SayPro Event Hosting Checklist (PDF/Excel)

Here is a detailed description and structure of the SayPro Event Hosting Checklist that all SayPro staff must use. This checklist should be available in PDF and Excel formats for ease of use and record-keeping.

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📋 SayPro Event Hosting Checklist

Template Format: PDF / Excel
Purpose: To guide and document all technical and logistical steps involved in planning, rehearsing, hosting, and closing a SayPro event.

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✅ SECTION 1: EVENT SETUP

Task	Assigned To	Due Date	Status	Comments
Confirm event title and objectives			☐ Not Started ☐ In Progress ☐ Completed
Select and reserve hosting platform (Zoom, MS Teams, SayPro Video Hub)			☐
Set up registration or ticketing system			☐
Create and test event access links			☐
Upload speaker bios and presentation materials			☐
Coordinate visual design elements with SayPro Design Team			☐
Schedule rehearsal with all speakers/panelists			☐
Prepare SayPro-branded opening and closing slides			☐
Confirm event is listed on SayPro calendar and website			☐

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🎛️ SECTION 2: TECHNICAL CHECK

Task	Assigned To	Due Date	Status	Comments
Check camera, microphone, and lighting			☐
Test screen-sharing and slide display			☐
Test live chat, polls, and Q&A functions			☐
Set up backup internet or co-host redundancy			☐
Confirm technical support team availability			☐
Run full system test 24 hours before event			☐
Log test results and report issues			☐

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🎤 SECTION 3: EVENT DELIVERY

Task	Assigned To	Due Date	Status	Comments
Launch pre-event lobby and welcome screen			☐
Deliver welcome message and introduce speakers			☐
Monitor participant interaction (chat, polls)			☐
Provide technical support during the event			☐
Record entire event and save backup locally			☐
Thank participants and issue post-event survey link			☐

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🗂️ SECTION 4: POST-EVENT TASKS

Task	Assigned To	Due Date	Status	Comments
Upload event recording to SayPro Learning Archive			☐
Deliver post-event evaluation within 48 hours			☐
Complete and submit SayPro Hosting Log (SCMR-14)			☐
Review incident reports and improvement points			☐
Share highlights with Marketing Royalty Team			☐

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📎 ATTACHMENTS SECTION

• Speaker presentation slides
• Event promotional graphics
• Post-event survey responses
• Hosting Log Report
• Evaluation Sheet

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🔏 SIGN-OFF

Role	Name	Signature	Date
Event Host
Technical Support
Project Manager

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Would you like this checklist formatted and delivered as an actual PDF and Excel file? I can also prepare a printable version or an interactive version for internal digital use.