SayPro Collaboration with SCRR and Local Teams

1. Partnering with SCRR to Finalize Key Details

A. Audition Dates & Locations

✅ Joint Planning Meetings:

• Schedule weekly coordination meetings with SCRR to confirm venue availability and city selection.
• Ensure alignment with national and local event calendars to avoid conflicts.

✅ Finalizing Dates & Locations:

• Consider public holidays and weekends to maximize attendance.
• Factor in travel time between locations for seamless execution.

City	Proposed Date	Venue (To be Confirmed)	SCRR Representative
Johannesburg	April 5-7	Soweto Theatre	[Name]
Durban	April 10-12	Playhouse Company	[Name]
Cape Town	April 15-17	Artscape Theatre	[Name]
Bloemfontein	April 20-22	Civic Theatre	[Name]

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2. Local Team Coordination & Venue Logistics

✅ Venue & Technical Setup:

• Work with SCRR and local coordinators to secure venues and permits.
• Assign a local venue manager to oversee logistics, including sound, lighting, and registration setup.

✅ Staffing & Volunteer Support:

• Identify local event volunteers (students, community groups).
• Assign roles: Registration, ushering, tech support, and emergency response.

✅ Security & Compliance:

• Coordinate with local authorities for crowd control and safety protocols.
• Ensure health and safety regulations are met at each venue.

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3. Community Engagement & Promotions

✅ Local Partnerships:

• Collaborate with community centers, schools, and arts organizations to spread awareness.
• Secure media partnerships with local radio, newspapers, and social media influencers.

✅ Engagement Activities:

• Pre-Audition Workshops: Partner with local artists to conduct training sessions.
• Q&A Sessions: Organize online/live events to answer participant questions.

✅ Marketing Support from SCRR:

• Request SCRR’s branding and promotional materials for consistency.
• Align with SCRR’s existing community networks to boost outreach.

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4. Next Steps & Action Plan

1️⃣ Confirm final audition dates with SCRR.
2️⃣ Secure venues & finalize local team assignments.
3️⃣ Launch marketing & community engagement initiatives.
4️⃣ Deploy local coordinators for on-site execution.

. Key Site Setup Requirements

Each audition venue must be prepared to handle:
✅ Contestant Management – Registration, waiting areas, and warm-up spaces.
✅ Judging Panel Comfort – Proper seating, lighting, and scoring materials.
✅ Technical Requirements – Sound, microphones, and backup equipment.
✅ Crowd Control & Security – Safe movement and access control.

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2. Local Team Coordination & Assignments

A. Site Inspection & Pre-Audition Preparation

• Assign a local venue coordinator responsible for on-site setup.
• Conduct a pre-audition walkthrough at least 48 hours before the event.
• Verify venue access (keys, security, emergency exits).

✅ Checklist Before Auditions Begin:
🔲 Registration booth set up
🔲 Contestant holding/waiting area ready
🔲 Stage and performance space checked
🔲 Sound & lighting tested
🔲 Judges’ table arranged
🔲 Security & emergency protocols confirmed

B. Contestant & Waiting Area Setup

• Registration Booth
  • Tables, chairs, name tags, sign-in sheets or digital check-in.
  • Designated lines for early arrivals, walk-ins, and pre-registered contestants.
• Waiting Area
  • Indoor or shaded space for at least 50 contestants at a time.
  • Water stations and access to restrooms.
  • Mirrors or warm-up space for final preparations.

C. Judges’ Panel Setup

• Judging Table Layout
  • Comfortable seating for 3–5 judges with a clear stage view.
  • Notepads, pens, and scoring sheets/digital tablets.
  • Bottled water, light snacks, and backup power for electronic devices.
• Sound & Lighting Setup
  • Microphones: At least 2 wireless mics (1 for contestants, 1 backup).
  • Speakers: Ensure proper volume balance.
  • Stage Lighting: Adjustable lighting for different performance types.

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3. Security & Emergency Plan

• Security Personnel:
  • 2–4 security officers per venue for crowd control and contestant safety.
  • A clear entry and exit plan to prevent congestion.
• First Aid & Emergency Contacts:
  • On-site medical kit available at the registration desk.
  • Emergency contacts posted in visible areas.
  • Nearest hospital/clinic identified for urgent cases.

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4. Day-of-Audition Execution Plan

✅ 5 Hours Before Audition – Final venue check & setup confirmation.
✅ 2 Hours Before – Local team briefing & sound check.
✅ 1 Hour Before – Open contestant registration & pre-screening.
✅ Audition Time – Smooth flow of participants & judging process.
✅ Post-Audition – Pack up, store materials, and gather feedback.

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5. Next Steps & Follow-Up Actions

🔹 Finalize venue-specific setup plans with local teams.
🔹 Conduct a technical test run 1 day before auditions.
🔹 Assign site setup leads to ensure seamless execution.

1. Role & Responsibilities of Cultural Representatives

A. Key Responsibilities

✅ Cultural Guidance – Ensure that performances align with local traditions and cultural diversity.
✅ Community Engagement – Help with contestant outreach and awareness.
✅ Language Support – Assist non-English-speaking contestants with translations.
✅ Event Assistance – Support the registration desk, waiting area management, and contestant coordination.
✅ Judging Panel Support – Offer insights into regional art forms when needed.

B. Number of Representatives Per City

• Major Cities (e.g., Johannesburg, Durban, Cape Town): 5–7 representatives.
• Smaller Cities (e.g., Bloemfontein, Polokwane): 3–5 representatives.
• Rural Locations: Minimum 2 representatives per site.

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2. Recruitment Process & Criteria

A. Selection Criteria

• Experience in Local Arts & Culture – Background in performing arts, music, or traditional cultural practices.
• Community Involvement – Active engagement in local arts organizations or events.
• Communication Skills – Ability to guide and support contestants effectively.
• Bilingual/Multilingual Abilities – Preferred for areas with diverse language speakers.

B. Recruitment Process

1️⃣ Partner with Local Cultural Organizations – Reach out to arts councils, universities, and cultural centers.
2️⃣ Call for Applications – Promote recruitment through social media, radio, and community boards.
3️⃣ Shortlisting & Interviews – Assess candidates based on experience, communication skills, and cultural knowledge.
4️⃣ Training & Orientation – Provide a briefing session on their roles, expectations, and event protocols.

✅ Application Deadline: [Set based on audition schedule]
✅ Confirmation of Selected Representatives: 2 weeks before the audition date.

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3. Training & Onboarding Plan

✅ Virtual Pre-Audition Training

• Overview of the audition process and expectations.
• Cultural sensitivity and contestant support guidelines.
• Emergency response and security protocols.

✅ On-Site Briefing (1 Day Before Auditions)

• Walkthrough of venue setup and assigned roles.
• Final Q&A session and distribution of materials (ID badges, schedules).

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4. Compensation & Recognition

✅ Stipend or Honorarium – Provide a small payment or travel allowance to cultural representatives.
✅ Certificate of Appreciation – Acknowledge their contributions officially.
✅ Media Recognition – Feature them in event promotions and interviews.

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5. Next Steps & Action Plan

🔹 Identify cultural organizations and networks in each city.
🔹 Develop and distribute a call-for-representatives application.
🔹 Confirm recruitment at least 2 weeks before each audition.
🔹 Organize training and briefing sessions.