SayPro Logistics Management Plan.

Program: SayPro Development 5-Day Meditation & Relaxation Camp
Module Code: SCDR.4.8.4
Delivery: Hybrid (In-Person + Online)
Location: Neftalopolis Retreat Center (In-Person) + SayPro Virtual Platform
Month: January

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🎯 OBJECTIVES

1. Create a serene, distraction-free environment at the physical venue (Neftalopolis).
2. Set up a fully functional, interactive online platform for remote participants.
3. Ensure availability and readiness of all materials, equipment, and support staff for both delivery modes.
4. Align logistics with the daily schedule and thematic flow of the program.

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🏞️ IN-PERSON CAMP LOGISTICS – NEFTALOPOLIS

1. Venue Setup

• Meditation Hall Setup:
  • Floor cushions, yoga mats, and blankets for up to 50 participants
  • Natural light and calming décor (plants, mandalas, minimal aesthetics)
  • Soundproofing or acoustic treatment for silence
  • Incense and essential oil diffusers (optional, based on sensitivity)
• Breakout Spaces:
  • 3 separate rooms for small group sharing, creative mindfulness, and quiet reflection
  • Outdoor garden area for walking meditation and breathwork
• Dining Area:
  • Vegetarian catering with mindful eating stations
  • Silent meals option for reflective moments
• Journaling & Rest Zones:
  • Hammocks, beanbags, and writing tables
  • Access to self-guided reflection prompts and calming music stations

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2. Participant Comfort

• On-site accommodation coordination (if overnight camp)
• Drinking water stations with herbal teas
• First aid station and mental health support on standby
• Printed schedules and maps provided at check-in
• Weather-appropriate adjustments (shade, heating, blankets)

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3. Equipment & Supplies Checklist

Equipment	Purpose
High-quality speakers	Guided meditation audio
Wireless headset microphones	Instructor mobility and clarity
Projector & screen	Instructional visuals
Singing bowls, chimes	Meditation and sound healing
Stationery packs & journals	Reflection & note-taking
Sanitation supplies	COVID-19 or general hygiene

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💻 ONLINE PLATFORM SETUP FOR VIRTUAL CAMP

1. Platform Selection

• Primary: SayPro Zoom Pro / Custom Webinar Integration
• Backup: YouTube Private Stream or Microsoft Teams (depending on region)
• Support tool: WhatsApp / Telegram group for real-time updates

2. Pre-Camp Technical Setup

• Registration portal with automated reminders and access links
• Pre-camp tech check invitation for participants
• Orientation video on “Creating a Sacred Space at Home”
• PDF Welcome Pack (with agenda, journaling templates, breathing charts)

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3. Live Session Execution

• Two-camera setup: One focused on instructor, one for full-room atmosphere
• Live moderator: Handles chat Q&A, music playback, breakout rooms
• Simultaneous translation/subtitles (if needed)
• Interactive Tools:
  • Polls and word clouds during group sessions
  • Breakout rooms for small-group mindfulness shares
  • On-screen breathing timers and visual cues

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4. Post-Session Resources

• Recordings uploaded daily to secure portal
• Guided audio meditations available for download
• Post-day feedback forms for continuous improvement

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👥 LOGISTICS TEAM ROLES & RESPONSIBILITIES

Role	Responsibility
Logistics Manager	Overall coordination, checklist monitoring
Venue Coordinator	Site setup, accommodation, food, and comfort
Tech Support Lead	Online stream management and recording
Material Manager	Supply distribution (journals, kits, etc.)
Participant Liaison	Handles special needs, questions, and daily updates

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🔄 SUSTAINABILITY & CONTINGENCY PLANNING

• All printed materials to be eco-friendly (recycled paper)
• Reusable water bottles and compostable dishware encouraged
• Contingency Plan:
  • Backup generator for power outages
  • Alternate instructor roster
  • Pre-recorded guided meditations as emergency fallback

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✅ FINAL LOGISTICS CHECKLIST (IN-PERSON & ONLINE)

Task	Status
Venue booked and walkthrough completed	✅
Equipment tested and ready	✅
Supplies packed and distributed	✅
Virtual platform tested (dry run)	✅
Instructor and staff schedules aligned	✅
Participant welcome kits prepared	✅
Emergency protocols confirmed	✅