SayPro Pre-Event Preparation (Before Launch): Ensure all required documents are collected from the employees and stakeholders involved.

Certainly! Here’s a detailed guide for SayPro Pre-Event Preparation (Before Launch) focusing on:

Ensuring all required documents are collected from the employees and stakeholders involved.

This process, overseen by the SayPro Resource Mobilisation Office under the SayPro Development Royalty (SCDR), is crucial for maintaining compliance, transparency, and readiness ahead of the crowdfunding campaign launch.

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🧭 OBJECTIVE

To collect, verify, and organize all necessary documentation from SayPro personnel and partners participating in the campaign to ensure:

• Operational readiness
• Legal and financial accountability
• Smooth coordination among all contributors

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📑 TYPES OF DOCUMENTS TO COLLECT

1. Internal (SayPro Staff & Teams)

Document	Purpose
Signed Campaign Participation Agreement	Confirms roles/responsibilities of involved staff
Identity Document (ID copy)	Verification for compliance & payroll if needed
Bank Details (if reimbursed)	For honorariums or related campaign expenses
Media Consent Forms	Use of names, photos, quotes in campaign content
Job Description / Task Assignment Sheet	Clarifies responsibilities in campaign roles

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2. External Stakeholders (Partners, Ambassadors, Sponsors)

Document	Purpose
Memorandum of Understanding (MoU)	Sets out scope and terms of collaboration
Proof of Registration (for orgs/companies)	Confirms legitimacy of partners
Media Release Consent	Authorizes use of branding, logos, names, etc.
Partnership Agreement	Specifies mutual obligations during the campaign

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3. Donor-Related (if applicable pre-launch)

Document	Purpose
Pledge Letters or Forms	Early donor commitments or sponsorship confirmations
Tax Documentation (if issuing receipts)	Ensures SayPro can issue compliant donation receipts
Beneficiary Consent (if listed)	Protects identities and rights of beneficiaries

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🗂️ DOCUMENT COLLECTION & ORGANIZATION PROCESS

Step 1: Create a Document Tracker (Excel or Google Sheet)

Name	Role	Document Submitted	Date	Notes
Jane Dlamini	Campaign Designer	✅ ID, ✅ Consent	15 Mar	—

Step 2: Set Submission Deadlines

• Minimum 2 weeks before launch
• Use automated email reminders or project management tools (e.g., Trello, Asana, or ClickUp)

Step 3: Assign Collection Responsibility

• Appoint a SayPro Advice Desk Officer SCDR to manage the collection and filing of documents from both internal and external parties.

Step 4: Secure Digital Filing

• Create folder structure on Google Drive, Dropbox, or SayPro’s document management system: Campaign_Docs/ ├── Staff/ ├── Partners/ ├── Donors/ └── Legal/

Step 5: Verify & Validate

• Cross-check completeness
• Ensure all signatures are present
• Check clarity of scanned documents
• Back up in secure, access-controlled storage

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✅ PRE-LAUNCH READINESS CHECKLIST

Item	Status
All participating staff documents collected	✔️
External partner agreements signed	✔️
Consent for all public-facing materials	✔️
Donor pledges (if pre-secured) confirmed	✔️
Legal documents saved & backed up	✔️

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🛡️ BENEFITS OF COMPLETE DOCUMENTATION

• Protects SayPro legally and reputationally
• Reduces confusion during campaign execution
• Ensures everyone understands their roles
• Demonstrates professional standards to donors and partners

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