Certainly! Here’s a detailed version of the instruction for SayPro to gather required content from presenters, including speech drafts, presentation materials, and award descriptions:
SayPro: Gather Required Content from Presenters
To ensure a seamless and professional event experience, SayPro must proactively collect and organize all necessary content from presenters well in advance. This includes speech drafts, presentation materials, and award descriptions. Early collection allows time for content review, formatting, technical setup, and last-minute changes. Here is a step-by-step guide for managing this process effectively:
1. Identify All Presenters and Contributors
- Create a master list of all individuals or teams expected to speak, present, or participate in any formal segment.
- Categorize them by role:
- Keynote speakers
- Award presenters
- Award recipients (if giving acceptance speeches)
- Panelists or moderators
- Entertainment performers (if using multimedia or scripts)
2. Communicate Clear Deadlines and Expectations
- Send formal requests to each presenter detailing:
- What materials are required (e.g., speech draft, PowerPoint slides, award citations)
- File format preferences (e.g., .docx, .pptx, .pdf)
- Word count or slide limits
- Submission deadlines (recommend at least 7–10 days before the event)
- Provide templates where possible to ensure consistency (e.g., slide templates, speech outlines, award description formats)
3. Collect the Following Materials
a. Speech Drafts
- Ask for full scripts or bullet-point outlines.
- Include speaker bios and titles for introductions.
- Review for clarity, timing (within allocated limits), and tone (formal/informal depending on the event).
b. Presentation Materials
- PowerPoint or Keynote slides
- Embedded media (videos, audio clips) – ensure compatibility with venue equipment
- Any handouts or printed materials to be distributed
- Notes or cues for the technical team (e.g., “advance slide after video ends”)
c. Award Descriptions
- Award name and category
- Criteria for selection
- Background of the award and its significance
- Recipient name(s) and short bio or reason for the award
- Presenter’s script or remarks during the handover
4. Review and Format All Content
- Proofread speeches and award texts for grammar, flow, and professionalism.
- Ensure visual consistency in slides (branding, fonts, logo usage).
- Coordinate with the technical team to test presentations on venue equipment to avoid compatibility issues.
5. Organize and Distribute Materials Internally
- Create a centralized folder (e.g., shared drive or project management platform) with all collected content organized by session or presenter.
- Share finalized materials with:
- Event host/MC
- AV and technical crew
- Stage manager or showrunner
- Print/design team (if programs or visuals are needed)
6. Follow Up Promptly
- Send gentle reminders a few days before the submission deadline.
- Offer support for revisions, formatting, or technical troubleshooting.
- Have a backup plan in case some content is delayed or missing (e.g., generic intro text, filler visuals).
Summary Checklist for SayPro Content Gathering:
- ✅ Presenter list finalized
- ✅ Communication sent with deadlines and templates
- ✅ Speech drafts collected and reviewed
- ✅ Presentation slides tested and organized
- ✅ Award descriptions formatted and approved
- ✅ Materials stored and shared securely