Here’s a detailed outline for the SayPro On-Site Activation Coordinator emphasizing collaboration with logistics teams to meet sponsor expectations for booth setup and branding:
SayPro: On-Site Activation Coordinator
Focus: Collaborate Closely with Logistics Teams to Ensure Booth Setup, Branding Displays, and Activation Areas Meet Sponsor Expectations
Objective:
To ensure seamless coordination with logistics partners and internal teams so that all physical sponsor activations—booths, branding displays, and promotional spaces—are installed flawlessly, reflecting sponsor requirements and SayPro’s quality standards.
Key Responsibilities & Execution Plan
1. Coordination & Communication
- Early Engagement with Logistics Teams
- Initiate detailed planning meetings with logistics managers and vendors to align on schedules, resources, and setup requirements.
- Share Sponsor Specifications
- Provide logistics teams with comprehensive sponsor setup guidelines including booth dimensions, branding placements, electrical needs, and any special requests.
- Regular Progress Updates
- Maintain ongoing communication channels (daily briefings, WhatsApp groups, Slack channels) to monitor preparation status and anticipate challenges.
2. Pre-Event Logistics Management
- Verify Delivery & Setup Schedules
- Confirm shipment arrivals, onsite equipment availability, and team staffing for booth construction.
- Onsite Space Preparation
- Collaborate with logistics to prepare the physical spaces in accordance with sponsor layouts and access needs.
- Material Handling & Inventory Control
- Ensure all sponsor materials are accounted for, stored securely, and handled carefully by logistics teams.
3. On-Site Setup Supervision
- Joint Setup Oversight
- Work side-by-side with logistics crews during setup to verify adherence to sponsor branding specifications and quality standards.
- Problem-Solving & Adjustments
- Facilitate immediate solutions when deviations or issues arise, coordinating between sponsors, logistics, and festival teams.
- Sign-Off Procedures
- Conduct final walkthroughs with logistics and sponsors to confirm setup meets expectations prior to festival opening.
4. Operational Support During Festival
- On-Demand Coordination
- Liaise continuously with logistics for replenishment, repairs, or adjustments needed throughout the event.
- Ensure Consistent Brand Presence
- Monitor branding visibility and activation integrity, escalating logistics issues promptly.
5. Post-Festival Breakdown & Review
- Coordinate Dismantling Plans
- Align with logistics to ensure efficient and careful takedown of sponsor activations.
- Inventory & Damage Reporting
- Jointly document any damages or missing items, facilitating communication with sponsors and vendors.
- Debrief with Logistics Teams
- Review successes and challenges to improve future collaborations.
Tools & Communication Channels
| Function | Tools & Methods |
|---|---|
| Scheduling & Coordination | Google Calendar, Microsoft Teams |
| Instant Communication | WhatsApp, Slack, Walkie-Talkies |
| Documentation & Checklists | Google Docs, Trello, Asana |
| Visual Confirmation | Mobile Photo & Video Sharing |
Key Deliverables
- ✅ Sponsor Setup & Logistics Coordination Plan
- ✅ Daily Setup Progress Reports
- ✅ On-Site Quality Inspection Checklists
- ✅ Issue Resolution Logs
- ✅ Post-Event Logistics & Setup Debrief Report
Success Metrics
- 100% of sponsor activations installed exactly per specifications
- Zero delays due to logistics miscommunication
- Positive sponsor feedback on setup quality and responsiveness
- Efficient setup and teardown with minimal damage or loss
Would you like me to draft a logistics coordination checklist, a daily setup report template, or a communication protocol guide to streamline your teamwork?
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