SayPro Event Plan Overview

Event Title: SayPro Health Care Wellness Event
Theme: GBV Awareness & Health Services
Date: 06 June 2025
Location: [Venue – Confirmed/To Be Confirmed]
Hosted By: SayPro Human Capital
Approved By: SayPro Royal Committee & CEO Neftaly Malatjie

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SayPro Event Objectives

• Raise awareness on Gender-Based Violence (GBV)
• Provide accessible wellness and health services to communities
• Engage youth and learners in educational and interactive sessions
• Promote SayPro’s commitment to community health and well-being

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Pre-Event Planning & Coordination

• Event Planning Meetings: Document minutes and decisions
• Venue Booking Confirmation Report
• Confirm Event Schedule, Speakers, and Facilitators
• Invite Sponsors, Judges, Influencers, Partners
• SayPro Royal CEO Approvals (Launch + Hosting)
• Budget & Finances:
  • Create Event Budget Template
  • Submit Event Budget Proposal
  • Conduct Financial Review Report

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SayPro Event Communications & Media

• Create Promotional Materials:
  • Posters, Brochures, Flyers
  • Social Media Campaign Content
  • Daily Announcements
  • Event Advert Videos for Each Segment
• Videos:
  • Learners’ Excitement Videos
  • Judges’ Participation Confirmations
  • Rewards & Awards Confirmation
  • Dance, Singing, Networking & Excitement Videos
  • Daily Progress Updates
  • Walkthrough at Venue
• Photo Coverage:
  • At least 100 Professional Photos
• Articles:
  • Confirm Event Date, Venue, Time
  • Feature SayPro CEO Congratulating Organizers

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SayPro Event Program & Logistics

• Event Agenda & Template
  • Include Timelines, Speaker Roles, Responsibilities
• Speakers & Performers:
  • Keynote Speaker List & Speech Draft
  • Short Biographies of Speakers & Entertainers
• Seating, Table, Parking & Transportation Plans
• List of Invitee Groups & Attendees
• List of Confirmed Judges & Influencers
• Staffing:
  • Volunteers & Student Assistants Coordination

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SayPro Event Materials

• Event Programs (print/digital)
• Branded Giveaways (if applicable)
• Sustainability Messaging Materials

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Risk & Safety Planning

• Event Risk Assessment Checklist
• Security Confirmation Report
• Last Minute Issues Report
• Event Flow and Timing Confirmation

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Engagement, Feedback, and Evaluation

• Post-Event Surveys for Participants & Stakeholders
• Event Success Document (vs KPIs)
• Thank-you Notes:
  • To Participants, Sponsors, Stakeholders
• Feedback Collection:
  • Participants, Organizing Team, Sponsors
• Post-Event Report Template
• Final Event Success Report with Recommendations

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SayPro Sponsorship & Funding

• Sponsorship Package
• Invitation Letters to:
  • Sponsors, Donors, Grantmakers, Funders, Exhibitors
  • Public Stakeholders & Media Partners

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Future Planning

• SayPro Event Listing for Future Planning
• Recommendations for Next Events
• Update Event Web Page & Share Public Link