Here’s a detailed overview for the SayPro On-Site Activation Coordinator, focused on overseeing all physical sponsor activations during the festival:
SayPro: On-Site Activation Coordinator
Focus: Oversee Physical Activations at the Festival to Ensure Sponsor Booths, Displays, and Promotional Areas Are Set Up According to Specifications
Objective:
To manage and supervise all on-site sponsor activations, ensuring flawless execution, high-quality presentation, and compliance with agreed-upon specifications — delivering an exceptional brand experience for sponsors and festival-goers alike.
Key Responsibilities & Execution Plan
1. Pre-Festival Preparation
- Review Sponsor Contracts & Activation Specs
- Thoroughly understand each sponsor’s booth size, branding requirements, technical needs, and setup guidelines.
- Coordinate Logistics
- Work with vendors, suppliers, and the festival production team to schedule deliveries, setup, and dismantling timelines.
- Site Layout & Assignment
- Map out sponsor booth locations ensuring optimal foot traffic and strategic placement based on sponsor tier and goals.
- Materials & Equipment Check
- Confirm all materials (banners, furniture, AV equipment) meet quality standards and arrive on time.
2. On-Site Setup Management
- Supervise Installation Teams
- Oversee booth construction, display setup, signage placement, and technical installations to ensure accuracy and quality.
- Quality Control Inspections
- Conduct walkthroughs verifying that sponsor branding is prominently displayed and adheres to festival guidelines.
- Coordinate with Sponsors
- Facilitate sponsor teams on-site, addressing needs, last-minute changes, or troubleshooting issues promptly.
- Ensure Compliance & Safety
- Verify all setups comply with health, safety, and festival regulations.
3. During Festival Operations
- Daily Activation Oversight
- Monitor sponsor activations continuously to ensure smooth operations, replenishment of materials, and proper staffing.
- Support Sponsor Engagement
- Provide logistical support during special sponsor events or demos.
- Issue Resolution
- Quickly resolve any on-site problems, such as technical failures, signage damage, or space conflicts.
4. Post-Festival Breakdown
- Supervise Dismantling & Cleanup
- Ensure timely, careful takedown of sponsor booths and that all rented equipment is returned in good condition.
- Damage and Loss Reporting
- Document any damages or missing items and communicate with sponsors and vendors as needed.
5. Reporting & Feedback
- Activation Summary Reports
- Prepare detailed reports for sponsors showcasing photos, setup success, visitor interaction, and any issues encountered.
- Gather Sponsor Feedback
- Collect feedback on activation satisfaction and suggestions for future improvements.
Tools & Resources
| Function | Recommended Tools |
|---|---|
| Site Layout Planning | CAD software, Google Maps |
| Project & Task Management | Trello, Asana, Monday.com |
| Communication | Walkie-talkies, Slack, WhatsApp |
| Photo Documentation | DSLR Camera, Smartphone |
Key Deliverables
Detailed Setup & Logistics Plan- Daily On-Site Activation Checklists
- Quality Control & Compliance Reports
- Sponsor Activation Summary with Visual Documentation
- Post-Event Feedback Collection Summary
Success Metrics
- 100% sponsor activations set up on time and to specifications
- High sponsor satisfaction regarding on-site support and presentation
- Zero major safety or compliance incidents
- Efficient breakdown and minimal post-event issues
Would you like a setup checklist template, an on-site activation daily report format, or a post-event sponsor feedback form? I can create those for you!
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