SayPro Coordination and Planning: Organize the final judging schedule on the SayPro website.

SayPro Coordination and Planning: Organize the Final Judging Schedule on the SayPro Website

Program: SayPro Monthly January SCDR-3
Project: SayPro Monthly Final Judging
Office: SayPro Development Competitions Office
Division: SayPro Development Royalty SCDR

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Objective:

To effectively coordinate and publish the final judging schedule for SayPro’s monthly competitions on the official SayPro website, ensuring that all finalists, judges, staff, and viewers are informed of event details in advance.

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1. Preliminary Coordination

a. Finalist Confirmation

• Verify and confirm all selected finalists through the Competitions Office.
• Ensure all participant names, categories, and project details are finalized and approved.
• Send formal email confirmations and logistical briefings to finalists at least 7 days before the final round.

b. Judge Coordination

• Confirm the availability of all assigned judges for the event.
• Share profiles of the judges on the SayPro website (optional, for transparency and publicity).
• Schedule a pre-judging orientation session to go over scoring criteria, timing, and conflict-of-interest policies.

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2. Judging Schedule Development

a. Structure of Judging Sessions

The final judging will typically follow this format:

• Opening Remarks – 15 minutes
• Presentation Rounds – 10–15 minutes per finalist (including Q&A)
• Breaks & Deliberation – 30–60 minutes
• Award Ceremony – 30 minutes

b. Session Grouping (if applicable)

• Divide finalists into categories (e.g., Innovation, Social Impact, Youth-led, Environmental, etc.).
• Assign judging panels accordingly.
• Schedule each category in blocks to avoid delays and allow judge rotations if necessary.

c. Digital Access & Time Zones

• Include time zone conversions for virtual participants or judges.
• Use platforms like Zoom or Microsoft Teams and integrate the links directly into the published schedule.
• Test all digital tools 24 hours in advance.

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3. Website Schedule Publishing

a. Website Section: SayPro Final Judging Events

Create a dedicated section on the SayPro website with the following:

Page Title:

📅 January 2025 | SayPro Monthly Final Judging – Official Schedule

Content Structure:

• Introduction: Brief overview of the competition theme, number of finalists, and judging goals.
• Event Date and Time: 📍 Date: Saturday, January 25, 2025
  🕐 Time: 10:00 AM – 4:00 PM (SAST)
  🌍 Venue: SayPro Conference Center, Johannesburg & Online (Hybrid Event)
• Full Judging Schedule Table: | Time Slot | Finalist | Category | Project Title | Judge Panel | Format | |———–|———-|———-|—————|————-|——–| | 10:00 AM – 10:15 AM | Thando Mokoena | Youth Innovation | “EcoSmart Kits” | Panel A | In-Person | | 10:20 AM – 10:35 AM | Lindiwe Zulu | Social Impact | “Food4Change” | Panel B | Online | | 10:40 AM – 10:55 AM | David Nkosi | Tech for Good | “CleanCode Bots” | Panel A | In-Person | | … | … | … | … | … | … |
• Judging Criteria: Outline what the judges will be scoring (e.g., innovation, feasibility, impact, presentation skills).
• Live Stream Link (if applicable):
  Include embedded video or link to SayPro’s YouTube or live streaming channel.
• Downloads:
  • Finalist List (PDF)
  • Event Program
  • Judge Bios (optional)

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4. Communication Plan

a. Internal Stakeholder Notification

• Email event schedules and links to all SayPro staff, judges, and finalists.
• Set up a reminder email automation 48 hours before and 2 hours before the event.

b. Public Promotion

• Use SayPro’s homepage slider and event section to feature the judging day.
• Share on SayPro social media accounts with visuals, countdowns, and reminders.
• Publish stories/highlights of finalists leading up to the event.

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5. Post-Event Planning

• Schedule time for judges to deliberate and submit scores online via SayPro’s judging system.
• Include a placeholder for Winner Announcements with the line:

“Winners will be announced here by 6:00 PM (SAST) on January 25, 2025.”

• Archive the event schedule for reporting and documentation under SayPro Development Competitions Office files.

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Conclusion:

Organizing the final judging schedule and publishing it on the SayPro website ensures transparency, smooth execution, and strong engagement from all participants. This process supports SayPro’s mission of fair competition and community empowerment under the SayPro Development Royalty SCDR framework.