SayPro Finalist Management: Communicate with finalists to provide guidelines and schedules.

SayPro Finalist Management: Communicate with Finalists to Provide Guidelines and Schedules

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 ensure the smooth participation of all selected finalists in the SayPro Monthly Final Judging, this process focuses on structured, timely, and clear communication. It involves delivering comprehensive guidelines, personalized schedules, presentation instructions, and support resources to all finalists in advance of the event.

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1. Finalist Confirmation and Acknowledgment

a. Official Notification of Selection

• Within 48 hours of the semi-final judging round, send official email notifications to each selected finalist.
• Include:
  • Congratulations Letter (branded PDF attachment)
  • Confirmation of category and project title
  • Summary of the next steps and timeline

b. Response Deadline

• Require all finalists to confirm their attendance within 3 working days.
• Include a response link or reply-to email to facilitate easy communication.

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2. Finalist Information Pack

a. Final Judging Guidelines Document

Prepare and distribute a comprehensive Finalist Information Pack, including:

• Event Overview
  • Theme of the month
  • Number of competitors
  • Judging panel background
• Judging Criteria
  • Innovation & originality (25%)
  • Social impact (25%)
  • Feasibility & sustainability (20%)
  • Presentation & communication (20%)
  • Community involvement (10%)
• Presentation Format
  • 10-minute live or recorded presentation
  • 5-minute Q&A session
  • Slide deck or demonstration guidelines
• Dress Code
  • Business casual or formal (for both virtual and in-person participants)
• Code of Conduct
  • Professional behavior
  • Respectful engagement
  • Anti-plagiarism policy

b. Schedule Distribution

• Share the Final Judging Schedule, customized to each finalist’s time slot:
  • Date, time, venue (or Zoom link)
  • Session title and sequence
  • Assigned judging panel

c. Technical Requirements Checklist

• Send a checklist with:
  • Required file formats (e.g., PDF, PowerPoint)
  • Slide submission deadline (typically 48 hours prior)
  • Platform login and testing instructions

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3. Orientation and Q&A Session

a. Pre-Judging Orientation Webinar

• Host an online orientation session 5–7 days before the event:
  • Introduction to judging process
  • Presentation do’s and don’ts
  • Live Q&A with the Competitions Office
• Record the session for those unable to attend live.

b. Mock Presentation Option

• Offer time slots for mock presentations or tech tests with SayPro staff.
• Provide real-time feedback on lighting, camera angles, voice clarity, and content delivery.

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4. Ongoing Support and Reminders

a. Finalist Support Contact

• Assign each finalist a SayPro Competitions Liaison Officer who:
  • Answers questions
  • Assists with uploading materials
  • Tracks readiness for event day

b. Reminder Emails

• Send reminders at the following intervals:
  • 1 week before (confirming all logistics)
  • 3 days before (slide and video submission deadline)
  • Event day morning (final instructions and login link)

c. Emergency Support

• Provide a hotline or dedicated email address for last-minute issues on the day of the judging.

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5. Post-Judging Communication

a. Thank You Message

• Send personalized thank-you emails within 48 hours of the event.
• Acknowledge participation and share when results will be announced.

b. Feedback Option

• Invite finalists to complete a brief feedback survey on their experience.
• Use responses to improve future competitions and judge interactions.

c. Final Results Announcement

• Notify all finalists via email once winners are announced.
• Include:
  • Winner highlights
  • Recording of the award ceremony
  • Certificates of participation (in PDF format)

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Conclusion:

Effective finalist management ensures that participants are well-prepared, informed, and confident heading into the SayPro Monthly Final Judging. By providing clear schedules, judging criteria, technical instructions, and personalized communication, SayPro upholds its reputation for professionalism and excellence in youth and community development competitions.