SayPro Meeting Logistics

SayPro Meeting Logistics Coordination Template

Document Title: Meeting Logistics Coordination

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Meeting Title: ______________________
Facilitator: ______________________
Date of Coordination: ______________________

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1. Meeting Details

A. Date and Time

• Proposed Date: ______________________
• Proposed Time: ______________________
• Duration: ______________________

B. Location

• In-Person Meeting:
  • Venue/Room Name: ______________________
  • Address: ______________________
  • Accessibility Information: ______________________
• Virtual Meeting:
  • Platform (e.g., Zoom, Microsoft Teams, Google Meet): ______________________
  • Access Link: ______________________
  • Meeting ID (if applicable): ______________________
  • Passcode (if applicable): ______________________

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2. Logistics Checklist

• Confirm Venue/Platform Availability:
  • [ ] In-Person Venue Confirmed
  • [ ] Virtual Platform Confirmed
• Technical Requirements:
  • [ ] Projector/Screen (for in-person)
  • [ ] Audio/Visual Equipment (microphones, speakers)
  • [ ] Internet Access (for virtual meeting)
  • [ ] Recording Equipment (if applicable)
• Materials Preparation:
  • [ ] Agenda Prepared
  • [ ] Presentation Slides Created
  • [ ] Handouts/Printed Materials Prepared
  • [ ] Feedback Forms Prepared

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3. Communication with Stakeholders

• Invitation Sent:
  • [ ] Date Sent: ______________________
  • Method of Communication: (e.g., email, phone call) ______________________
• RSVP Tracking:
  • Response Deadline: ______________________
  • Confirmed Attendees: ______________________
  • Pending Responses: ______________________

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4. Follow-Up Actions

• Follow-Up Reminder:
  • Schedule a reminder to follow up with stakeholders who have not responded.
  • Follow-Up Date: ______________________
• Final Confirmation:
  • Confirm logistics and attendance one day before the meeting.
  • Confirmation Date: ______________________

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5. Additional Notes

• Any other relevant information regarding meeting logistics.

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Conclusion

This Meeting Logistics Coordination Template is designed to help SayPro effectively set the date, time, and location (or virtual access) for stakeholder meetings. By organizing logistics in advance, SayPro can ensure a smooth and productive meeting experience for all participants.