SayPro Hosting the Event:Facilitate workshops, panel discussions, or practical demonstrations (depending on the nature of the event).

SayPro Hosting the Event: Facilitate Workshops, Panel Discussions, and Practical Demonstrations

Objective:
To deliver high-impact, engaging sessions—including workshops, panel discussions, and hands-on demonstrations—that align with SayPro’s mission and provide meaningful learning and interaction opportunities for both in-person and virtual participants.

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1. Planning and Structuring Interactive Sessions

Workshops

Purpose: Hands-on, skill-building sessions focused on real-world application of M&E tools, data quality assurance, or project design.

Key Planning Elements:

• Topic Selection: Choose relevant, results-driven topics aligned with SayPro’s goals (e.g., “Designing Logical Frameworks”, “Using Digital Tools for Data Collection”).
• Facilitator Preparation: Assign experienced trainers or subject-matter experts. Provide them with workshop goals, session outlines, and participant profiles.
• Participant Engagement: Incorporate small group activities, role-playing, or live simulations to encourage learning by doing.
• Resources: Distribute pre-reading materials, worksheets, and digital tools in advance. Use collaborative platforms like Google Docs or Miro for virtual attendees.

Example Workshop Agenda:

• 10 mins – Introduction and Icebreaker
• 15 mins – Presentation on Topic
• 30 mins – Group Exercise or Case Study
• 15 mins – Group Presentations
• 10 mins – Wrap-Up and Key Takeaways

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Panel Discussions

Purpose: Stimulate thought leadership and knowledge sharing through dialogue among experts, with opportunities for audience interaction.

Key Planning Elements:

• Diverse Panel Selection: Include a mix of internal leaders, external experts, community partners, or past project beneficiaries.
• Moderator Preparation: Equip moderators with guiding questions, timing cues, and audience engagement tactics.
• Thematic Focus: Choose compelling topics such as “Innovations in M&E”, “Challenges in Field Data Collection”, or “Cross-Sector Partnerships for Impact”.
• Audience Interaction: Allow live Q&A, chat submissions (for virtual attendees), and post-discussion polling to keep engagement high.

Panel Flow Example:

• 5 mins – Moderator Opening and Speaker Intros
• 30 mins – Guided Panel Discussion
• 15 mins – Audience Q&A
• 10 mins – Summary and Key Insights

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Practical Demonstrations

Purpose: Show how to use a tool, technique, or method in a real-world context, particularly useful for technical M&E processes.

Key Planning Elements:

• Tools to Highlight: Focus on commonly used software (e.g., KoboToolbox, Power BI), QA methods, or SayPro’s own M&E systems.
• Live Scenarios: Demonstrate setup, execution, and analysis of an M&E task (e.g., data collection form creation, real-time dashboard updates).
• Interactive Q&A: Allow viewers to ask questions during or after the demo to clarify steps or explore deeper functionalities.
• Tech Readiness: Ensure screen sharing, camera setup, and backup tech support are in place, especially for virtual demonstrations.

Demo Example:

• Title: “How to Build and Deploy a Mobile Survey with KoboToolbox”
• Duration: 25–30 mins
• Format: Live walkthrough with screen share + downloadable handout

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2. Logistics and Delivery Support

• Hybrid Facilitation Teams: Assign both in-room facilitators and online session moderators to handle content, tech, and audience needs.
• Time Management: Keep sessions tightly scheduled and transitions smooth; use timekeepers for all breakout activities or discussions.
• Recording and Accessibility: Record all sessions and ensure materials are accessible post-event (e.g., via SayPro’s knowledge repository).
• Feedback Collection: Distribute post-session surveys to measure clarity, usefulness, and engagement of each session.

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3. Tools and Platforms to Use

• Workshops: Zoom breakout rooms, Miro, Google Docs, or Mentimeter
• Panel Discussions: Zoom Webinar, Microsoft Teams Live Events
• Practical Demos: OBS Studio (for screen capture), PowerPoint with live narration, or pre-recorded tutorial videos with Q&A

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Success Criteria

• 90%+ session attendance and participation
• Active engagement (Q&A, polls, chats, group work)
• Average feedback score of 4+ (on a 5-point scale) from participants
• At least one recorded insight or action step per session documented

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Would you like templates for workshop agendas or a sample script for panel moderators?