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SayPro Event Planning Checklist.
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.
Email: info@saypro.online Call/WhatsApp: Use Chat Button 👇
📌 Event Title: __________________________________
📅 Event Date: _________________________________
🧑💼 Event Coordinator: __________________________
✅ 1. Pre-Planning Phase
| Task | Description | Assigned To | Deadline | Status |
|---|---|---|---|---|
| Define Event Objectives | Clarify purpose: donor acquisition, awareness, etc. | |||
| Set Budget | Determine total budget and allocate funds accordingly | |||
| Select Date & Time | Choose a date that aligns with your target audience | |||
| Choose Event Format | Virtual (webinar), Physical, Hybrid | |||
| Identify Target Audience | Donors, sponsors, partners, general public | |||
| Secure Venue / Platform | Book venue or online platform (e.g., Zoom) | |||
| Obtain Approvals | Get internal sign-off on plan and budget |
✅ 2. Planning & Promotion Phase
| Task | Description | Assigned To | Deadline | Status |
|---|---|---|---|---|
| Develop Event Theme | Create a compelling and consistent event message | |||
| Create Guest List | Compile a list of donors and target attendees | |||
| Design Invitations | Create and approve invitations or digital flyers | |||
| Send Out Invites | Send invitations via email, SMS, or mail | |||
| Promote on Social Media | Schedule and post content across all SayPro platforms | |||
| Write Press Release | Prepare and distribute to local media | |||
| Prepare Materials | Presentations, banners, name tags, brochures, etc. | |||
| Coordinate with Vendors | Catering, tech support, printing, transport, etc. |
✅ 3. One Week Before Event
| Task | Description | Assigned To | Deadline | Status |
|---|---|---|---|---|
| Confirm RSVPs | Follow up with invitees who haven’t responded | |||
| Finalize Run of Show | Timeline of event proceedings and speakers | |||
| Test Equipment | AV check, internet connection, streaming software | |||
| Send Reminders | Email/SMS reminder to attendees with final details |
✅ 4. Event Day
| Task | Description | Assigned To | Time | Status |
|---|---|---|---|---|
| Set Up Venue / Platform | Physical setup or open digital platform | |||
| Greet Attendees | Registration or welcome message online | |||
| Run the Event | Moderate activities and stick to timeline | |||
| Capture Content | Photos, video recordings, testimonials | |||
| Collect Donations | Via online forms, pledge cards, QR codes |
✅ 5. Post-Event Follow-Up
| Task | Description | Assigned To | Deadline | Status |
|---|---|---|---|---|
| Send Thank You Notes | To attendees, speakers, and sponsors | |||
| Share Event Recap | Post highlights on website and social media | |||
| Evaluate Outcomes | Compare goals vs. actual results | |||
| Collect Feedback | Send post-event surveys to participants | |||
| Update Donor Database | Add new contacts and update existing profiles | |||
| Report to Leadership | Submit full report on event performance |
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