SayProCDR – SayProCDR HEAL Project Planning report by Linah Ralepelle – SayPro Development Manager – 11 June 2025

To the CEO of SayPro Neftaly Malatjie, the Chairperson Mr Legodi, SayPro Royal Committee Members and all SayPro Chiefs

Kgotso a ebe le lena

SayProCDR HEAL Project Planning report

1. Opening and Welcome (11:45 – 11:50 AM)

Chairperson Obakeng Mahwai officially opened the session by welcoming all participants. In his opening remarks, he emphasized the purpose of the meeting: to coordinate planning and ensure smooth execution of the upcoming HEAL Project events.

The meeting began on a spiritual note with a song led by Linah, followed by a heartfelt prayer from Makano. Participants who were not previously known to the group gave brief self-introductions to establish rapport and foster collaboration.

2. Participant Expectations (11:50 – 12:00 PM)

An open-floor discussion was held to capture participants’ expectations for the HEAL Project. Key points raised included:

• Community Engagement: Strong interest in engaging more effectively with the community, especially youth.
• Defined Roles: A call for clearly outlined roles and responsibilities among the organizing teams.
• Efficient Execution: Emphasis on well-structured coordination for each planned event.
• Support Mechanisms: Request for consistent and transparent support from SayProCDR and the Development Team.

3. Overview of HEAL Project Events (12:00 – 12:15 PM)

Brief overviews were presented for the four upcoming key events under the HEAL Project:

• Event 1: STI & Disease Prevention Education

• Focus: Awareness and education for youth and community members on sexually transmitted infections and general disease prevention.

• Event 2: Health Care Wellness (GBV Awareness & Services) – 6 June 2025

• Activities: Workshops, information dissemination, support referrals, and outreach.
• Partners: Health clinics, GBV advocates, and local service providers.

• Event 3: First Aid Training – 13 June 2025

• Description: Hands-on training for community volunteers; successful participants will receive certificates.

• Event 4: Pads Drive – 20 June 2025

• Objective: To collect and distribute sanitary products to girls in need.
• Components: Awareness campaign, collection points, sponsor engagement.

Each event’s objectives, expected outcomes, and core implementation steps were clearly laid out.

4. Roles and Responsibilities (12:15 – 12:30 PM)

Roles were distributed to ensure smooth and accountable implementation:

• Facilitator Role: Assigned as the central point of contact and coordination for each event.
• Event Coordination: Jointly managed by SayProCDR and the Development Team.
• Communication & Promotion: Handled by the communications sub-team via social media and flyers.
• Venue Setup: Managed by the local logistics team.
• Guest Speakers/Partners: To be sourced based on event themes (e.g., clinic staff, GBV professionals).
• Logistics: Volunteers to manage material preparation, refreshments, and transport.
• Documentation: Designated individuals to handle photography, attendance, and report compilation.

5. Planning and Resources Discussion (12:30 – 12:50 PM)

Resource needs were thoroughly reviewed per event:

• Materials: Pamphlets, first aid kits, sanitary pads, awareness posters.
• Collaborators: Local clinics, GBV service centers, youth-friendly stakeholders.
• Certificates: To be printed and issued for First Aid Training attendees.
• Pad Drive Logistics: Need identified for sponsors and designated collection points.
• Venues: Proposed venues were discussed and will be confirmed.
• Budgeting: Noted gaps in funding; proposals made for sponsor outreach and possible partnerships.

6. Setting Meeting and Event Dates (12:50 – 1:00 PM)

• Weekly Planning Meetings: Scheduled up until the final event (20 June 2025).
• Task Deadlines: Individual deadlines noted for communication, materials, speaker confirmations, and venue setup.
• Next Coordination Meeting: To confirm logistics and event-day protocols.

7. Questions, Suggestions, and Open Floor (1:00 – 1:10 PM)

• Chairperson Obakeng stressed the importance of aligning all efforts with project expectations.
• Regaugetswe emphasized the need for consistent coordination and transparent communication.
• Suggestions included:
  • Adding youth-led subprojects for ownership and relevance.
  • Printing and distributing more promotional materials for outreach.

8. Wrap-Up and Next Steps (1:10 – 1:15 PM)

As guided by SayProP189 policy, key action items were assigned:

1. Draft formal request letter for the Task Team.
2. Draft formal event request letter for approvals and support.
3. Draft partnership request letter for sponsors and collaborators.
4. Update task team member list to reflect current assignments.

Chairperson Obakeng tasked SayProCDR to work closely with the Development Team to finalize all documents in accordance with Policy 189 requirements.

My message shall end here

Linah Ralepelle | Development| SayPro