SayPro Logistical Planning
January SCDR.4.9.4 – 5-Day Skill Development Camp
Focus: Life and Social Skills Development
Objective:
To ensure that all operational, technological, and physical logistics are efficiently coordinated and in place to support a smooth, inclusive, and engaging learning experience—whether the camp is held in-person at Neftalopolis or facilitated online.
1. Venue & Facility Coordination (In-Person at Neftalopolis)
Venue Preparation Checklist:
- Main Training Space: Large hall or classroom with seating for all participants and facilitators.
- Breakout Areas: Smaller rooms or outdoor spaces for group activities and simulations.
- Registration Area: Setup with sign-in sheets, name tags, and welcome kits.
- Technology Setup:
- Projector, screen, speakers
- Extension cords and backup power
- Microphones for large sessions
- Sanitation & Safety:
- Clean restrooms
- First aid station and emergency exits clearly marked
- COVID-19 supplies if needed (sanitizer, masks)
- Meal & Refreshment Area:
- Coordination with caterers or food vendors
- Dietary accommodations noted in advance
- Accessibility Measures:
- Ramps, accessible toilets, and visual/audio support if needed
2. Equipment & Material Provisioning
Core Materials:
- Printed participant handbooks
- Stationery kits: notebooks, pens, highlighters
- Flipcharts, markers, masking tape
- Resource folders (for facilitators)
- Workshop supplies: role-play props, timers, creative materials
Technology for Facilitators:
- Laptops/tablets for digital presentations
- Internet dongles or Wi-Fi access
- Pre-loaded training slides and media
3. Online Delivery Logistics (Hybrid or Fully Virtual Option)
Platform Coordination:
- Use of secure, reliable platforms such as Zoom, Microsoft Teams, or SayPro LMS
- Setup of breakout rooms for small group activities
- Daily technical support hotline (dedicated IT assistant)
Participant Access Support:
- Pre-camp digital orientation session
- Data packages provided to those without internet access
- Digital toolkits emailed or made downloadable (workbooks, planner templates)
Tech Requirements:
- Slide decks optimized for screen sharing
- Engaging visuals and videos to keep energy high
- Polls, virtual whiteboards (e.g. Jamboard), and chat functions for interactivity
4. Scheduling & Coordination
Camp Timetable:
- 5-day detailed program with timings for:
- Icebreakers
- Main sessions
- Group work
- Breaks & meals
- Reflection periods
Team Briefings:
- Daily coordinator-facilitator briefings (30 minutes pre-session)
- Real-time troubleshooting plan in place (emergency response line)
5. Participant Welcome & Support
Welcome Kits (In-person or Delivered by Courier):
- Branded t-shirt or lanyard
- Printed workbook
- Water bottle, notebook, and pen
- Schedule & map of Neftalopolis site (if in-person)
Communication Channels:
- WhatsApp group or email list for daily updates and announcements
- Contact sheet with SayPro support staff numbers
6. Monitoring, Evaluation & Feedback
Tools Provided:
- Daily attendance register
- Session evaluation forms (digital or printed)
- Equipment usage logs
- Incident report forms (for any technical or physical issues)
7. Post-Camp Wrap-Up
Logistical Closeout Tasks:
- Inventory check and storage of unused materials
- Cleaning and return of venue to original condition
- Debrief with logistics and support teams
- Final logistics report with recommendations for next camp
Key Deliverables:
- Fully equipped, accessible venue (or robust virtual infrastructure)
- Materials distributed to all participants and facilitators
- Smooth daily operations with contingency plans in place
- Logistics report compiled post-camp for documentation
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