Here is a detailed plan and structure for SayPro Scheduling of Performances and Rehearsals, designed for smooth operation of competitions like SayPro March SCDR-3, ensuring fairness, efficiency, and professionalism.

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📆 SayPro Performance & Rehearsal Scheduling Guide

For Choir Competitions – Coordinated by SayPro Development Competitions Office

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🎯 Objectives:

• Ensure fair, transparent, and conflict-free scheduling for all choirs
• Allocate adequate time for rehearsal, performance, and transition
• Maintain flow and punctuality throughout the event days
• Accommodate special needs, technical setups, and performance types

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🧩 1. Preparation Phase

✅ Key Inputs Required:

• Finalized list of registered choirs (with choir names, sizes, travel needs)
• Confirmed venue details (including rehearsal rooms and performance space)
• Technical requirements per group (e.g., mic setup, special instruments)
• Availability of judges, volunteers, and staff

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🕒 2. Rehearsal Scheduling

📝 General Guidelines:

• Rehearsals take place 1–2 days before performance days (or same day for virtual/hybrid events)
• Allocate 20–30 minutes per choir
• Include 10-minute buffer times between slots for setup and sound checks
• Group rehearsals by region, category, or performance order to streamline flow

📌 Example Schedule (Rehearsal Day):

Time Slot	Choir	Room/Stage	Notes
09:00–09:30	Harmony Youth Voices	Main Stage	Needs 3 solo mics
09:40–10:10	Voices of Unity	Rehearsal Room 1	Will bring keyboard
10:20–10:50	Roots Revival Choir	Main Stage	Traditional instruments

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🎤 3. Performance Scheduling

🔄 General Guidelines:

• Each choir has 7–10 minutes for performance, plus 5-minute transitions
• Include opening, intermission, and closing segments
• Schedule categories (youth, adult, mixed) in separate blocks if needed

📌 Example Schedule (Performance Day):

Time Slot	Performance	Choir Name	Category	Judge Panel
09:00–09:15	Opening Ceremony	—	—	All judges present
09:15–09:25	Performance 1	Harmony Youth Voices	Youth	Panel A
09:30–09:40	Performance 2	Voices of Unity	Youth	Panel A
09:45–10:00	Performance 3	Ubuntu Choir	Adult	Panel B

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📲 4. Distribution of Schedules

• Send schedules via email and WhatsApp to all choir leaders and judges
• Post final schedules on the SayPro website and event dashboard
• Include maps, access times, and venue rules in Participant Packs

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🛠️ 5. Tools & Tips

• Use tools like Google Sheets, Trello, or Sched.com for dynamic scheduling
• Assign a Stage Manager and Timekeeper to maintain punctuality
• Build in contingency slots for delays or technical issues

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