SayPro Activity Planning Template.

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Written by

Daniel Makano

SayPro Events Insights

SayPro Monthly January SCDR-2: Fitness and Recreation Program

Objective:

The SayPro Activity Planning Template is designed to streamline the planning and execution of fitness and recreational activities within the SayPro Monthly Fitness and Recreation Program. It ensures that all aspects of each activity are organized, aligned with the program’s goals, and optimized for maximum participation, engagement, and impact on community health.

Template Overview:

This template includes the following sections for each activity:

Activity Details
Objectives
Target Audience
Logistics and Resources
Schedule and Timeline
Promotion Strategy
Facilitators and Partners
Feedback and Evaluation

1. Activity Details

Activity Name:
Example: “Morning Yoga for All Levels”
Description:
Brief description of the activity, including its format, goals, and what participants can expect.
Example: “A gentle morning yoga session designed to improve flexibility, reduce stress, and provide a mindful start to your day.”
Location:
Specify if it will be held at a physical location (e.g., community center, park) or virtual (via a platform like Zoom).
Example: “SayPro Community Center or Virtual (via Zoom)”
Date and Time:
Clearly state the date and time the activity will be held.
Example: “January 20th, 2025 – 8:00 AM to 9:00 AM”
Duration:
Specify the duration of the activity.
Example: “1 Hour”
Equipment Needed:
List any equipment required for the activity.
Example: “Yoga mats, water bottles, comfortable clothing”

2. Objectives

Primary Goal:
Define the main goal of the activity.
Example: “To promote flexibility and mindfulness in participants while introducing them to the benefits of regular yoga practice.”
Secondary Goals:
Outline any secondary objectives that the activity may help achieve.
Example: “Increase community engagement, foster wellness practices, and introduce beginner-level fitness to a wide audience.”
Expected Outcome:
What should the participants achieve by the end of the activity?
Example: “Participants will feel energized, relaxed, and will have learned a few basic yoga poses to incorporate into their routine.”

3. Target Audience

Demographics:
Define the target audience for the activity based on age, fitness level, and interests.
Example: “Adults 18-65, beginner to intermediate level fitness.”
Community Focus:
Describe how this activity aligns with the needs of the community.
Example: “This activity is designed for individuals looking for low-impact exercise to increase flexibility and relieve stress.”
Inclusion:
Highlight efforts to make the activity inclusive for all.
Example: “The class will offer modifications for those with limited mobility and will welcome individuals of all backgrounds and fitness levels.”

4. Logistics and Resources

Venue/Space Requirements:
Outline the space needs, whether it’s an indoor or outdoor activity, size of the area, or any special considerations.
Example: “The activity will take place in the SayPro Community Center’s multipurpose room or in the park if weather permits. Ensure a quiet, distraction-free environment.”
Materials and Equipment:
List the items required for the activity, such as equipment, props, and safety supplies.
Example: “Yoga mats, blankets, bolsters, water stations, signage, hand sanitizer, first aid kits.”
Technology Needs:
For virtual activities, list the platform, login details, and any tech requirements.
Example: “Zoom meeting link, high-speed internet connection, microphone, and webcam.”
Safety and Accessibility:
Mention any safety protocols (e.g., social distancing, COVID-19 guidelines) and accessibility features.
Example: “Ensure the space is wheelchair accessible, and provide masks and hand sanitizer for in-person events.”

5. Schedule and Timeline

Pre-Activity Planning:
List tasks that need to be completed before the activity.
Example:
- Confirm trainer availability by January 15th.
- Set up the space by 7:30 AM.
- Share Zoom link with participants 24 hours before the event.
Activity Timeline:
Outline the time breakdown for the activity itself.
Example:
- 8:00 AM – 8:05 AM: Introduction & Warm-up
- 8:05 AM – 8:40 AM: Main Yoga Session
- 8:40 AM – 8:55 AM: Cool Down & Meditation
- 8:55 AM – 9:00 AM: Q&A and Closing Remarks
Post-Activity:
Define what will happen after the activity.
Example:
- Send a thank-you email with follow-up resources by 5:00 PM.
- Collect feedback from participants within 48 hours.

6. Promotion Strategy

Pre-Event Promotion:
Detail the promotional activities to attract participants before the event.
Example:
- Social media posts across Facebook, Instagram, and Twitter.
- Email marketing campaign targeted to existing participants.
- Local flyer distribution in community centers and gyms.
Event Registration:
Explain how participants will sign up.
Example: “Participants will register via the SayPro website, where they can also find additional information about the event and the trainer.”
Incentives:
Mention any incentives or rewards for participation.
Example: “First 30 participants to register will receive a complimentary SayPro water bottle.”
Post-Event Promotion:
After the event, share highlights and thank participants.
Example: “Share event photos on social media, post participant testimonials, and send out a thank-you note with the next activity announcement.”

7. Facilitators and Partners

Facilitator Information:
Provide the name, qualifications, and background of the facilitator or trainer.
Example: “Yoga Instructor: Jane Doe, Certified Hatha Yoga Instructor with 5+ years of teaching experience.”
Collaborators and Partners:
List any collaborators or partners contributing to the activity.
Example: “Local wellness store (XYZ Health), providing mats and wellness giveaways.”
Volunteer or Staff Needs:
Identify any volunteers or staff required for the activity.
Example: “1 event coordinator for registration check-in, 2 volunteers to assist with equipment setup.”

8. Feedback and Evaluation

Feedback Collection Method:
Describe how feedback will be collected from participants.
Example: “Use an online survey (Google Forms) sent via email 24 hours after the event.”
Key Evaluation Metrics:
Identify what metrics will be used to measure the success of the activity.
Example:
- Participant satisfaction (scale of 1-5)
- Percentage of participants who attend the full session
- Engagement during activity (e.g., questions asked, active participation)
- Feedback on activity relevance and quality
Post-Activity Review:
Review participant feedback and make recommendations for future activities.
Example: “Evaluate feedback from the survey and adjust future yoga sessions based on participant preferences (e.g., duration, intensity level).”

Conclusion

By using the SayPro Activity Planning Template, organizers can ensure each fitness and recreation activity is carefully structured, well-promoted, and effectively executed. This organized approach will facilitate higher participation rates, successful community engagement, and contribute to SayPro’s overall goal of improving community health and wellness.