SayPro Coordinate Meeting Logistics: Set the date, time, and location (or virtual meeting access) for the stakeholder meetings.

SayPro Set the Date and Time

• Review Stakeholder Availability:
  Send out a Doodle Poll or use scheduling tools like Google Calendar, Outlook, or Calendly to gather stakeholders’ availability. This allows stakeholders to select their preferred time slots and ensures maximum attendance.
• Select a Date and Time:
  Based on responses, choose a time that works for the majority of participants. Consider:
  • Time Zones: If stakeholders are located in different time zones, try to find a time that’s reasonable for everyone, or offer multiple time options.
  • Program Schedule: Avoid scheduling the meeting during busy times for key stakeholders, such as exam periods for faculty or high-demand seasons for external partners.
  • Duration: Plan for a reasonable duration (e.g., 1-2 hours) to ensure a focused and productive meeting.

SayPro Choose the Meeting Format (In-Person or Virtual)

• In-Person Meeting:
  • Ensure there’s a suitable meeting room at your location.
  • Consider room capacity and seating arrangements to accommodate all stakeholders comfortably.
  • Location: Choose a central or convenient location for most stakeholders, with easy access and parking.
  • Room Setup: Arrange for necessary equipment like projectors, whiteboards, or handouts.
• Virtual Meeting:
  • Choose a reliable virtual meeting platform such as Zoom, Microsoft Teams, Google Meet, or WebEx.
  • Link Generation: Create the meeting link and ensure all participants receive it in advance.
  • Access Details: Include any necessary access instructions (passwords, dial-in numbers, etc.).
  • Tech Check: Ensure the platform supports the required number of participants, has breakout room capabilities (if necessary), and functions well with audio/visual needs.
  • Recording: Set up meeting recording if required, for stakeholders who can’t attend or for future reference.

SayPro Confirm Equipment and Materials

• In-Person Meetings:
  • Check for availability of projectors, microphones, and whiteboards or flip charts.
  • Arrange for any presentation materials, handouts, or reports that need to be distributed.
  • Order any refreshments or snacks if necessary, based on meeting length and stakeholder preferences.
• Virtual Meetings:
  • Prepare visual aids like PowerPoint presentations, documents, or reports that will be shared during the meeting.
  • Ensure technical setup is tested in advance, especially for screen-sharing and audio quality.

SayPro Send Invitations and Agendas

• Send Meeting Invitations:
  Once the date, time, and location are confirmed, send formal invitations to all stakeholders via email or through your scheduling platform. Include the following:
  • Date, time, and location/virtual meeting link.
  • Agenda: Provide a detailed agenda to ensure stakeholders are prepared.
  • Pre-Meeting Materials: Attach or link to any materials, reports, or documents that need to be reviewed before the meeting.
  • RSVP Instructions: Request stakeholders confirm their attendance.
• Confirm Meeting Details:
  Send a reminder email a day or two before the meeting to confirm the time, location, and any last-minute updates. Ensure all stakeholders have the correct link or access information.

SayPro Prepare for Contingencies

• Backup Plan for Technology Issues:
  Have a backup platform or solution in case the primary virtual meeting tool encounters issues (e.g., switch to phone conference if Zoom fails).
• Alternative Meeting Dates:
  In case of unforeseen changes (e.g., key stakeholders are unavailable), be prepared to reschedule the meeting quickly.

SayPro Follow Up with Stakeholders After Meeting Confirmation

• Request Special Requirements:
  Reach out to stakeholders who may have special needs (e.g., dietary restrictions for in-person meetings or accessibility requirements for virtual platforms).
• Follow Up on Preparation:
  A couple of days before the meeting, follow up to ensure everyone is prepared with any pre-reading materials and has the meeting link or venue details.

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SayPro Example of a Meeting Logistics Email

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Subject: Stakeholder Meeting – [Program Title] – [Date]

Dear [Stakeholder Name],

We are excited to invite you to the upcoming stakeholder meeting for [Program Title], scheduled as follows:

Date: [Insert Date]
Time: [Insert Time]
Location: [Insert Location] OR [Virtual Meeting Link]

SayPro Agenda:

1. Review of Program Evaluation Findings
2. Discussion of Potential Program Improvements
3. Action Plan Development
4. Next Steps and Timeline

Please RSVP by [RSVP Date]. If you have any specific items you’d like to discuss, feel free to let us know ahead of time. We have attached the meeting agenda and relevant documents for your review.

We look forward to your participation and valuable insights.

Best regards,
[Your Name]
[Your Position]
[SayPro]