SayPro Human Capital Braai or Barbeque Management Procedure SayProP538

Document Code: SayProP538
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: 22 June 2025
Next Review Date: 22 December 2025

Policy Owner: SayPro Chief Development Officer, SayProCDR

1. Purpose
   This procedure outlines the approved process, safety measures, roles, and event standards for organizing and conducting braai (barbeque) gatherings within SayPro. These social engagements are designed to enhance unity, celebrate achievements, and promote wellness among SayPro Human Capital while aligning with organizational ethics, safety, and community engagement policies.
2. Scope
   This procedure applies to:

• All SayPro Human Capital events that include a braai or barbeque element.
• SayPro Royal Directors, Officers, and Human Capital organizing or participating in internal or public gatherings.
• SayPro facilities and any external venues officially used for SayPro functions.

3. Objectives

• Promote team-building and informal interaction among Human Capital.
• Foster a culture of appreciation and recognition.
• Maintain safe, inclusive, and environmentally responsible practices.
• Establish accountability in the planning and conduct of braai events.

4. Definitions

• Braai/Barbeque: A social event where food is grilled, usually outdoors.
• Event Officer: The designated SayPro Officer responsible for organizing and overseeing the braai.
• Royal Host: A symbolic ceremonial role for welcoming guests and introducing program segments.

5. Roles & Responsibilities

5.1 Chief Human Capital Officer (CHCO)

• Approves high-level braai or barbeque proposals and budgets.
• Ensures that the event aligns with SayPro policies and calendar.

5.2 Royal Director or Deputy Chief (Division-Level)

• Oversees compliance with safety and organizational values at braai events.
• Confirms that only approved venues and service providers are used.

5.3 SayPro Officer (Event Coordinator)

• Drafts event plans, including menu, date, location, logistics, and attendance lists.
• Conducts a pre-event risk assessment and submits the Braai Approval Form (SayProF538-01).
• Coordinates with Security, First Aid Officers, and Vendors.

5.4 SayPro Human Capital (Participants)

• Follow all instructions during the event.
• Respect the schedule, safety rules, and cleanliness of the venue.

6. Braai/Barbeque Planning Procedure

Step 1: Planning & Proposal

• The Officer drafts a Braai Proposal using SayProF538-01, including purpose, estimated budget, number of attendees, and menu.
• Submit the form to the relevant Royal Director and CHCO for approval.

Step 2: Pre-Event Checklist

• Reserve a safe venue (SayPro-approved space or public area with permits).
• Confirm First Aid personnel and fire safety measures are available.
• Designate a cleanup team or hire a service provider.
• Procure equipment (grills, wood/charcoal, tables, tents).

Step 3: Event Execution

• Officer ensures all attendees are welcomed and briefed.
• Food handling is to follow hygiene standards (no undercooked meats, gloves required).
• Alcohol consumption (if permitted) is monitored and must not exceed SayPro limits.
• Royal Host leads key moments (opening remarks, speeches, games).

Step 4: Post-Event Activities

• Submit the Event Report Form (SayProF538-02) including photos, feedback, and incident reports (if applicable).
• Ensure full cleanup of the area and proper disposal of waste.
• Submit finance and reimbursement requests (if applicable) through SayProF538-03.

7. Safety and Conduct Guidelines

• Open flames and grills must be monitored at all times.
• No flammable liquids allowed except under trained supervision.
• First Aid kits and fire extinguishers must be on site.
• No discrimination, harassment, or offensive conduct will be tolerated.
• Minors and external guests must be pre-registered and approved.

8. Forms and Templates

• SayPro Braai / Barbeque Approval Form – SayProF538-01
• SayPro Post-Event Report Form – SayProF538-02
• SayPro Event Finance & Reimbursement Form – SayProF538-03
• SayPro Braai Safety Checklist – SayProF538-04

9. Compliance and Review

• Events must be in line with SayPro financial, safety, and branding policies.
• Non-compliance may result in loss of event privileges, disciplinary action, or mandatory retraining for event Officers.
• Policy reviewed semi-annually by the SayPro Governance Team.

10. Frequently Asked Questions (FAQs)

Q1: Can alcohol be served at SayPro braai events?
A: Only with pre-approval from the CHCO and if permitted by local laws and venue rules.

Q2: Can external vendors be used?
A: Yes, but they must be registered and approved by the Royal Director and meet health & safety standards.

Q3: Is attendance mandatory?
A: Attendance is encouraged but not mandatory unless stated for strategic or team-building purposes.

Q4: Can family members attend?
A: Only if specifically invited and documented in the approval form (SayProF538-01).

Approved By:
Neftaly Malatjie
Chief Executive Officer
SayPro