SayPro Program Coordinator Oversee the administrative aspects of the workshop, including registration

As the SayPro Program Coordinator, overseeing the administrative aspects of the gardening workshop is crucial to ensure its smooth execution. This includes managing the registration process, coordinating materials, scheduling logistics, and handling participant communications. Below is a detailed outline of the Program Coordinator’s responsibilities in managing these essential aspects of the workshop:

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1. Registration and Participant Management

a. Setting Up the Registration Process

• Platform Selection and Setup:
  • Choose an appropriate registration platform (e.g., Eventbrite, Google Forms, or a dedicated workshop management tool) that allows for easy participant sign-ups and tracking.
  • Create a registration form that collects key participant details, including:
    • Name
    • Contact information (email, phone number)
    • Special needs or accommodations (e.g., dietary restrictions, mobility concerns)
    • Gardening experience (to tailor content)
    • Emergency contact information
    • Consent for media (photos/videos) and liability waivers
• Registration Timeline:
  • Set a clear start and end date for registration to ensure enough time for preparation.
  • Provide early registration discounts or incentives to encourage early sign-ups.
  • Send confirmation emails to participants once they have successfully registered, including essential details about the workshop (dates, location, what to bring, etc.).

b. Participant Communication and Reminders

• Pre-Workshop Communications:
  • Send welcome emails one week before the workshop with all necessary information, including:
    • Workshop schedule
    • Map/directions to the venue (if applicable)
    • Parking details or public transport options
    • List of items to bring (e.g., gloves, water bottle, sunscreen, notebook)
    • Contact information for the workshop day (in case participants need assistance)
  • Provide FAQs or an orientation document to help participants prepare for the workshop.
• Ongoing Communication:
  • Send reminder emails 1–2 days before the workshop to ensure participants are prepared.
  • Stay in touch with participants throughout the workshop if there are any last-minute changes or announcements (e.g., weather delays for outdoor activities).

c. Managing Last-Minute Registrations and Cancellations

• Late Registration:
  • Establish a procedure for handling last-minute sign-ups. Determine if the workshop can accommodate additional participants based on materials and space.
• Cancellations & Refunds:
  • Set clear policies regarding cancellations and refunds (e.g., full refund up to 7 days before the workshop, partial refund for cancellations 3 days before).
  • Ensure that any participant cancellations are logged and handled promptly.

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2. Coordination of Materials and Resources

a. Identifying Materials and Supplies

• List of Materials for Each Session:
  • Work closely with the SayPro Gardening Instructor to create a comprehensive list of materials and supplies needed for each day of the workshop. This may include:
    • Gardening tools (e.g., trowels, pruners, watering cans)
    • Soil, compost, and planting materials
    • Raised bed materials (wood, bricks, etc.)
    • Seeds, seedlings, and plant starts
    • Compost bins or composting materials
    • Fertilizers and organic treatments
    • Protective gear (e.g., gloves, aprons)
    • Irrigation systems (drip hoses, connectors)
    • Visual aids (charts, guides, seed packets, instructional posters)

b. Procuring Materials and Supplies

• Purchasing or Sourcing Materials:
  • Order in advance from trusted suppliers or local garden centers. Consider reaching out to local businesses or sponsors who may be willing to donate materials in exchange for visibility.
  • Ensure that any special materials (e.g., organic fertilizers, rare seeds) are ordered well in advance to avoid delays.
• Tracking Inventory:
  • Maintain a detailed inventory list to ensure that all items are accounted for before the workshop begins. Include quantities and check them off as they are prepared for each session.
  • Ensure that extra supplies are available for any unplanned needs (e.g., additional participants or materials that get lost or damaged).

c. Organizing Materials for Each Session

• Pre-Workshop Preparation:
  • Organize materials in a way that aligns with each day’s activities. For example:
    • Day 1 (Soil Health and Composting): Ensure soil test kits, composting materials, shovels, and compost bins are prepped.
    • Day 2 (Planting and Garden Layout): Have raised bed materials, seeds, seedling trays, and garden markers ready.
    • Day 3 (Irrigation and Pest Control): Ensure drip irrigation kits, pest control solutions, and watering cans are available.
• Labeling and Organizing Supplies:
  • Label all supplies clearly for easy distribution. Group supplies by activity or day to ensure instructors and participants can quickly access what they need.

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3. Venue and Logistics Management

a. Securing the Venue

• Location Selection:
  • If the workshop is held at a physical location, ensure that the venue has all necessary features (e.g., outdoor space for gardening, indoor space for discussions, restrooms, shelter from inclement weather).
  • If using a community garden, ensure that the site is accessible and safe for participants to work.
• On-Site Logistics:
  • Set-up the venue the day before the workshop begins. This includes organizing gardening stations, arranging chairs for presentations, setting up any signage, and testing any equipment (e.g., microphones, projectors).
  • Ensure the venue is stocked with amenities such as water stations, first-aid kits, and shade or rain protection for outdoor activities.

b. Scheduling and Managing Time

• Create a Detailed Schedule:
  • Work with the SayPro Gardening Instructor to develop a schedule for each day of the workshop, including:
    • Time slots for hands-on demonstrations
    • Breaks for lunch and refreshments
    • Q&A sessions to address participant concerns
    • Wrap-up sessions to reflect on the day’s activities
  • Share this schedule with participants ahead of time so they can plan their day accordingly.
• Time Management During Sessions:
  • Keep a close eye on time during each session to ensure that all topics are covered and there is adequate time for questions, practice, and feedback.

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4. Participant Engagement and Feedback

a. Collecting Feedback

• Post-Session Surveys:
  • At the end of each day, distribute short feedback forms or surveys to gather insights into what participants found helpful or challenging. This will allow you to make adjustments for future sessions.
• Follow-Up Feedback:
  • After the workshop ends, send a post-workshop survey to collect feedback on the entire experience, including:
    • Content relevance
    • Instructor effectiveness
    • Venue and materials quality
    • Areas for improvement

b. Participant Support

• Provide Contact Information: Ensure participants have a way to reach out with questions during or after the workshop.
• Create a Workshop Community: Consider setting up a Facebook group or an online forum where participants can share their progress, ask questions, and continue learning from each other post-workshop.

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5. Final Reporting and Evaluation

a. Documenting the Workshop

• Create an Event Report: After the workshop concludes, compile a comprehensive report that includes:
  • Participant attendance and engagement rates
  • Summary of feedback collected
  • A review of material usage and budget
  • Recommendations for future improvements
  • Thank you notes to sponsors, instructors, and volunteers

b. Budget and Financial Management

• Tracking Costs: Ensure that all purchases (materials, venue rental, etc.) are within the workshop’s budget. Keep detailed records of receipts, invoices, and payments.
• Financial Reporting: Provide a financial summary at the end of the workshop, outlining expenses and any revenue generated (if applicable).

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6. Ongoing Program Support and Communication

• Future Workshops: Use the feedback and lessons learned from this workshop to improve future sessions. Keep participants engaged with regular updates on upcoming workshops, new gardening tips, or related events.
• Building Community: Maintain communication with participants through newsletters or follow-up emails, offering gardening resources and sharing success stories from the workshop to foster a sense of community.

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Conclusion

As the SayPro Program Coordinator, your role is crucial in ensuring that the workshop runs efficiently and that participants have a seamless, enriching experience. By effectively managing registration, materials, logistics, participant engagement, and feedback, you will contribute to the success of the workshop and help participants leave with practical skills and a deep understanding of sustainable gardening practices.