SayPro Responsibilities: Communicate with participating choirs and adjudicators.

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SayPro Responsibilities: Communicate with Participating Choirs and Adjudicators

As part of its logistical and administrative duties for the SayPro Monthly March SCDR-3 Choir Competitions, the SayPro Development Competitions Office, operating under SayPro Development Royalty, is responsible for ensuring timely, accurate, and consistent communication with both participating choirs and adjudicators. This communication is essential for the smooth operation and overall success of the event.

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1. Communication with Participating Choirs

• Welcome and Confirmation Letters: Send official confirmation emails or letters to choirs upon successful registration, including important event details, guidelines, and next steps.
• Information Packets: Provide comprehensive competition packets that include performance schedules, venue maps, rehearsal times, submission deadlines, and contact information.
• Reminders and Updates: Issue timely reminders about key dates such as song submission deadlines, briefing sessions, and arrival times.
• Orientation Sessions: Host virtual or in-person pre-competition briefing sessions to answer questions, review rules, and explain the judging process.
• Performance Feedback: After the competition, facilitate the distribution of adjudicator feedback, performance scores, and certificates to all choirs.
• Support and Queries: Maintain open communication channels (email, WhatsApp, phone, etc.) to address any logistical or competition-related inquiries.

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2. Communication with Adjudicators

• Invitation and Appointment Letters: Send formal invitations and appointment letters to selected judges, outlining their roles, responsibilities, and expectations.
• Pre-Event Briefings: Organize orientation meetings to ensure all adjudicators are aligned on judging criteria, scoring procedures, and event flow.
• Event Day Coordination: Provide real-time communication support during the competition, including performance updates, breaks, and schedule adjustments.
• Materials Distribution: Ensure adjudicators receive all necessary documents such as judging sheets, performance lineups, and evaluation rubrics in advance.
• Post-Event Debriefing: Facilitate a short debrief after the competition to gather feedback from adjudicators and identify areas of improvement.
• Honorarium and Acknowledgment: Communicate processes for honorarium payments and send official thank-you notes and certificates of appreciation.

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By maintaining clear and consistent communication with both choirs and adjudicators, SayPro fosters an environment of professionalism, trust, and transparency—ensuring that all parties are well-informed, prepared, and engaged throughout the SayPro Monthly March SCDR-3 Choir Competitions.

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