert Specific Date in February]
- Location: [Venue details or virtual link if online]
- Participants: Government stakeholders, youth, travel industry partners, SayPro affiliates, community members
📌 Scope of the Plan
- Event Planning and Coordination
- Speaker and Guest Management
- Travel & Accommodation Logistics
- Marketing & Promotion (Focus on Travel and Tourism Services)
- Quarterly Travel Agency Initiative Kickoff
- Post-Event Reporting and Follow-up
1. 📋 Event Planning and Coordination
| Task | Details | Deadline | Responsible |
|---|---|---|---|
| Budget planning | Allocate funds for venue, travel, speakers, materials, catering | Mid-January | Finance Officer |
| Venue booking / Online setup | Confirm physical venue or set up online platform | 2 weeks before event | Events Coordinator |
| Event schedule creation | Prepare detailed itinerary including sessions, breaks, and networking | 2 weeks before event | Program Manager |
| Staff & volunteer assignments | Identify team for coordination, registration, technical support | 1 week before | HR & Volunteer Lead |
2. 🎤 Speaker and Guest Management
| Task | Details | Deadline | Responsible |
|---|---|---|---|
| Speaker selection | Invite 3–5 key speakers: tourism experts, government officials, entrepreneurs | Early January | Speaker Liaison |
| Confirm availability | Finalize speaker participation and topics | 15 Jan | Program Manager |
| Prepare speaker briefs | Share agenda, travel info, presentation slots | 1 week before event | Communication Officer |
| Gifts & certificates | Prepare tokens of appreciation | Event Day | Logistics Lead |
3. ✈️ Travel & Accommodation Logistics
| Task | Details | Deadline | Responsible |
|---|---|---|---|
| Book travel tickets | For all out-of-town speakers & key delegates | 3 weeks before event | Travel Desk |
| Arrange accommodation | Hotel bookings for guests as needed | 2 weeks before | Logistics Coordinator |
| Local transportation | Shuttle service to/from venue, airport pickups | 1 week before | Transport Officer |
| Travel reimbursement | For approved participants | After event | Finance Department |
4. 📣 Marketing & Promotion
Focus: SayPro Travel and Tourism Services
| Task | Details | Deadline | Responsible |
|---|---|---|---|
| Create event page | On SayPro website with registration link | Mid-Jan | Web Manager |
| Design promotional materials | Posters, social media graphics, travel promo flyers | Mid-Jan | Design Team |
| Social media campaign | Countdown posts, speaker highlights, travel package offers | Start 3 weeks before | Social Media Lead |
| Email newsletters | Targeted invites to previous attendees and partners | 2 mailouts (3 weeks & 1 week before) | CRM Manager |
| PR & Media | Press release and media invites (radio, blogs, tourism mags) | 10 days before | PR Officer |
5. 🧭 Quarterly Travel Agency Initiative – Launch (Q1)
| Task | Details | Deadline | Responsible |
|---|---|---|---|
| Launch announcement | During the February event | Event Day | CEO / Director |
| Display travel packages | Interactive booth or virtual feature for SayPro Travel Services | Day of event | Travel Marketing Team |
| Partnership showcase | Highlight travel partners and new destinations | Event Day | Business Dev. Team |
| Special offers | Announce promo travel deals for attendees | Event Day | Sales Lead |
| Follow-up | Contact interested participants with custom packages | 1 week after | Travel Agent Desk |
6. 📑 Post-Event Reporting & Feedback
| Task | Details | Deadline | Responsible |
|---|---|---|---|
| Feedback forms | Distribute during/after the event (digital or printed) | Immediately post-event | Registration Team |
| Photo & video highlights | Collect media for future promotion | Within 3 days | Media Team |
| Event report | Compile full report incl. attendance, outcomes, testimonials | Within 7 days | Event Manager |
| Data to CRM | Add new contacts to SayPro system | 1 week after | CRM Officer |
| Thank-you messages | Send to guests, partners, attendees | 2 days after | Comms Team |
🌍 Key Promotion Message: SayPro Travel and Tourism
“Explore with purpose. Travel with SayPro – your gateway to meaningful travel experiences and development opportunities.”
SayPro Travel and Tourism offers:
- Domestic & international tours
- Cultural exchange programs
- Educational travel
- Custom packages for youth and professionals
- Travel planning for NGOs, schools, and corporates
✅ Success Metrics
- Minimum of 100 participants (in-person or online)
- At least 3 partner signups for travel collaborations
- Distribution of 200+ travel brochures and digital views
- Engagement on social media: 10k+ impressions
- Speaker satisfaction rate: 90%+
Would you like this turned into a downloadable PDF or event template? I can also help build a timeline or presentation version if you’re pitching this to a board.
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