SayPro Event Planning Template: A document that outlines event details, including objectives, target audience, key speakers, agenda, and promotional strategies from SayPro Monthly February SCMR-17 SayPro Quarterly Event Management by SayPro Online Marketplace Office under SayPro Marketing Royalty
Purpose of the Event Planning Template
The SayPro Event Planning Template serves as a standardized planning and coordination tool designed to ensure all events hosted by SayPro—whether for sellers, customers, or stakeholders—are thoughtfully designed, strategically aligned, and effectively executed.
Developed under the SayPro Monthly February SCMR-17 framework, this template offers a centralized reference for internal teams and partners, enabling seamless collaboration from concept to post-event follow-up. It ensures consistency, operational efficiency, and alignment with SayPro’s broader marketing and marketplace objectives.
Key Components of the SayPro Event Planning Template
1. Event Overview
| Field | Details |
|---|---|
| Event Title | e.g., “SayPro Seller Success Bootcamp – February Edition” |
| Date & Time | e.g., 12 February 2025, 10:00 AM – 1:00 PM |
| Event Format | Virtual / Hybrid / In-person (specify platform or venue) |
| Event Owner | SayPro Online Marketplace Office |
| Collaborating Units | SayPro Marketing Royalty, Product Team, Seller Support, IT |
2. Event Objectives
Define what the event aims to achieve, such as:
- Educate sellers on product listing optimization.
- Onboard new users to the SayPro platform.
- Promote a new SayPro Marketplace feature.
- Facilitate B2B networking between top vendors and buyers.
- Collect feedback for platform development.
SMART Goal Example:
“By the end of this webinar, 80% of attending sellers should understand how to use SayPro’s new dynamic pricing feature.”
3. Target Audience
| Audience Segment | Description |
|---|---|
| Primary Audience | e.g., New and active sellers on the SayPro platform |
| Secondary Audience | e.g., Interested buyers and marketing partners |
| Geographic Focus | e.g., Neftalopolis, South Africa, Pan-African region |
| Registration Target | e.g., 800 attendees with a 60% attendance rate |
4. Key Speakers and Facilitators
| Name | Title/Role | Responsibility |
|---|---|---|
| Jane Maseko | Head of Seller Enablement, SayPro | Host and keynote speaker |
| Thabo Dlamini | Product Manager, SayPro Marketplace | Feature demonstration |
| Maria Lopes | Guest Seller (Top Performer) | Success story + Q&A |
| Facilitator(s) | Internal moderators | Chat management, Q&A coordination |
Include short bios, contact info, and session descriptions for each speaker in an appendix section of the template.
5. Agenda and Program Flow
| Time | Activity | Lead | Notes |
|---|---|---|---|
| 10:00 AM | Welcome & Introduction | Host | Opening remarks |
| 10:10 AM | SayPro Marketplace Feature Showcase | Product Team | Demo of new functionality |
| 10:40 AM | Seller Success Story | Guest Seller | Peer-to-peer learning session |
| 11:00 AM | Interactive Q&A Session | Moderator Panel | Live Q&A with attendees |
| 11:30 AM | Workshop or Hands-on Tutorial (Optional) | Tech/Support Team | Step-by-step platform navigation |
| 12:30 PM | Closing & Post-event Instructions | Host | Share survey links, support resources |
6. Promotional Strategy
| Channel | Tactics | Responsible Team |
|---|---|---|
| Email Campaigns | Segmented newsletters, reminder blasts | Marketing |
| SayPro Website | Banner placements, event landing page | Web Admin Team |
| Social Media | Countdown posts, speaker teasers, live updates | Social Media Team |
| SayPro Platform Notices | In-app push notifications, seller dashboard alerts | Product & Dev Team |
| Community Groups | WhatsApp broadcasts, Facebook groups | Community Managers |
Optional: Include UTM links or tracking codes in promotional elements for performance monitoring.
7. Pre-event Requirements Checklist
- Confirm all speakers and facilitators.
- Test event platform (video, audio, breakout rooms).
- Finalize and upload content decks or demos.
- Create and test registration links.
- Schedule promotional content release.
- Prepare real-time feedback tools (polls, survey links).
8. Post-event Follow-up Plan
| Action | Deadline | Owner |
|---|---|---|
| Send thank-you email + survey | 24 hours post-event | Marketing Team |
| Share recording and presentation | 48 hours post-event | Event Coordinator |
| Publish blog/event recap | 3 days post-event | Content Development Team |
| Analyze feedback and report insights | 5 days post-event | Strategy & Insights Team |
| Plan improvements for next session | Within 7 days | SayPro Online Marketplace Office |
9. Budget Summary (Optional Section)
| Item | Estimated Cost (ZAR) | Notes |
|---|---|---|
| Speaker honorariums | 5,000 | Internal & external speakers |
| Platform license (Zoom/Teams) | 3,000 | For up to 1,000 attendees |
| Marketing spend (social media) | 10,000 | Paid ads, design assets |
| Content production | 4,000 | Graphics, videos, PDFs |
| Total Estimated Budget | 22,000 ZAR |
Format and Usage
The SayPro Event Planning Template is provided as a fillable document or spreadsheet and used as:
- A working document for internal planning and coordination.
- A reference guide for all involved teams, ensuring consistency and accountability.
- A reporting framework to evaluate readiness before execution and after-action planning.
Expected Outcomes from Using the Template
- Improved event consistency across different formats and teams.
- Streamlined collaboration among departments.
- Enhanced alignment with SayPro’s strategic goals.
- Increased event participation and engagement.
- Faster and more efficient post-event analysis and documentation.