Author: Mapaseka Matabane

SayPro is a Global Solutions Provider working with Individuals, Governments, Corporate Businesses, Municipalities, International Institutions. SayPro works across various Industries, Sectors providing wide range of solutions.

Email: info@saypro.online Call/WhatsApp: Use Chat Button 👇

Written by

Mapaseka Matabane

SayPro Human Capital Works

SayPro Judge and Contestant Feedback

FEEDBACK COLLECTION STRATEGY

A. Contestant Feedback (90% Target)

📝 Methods:

Online Feedback Form (sent via email/SMS after audition):
- Contestants will receive a link to an online form asking for feedback on the audition process, venue, judges, and overall experience.
- Key Questions:
  1. How easy was the registration process?
  2. Was the audition venue comfortable?
  3. How did you feel about the judging criteria?
  4. What can be improved for next auditions?
  5. Would you recommend the SayPro audition to others?
- Incentive: Contestants who complete the form will be entered into a raffle for a special prize or gift card.
On-Site Feedback (Physical Forms):
- If online feedback isn’t possible, on-site feedback forms will be provided after auditions, where participants can rate their experience and suggest improvements.

B. Judge Feedback (90% Target)

📝 Methods:

Judge Evaluation Forms (Digital or Paper):
- After each audition session, judges will be asked to fill out an evaluation form.
- Key Questions:
  1. Were the audition instructions and criteria clear?
  2. How well did contestants meet expectations?
  3. Were there any challenges during the auditions?
  4. Do you have any suggestions to improve the audition process?
  5. How would you rate the venue and logistical support?
Post-Audition Debrief Sessions:
- A brief debate or discussion session after each round to gather more detailed insights from judges.

2. TIMELINE & DEADLINES FOR FEEDBACK COLLECTION

Task	Deadline	Responsible Party	Status
Send contestant feedback forms (online)	Within 24 hrs after each audition	Registration Team	🚧 In Progress
Distribute judge feedback forms	After each judging session	Event Coordinator	✅ Confirmed
Follow-up with non-responding contestants (SMS, Call)	2 days after audition	Customer Service	🚧 In Progress
Compile feedback results	1 week after each audition	Data Team	🚧 In Progress

3. FEEDBACK INCENTIVES & ENGAGEMENT

🔹 For Contestants:

Prize Raffles – Each completed feedback form is entered into a draw for a gift card or SayPro merchandise.
Exclusive Content – Contestants receive exclusive behind-the-scenes content from the auditions as a thank-you for their feedback.

🔹 For Judges:

Recognition & Appreciation – Acknowledge judges’ feedback during post-event communications.
Compensation: Ensure that judges feel appreciated through proper honorariums for their time and input.

4. ANALYSIS & REPORTING

📊 Data Analysis:

Contestant Feedback:
- Analyze key themes from contestant feedback to identify common pain points or areas for improvement.
- Track metrics such as satisfaction ratings, logistical issues, and suggested improvements.
Judge Feedback:
- Summarize insights from judges to evaluate the fairness, clarity, and effectiveness of the audition process and scoring system.
- Track judging consistency, feedback on contestant quality, and recommendations for process improvement.

📈 Reporting:

Weekly Reports to senior management outlining feedback trends, areas for improvement, and specific actions taken.
Actionable Insights – Immediate changes in process, if required (i.e., adjusting registration procedures, refining judging criteria).

5. IMPROVING Future Audition Rounds Based on Feedback

🔹 Process Refinements:

Based on contestant and judge feedback, make immediate improvements to the audition registration, venue setup, and contestant interaction.
Address specific feedback from contestants on logistical matters (e.g., better waiting areas or clearer instructions).

🔹 Revised Judging Procedures:

If judges feel the audition format needs adjustment, make changes to the criteria or timing for future rounds.

🔹 Communication Adjustments:

If communication breakdowns are identified (e.g., late updates on schedule changes), improve the communication channels via email, SMS, or WhatsApp.

NEXT STEPS

🔹 March 1-7: Finalize feedback forms for contestants and judges.
🔹 March 8-14: Begin collecting feedback from the first audition.
🔹 March 15-31: Analyze feedback from each audition to adjust processes in real-time.

20/02/2025

SayPro Judge and Contestant Feedback

FEEDBACK COLLECTION STRATEGY

A. Contestant Feedback (90% Target)

📝 Methods:

Online Feedback Form (sent via email/SMS after audition):
- Contestants will receive a link to an online form asking for feedback on the audition process, venue, judges, and overall experience.
- Key Questions:
  1. How easy was the registration process?
  2. Was the audition venue comfortable?
  3. How did you feel about the judging criteria?
  4. What can be improved for next auditions?
  5. Would you recommend the SayPro audition to others?
- Incentive: Contestants who complete the form will be entered into a raffle for a special prize or gift card.
On-Site Feedback (Physical Forms):
- If online feedback isn’t possible, on-site feedback forms will be provided after auditions, where participants can rate their experience and suggest improvements.

B. Judge Feedback (90% Target)

📝 Methods:

Judge Evaluation Forms (Digital or Paper):
- After each audition session, judges will be asked to fill out an evaluation form.
- Key Questions:
  1. Were the audition instructions and criteria clear?
  2. How well did contestants meet expectations?
  3. Were there any challenges during the auditions?
  4. Do you have any suggestions to improve the audition process?
  5. How would you rate the venue and logistical support?
Post-Audition Debrief Sessions:
- A brief debate or discussion session after each round to gather more detailed insights from judges.

2. TIMELINE & DEADLINES FOR FEEDBACK COLLECTION

Task	Deadline	Responsible Party	Status
Send contestant feedback forms (online)	Within 24 hrs after each audition	Registration Team	🚧 In Progress
Distribute judge feedback forms	After each judging session	Event Coordinator	✅ Confirmed
Follow-up with non-responding contestants (SMS, Call)	2 days after audition	Customer Service	🚧 In Progress
Compile feedback results	1 week after each audition	Data Team	🚧 In Progress

3. FEEDBACK INCENTIVES & ENGAGEMENT

🔹 For Contestants:

Prize Raffles – Each completed feedback form is entered into a draw for a gift card or SayPro merchandise.
Exclusive Content – Contestants receive exclusive behind-the-scenes content from the auditions as a thank-you for their feedback.

🔹 For Judges:

Recognition & Appreciation – Acknowledge judges’ feedback during post-event communications.
Compensation: Ensure that judges feel appreciated through proper honorariums for their time and input.

4. ANALYSIS & REPORTING

📊 Data Analysis:

Contestant Feedback:
- Analyze key themes from contestant feedback to identify common pain points or areas for improvement.
- Track metrics such as satisfaction ratings, logistical issues, and suggested improvements.
Judge Feedback:
- Summarize insights from judges to evaluate the fairness, clarity, and effectiveness of the audition process and scoring system.
- Track judging consistency, feedback on contestant quality, and recommendations for process improvement.

📈 Reporting:

Weekly Reports to senior management outlining feedback trends, areas for improvement, and specific actions taken.
Actionable Insights – Immediate changes in process, if required (i.e., adjusting registration procedures, refining judging criteria).

5. IMPROVING Future Audition Rounds Based on Feedback

🔹 Process Refinements:

Based on contestant and judge feedback, make immediate improvements to the audition registration, venue setup, and contestant interaction.
Address specific feedback from contestants on logistical matters (e.g., better waiting areas or clearer instructions).

🔹 Revised Judging Procedures:

If judges feel the audition format needs adjustment, make changes to the criteria or timing for future rounds.

🔹 Communication Adjustments:

If communication breakdowns are identified (e.g., late updates on schedule changes), improve the communication channels via email, SMS, or WhatsApp.

NEXT STEPS

20/02/2025

SayPro Logistical Coordination

LOGISTICAL REQUIREMENTS & PLANNING

Category	Details	Responsible Party	Status
Travel	Flights, buses, and rental vehicles for staff, judges, and technical teams	Logistics Manager	🚧 In Progress
Accommodation	Hotel bookings for staff and judges in each city	Logistics Team	🚧 In Progress
Staffing	Hiring local coordinators, security, event staff, and volunteers	HR Team	✅ Confirmed
Venue Setup	Stage, sound systems, lighting, seating arrangements, and contestant waiting areas	Event Team	🚧 In Progress
Technical Support	Audio, video recording, and live streaming setup	Technical Team	🚧 In Progress
Contestant Check-in	Registration desks, badge printing, and contestant number assignments	Registration Team	✅ Confirmed
Food & Catering	Meals and refreshments for staff, judges, and contestants	Catering Team	🚧 In Progress
Emergency & Medical	First aid kits, medical personnel, and emergency response plans	Safety Officer	✅ Confirmed

2. TRAVEL & ACCOMMODATION ARRANGEMENTS

📌 Flights & Transport:

Judges & SayPro Staff: Flights and rental vehicles arranged for intercity travel.
Local Coordinators & Volunteers: Public transport reimbursement or shuttles provided.

📌 Hotels & Lodging:

Staff & Judges: 3-4 star hotels in each city with early check-ins.
Contestants: Local arrangements with hostels and budget stays (if needed).

📌 Daily Transport in Each City:

Shuttle service between hotels, audition venues, and airports.

3. STAFFING & VENUE SETUP

👥 Required Personnel in Each City:

Event Coordinators: 2-3 people per location
Technical Crew (Sound & Video): 5-6 people
Registration Desk Staff: 4-5 people
Security & Safety Personnel: 3-4 people
Volunteers & Runners: 10-12 people

🏛 Venue Setup Requirements:
✔ Stage & Backdrop: Branding materials, banners, LED screens
✔ Audio & Lighting: High-quality microphones, speakers, and lighting
✔ Waiting Area: Chairs and shade for contestants
✔ Judges’ Table: Well-equipped with nameplates, score sheets, and refreshments

4. TIMELINE & CHECKLIST

Task	Deadline	Responsible Person	Status
Confirm travel bookings	March 10	Travel Coordinator	🚧 In Progress
Finalize hotel accommodations	March 15	Accommodation Manager	🚧 In Progress
Hire & train event staff	March 20	HR Team	✅ Confirmed
Secure technical team & equipment	March 25	Tech Lead	🚧 In Progress
Set up venue logistics	2 days before each audition	Local Event Team	🚧 In Progress

5. MONITORING & RISK MANAGEMENT

🚨 Risk Management Strategies:
✅ Backup travel options – Alternative flights or transport in case of cancellations.
✅ Venue contingency plans – Backup locations for each city in case of issues.
✅ Medical & security protocols – Emergency contacts and on-site medical personnel.
✅ Real-time coordination – Dedicated WhatsApp group for live updates.

📊 Progress Tracking:

Weekly logistical updates to SayPro management.
Real-time problem resolution via a central operations team.

NEXT STEPS

🔹 March 5: Confirm final travel itinerary.
🔹 March 10-20: Book accommodations and finalize staffing.
🔹 March 25: Run logistics checklists before auditions start.
🔹 April 5: Launch the first audition with full logistical readiness!

20/02/2025

SayPro Community Engagement

COMMUNITY ENGAGEMENT STRATEGY

A. Social Media Promotions (60,000+ Reach)

📲 Platforms Used: Facebook, Instagram, Twitter, TikTok, YouTube
📢 Tactics:
✅ Daily Countdown Posts – Highlight audition dates and locations.
✅ Live Q&A Sessions – Judges and past winners engage with potential contestants.
✅ User-Generated Content – Encourage users to share audition prep videos.
✅ Paid Ads & Boosted Posts – Targeted audience reach across all provinces.
✅ Hashtag Campaign (#SayProAuditions2025) – Build viral engagement.
📊 Estimated Reach: 60,000+

B. Press Releases & Media Coverage (20,000+ Reach)

📺 TV & Radio Interviews: SayPro representatives discuss the auditions.
📰 Newspaper & Magazine Features: Target entertainment sections.
📻 Radio Promotions: Collaborate with top radio stations to broadcast audition details.
📊 Estimated Reach: 20,000+

C. Local Community Engagement (20,000+ Reach)

🎭 Local Schools & Universities: Encourage students to participate.
📍 Community Centers & Cultural Hubs: Posters and info booths in high-traffic areas.
📢 Public Activation Events: Flash mobs, talent showcases, and street promotions.
📊 Estimated Reach: 20,000+

2. WEEKLY ENGAGEMENT TARGETS

Week	Target Engagements	Cumulative Total	Key Activities
Week 1 (March 1-7)	20,000	20,000	Press release, first social media blast, launch influencer campaign
Week 2 (March 8-14)	25,000	45,000	Live Q&As, radio interviews, community posters, school visits
Week 3 (March 15-21)	30,000	75,000	Paid ad push, contestant highlight videos, mini-events
Week 4 (March 22-31)	25,000	100,000+	Final social media push, reminders, and local activation

3. MONITORING & REPORTING

📊 Engagement Analytics:
✅ Social Media Insights – Likes, shares, comments, and reach.
✅ Website Traffic – Track visits and sign-ups from marketing sources.
✅ Media Mentions – Count TV, radio, and newspaper coverage.
✅ Community Impact Reports – Collect feedback from local coordinators.

📍 Adjust Strategy If Needed: If engagement is low, increase paid ads, influencer partnerships, and on-the-ground activations.

NEXT STEPS

🔹 March 5: Press launch with key media partners.
🔹 March 10-20: Run school and community outreach campaigns.
🔹 March 25-31: Final push to ensure 100,000+ engagements.

20/02/2025

SayPro Contestant Registratio

SayPro Audition Contestant Registration Plan

🎯 Goal: Register at least 1,000 participants nationwide by the end of the month.
📅 Deadline: March 31, 2025
📍 Target Cities: Johannesburg, Cape Town, Durban, Bloemfontein, Port Elizabeth, Polokwane, Nelspruit, Rustenburg

1. REGISTRATION PROCESS

✅ Online Registration:

Open through SayPro’s official website and social media platforms.
Digital form requiring contestant details (Name, Age, Contact, Audition Category).
Automatic confirmation email upon successful registration.

✅ On-Site Registration:

Available at designated community centers and audition venues in key cities.
Physical forms collected by local coordinators.

✅ WhatsApp & SMS Registration:

Contestants can submit details via WhatsApp or SMS for easy access.

✅ Call Center Support:

Dedicated hotline for inquiries and troubleshooting registration issues.

2. MARKETING & PROMOTION STRATEGY

🚀 Social Media Campaigns – Daily posts with countdowns, success stories, and video promos.
📻 Radio & TV Ads – Short commercials aired on local stations in each province.
📢 Community Engagement – Posters, flyers, and local event promotions.
🎭 Influencer Partnerships – Work with social media influencers to spread awareness.

3. WEEKLY REGISTRATION TARGETS

Week	Target Registrations	Cumulative Total	Action Plan
Week 1 (March 1-7)	250	250	Launch registration, press releases, initial ads
Week 2 (March 8-14)	300	550	Intensify social media ads, influencer collaborations
Week 3 (March 15-21)	300	850	Targeted outreach in local schools and community groups
Week 4 (March 22-31)	150	1,000	Final call push via SMS, WhatsApp, and event teasers

4. TRACKING & MONITORING

📊 Daily Registration Reports – Compiled from website analytics, WhatsApp, and call center logs.
📍 City-wise Registration Breakdown – Track sign-ups per location to focus marketing efforts.
📝 Adjust Strategy Weekly – If numbers are low, boost local promotions and paid ads.

5. NEXT STEPS

🔹 March 25-31: Final push to reach 1,000 participants.
🔹 April 1-5: Send audition details and schedules to registered contestants.
🔹 April 5: Start the first round of auditions in Johannesburg!

20/02/2025

SayPro Audition Locations and Dates

SAYPRO AUDITION TOUR 2025

CONFIRMED AUDITION LOCATIONS & DATES

📅 Deadline for Finalizing Locations: March 31, 2025
📌 Total Confirmed Locations: 8
🎤 Audition Start Date: April 2025
🎭 Audition End Date: June 2025

1. LIST OF CONFIRMED AUDITION LOCATIONS & DATES

City/Town	Province/Region	Venue (Tentative)	Audition Date	Status
Johannesburg	Gauteng	Sandton Convention Centre	April 5, 2025	✅ Confirmed
Cape Town	Western Cape	Artscape Theatre Centre	April 12, 2025	✅ Confirmed
Durban	KwaZulu-Natal	Playhouse Theatre	April 19, 2025	✅ Confirmed
Bloemfontein	Free State	Civic Theatre	April 26, 2025	✅ Confirmed
Port Elizabeth	Eastern Cape	Opera House	May 3, 2025	✅ Confirmed
Polokwane	Limpopo	Meropa Casino & Entertainment	May 10, 2025	✅ Confirmed
Nelspruit	Mpumalanga	Emnotweni Arena	May 17, 2025	✅ Confirmed
Rustenburg	North West	Rustenburg Civic Centre	May 24, 2025	✅ Confirmed

2. SELECTION CRITERIA FOR LOCATIONS

✔ Population Size – Cities with a large number of potential contestants and audiences.
✔ Cultural Diversity – Locations known for a rich mix of artistic talent.
✔ Accessibility – Easy access for contestants via transport hubs.
✔ Venue Availability – Adequate space for stage setup, judges, and audience.
✔ Community Engagement – Strong artistic communities and local interest in auditions.

3. ACTION PLAN FOR MARCH 2025

✅ February 20 – March 10: Finalize venue contracts and obtain necessary permissions.
✅ March 11 – March 20: Announce confirmed locations via press release and social media.
✅ March 21 – March 31: Open registration and start local marketing campaigns.

NOTES:

📌 Backup Locations: If a confirmed city is unavailable, potential alternatives include East London, Kimberley, or Pietermaritzburg.
📌 VIP Judges or Guest Performers: To be confirmed for each city.
📌 Local Support Teams: Ensure recruitment of event staff and volunteers in each city.

20/02/2025

SayPro Audition Schedule Template

SAYPRO AUDITION TOUR 2025

DAILY AUDITION SCHEDULE TEMPLATE

📍 Audition City: ________________________
📅 Date: _______________
📍 Venue Name: ________________________
👨‍⚖️ Judges: ________________________
📝 Event Coordinator: ________________________

1. DAILY AUDITION TIMELINE

Time Slot	Activity	Details	Responsible Person
07:00 – 08:00	Venue Setup & Sound Check	Ensure microphones, lighting, and stage are ready.	Technical Team
08:00 – 08:30	Staff Briefing & Final Checks	Confirm contestant list, judge seating, and backstage setup.	Event Coordinator
08:30 – 09:00	Contestant Registration	Check-in process and contestant number assignment.	Registration Team
09:00 – 12:00	Morning Auditions	Contestant performances begin (as per schedule).	Judges & Stage Manager
12:00 – 12:30	Break (Lunch for Judges & Staff)	Light refreshments provided.	Catering Team
12:30 – 15:30	Afternoon Auditions	Contestant performances continue.	Judges & Stage Manager
15:30 – 16:00	Break (Judges Deliberation & Rest)	Judges discuss top performances.	Judges
16:00 – 17:30	Final Auditions & Callbacks	Selected contestants may be asked to perform again.	Judges
17:30 – 18:00	Closing & Announcements	Judges announce results and next steps.	Event Host
18:00 – 19:00	Venue Cleanup & Wrap-up	Pack up equipment, ensure venue is cleared.	Staff & Volunteers

2. CONTESTANT PERFORMANCE SCHEDULE

Contestant Number	Audition Time Slot	Category (Singing, Dance, Acting, etc.)	Check-in Status
001	09:00 – 09:10		☐ Checked In ☐ Absent
002	09:10 – 09:20		☐ Checked In ☐ Absent
003	09:20 – 09:30		☐ Checked In ☐ Absent
004	09:30 – 09:40		☐ Checked In ☐ Absent
005	09:40 – 09:50		☐ Checked In ☐ Absent
006	10:00 – 10:10		☐ Checked In ☐ Absent
…	…	…	…

3. STAFF ROLES & RESPONSIBILITIES

Role	Assigned Person	Contact Information
Event Coordinator
Stage Manager
Registration Lead
Sound & Tech Team
Judge Liaison
Hospitality Team
Security Team

4. NOTES & SPECIAL CONSIDERATIONS

📌 Emergency Contact: _______________
📌 Media Coverage Scheduled? ☐ Yes ☐ No
📌 VIP Guests Expected? ☐ Yes ☐ No
📌 Backup Plan for Technical Issues: _______________

Final Checklist Before the Event Starts:

✅ Contestants are registered and ready.
✅ Judges have all necessary forms and schedules.
✅ Technical equipment is tested and functioning.
✅ Staff roles are confirmed.

20/02/2025

SayPro Marketing Content Calendar

SAYPRO AUDITION TOUR 2025

MARKETING CONTENT CALENDAR

📅 Campaign Duration: _______________
📍 Target Regions: _______________

1. OVERVIEW OF MARKETING ACTIVITIES

Activity	Platform(s)	Status
Press Release Distribution	TV, Radio, Online News	☐ Planned ☐ In Progress ☐ Completed
Social Media Announcements	Facebook, Instagram, Twitter, TikTok	☐ Planned ☐ In Progress ☐ Completed
Influencer Collaboration	Instagram, TikTok, YouTube	☐ Planned ☐ In Progress ☐ Completed
Video Teasers & Trailers	YouTube, Instagram Reels, TikTok	☐ Planned ☐ In Progress ☐ Completed
Contestant Testimonials	Facebook, Twitter, Website Blog	☐ Planned ☐ In Progress ☐ Completed
Radio & Podcast Interviews	FM Stations, Online Podcasts	☐ Planned ☐ In Progress ☐ Completed
Community Engagement & Live Q&A	Facebook Live, Instagram Live	☐ Planned ☐ In Progress ☐ Completed
Paid Advertisements	Google Ads, Facebook Ads	☐ Planned ☐ In Progress ☐ Completed

2. WEEKLY CONTENT SCHEDULE

Date	Platform	Content Type	Description	Hashtags/Tags	Status
MM/DD	Facebook	Image Post	Audition Announcement	#SayProAuditions #JoinNow	☐ Planned ☐ Posted
MM/DD	Instagram	Reel	Behind-the-Scenes Clip	#SayProTalent #AuditionDay	☐ Planned ☐ Posted
MM/DD	YouTube	Video	Contestant Highlight	#SayProStars	☐ Planned ☐ Posted
MM/DD	Twitter	Tweet	Audition Tip of the Day	#SayProTips	☐ Planned ☐ Posted
MM/DD	TikTok	Short Clip	Judge’s Message to Contestants	#SayProJudges	☐ Planned ☐ Posted

3. SOCIAL MEDIA POST CHECKLIST

☐ Engaging caption with a clear CTA (Call to Action)
☐ Proper hashtags for reach and visibility
☐ High-quality images/videos
☐ Scheduled posting time optimized for audience engagement
☐ Cross-promotion on multiple platforms

4. PERFORMANCE TRACKING & ANALYTICS

Platform	Post Date	Engagement (Likes, Shares, Comments)	Reach	Conversion (Registrations, Sign-ups)
Facebook
Instagram
Twitter
YouTube
TikTok

Notes & Adjustments

📌 Content should be adjusted based on audience engagement and feedback.
📌 Regularly analyze which platforms perform best and focus on high-impact activities.

20/02/2025

SayPro Feedback Form Template

SAYPRO AUDITION TOUR 2025

JUDGE FEEDBACK FORM

📍 Audition Location: ________________________
📅 Date: _______________
🎤 Contestant Name: ________________________
🔢 Contestant Number: _______________
🎭 Audition Category:
☐ Singing 🎤 ☐ Dancing 💃🕺 ☐ Acting 🎭 ☐ Comedy 🎭😂
☐ Spoken Word / Poetry ✍️ ☐ Instrumental Performance 🎸🎻🎷 ☐ Other: ___________

1. PERFORMANCE CRITERIA (Scoring: 1 = Poor, 5 = Excellent)

Criteria	1	2	3	4	5
Stage Presence (Confidence, Charisma)	☐	☐	☐	☐	☐
Technical Skill (Vocal Control, Dance Moves, Acting Ability, etc.)	☐	☐	☐	☐	☐
Creativity & Originality	☐	☐	☐	☐	☐
Emotional Impact (Engagement, Connection with Audience)	☐	☐	☐	☐	☐
Clarity & Execution (Diction, Rhythm, Movement)	☐	☐	☐	☐	☐
Overall Performance Quality	☐	☐	☐	☐	☐

2. STRENGTHS & AREAS FOR IMPROVEMENT

Contestant Strengths:

Areas for Improvement:

3. RECOMMENDATION

☐ Proceed to Next Round
☐ Consider for Future Opportunities
☐ Not Ready for Advancement

📝 Final Comments:

👨‍⚖️ Judge’s Name: ________________________
🖊️ Judge’s Signature: ________________________

20/02/2025

SayPro Event Budget Template

SAYPRO AUDITION TOUR 2025

BUDGET TRACKING TEMPLATE

📅 Event Period: _______________
📍 Audition Locations: _______________
📊 Budget Approved: _______________

1. VENUE & LOGISTICS COSTS

Expense Category	Estimated Cost (ZAR/USD)	Actual Cost (ZAR/USD)
Venue Rental Fees
Equipment Rental (Sound, Lighting, Stage)
Security Personnel
Permits & Licenses
Insurance (Event Liability)
Miscellaneous Venue Costs
Total Venue & Logistics Costs	ZAR/USD: ____________	ZAR/USD: ____________

2. TRAVEL & ACCOMMODATION

Expense Category	Estimated Cost (ZAR/USD)	Actual Cost (ZAR/USD)
Flights / Transport for Judges & Staff
Local Transportation (Car Rentals, Fuel)
Hotel Accommodations for Team
Per Diems (Food Allowance)
Miscellaneous Travel Costs
Total Travel & Accommodation Costs	ZAR/USD: ____________	ZAR/USD: ____________

3. STAFFING & SALARIES

Expense Category	Estimated Cost (ZAR/USD)	Actual Cost (ZAR/USD)
Judges’ Fees / Honorariums
Event Coordinators
Technical Crew (Sound, Lighting, Production)
Local Staff & Volunteers
Administrative Staff Salaries
Total Staffing & Salaries	ZAR/USD: ____________	ZAR/USD: ____________

4. MARKETING & PROMOTION

Expense Category	Estimated Cost (ZAR/USD)	Actual Cost (ZAR/USD)
Social Media Ads & Promotions
Printed Materials (Flyers, Posters, Banners)
Website & Registration Platform Maintenance
Media Partnerships (Radio, TV)
Public Relations & Press Releases
Total Marketing & Promotion Costs	ZAR/USD: ____________	ZAR/USD: ____________

5. MISCELLANEOUS & CONTINGENCY

Expense Category	Estimated Cost (ZAR/USD)	Actual Cost (ZAR/USD)
Emergency/Unexpected Costs
Additional Props & Costumes
Hospitality for VIP Guests
Total Miscellaneous Costs	ZAR/USD: ____________	ZAR/USD: ____________

6. OVERALL EVENT BUDGET SUMMARY

Budget Category	Estimated Cost (ZAR/USD)	Actual Cost (ZAR/USD)
1. Venue & Logistics
2. Travel & Accommodation
3. Staffing & Salaries
4. Marketing & Promotion
5. Miscellaneous & Contingency
TOTAL BUDGET	ZAR/USD: ____________	ZAR/USD: ____________

Notes & Adjustments:

📌 Any budget overruns or savings should be documented here.
📌 Regularly update actual costs to ensure financial tracking remains accurate.

20/02/2025