SayPro Human Capital Event Management Policies, Procedures, Processes, Templates, Documents, and Forms

Document Code: SayProP189
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: 06 January 2025
Next Review Date: 06 June 2025

Introduction and Announcement

• All SayPro Chiefs, Officers, Specialists are now required to follow the SayPro Events on Https://www.events.saypro.online
• Ensure that you manage your daily schedules in line with the requirements as listed on each event on SayPro Events.
• All submissions must be submitted on or before closing day of business on the day of submissions.
• All SayPro Human Capital and Royal Committee’s must ensure that all indicators are submitted in writing and published on SayPro Staff (SayPro Chief Operations Officer and other Administrative Officers) or SayPro Education (SayPro Chancellor) or SayPro Charity (SayPro Chief Development Officer) or SayPro Investor (For SayPro Chief Strategic Partnerships Officer
• The report should be submitted on en.saypro.online wit the links to the information submitted on SayPro Research Work. Refer to this example
• SayPro Chief Marketing Officer and SayPro Chief Strategic Partnerships Officer may be required to move between Royal Websites.
• Submissions must be done in the form of links of posts published. Also the information must also adhere to the requirements listed below. Some requirements are not needed for some activities.
• The instructions listed below are only for events.
• Each Human Capital event has its own requirements are only allowed to stick to the requirements as specified in the event. Instructions are specified from the beginning to the end of each event. Ensure that you deliver on those requirements. Otherwise if there are no instructions refer to the instructions below.
• Replace SayPro XX with the event title

I hope you will enjoy and be challenged with SayPro.

I am looking forward to receiving your work daily.

Neftaly Malatjie | Chief Executive Officer | SayPro

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1. Policy Overview

This policy outlines the standards and procedures for the effective planning, management, and execution of events under SayPro Human Capital. It aims to ensure alignment with SayPro’s strategic objectives, enhance stakeholder engagement, and deliver high-quality events.

SayPro Events are only managed by SayPro Chief Learning and Monitoring Royal

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2. Objectives

• Promote SayPro’s values, vision, and mission through well-organized events.
• Establish a structured process for event planning and execution.
• Ensure compliance with regulatory, financial, and operational standards for SayPro Event Management.
• Foster team collaboration and efficient use of resources in SayPro Event Management.

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3. Scope

This policy applies to all internal and external events organized under SayPro Human Capital, including but not limited to:

• Conferences
• Training Workshops
• Annual General Meetings (AGMs)
• Networking Sessions
• Employee Engagement Activities

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4. Procedures and Processes

4.1 Event Planning

1. Initiation:
   • Define the purpose, objectives, and scope of the event together with the Royal Chief, Royal Manager, Royal Officers and Royal Specialists SayPro XX Event Planning Minutes of the Meeting Document
   • Identify target audience and stakeholders SayPro XX Event Target Audience Document
   • All SayPro Events are to be listed on SayPro Events including meetings held, meetings to be held and future envisaged events. Send link with the created Event
   • Ensure that you use AI solutions to suggest dates, descriptions and the event information. Refer to SayPro AI Tools and Prompts on en.saypro
   • Name guideline for Courses/Mastersclass/Webinar (SayPro XX Course/Masterclass Event)
   • Name guideline for Events/Festivals/Camps/Competitions/Parade (SayPro XX Parade/Event)
2. Pre-Event Planning (Weeks/Months Before)*

• Define the event purpose and objectives—the event SayPro XX Event Brochure, SayPro XX Event Poster, SayPro XX Event Plan, SayPro XX Event Sponsor Request Letter, and SayPro XX Event Sponsorship Package.
• Set event date and time – Cover Article confirming the SayPro XX Event Date and Time to Lekgotla, Up-to-date Poster with the exact Date. SayPro XX Event 10 Video, SayPro XX Event 100 Pictures
• Choose venue and layout – Cover Article confirming the SayPro XX Venue and Layout to Lekgotla for Neftaly Malatjie’s approval.
• Create budget and timeline: Certificates, Medals, Trophy, Voucher, Clothing Kits, Cash Prizes, Health Spa, Tickets, 10 SayPro XX Event Videos confirming the Rewards to be awarded for each, 10 SayPro XX Event Advert Videos for each, 10 SayPro XX Event Excitement Videos for each, 10 SayPro XX Event School Learners’ Excitement Videos for each, 100 Pictures.
• Identify the target audience and invitees—SayPro XX Event Judges’ invitations, SayPro XX Event Judges’ Lists Confirmation, 10 Scheduled SayPro XX Event Daily Announcements, 5 SayPro XX Event Videos confirming Judges’ participation, SayPro XX Event Invitee Groups’ Invitations, Announcements of groups agreed to participate in SayPro XX Event , and SayPro XX Event public invitation letters. If inviting a group, write a letter and publish it on SayPro that you invited them.
• Plan event format (conference, workshop, party, etc.) – SayPro XX Event Daily update on the progress using videos
• Arrange speakers, entertainment, or performers—Confirm at SayPro the SayPro XX Event list of Speakers, get SayPro XX Event Keynote Speakers, and Get a SayPro XX Event Keynote Speaker Speech, publish it after the event, or write a Short Biography of SayPro XX Event speakers, SayPro XX Event entertainment, and SayPro XX Event performers and publish it on SayPro.
• Plan catering and beverages—Light Refreshments should be served, as should refreshments for judges. It would help if you used local judges or experts based in the community. SayPro Human Capital will receive the food at the final event. Food must be from the kitchen if the event is to be held directly at SayPro. SayPro XX Event Videos of people as they network must be published on SayPro.
• Arrange for audiovisual equipment—Purchase a Speaker with a microphone that can work without power or is rechargeable. Ensure that the speaker is fully charged before the event and will last for the duration. No DJs should be used. Internal Human Capital should be the DJs or sound managers. It is recommended that you use Cell phones for Sound. Platforms such as YouTube Music should be used to play the music to eliminate breaching the SayPro Environmental Management Policy. 20 SayPro XX Event Singing Videos, 20 SayPro XX Event Dancing Videos
• Create event branding (logo, theme, etc.) – Design a logo and present the event logo for approval. The logo must have the SayPro logo without alterations, Gazebos must have the plain SayPro logo, and Tear Drops must have only SayPro Logo, including table cloths must have SayPro Logo. At the venue, you must use the SayPro Gazebo for display so that the SayPro logo will be visible as they perform. For sporting events, use the SayPro Gazebo across the field.

1. Approval:
   • Submit a detailed event proposal, including SayPro XX Event objectives, SayPro XX Event timeline, SayPro XX Event budget, and SayPro XX Event expected outcomes, for Royal Officer Approval, to Royal Chief, to the Royal Committee and to Neftaly Malatjie’s approval
   • Once the event is approved add it on SayPro Events Portal. Ensure that all the indicators are added as well such as Start Date, End Date, start time, end tune, registration deadline, location and all events must have a price.
2. SayPro Event Marketing and Promotion (4-6 Weeks Before)*
   • Create an SayPro XX Event Listing Page on SayPro Events
   • Ensure that SayPro Event has links to access all the forms, documents and notes explanations.
   • Design SayPro XX Event promotional materials (posters, flyers)
   • Develop 20 SayPro XX Event Social Media Campaigns
   • Send out invitations (SayPro XX Event Email, SayPro XX Event Mail.)
   • Create event hashtags and ensure that are listed on SayPro Event Listing Page
   • SayPro XX Event Plan for event advertising (print, online, etc.)
   • Coordinate with SayPro XX Event influencers or Invitation to SayPro XX Event sponsors
3. Registration and Ticketing (2-4 Weeks Before)*
   • Create registration process
   • Set up a ticketing system
   • Plan for ticket sales and revenue tracking
   • Coordinate with registration vendors
   • Confirm RSVPs and attendance and publish confirmed SayPro XX Event attendees
4. SayPro Venue and Logistics:
   • Select and book a SayPro venue that aligns with the event requirements.
   • Arrange catering, equipment, transportation, and accommodation (if needed).
5. SayPro Venue and Logistics:

• Select and book a SayPro venue that aligns with the event requirements. SayPro XX Event Venue Booking Confirmation Report
• Set up venue and decorations SayPro XX Event Venue Setup and Decoration Confirmation Report
• Coordinate with vendors and staff SayPro XX Event Vendors and Staff Confirmation Report
• Manage event registration and check-in SayPro XX Event Registration and Checking Confirmation Report
• Ensure audio-visual equipment is working SayPro XX Event Audio Visual Equipment Working Confirmation Report
• Manage event flow and timing SayPro XX Event Flow and Timing Confirmation Report
• Handle last-minute issues SayPro XX Event Last Minute Issues Confirmation Report

1. Budgeting and Logistical Arrangements:
   • All SayPro events unless otherwise specified must carry a Zero Budget
   • Ensure that no SayPro event carry a cost unless if it requires meals and costs that are already covered by other SayPro Royals.
   • Create a detailed budget, ensuring alignment with SayPro’s financial policies.
   • Identify potential SayPro sponsorships or partnerships if applicable to enable your events to reach the milestones you require. SayPro XX Event Sponsorship Invitation
   • Confirm venue details—Once the venue has been found, write 5 articles SayPro XX Event confirming XX Venue confirming it and create 20 videos SayPro XX Event confirming XX Venue talking about it and inviting people to visit.
   • Arrange for parking and transportation – Schedule parking Security Management Officers who are SayPro Human Capital and will be able to direct essential guests. Ensure that the parking is closed for public entrance with. SayPro XX Event Parking and Transporation Confirmation Report
   • SayPro XX Event Plan seating and table arrangements
   • Coordinate with vendors (catering, decor, etc.)
   • Ensure necessary permits and licenses
   • Plan for SayPro XX Event Security Confirmation Report
   • Arrange for accommodations (if needed)

4.2 SayPro Event Execution

1. Program Development:
   • Design a clear SayPro XX Event agenda with timelines and responsibilities.
   • Confirmation SayPro XX Event speakers, facilitators, and other key participants.
   • Confirmation SayPro XX Event schedule and timeline
   • SayPro XX Event coordinators with vendors and suppliers
   • Plan for SayPro XX Event staffing, volunteers and student assistants)
   • SayPro XX Event materials (programs, etc.)
   • Conduct walk-through at SayPro XX Eventvenue video
2. Marketing and Communication:
   • SayPro XX Event promotional materials and SayPro XX Event communication plan.
   • Utilize social media, email campaigns, and press releases to ensure visibility.
3. Risk Management:
   • Conduct a SayPro XX Event Risk assessment to identify potential issues and mitigation strategies.
   • Secure necessary permits and insurance coverage.

4.3 Event Monitoring

• Assign an event coordinator to oversee operations and ensure compliance with the plan. SayPro XX Event Coordinator Confirmation
• Use checklists and timelines to track progress during the event. SayPro XX Event Checklists and Timelines

4.4 Post-Event Activities

1. Evaluation:
   • Collect feedback from SayPro XX Event Participants Feedback, SayPro XX Event stakeholders Feedback, and the SayPro XX Event organizing team Feedback.
   • Assess the SayPro XX Event’s success against objectives and KPIs Report.
   • Document and Evaluate SayPro XX Event Success Document and Evaluation
   • Send SayPro XX Event Thank-you Messages and SayPro XX Event Surveys and publish them separately on SayPro then send to each participant
   • Share SayPro XX Event photos and updates on SayPro
   • SayPro XX Event Finances Review Report
   • Recommended Future Events and Listing on SayPro Events
2. Reporting:
   • Prepare a Comprehensive SayPro XX Event Report highlighting successes, challenges, and recommendations for future events.
3. Follow-Up:
   • Send out SayPro XX Event Thank-you Notes to Participants, SayPro XX Event Thank you Notes to sponsors, and SayPro XX Event Thank you Notes to Stakeholders.
   • Archive all documents and records for future reference.

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Templates and Documents Required

SayPro XX Event Plan  SayPro XX Event photos and updates on SayPro  SayPro XX Event Risk assessment to identify potential issues and mitigation strategies. 10 SayPro XX Event School Learners’ Excitement Videos 10 Scheduled SayPro XX Event Daily Announcements 10 SayPro XX Event Advert Videos for each SayPro CEO Neftaly Malatjie congratulates SayPro Human Capital for hosting the XX 10 SayPro XX Event Excitement Videos for each 10 SayPro XX Event Videos confirming the Rewards to be awarded 20 SayPro XX Event Dancing Videos 20 SayPro XX Event Social Media Campaigns 20 SayPro XX Event Singing Videos 5 SayPro XX Event Videos confirming Judges’ participation Announcements of groups agreed to participate in SayPro XX Event Comprehensive SayPro XX Event Report highlighting successes, challenges, and recommendations for future events. Conduct walk-through at SayPro XX Event venue video Confirmation SayPro XX Event schedule and timeline Confirmation SayPro XX Event speakers, facilitators, and other key participants. Coordinate with SayPro XX Event influencers Cover Article confirming the SayPro XX Event Date and Time Cover Article confirming the SayPro XX Venue Invitation to SayPro XX Event sponsors Plan for SayPro XX Event staffing, volunteers and student assistants) publish confirmed SayPro XX Event attendees Recommended Future Events and Listing on SayPro Events SayPro XX Event 10 Video SayPro XX Event 100 Pictures  SayPro XX Event Agenda Template SayPro XX Event agenda with timelines and responsibilities SayPro XX Event Brochure SayPro XX Event budget SayPro XX Event Budget Template SayPro Royal Committee approves hosting of XX SayPro Royal CEO Neftaly Malatjie approves the launch of XX SayPro Royal CEO Neftaly approves the hosting of XX SayPro XX Event coordinators with vendors and suppliers SayPro XX Event Daily update on the progress using videos SayPro XX Event Finances Review Report SayPro XX Event Invitee Groups’ Invitations SayPro XX Event Judges’ invitations SayPro XX Event Judges’ Lists Confirmation SayPro XX Event Keynote Speaker Speech SayPro XX Event Keynote Speakers SayPro XX Event list of Speakers SayPro XX Event Listing Page SayPro XX Event materials (programs, etc.) SayPro XX Event objectives SayPro XX Event performers SayPro XX Event Plan for event advertising (print, online, etc.) SayPro XX Event Plan seating and table arrangements SayPro XX Event Planning Minutes of the Meeting Document SayPro XX Event Poster SayPro XX Event Post-Event Feedback Form SayPro XX Event Post-Event Report Template SayPro XX Event promotional materials (posters, flyers) SayPro XX Event Proposal Template SayPro XX Event public invitation letters SayPro XX Event Risk Assessment Checklist SayPro XX Event Sponsor Request Letter SayPro XX Event Sponsorship Package. SayPro XX Event Target Audience Document SayPro XX Event Thank-you Notes to Participants SayPro XX Event timeline SayPro XX Event Videos of people as they network SayPro XX Event Checklists and Timelines SayPro XX Event communication plan. SayPro XX Event confirming XX Venue SayPro XX Event Coordinator Confirmation SayPro XX Event Email SayPro XX Event expected outcomes SayPro XX Event Flow and Timing Confirmation Report SayPro XX Event Last Minute Issues Confirmation Report SayPro XX Event Mail SayPro XX Event organizing team Feedback. SayPro XX Event Parking and Transporation Confirmation Report SayPro XX Event Participants Feedback SayPro XX Event promotional materials SayPro XX Event Security Confirmation Report SayPro XX Event Sponsorship Invitation SayPro XX Event stakeholders Feedback SayPro XX Event Success Document and Evaluation SayPro XX Event Surveys  SayPro XX Event Thank you Notes to sponsors SayPro XX Event Thank you Notes to Stakeholders. SayPro XX Event Thank-you Messages  SayPro XX Event Venue Booking Confirmation Report SayPro XX Event Venue Booking Confirmation Report SayPro XX Event’s success against objectives and KPIs Report. Send link with the created Event Short Biography of SayPro XX Event speakers, SayPro XX Event entertainment Up-to-date Poster with the exact Date SayPro XX Event Invitation to Sponsor SayPRo XX Event Invitation to Fund SayPro XX Event Invitation to Grant SayPro XX Event Invitation to Give SayPro XX Event Invitation to Donate SayPro XX Event Invitation to Exhibit SayPro XX Event invitation to Finance

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6. Forms

• SayPro XX Event Event Approval Form (SayProFEvent01)
• SayPro XX Event Participant Registration Form (SayProFEvent02)
• SayPro XX Event Sponsorship Request Form (SayProFEvent03)

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7. Roles and Responsibilities

• Event Coordinator: Oversees the planning and execution process.
• Human Capital Team: Provides logistical support and ensures alignment with policies.
• Finance Team: Manages budgeting and financial compliance.
• Marketing Team: Handles communication and promotional activities.

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8. Compliance and Review

• Adherence to this policy is mandatory for all SayPro events.
• Non-compliance may result in disciplinary action.
• This policy will be reviewed biannually to ensure relevance and effectiveness.

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9. SayPro FAQs

1. How do I edit SayPro Events
2. How do I edit SayPro Events FAQs on SayPro?
3. What happens when the SayPro Event is on Sunday or Public Holiday?
4. What happens if the SayPro event happens on Saturday morning?
5. What happens if the SayPro event is scheduled for during the week and learners are in class?
6. What happens if the SayPro event scheduled clashes with the other event?
7. What happens if there is too many SayPro events on the same day for the same SayPro Chief or same SayPro Human capital?
8. What about female SayPro Human Capital who have to go to church on Saturday?
9. What about SayPro Human Capital who have to go to a funeral or wedding on Saturday or Sunday when the event is going to happen?
10. Are SayPro human capital supposed to plan events for Saturday or Sunday or Holiday?
11. Can we adjust SayPro events dates?
12. What if we were not able to implement the SayPro event?
13. What if we need further explanation on SayPro event. What should we do?
14. Do we need parent consent forms for SayPro events?
15. What is the procedure for SayPro events for children who are under 18 or at school?
16. Why do SayPro events have pricing?
17. Are we allowed to add our own SayPro events?
18. Are allowed to charge on SayPro events?
19. Is SayPro Events for staff only or anyone can post their events on it?
20. What level of parents involvement do we need for SayPro events?
21. What if a child gets injured during a SayPro event?
22. What if a fight starts or a fatal accident happens during SayPro event?
23. Are we going to involve parents in SayPro events?
24. How can parents ask about SayPro events for a child who is attending?
25. How do we get SayPro parents consent form document or template for parents to sign on behalf of their child?
26. Are SayPro human capital allowed to make adjustments to the SayPro events?
27. How do we determine the SayPro events pricing and costing?
28. Can we start SayPro. events without sponsorships?
29. Since SayPro events are ZERO budget how do we deal with situations where there are costs?
30. Do we use the same report template for all SayPro events?
31. Can we make adjustments on SayPro events?
32. Is the SayPro Event reporting standardised?
33. For SayPro internal events can we use the same template for all our reporting all the time or does SayPro specify reporting guidelines on each event?
34. Can we list SayPro course events or we should use the education site for course related events?
35. At what level are SayPro parents involved in SayPro events?
36. At what level are Schools Principals involved in SayPro events?
37. At what level are School SGBs School Governing bodies involved in SayPro events?
38. At what level are School teachers involved in SayPro events?
39. At what level are School Learners involved in SayPro events?
40. At what level are University students involved in SayPro events?
41. At what level are University Management involved in SayPro events?
42. At what level are TVET college Students involved involved in SayPro events?
43. At what level are TVET College management involved in SayPro events?
44. At what level are community based groups, non profit organisations and clubs involves in SayPro events?
45. Can we cost SayPro events to the amount we like?
46. Can we come up with our own SayPro events?
47. What age groups are allowed to join SayPro events?
48. Can we charge any amount on SayPro events?
49. Can anyone join SayPro events?

Approved By:
Neftaly Malatjie
Chief Executive Officer