Here is a structured plan for Collecting Content for the SayPro March SCDR-3 Report, ensuring a comprehensive, organized, and impactful post-event report aligned with SayPro’s development, documentation, and transparency goals.

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📥 SayPro Content Collection Plan

For SayPro March SCDR-3 Report – Coordinated by SayPro Development Competitions Office

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🎯 Objective:

To gather all relevant content, documentation, media, feedback, and performance insights to compile a high-quality, post-event SayPro March SCDR-3 Report for internal evaluation, stakeholder engagement, and public record.

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🗂️ 1. Core Content Categories to Collect

📋 A. Administrative & Event Logistics

• Finalized choir participation list
• Attendance registers (choirs, staff, adjudicators, guests)
• Venue bookings and logistics notes
• Schedules (rehearsals, performances, judging slots)

🧑‍⚖️ B. Adjudication & Results

• Judging sheets & scores
• Summary of winners & rankings
• Notes from adjudicators (comments, trends, recommendations)

📝 C. Choir Submissions

• Choir profiles (history, bios, member list, conductor info)
• Song titles and themes chosen
• Digital registration forms and consent releases
• Pre-event media (photos, rehearsal videos, interviews)

📸 D. Media Documentation

• Video recordings of performances
• Event photographs (stage, audience, backstage, highlights)
• Social media snapshots and post engagement data
• SayPro promotional materials used (banners, posters, etc.)

📣 E. Feedback & Evaluations

• Post-performance evaluations (by choir leaders & judges)
• Audience feedback (optional surveys or informal reports)
• Staff activity reports (submitted by support staff & coordinators)

📊 F. Monitoring & Evaluation (M&E)

• Participation diversity (age, region, group type)
• Alignment of songs with SayPro development themes
• Notable success stories or challenges
• Recommendations for next competition cycle

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📤 2. Content Collection Method

Content Type	Submitted By	Format	Where to Upload
Registration Forms	Choir Leaders	PDF/Online Form	[SayPro Portal / Google Drive]
Score Sheets	Adjudicators	PDF / Scanned	Adjudication Folder
Photos & Videos	Media Team	JPEG, MP4	Media Archive Drive Folder
Staff Activity Reports	Support Staff & Coordinators	DOC or Online Form	Operations Folder
Feedback Forms	Participants, Judges	Google Forms	Evaluation Folder
Social Media Screenshots	Comms Officer	PNG/JPEG	Comms Documentation Folder

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🛠️ 3. Tools & Templates Provided by SayPro

• 📑 [Editable Event Report Template]
• 📷 [Media Submission Form / Drive Link]
• 🗂️ [Central Google Drive Folder Structure]
• 📈 [Evaluation Summary Form (Google Sheet)]
• 📨 [Standard Submission Reminder Email Template]

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🕒 4. Timeline for Collection

Stage	Deadline
Initial Content Submission	Within 3 days post-event
Media File Upload Completion	Within 5 days post-event
Feedback & Evaluation Submission	Within 7 days post-event
Report Draft Finalization	Within 10 days post-event

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✅ Final Report Inclusions

• Executive summary
• Event overview and highlights
• Participation stats
• Judging results
• Quotes and testimonials
• Photo gallery and media links
• Recommendations

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Would you like help preparing any of the following?

• A Google Drive folder structure
• A fillable report collection form
• A submission reminder email to coordinators and choir leaders