SayPro Pre-Competition Preparation: Announce the competition on SayPro’s website, internal communications, and social media to encourage participation. Set up the registration system, making it easy for parents to submit their children’s details and performance information.

SayPro Pre-Competition Preparation

The pre-competition preparation phase is essential to ensure that the SayPro Development Quarterly Pre-School Singing Competition is organized efficiently, attracts a diverse pool of participants, and follows a smooth and clear process. This phase involves promoting the event, setting up the registration system, providing clear submission guidelines, and selecting a qualified judging panel.

Here’s a detailed breakdown of the pre-competition preparation steps:

1. Announce the Competition

To ensure the competition reaches as many potential participants as possible, a well-executed announcement strategy will be implemented. This involves leveraging multiple channels to inform the public and engage the target audience.

Website Announcement
The competition will be prominently featured on the SayPro website. A dedicated landing page will be created to provide detailed information about the event, including:

Overview of the competition
Age eligibility
Registration instructions
Key dates (registration deadline, competition date)
Prize information (if applicable)
Judging criteria and guidelines
Links to the registration form and consent form

Internal Communications
SayPro’s internal staff, volunteers, and partners will be informed through emails and internal communication channels about the competition. This allows staff to promote the event to their networks and to assist with registration when necessary.

Social Media Promotion
SayPro will utilize its social media platforms (e.g., Facebook, Instagram, Twitter) to create buzz and excitement about the competition. Social media posts will include:

Event teasers and countdowns
Links to the registration form and guidelines
Fun, engaging content (e.g., videos or photos from past events, reminders about the competition’s fun and educational value)
A call to action encouraging parents to sign up their children

Local Outreach
SayPro will also partner with local schools, daycare centers, and early childhood organizations to spread the word about the competition. Flyers, posters, or digital newsletters may be sent to these institutions to encourage parents to register their children.

2. Set Up the Registration System

An easy-to-navigate registration system will be essential for ensuring that parents can quickly and efficiently submit their child’s details and performance information.

Online Registration Form
A user-friendly online registration system will be set up on SayPro’s website, where parents can easily submit the following details:

Child’s Personal Information Name, age, and contact information
Song Selection Title of the song the child plans to perform
Performance Description Brief explanation of why the child chose the song and how it connects to their interests or background
Parent/Guardian Details Contact information for the parent or guardian
Consent Form Option for parents to electronically sign the SayPro Consent Form for media use
Video Submission (if applicable) A section where parents can upload performance videos (either a link to an external platform like YouTube or a direct file upload, depending on the system setup)

Automated Confirmation Emails
After the registration form is submitted, an automated confirmation email will be sent to the parent/guardian. This email will:

Confirm successful registration
Provide a registration number or reference
Outline important competition dates (e.g., submission deadlines, event day)
Include contact information for any further questions

Technical Support
A dedicated team will be available to assist parents with any technical difficulties they encounter while registering. Parents will have the option to contact SayPro via email or phone for assistance during the registration period.

3. Provide Clear Submission Guidelines

Providing clear and detailed submission guidelines is crucial for ensuring that all participants submit appropriate and high-quality entries. The guidelines will be included in the registration process and sent out via email once parents complete registration.

#Guidelines for Song Choice

Appropriateness
Songs must be appropriate for young children, both in terms of language and themes. Songs should be fun, educational, and simple enough for pre-school-aged children to sing confidently.

Cultural and Personal Relevance
Participants are encouraged to select songs that resonate with their cultural background or personal preferences. This helps ensure that the child enjoys performing and feels connected to the song.

#Video Submission Guidelines (if applicable)

Video Length

The video must be 1-3 minutes long, showcasing the child performing their chosen song in its entirety (or a substantial portion of it if the song is longer).
Video Quality

The video should be clear and well-lit to showcase the child’s voice and expression. Parents should avoid excessive background noise and ensure the camera is stable and focused on the child.
Performance Style

The video should capture the child’s full performance, including any physical gestures, actions, or simple movements they may incorporate as part of their interpretation of the song.

#Performance Requirements

Solo Performance

Each child must perform solo (accompanied by a parent or guardian, if necessary, but not singing or performing themselves).
Stage Presence

Children are encouraged to engage with their audience through eye contact, body movement, and enthusiasm.
Props and Costumes

Props and costumes are optional, but they must be safe and age-appropriate. Costumes should not overpower the child’s performance or distract from their singing.

4. Select a Panel of Judges

A qualified panel of judges will be chosen to assess the children’s performances. This group will consist of individuals with expertise in music, early childhood development, and performance.

#Judge Selection Criteria

Music Educators
The judging panel will include music educators with experience in early childhood music education, vocal training, or children’s performance.

Experienced Performers
Judges may also include experienced performers, such as professional musicians, actors, or vocalists, who can provide a performance-based perspective.

SayPro Staff
SayPro staff who are familiar with the event and the organization’s goals for the competition may also serve on the panel, ensuring that the event stays aligned with SayPro’s mission of fostering creativity, education, and fun.

#Judging Criteria

Judges will be informed of the following criteria to ensure consistency in evaluation:

Vocal Clarity and Quality

The judges will evaluate the child’s voice clarity, pitch, tone, and overall vocal performance.
Creativity

The child’s ability to infuse creativity into their performance, whether through unique interpretation, gestures, or vocal expression, will be assessed.
Stage Presence

Judges will assess how confidently and comfortably the child presents themselves, including how engaged and energetic they are during the performance.
Adherence to Guidelines

The judges will consider how well the child’s performance follows the event guidelines, including appropriate song choice, video quality (if applicable), and overall presentation.

5. Final Preparations

Event Logistics
SayPro will finalize all event logistics, such as performance order, technical setup for the event day (microphones, sound systems), and volunteer assignments. Volunteers will be briefed on their roles (e.g., assisting parents, guiding participants, managing stage areas).

Pre-Event Communication
A few days before the competition, reminder emails will be sent to parents and guardians, reiterating the event details, competition schedule, and performance expectations.

Conclusion

The SayPro Pre-Competition Preparation phase is a critical component of the competition’s success. By strategically announcing the event, providing clear registration and performance guidelines, and carefully selecting a panel of judges, SayPro will ensure a well-organized and enjoyable competition experience for all participants. The preparation phase lays the groundwork for a smooth event and encourages a large number of pre-school-aged children to participate, fostering creativity and self-expression in young performers.