Here is a structured process and content outline for SayPro Recruitment and Confirmation of Choirs, Judges, and Venues for competitions such as the SayPro March SCDR-3. This ensures smooth coordination and proper documentation across all stakeholders.

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✅ SayPro Recruitment and Confirmation Process

For Choirs, Judges, and Venues – March SCDR-3

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🎶 1. Recruitment & Confirmation of Choirs

Recruitment Steps:

• Open Call Announcement via SayPro website, social media, schools, community centers, and churches.
• Distribution of Invitation Letters and Registration Links.
• Outreach to Previous Participants to invite returning choirs.
• Promotion through Local Arts Networks and development partners.

Confirmation Process:

• Choirs complete digital registration forms (including song choices, member details, and consent).
• SayPro reviews submissions and sends official confirmation emails.
• Choirs receive a Participation Pack including:
  • Performance schedule
  • Guidelines and judging criteria
  • Media release and consent forms
  • Venue access protocols

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🎤 2. Recruitment & Confirmation of Judges

Recruitment Steps:

• Identify experienced vocal coaches, music educators, choir directors, and cultural experts.
• Share SayPro Judging Guidelines, expectations, and event schedule.
• Confirm interest and availability with a formal Judging Invitation Letter.

Confirmation Process:

• Judges sign a SayPro Adjudicator Agreement (includes confidentiality, ethics, and scoring expectations).
• Provide:
  • Judging rubrics and score sheets
  • Event timeline and briefing schedule
  • Access credentials (if digital judging is involved)

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🏛️ 3. Recruitment & Confirmation of Venues

Recruitment Steps:

• Identify venues based on location, acoustics, seating, accessibility, and safety.
• Conduct site inspections and assess audio/technical needs.
• Coordinate with local partners for logistical support.

Confirmation Process:

• Finalize Venue Booking Agreements, including:
  • Usage dates and times
  • Technical and security support
  • Insurance and liability requirements
• Conduct a Venue Walkthrough & Technical Rehearsal

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📋 Supporting Documents to Prepare:

• Choir Invitation Letter
• Judge Invitation & Agreement Template
• Venue Booking Checklist
• Confirmation Email Templates
• Event Schedule & Contact List

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