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

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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.

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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

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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

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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.

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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!