Certainly! Below is a detailed communication and coordination plan for SayPro to effectively engage with key speakers, award presenters, and entertainers before the ceremony. This process ensures all parties are aligned, well-informed, and committed to the event.
✅ SayPro Communication Plan: Speakers, Presenters & Entertainers
🎯 Objective
To ensure timely, clear, and professional communication with all key contributors to confirm their availability, expectations, and preparedness for the event.
1. Identification & Selection (2 Months Before Event)
a. Speakers
- Confirm theme and objectives of the ceremony.
- Identify speakers aligned with SayPro’s values and purpose (e.g., government officials, NGO leaders, community advocates).
- Prioritize diversity and relevance.
b. Award Presenters
- Choose individuals of influence or symbolic value (e.g., board members, donors, alumni, partners).
- Ensure each award has a clear presenter assigned.
c. Entertainers
- Select youth performers, cultural groups, musicians, or spoken word artists from SayPro’s network or local communities.
- Ensure the content is appropriate for the audience and theme.
2. Initial Outreach & Invitation (6–7 Weeks Before Event)
Communication Includes:
- Formal invitation letter on SayPro letterhead
- Event overview (date, time, theme, audience)
- Clear description of expected role (e.g., 10-minute keynote, present 1 award, perform 5-minute dance)
- Deadline to confirm participation (within 7 days)
- Contact person for follow-up
Tip: Use a combination of email and phone calls for high-profile guests to ensure delivery and acknowledgement.
3. Confirmation & Requirements (4–5 Weeks Before Event)
After receiving confirmation:
- Send confirmation email with:
- Role details
- Arrival time and location
- Length of speech/performance
- Dress code (if applicable)
- Audiovisual needs form (for presentations, music, slides, etc.)
- Request:
- Short bio and photo for the program
- Any special accommodations (e.g., dietary, accessibility)
- Script or title of talk/performance (if needed for coordination or approval)
4. Pre-Event Coordination & Rehearsal (2 Weeks Before Event)
- Schedule virtual or in-person briefing/rehearsal:
- Walk through the agenda
- Confirm stage entry/exit timing
- Align on key messages
- Send detailed event brief pack, including:
- Full agenda
- Map of venue
- Contact list (SayPro coordinator, stage manager)
- Script outline (for MCs, transitions)
- Confirm transportation and lodging (if required)
5. Final Reminders & Day-Of Coordination
3 Days Before:
- Send reminder email/text:
- Arrival time and contact info
- Parking and venue access
- Any last-minute updates
Day of Event:
- Assign a SayPro liaison to:
- Welcome and guide each speaker/presenter/performer
- Ensure technical checks are completed
- Provide water, seating, and green room access if needed
- Queue speakers before they go on stage
6. Post-Event Follow-Up
- Send thank-you letters or emails within 3 days
- Share event photos or footage featuring their contribution
- Offer a certificate of appreciation or small token of gratitude
- Invite them to future SayPro initiatives or events
📋 Communication Tracker Template
| Name | Role | Status | Confirmed Date | Needs/Notes | SayPro Contact |
|---|---|---|---|---|---|
| Ms. Naledi Zuma | Keynote Speaker | Confirmed | 12 Apr | Requires projector and clicker | Nomvula – 071 000 1234 |
| Mr. Peter Molefe | Award Presenter | Pending | — | Follow-up call scheduled | Ayanda – 062 555 9876 |
| Youth Dance Crew | Entertainers | Confirmed | 10 Apr | Performing 5-min Zulu dance | Sipho – 079 333 4567 |
This comprehensive approach ensures professionalism and seamless execution, creating a positive experience for both participants and audience.