Event Planning for SayPro Development Valentine’s Day Event

1. Initiation

Event Planning Timeline (Weeks/Months Before)

Define Purpose and Objectives:

1. This event celebrates Valentine’s Day through the arts, promoting creativity, and community engagement, and providing performers with exposure.
2. The event will include dance performances, choir singing, and modelling contests.

Set Event Date and Time:

1. Date: February 14th or a close weekend.
2. Time: Afternoon or early evening to allow family and community members to attend.

Choose Venue:

1. The venue should be able to accommodate a large crowd and feature a stage, seating, and good acoustics for both dance and musical performances.

Create Budget and Timeline:

1. Budget items: certificates, prizes (vouchers, clothing kits, trophies), catering for judges and participants, and audiovisual equipment.

Identify Target Audience and Invitees:

1. Judges: Professionals in the dance, music, and modelling industries.
2. Performers: Local talent, school or university groups, and community members.
3. General Audience: Families, friends, and local arts supporters.

Event Format:

1. Performances by dancers, singers, and models will be featured.
2. Audience voting or judge panel to determine winners.

Arrangements for Speakers, Performers, and Judges:

1. Confirm the event schedule and coordinate speeches and performances.
2. Schedule and ensure performers (e.g., dance groups, choirs) are well-prepared.

Catering and Refreshments:

1. Light refreshments for participants and judges.

Target Audience:

The audience for the SayPro Development Valentine’s Day (Dance, Choir, and Modelling)

The audience could include:

Young Adults and Students:

1. Age range: 16 to 35 years old.
2. Individuals with interests in dance, choir, and modelling.
3. Students from local schools, universities, and community organizations.

Professional Performers:

1. Dancers, singers, and models who may want to showcase their talents or participate in competitions.
2. Individuals looking for exposure and opportunities in the performing arts.

Families and Community Groups:

1. Parents, siblings, and friends of the performers.
2. Local community members who want to attend as spectators or volunteers.

Cultural and Arts Enthusiasts:

1. People interested in promoting cultural diversity, creative expression, and the performing arts in the community.

Corporate Sponsors and Partners:

1. Local businesses, corporate sponsors, and potential partners interested in engaging with the community or targeting a young, creative demographic.

Media and Influencers:

1. Influencers, bloggers, or media outlets interested in covering the event for promotion or social media presence.

Stakeholders:

SayPro Royals and Organizing Team:

1. Leadership, project managers, and coordinators who are directly involved in the event planning and execution.

Event Judges:

1. Professionals from the dance, music, and modelling industries who will evaluate participants.

Sponsors and Partners:

1. Businesses or organizations that provide funding or support for the event (financially, logistically, or with materials).

Volunteers and Staff:

1. Individuals who will assist with the event’s day-to-day operations, from registration to event management.

Audience and Attendees:

1. Spectators who attend to watch the performances.
2. Students and local community members participate as volunteers or performers.

Approval Process:

1.  Royal Committee

Event Proposal:

1. Submit the event proposal detailing the objectives, timeline, budget, and expected outcomes for royal officer and committee approval.

Event Portal Listing:

1. Once approved, the event should be listed on the SayPro Events Portal with clear information and links.

Marketing and Promotion (4-6 Days Before)

Promotional Materials:

1. Design posters, flyers, and digital ads that reflect the theme of love and creativity for Valentine’s Day.

Invite Influencers and Sponsors:

1. Reach out to local influencers and potential sponsors who might be interested in attending or supporting the event.

Execution and Post-Event Activities:

On-Site Execution:

1. Ensure that all staff, vendors, and volunteers are ready to manage event flow.
2. Coordinate with the venue, and technical teams, and ensure security measures are in place.

Post-Event Evaluation:

1. Gather feedback from participants and audience members.
2. Share highlights on the SayPro portal and social media.
3. Send thank-you notes to sponsors, judges, and participants.