SayPro Event Timeline & Resource Allocation Chart

Here’s a detailed SayPro Event Timeline & Resource Allocation Chart template designed to help school coordinators plan, schedule, and allocate resources effectively for high school events under the SCSPR-27 programme:

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📅 SayPro Event Timeline & Resource Allocation Chart

Event Name: ___________________________
Event Date(s): ___________________________
School: ___________________________
Coordinator: ___________________________

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🗓️ Event Timeline

Phase/Date	Activity/Task	Responsible Person	Status	Notes
Preparation (e.g., 8 weeks before)	Draft event proposal	Coordinator	☐ Pending ☐ In Progress ☐ Complete
Preparation	Secure venue and permits	Coordinator / Admin	☐ Pending ☐ In Progress ☐ Complete
Preparation	Identify and contact sponsors	Partnerships Officer	☐ Pending ☐ In Progress ☐ Complete
Preparation	Develop marketing materials	Communications Team	☐ Pending ☐ In Progress ☐ Complete
Development (e.g., 4 weeks before)	Finalize programme schedule	Event Team	☐ Pending ☐ In Progress ☐ Complete
Development	Conduct risk assessment	Safety Officer	☐ Pending ☐ In Progress ☐ Complete
Development	Confirm volunteers and staff	Volunteer Coordinator	☐ Pending ☐ In Progress ☐ Complete
Execution (Day of event)	Set up venue and equipment	Logistics Team	☐ Pending ☐ In Progress ☐ Complete
Execution	Event launch and coordination	Event Coordinator	☐ Pending ☐ In Progress ☐ Complete
Execution	Media capture (photos/videos)	Media Team	☐ Pending ☐ In Progress ☐ Complete
Post-Event (Within 1 week)	Collect feedback and surveys	M&E Team	☐ Pending ☐ In Progress ☐ Complete
Post-Event	Submit M&E report and media portfolio	Coordinator	☐ Pending ☐ In Progress ☐ Complete

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📦 Resource Allocation

Resource Type	Description	Quantity Needed	Assigned To	Status	Notes
Venue	School auditorium	1	Coordinator	☐ Booked ☐ Pending
Equipment	Sound system & microphones	2 sets	Logistics Team	☐ Available ☐ Pending
Materials	Event programmes & brochures	300 copies	Communications	☐ Printed ☐ Pending
Staff/Volunteers	Event ushers	10	Volunteer Coordinator	☐ Confirmed ☐ Pending
Sponsorship	Refreshments	–	Sponsor ABC Corp	☐ Confirmed ☐ Pending
Safety	First aid kits	2	Safety Officer	☐ Available ☐ Pending

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🖊️ Sign-Off

Event Coordinator: _________________________
Date: _________________________

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