Document ID: SCDR-3-28
Competition Name: SayPro Development Quarterly School Choir Competition
Date: January 21, 2025
Event Date: [Insert Event Date]
The SayPro Event Checklist Template is designed to help volunteers, organizers, and event coordinators effectively manage all logistical aspects of the competition day. The checklist covers key preparation tasks, on-the-day requirements, and post-event responsibilities to ensure a smooth and successful event.
This template serves as a guide to manage everything from the setup to the final announcements, ensuring that no detail is overlooked.
1. Pre-Event Preparation (Before Event Day)
| Task | Description | Completed (√) | Assigned To | Deadline |
|---|---|---|---|---|
| Create Registration Portal | Set up online registration system for schools to submit their details and choir performance scripts. | [Insert Date] | ||
| Distribute Event Guidelines | Send detailed competition guidelines (performance rules, judging criteria, theme explanation) to registered participants. | [Insert Date] | ||
| Create and Print Event Materials | Prepare printed materials for participants, judges, and audience (e.g., schedules, name tags, judging sheets). | [Insert Date] | ||
| Confirm Venue Setup | Check stage arrangements, seating for the audience, and any additional technical needs (e.g., microphones, lighting). | [Insert Date] | ||
| Coordinate with Volunteers | Confirm volunteer roles and responsibilities (e.g., ushering, managing technical equipment, assisting choirs). | [Insert Date] | ||
| Prepare Registration Desk | Set up a registration desk with sign-in sheets, participant name tags, and event materials. | [Insert Date] | ||
| Arrange for Photography and Videography | Confirm photographers/videographers to capture performances, audience engagement, and the awards ceremony. | [Insert Date] | ||
| Confirm Judges | Ensure that judges are briefed on their roles, the judging criteria, and event schedule. | [Insert Date] | ||
| Test Audio/Visual Equipment | Test microphones, speakers, stage lights, and any projection systems to ensure everything is working. | [Insert Date] | ||
| Prepare Awards and Prizes | Gather and prepare the prizes, certificates, or any other forms of recognition for the winners. | [Insert Date] |
2. On-the-Day Logistics (Event Day)
| Task | Description | Completed (√) | Assigned To | Time |
|---|---|---|---|---|
| Set Up Registration Desk | Ensure the registration desk is ready and all participants check-in upon arrival. | [Insert Time] | ||
| Greet and Brief Volunteers | Provide a quick briefing to volunteers on their roles and responsibilities for the day. | [Insert Time] | ||
| Stage and Technical Setup | Ensure that the stage is set up correctly with microphones, chairs, risers, and any required props or visuals. | [Insert Time] | ||
| Welcome Participants | Ensure that all choir participants are welcomed, guided to their holding areas, and given any necessary instructions. | [Insert Time] | ||
| Manage Audience Seating | Ensure that the audience is directed to their seats, with clear signage or guidance on event seating arrangements. | [Insert Time] | ||
| Manage Event Schedule | Keep track of the event’s schedule, ensuring that each choir is on time for their performance and there are no delays. | [Insert Time] | ||
| Assist Judges with Materials | Ensure that the judges receive all necessary materials (e.g., judging sheets, performance scripts, event schedules). | [Insert Time] | ||
| Coordinate Performance Transitions | Ensure smooth transitions between choirs’ performances, maintaining a timely flow and appropriate stage changes. | [Insert Time] | ||
| Monitor Technical Support | Monitor the technical setup (microphones, lighting, etc.) throughout the performances, ensuring there are no issues. | [Insert Time] | ||
| Document Performances | Ensure that photography and videography are capturing each choir’s performance and audience reactions. | [Insert Time] | ||
| Announce Breaks and Reminders | Ensure the audience is kept informed about any scheduled breaks or important event announcements. | [Insert Time] |
3. Post-Event Activities (After the Event)
| Task | Description | Completed (√) | Assigned To | Deadline |
|---|---|---|---|---|
| Announce Winners | Officially announce the winners and distribute awards or recognition on the event day or shortly after. | [Insert Date] | ||
| Distribute Prizes | Ensure that the winning choirs receive their prizes or certificates. | [Insert Date] | ||
| Collect Feedback from Judges | Obtain feedback from judges about the competition and performance. | [Insert Date] | ||
| Send Thank You Notes | Send thank you notes to all participants, volunteers, and judges for their contributions to the event. | [Insert Date] | ||
| Post-Event Communications | Share photos, videos, and highlights from the event on SayPro’s internal and external channels (e.g., website, social media). | [Insert Date] | ||
| Evaluate Event | Review the event and assess its success based on feedback, logistics, and overall execution. Document any lessons learned for future competitions. | [Insert Date] | ||
| Archive Event Materials | Store all relevant event materials (e.g., performance scripts, judge’s scores, event photos, videos) for future reference. | [Insert Date] | ||
| Review Participant Feedback | Collect feedback from participants and audience to understand their experiences and areas for improvement in future events. | [Insert Date] |
4. Emergency/Contingency Plans
| Task | Description | Completed (√) | Assigned To | Deadline |
|---|---|---|---|---|
| Backup Plan for Audio/Visual Issues | Ensure there is a backup microphone and audio equipment in case of any technical difficulties during the performances. | [Insert Time] | ||
| First Aid Kit Availability | Make sure a first aid kit is available, and volunteers are aware of emergency procedures. | [Insert Time] | ||
| Contingency for Bad Weather (If Outdoor Event) | Have a backup indoor location or plan for the event if weather becomes a concern. | [Insert Time] | ||
| Backup Schedule for Delays | Prepare a flexible backup schedule to manage any unforeseen delays in the event. | [Insert Time] |
This SayPro Event Checklist Template is an essential tool for organizers and volunteers to manage the event logistics for the SayPro Development Quarterly School Choir Competition. It ensures that every aspect of the competition is covered, from pre-event planning to post-event follow-up. By using this checklist, you can guarantee that the event runs smoothly, with all participants, volunteers, and audience members having a positive and enjoyable experience.
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