SayPro Quarterly Science and Technology Competitions: Event Logistics.

SayPro Monthly January SCDR-3
SayPro Quarterly Science and Technology Competitions by SayPro Development Competitions Office under SayPro Development Royalty SCDR

---

1. Purpose of Event Logistics

Event logistics form the backbone of the successful delivery of the SayPro Quarterly Science and Technology Competitions. Effective logistical planning ensures that the competition is well-organized, fair, and provides an engaging experience for participants, judges, partners, and audiences—whether the competition is hosted online, in-person, or in a hybrid format.

The logistics plan covers all operational aspects, including judge recruitment, evaluation procedures, event scheduling, and presentation arrangements.

---

2. Key Components of SayPro Event Logistics

A. Selection and Management of Judges

i. Judge Recruitment The SayPro Development Competitions Office will identify and invite qualified individuals to serve as judges. These may include:

• Academics and Researchers in Science and Technology.
• Industry Experts and Innovators.
• Representatives from Partner Organizations.
• Government Officials from Science and Education Departments.

ii. Judge Onboarding Once confirmed, judges will be provided with:

• Official Invitation Letters.
• Competition Overview Document.
• Evaluation Criteria and Scoring Sheets.
• Code of Conduct and Confidentiality Agreement.
• Training or briefing sessions to ensure consistency.

iii. Judge Incentives Depending on available budget, SayPro may provide:

• Stipends or honorariums.
• Certificates of Appreciation.
• Public recognition during the event.

---

B. Setting Up Evaluation Criteria

A clear, transparent, and standardized Evaluation Framework will be developed and shared with participants and judges.

Evaluation Criteria may include:

Category	Weight (%)	Details
Innovation & Creativity	30%	Originality of the idea and creative application.
Scientific Merit	25%	Accuracy, technical content, and scientific relevance.
Feasibility	20%	Practicality and potential for real-world application.
Presentation Quality	15%	Clarity, structure, and engagement of the presentation.
Social Impact	10%	Potential positive impact on society or communities.

Total Score: 100%

---

C. Competition Format and Presentation Arrangements

Competition Format Options:

1. Online Event
   • Hosted on platforms such as Zoom, Microsoft Teams, or SayPro’s own virtual event platform.
   • Participants submit digital presentations, videos, or prototypes.
   • Judges evaluate entries remotely.
2. In-Person Event
   • Venue selection (Community Centers, Partner Institutions, Convention Halls).
   • Stage setup, exhibition booths, audio-visual equipment.
   • Participant and audience seating, signage, branding.
3. Hybrid Event
   • Combination of physical and virtual presentations to increase accessibility.

---

D. Event Schedule Management

A detailed Event Schedule will be developed, covering all phases:

Pre-Event

• Registration and confirmation of participants.
• Submission deadlines.
• Confirmation of judges and speakers.
• Technical rehearsals (for online events).

Event Day(s)

• Opening Ceremony (Welcome remarks, partner acknowledgments).
• Competition Presentations (Participant pitches/project showcases).
• Judge Deliberation Sessions.
• Announcement of Results.
• Awards Ceremony.

Post-Event

• Distribution of Certificates and Prizes.
• Participant and Judge Feedback Collection.
• Media coverage and publication of event highlights.

Sample Event Schedule (1-Day In-Person Format)

Time	Activity
08:00 – 09:00	Registration & Welcome Tea
09:00 – 09:30	Opening Ceremony
09:30 – 12:30	Participant Presentations (Round 1)
12:30 – 13:30	Lunch Break
13:30 – 15:30	Final Presentations (Top 10 Projects)
15:30 – 16:00	Judge Deliberation
16:00 – 16:30	Award Ceremony & Closing Remarks

---

E. Technical and Logistical Requirements

For Online Events

• High-speed internet connection.
• Professional virtual event platform with breakout rooms.
• Technical support team.
• Backup communication channels.

For In-Person Events

• Venue booking and setup.
• Sound, lighting, and projection equipment.
• Signage and branding materials.
• Catering (refreshments, meals).
• Registration desk and information booths.
• Safety and COVID-19 compliance (if applicable).

---

F. Communication and Coordination

SayPro Development Competitions Office will assign an Event Logistics Team responsible for:

• Communicating with participants, judges, and partners.
• Managing event logistics on the day(s) of the competition.
• Handling any unexpected challenges or emergencies.
• Ensuring adherence to the event schedule.

A Detailed Roles & Responsibilities Matrix will be created to assign specific duties to team members.

---

G. Documentation & Reporting

During and after the competition, SayPro will:

• Capture photographs and videos.
• Record participant and judge attendance.
• Collect feedback from all stakeholders.
• Prepare a detailed Event Execution Report, including:
  • Number of participants.
  • Event highlights.
  • Challenges and recommendations.
  • Financial report (actual expenditure vs budget).

---

✅ Summary of Key Deliverables

Task	Responsible Unit	Timeline
Judge Recruitment & Onboarding	SayPro Development Competitions Office	5-20 January
Evaluation Framework Development	SayPro Development Competitions Office	10-15 January
Venue/Platform Booking	SayPro Development Competitions Office	15-20 January
Event Schedule Preparation	SayPro Development Competitions Office	20-25 January
Technical & Logistical Arrangements	SayPro Development Competitions Office	February – March
Execution of Competition Event	SayPro Development Competitions Office	March (specific date)
Event Execution Report	SayPro Development Competitions Office	End of March

---

If you’d like, I can now prepare a SayPro Event Logistics Checklist Template and a Judge Scoring Sheet Template to accompany this plan.

Shall I proceed with that?