SayPro Pre-Event Tasks.

1. Conduct Research on Current Resource Mobilization Policies and Frameworks

Timeline: January 1, 2025 – January 5, 2025

Objective:
To gather insights on the latest developments, trends, and gaps in resource mobilization policies to inform the event’s discussions and ensure that all content is relevant and aligned with global best practices.

Actions:

• Research Current Resource Mobilization Policies:
  • Review policy frameworks from international development organizations (e.g., World Bank, UNDP, OECD).
  • Analyze the role of royalties (natural resources, intellectual property) in resource mobilization within different national contexts.
  • Evaluate successful case studies of resource mobilization, such as countries using resource royalties for development financing (e.g., Norway’s Sovereign Wealth Fund).
  • Identify existing challenges and barriers to resource mobilization (e.g., lack of transparency, poor governance, inefficiencies in revenue collection).
• Engage with Experts:
  • Reach out to subject-matter experts and stakeholders to gather opinions and recommendations on current frameworks.
  • Host brief consultations with resource mobilization offices within key international organizations to gather additional insights.
• Compile Findings into a Report:
  • Synthesize research into a brief report outlining the state of resource mobilization policies globally, with a specific focus on the role of royalties. This report will be shared with speakers, panelists, and participants in advance of the event.

2. Develop the Event Agenda and Secure Confirmed Speakers, Panelists, and Moderators

Timeline: January 1, 2025 – January 10, 2025

Objective:
To design a comprehensive event agenda that reflects the key themes and objectives of the SayPro Policy Advocacy Event and ensures the participation of qualified speakers, panelists, and moderators.

Actions:

• Finalize Event Theme and Topics:
  • Based on research and consultations, define the specific focus of the event (e.g., innovative resource mobilization strategies, the role of development royalties, policy advocacy for sustainable financing).
  • Ensure alignment with SayPro’s objectives of advocating for policies to support resource mobilization via SayPro Development Royalty.
• Draft Event Agenda:
  • Develop a detailed event schedule that includes session times, topics, and key discussion points.
  • Include time for networking, Q&A, and breakout discussions.
  • Structure the event to allow for dynamic interaction and collaboration among stakeholders.
• Identify and Invite Speakers, Panelists, and Moderators:
  • Invite high-profile experts, policymakers, and thought leaders in the field of resource mobilization, sustainable finance, and development policy.
  • Reach out to potential moderators who have experience facilitating high-level discussions on policy and international development.
  • Confirm speaker availability and commitment to participate in the event.
  • Send invitations with details of the event agenda, expectations, and topics to each speaker, panelist, and moderator.

3. Coordinate with the SayPro Marketing Team to Promote the Event and Encourage Registrations

Timeline: January 1, 2025 – January 12, 2025

Objective:
To ensure that the event is promoted widely, attracting a diverse group of attendees, and increasing registrations via various marketing channels.

Actions:

• Develop Marketing Plan:
  • Coordinate with the SayPro marketing team to outline a strategy for event promotion, targeting key stakeholders such as government officials, international organizations, private sector representatives, and academia.
  • Determine the best channels for promotion (e.g., social media platforms, email newsletters, press releases).
• Create Promotional Materials:
  • Develop promotional flyers, banners, and infographics outlining the event’s purpose, agenda, and benefits of attending.
  • Design social media graphics to raise awareness across platforms (LinkedIn, Twitter, Facebook, etc.).
  • Draft email campaign templates to be sent to stakeholders with an invitation to register.
• Launch Registration Platform:
  • Set up and test an online registration platform (e.g., Eventbrite, a custom registration page).
  • Ensure that the registration process is simple, user-friendly, and provides the option to add event-related materials (e.g., agenda, speakers, event background).
  • Provide early bird registration incentives or discounts, if applicable, to encourage early sign-ups.
• Monitor and Analyze Registration Trends:
  • Track registration numbers and demographics to ensure that the event is attracting the desired audience.
  • Adjust marketing efforts as necessary based on registration patterns (e.g., focusing on regions or sectors where registration is lower).

4. Finalize Venue Arrangements (Physical or Virtual) and Send Invitations to Stakeholders and Participants

Timeline: January 1, 2025 – January 15, 2025

Objective:
To confirm the event venue (whether physical or virtual) and ensure all logistical details are in place for a smooth experience for both in-person and virtual attendees.

Actions:

• Confirm Venue (Physical or Virtual):
  • For physical venues, finalize contracts and arrangements for a location that suits the expected number of attendees, with all necessary amenities (e.g., AV equipment, Wi-Fi, breakout rooms).
  • For virtual events, finalize the digital platform (e.g., Zoom, Microsoft Teams, or a custom platform) ensuring it supports the required features such as breakout rooms, Q&A, and live streaming.
• Ensure Technology Setup:
  • Test the virtual platform to ensure a seamless experience for online attendees, including testing of video/audio quality, screen sharing, and speaker features.
  • Coordinate with the tech team to ensure all equipment (projectors, microphones, laptops) is available and functioning for in-person events.
• Send Invitations to Stakeholders and Participants:
  • Use the registration platform to send formal invitations to stakeholders and participants. Include details on event time, location (physical/virtual), how to register, and what to expect.
  • For VIPs or key speakers, send personalized invitations with additional context on their participation.
  • Provide clear instructions on how to access the event, including login details for virtual attendees.

5. Draft Policy Briefs and Other Materials to Share with Attendees

Timeline: January 5, 2025 – January 15, 2025

Objective:
To prepare and share relevant resources that will provide background information to attendees and enhance their understanding of the discussions that will take place at the event.

Actions:

• Draft Policy Briefs:
  • Prepare one or more policy briefs on key resource mobilization issues, such as the role of royalties in sustainable development, governance of resource funds, and policy frameworks for financing SDGs.
  • Include a summary of current trends in resource mobilization policies, key case studies, and recommendations for future action.
  • Ensure the briefs are concise, clear, and accessible to a diverse audience.
• Create Additional Event Materials:
  • Develop an event information packet, including the full event agenda, speaker bios, and links to relevant background resources.
  • Prepare any other relevant materials, such as reports or articles on previous resource mobilization events, that can help attendees prepare for discussions.
• Distribute Materials:
  • Send the policy briefs and event materials to registered participants in advance (at least 48 hours before the event), so they can review and come prepared for discussions.

Conclusion:

The pre-event tasks from January 1, 2025, to January 15, 2025, will ensure that the SayPro Policy Advocacy Event on Resource Mobilization is well-researched, efficiently planned, and widely promoted. By completing these tasks, the SayPro Resource Mobilisation Office will lay the groundwork for a successful and impactful event that contributes to advocating for policies that support sustainable resource mobilization through the SayPro Development Royalty.