Here is the full version of the SayPro Hosting Guidelines (Standard Operating Procedures – SOPs), outlining expectations, processes, and standards for all SayPro Hosting Team Members:

📘 SayPro Hosting Guidelines (Standard Operating Procedures – SOPs)

Document Code: SOP-SCMR-14
Issued by: SayPro Bulk Digital Communication Office
Under: SayPro Marketing Royalty
Managed by: SayPro Event Management Company

🧭 1. Purpose

These Standard Operating Procedures provide detailed guidance for SayPro Hosting Team Members on the preparation, coordination, technical management, and post-event tasks for all virtual, hybrid, and physical events hosted under the SayPro brand. The SOP ensures consistency, professionalism, data integrity, and alignment with SayPro’s brand promise.

🧩 2. Scope

This SOP applies to all SayPro personnel involved in:

• Event hosting (virtual, hybrid, physical)
• Technical event setup and support
• Content recording and media management
• Event evaluation and reporting
• Speaker and participant coordination

👤 3. Roles and Responsibilities

🗓️ 4. Pre-Event Procedures

4.1. Event Scheduling

• Use SayPro-approved tools (Zoom, MS Teams, Webex, SayPro Video Hub)
• Block rehearsal and event time on SayPro Master Calendar
• Register the event on the SayPro Website Event Portal

4.2. Speaker Coordination

• Send Speaker Coordination Email & SCMR-14-SP Form
• Confirm session title, bio, and presentation deadlines
• Schedule speaker rehearsals (min. 3 days before the event)

4.3. Platform Setup

• Create meeting/webinar links
• Enable chat, Q&A, polling, breakout rooms if needed
• Upload banners, branding elements, and digital backdrops

4.4. Testing & Rehearsals

• Conduct internal and speaker rehearsals (30–60 minutes)
• Test internet, sound, screen sharing, and emergency backup link
• Use SayPro Event Hosting Checklist to verify readiness

🎥 5. Event Delivery Procedures

5.1. Live Hosting

• Log in 30 minutes before the session
• Admit attendees, greet them professionally
• Record session with SayPro file naming standards
• Monitor chat, polls, and Q&A; flag any issues to Technical Officer

5.2. Technical Support

• Remain on standby for all technical queries
• Record platform incidents in SayPro Hosting Log
• Switch to backup host account if main host experiences failure

5.3. Engagement Tools

• Use at least two interactive tools: polls, quizzes, reactions, or Q&A
• Remind attendees about participation and feedback links
• Ensure session runs according to the event agenda

🗂️ 6. Post-Event Procedures

6.1. Media & Archives

• Save recordings with appropriate tags (event name, date)
• Upload raw and edited media to SayPro Learning Archive
• Label files for searchability (e.g., #finance #training #youth)

6.2. Feedback & Evaluation

• Send SayPro Event Feedback Template within 24 hours
• Submit post-event evaluation report within 48 hours
• Complete the SayPro Technical Incident Report Form (if applicable)

6.3. Reporting

• Fill out SayPro Event Hosting Report (Form SCMR-14-REP)
• Submit all feedback summaries and analytics to your Coordinator

🔐 7. Data Security & Compliance

• Follow SayPro Data Security Acknowledgment protocols
• Do not download or share event files via personal email
• Store all content only on SayPro-secured platforms
• Maintain confidentiality of all event-related data

🧾 8. Required Forms and Templates

✅ 9. Quality Assurance

• Random evaluations will be conducted by the SayPro Quality Team
• Any failure to meet SOPs will require retraining or reassignment
• Hosting Team must attend quarterly SOP update workshops

📬 10. Communication

All communication must take place via:

• Official SayPro Email Accounts
• SayPro Hosting Portal Messaging System
• SayPro Project Management Boards (Asana/Trello)

Would you like this SOP as a downloadable PDF, editable Word file, or in a SharePoint page format? I can also prepare a quick-reference checklist based on this.