SayPro Tasks to Be Done for the Period January 1 – January 5, 2025: Finalize event planning, selecting venues and instructors, and coordinating logistics for both physical and online retreats/workshops.

SayPro Tasks to Be Done for the Period: January 1 – January 5, 2025

1. Finalize Event Planning:
– Objective: Complete all planning and preparation for the upcoming retreats and workshops, ensuring every detail is in place for a smooth execution.
– Tasks:
– Review initial event concepts, goals, and expectations with the planning team.
– Confirm the event schedule, ensuring both physical and online retreats/workshops have clear, actionable timelines.
– Identify and confirm any special themes or focal points for each retreat/workshop.
– Create an event flow chart for both physical and online formats, including breaks, activities, and key discussions.
– Assign responsibilities to key team members for specific tasks during the events (e.g., registration, technical support, coordination, and facilitators).

2. Select Venues:
– Objective: Secure suitable venues for the physical retreats/workshops while ensuring they meet all logistical and aesthetic requirements.
– Tasks:
– Research and identify potential venues for the physical retreat/workshop locations. Consider factors like capacity, ambiance, accessibility, and technology infrastructure (AV support, Wi-Fi, etc.).
– Schedule site visits (if required) for the top venues to assess suitability and ensure it aligns with event expectations.
– Negotiate contracts and finalize agreements with selected venues, confirming costs, cancellation policies, and any required insurance or permits.
– Confirm that venues meet all required safety protocols, including accessibility for participants with disabilities, security measures, and emergency procedures.
– Coordinate with the venue staff on specific requirements for the retreat/workshop (e.g., room setup, catering, A/V equipment).

3. Select Instructors:
– Objective: Identify and confirm qualified instructors who will facilitate the workshops or sessions during the retreats.
– Tasks:
– Identify potential instructors with relevant expertise and experience based on the themes of the workshops/retreats.
– Review the instructor’s background, availability, and fit with the event objectives.
– Reach out to potential instructors to confirm their availability for the scheduled dates of the event.
– Discuss compensation, travel, and accommodation arrangements if applicable.
– Finalize contracts with selected instructors and ensure that all necessary details are clear, including deliverables, expectations, and any materials they may need to prepare.
– Coordinate with instructors to understand their specific requirements (e.g., presentation tools, props, or special equipment).
– Share event details with instructors, including timelines, event flow, and audience profiles.

4. Coordinate Logistics for Physical Retreats/Workshops:
– Objective: Ensure all logistical aspects for the in-person components of the event are planned and executed efficiently.
– Tasks:
– Organize transportation for attendees if necessary (e.g., shuttle services to and from the venue, parking arrangements).
– Plan and confirm catering services for meals and refreshments during the retreat/workshop.
– Order any required materials or equipment for the event (e.g., branded materials, handouts, participant kits).
– Arrange for on-site technical support to manage A/V setups and ensure smooth delivery of presentations and activities.
– Organize registration tables, name tags, and attendee check-in processes.
– Confirm event staff and volunteers, providing them with detailed roles and responsibilities for the duration of the event.
– Design the layout of the physical space (seating arrangements, breakout areas, etc.) to foster engagement and networking.

5. Coordinate Logistics for Online Retreats/Workshops:
– Objective: Ensure that the online components of the retreat/workshop are well-organized and provide a seamless experience for virtual attendees.
– Tasks:
– Confirm the online platform that will be used for hosting the virtual sessions (e.g., Zoom, Microsoft Teams, or other event platforms).
– Set up and test the event platform, including ensuring that it supports features like breakout rooms, screen sharing, chat functions, and video/audio quality.
– Set up registration systems for virtual attendees, ensuring a smooth and automated process for signing up.
– Develop an online communication plan to keep virtual attendees informed about event schedules, tech requirements, and expectations.
– Coordinate with instructors to ensure they are familiar with the online platform and provide any necessary training or guidance.
– Test all online presentations in advance, including checking for any technical issues, connectivity, and compatibility.
– Confirm all digital event materials (e.g., slides, handouts) are prepared and shared with virtual attendees in advance.

6. General Coordination and Final Touches:
– Objective: Ensure all event details are tied together and ready for implementation by January 5, 2025.
– Tasks:
– Review all contracts, vendor agreements, and logistics to ensure everything is aligned.
– Send out final confirmations to all stakeholders (e.g., instructors, venue staff, catering teams, tech support).
– Develop and send pre-event information to all participants (including both physical and virtual attendees), ensuring they have all necessary details, including the agenda, expectations, and what to bring.
– Create contingency plans for any potential issues that could arise (e.g., technical difficulties for virtual sessions, last-minute cancellations).
– Begin social media and email marketing campaigns to promote the events to potential participants, if not already started.
– Review and finalize the event budget, ensuring there is no overrun, and all financial commitments are met.
– Hold an internal team meeting to ensure everyone is clear on their roles and responsibilities during the event.

By the end of this period, all key aspects of event planning, including venue selection, instructor confirmation, logistical arrangements, and coordination between physical and online components, should be finalized and ready for execution.