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Written by

Linah Ralepelle

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  • SayPro Physical Sponsor Activation Setup Coordinate with the logistics team to ensure sponsor booths are designed and installed according to specifications

    Here’s a detailed description for SayPro Physical Sponsor Activation Setup focused on coordinating with the logistics team to ensure sponsor booths are designed and installed according to specifications:

    SayPro: Physical Sponsor Activation Setup

    Focus: Coordinate with Logistics Team to Ensure Sponsor Booths Are Designed and Installed According to Specifications

    Objective:

    To facilitate the flawless design, construction, and installation of sponsor booths at the festival, ensuring they meet sponsor requirements, brand guidelines, and safety standards, thereby maximizing sponsor visibility and engagement.

    Key Responsibilities & Execution Plan

    1. Requirements Gathering

    • Collect Sponsor Specifications
      • Obtain detailed booth design requirements, including dimensions, branding elements, materials, electrical and tech needs, and accessibility considerations.
    • Review Safety and Venue Regulations
      • Ensure all design plans comply with festival site rules, safety codes, and logistical constraints.

    2. Coordination with Logistics and Vendors

    • Collaborate with Logistics Team
      • Share sponsor requirements and timelines with logistics managers responsible for site setup.
    • Engage Booth Designers and Contractors
      • Facilitate communication between sponsors, designers, and installation vendors to align expectations and deliverables.
    • Schedule Installation Activities
      • Develop a clear timetable for booth construction, delivery, and setup to fit within overall festival scheduling.

    3. Oversight of Design and Installation

    • Monitor Booth Fabrication
      • Review mockups and prototypes to confirm adherence to sponsor branding and design specifications.
    • Supervise On-Site Installation
      • Oversee booth setup to ensure accuracy, quality, and timely completion.
    • Troubleshoot Issues
      • Address and resolve any logistical or technical challenges promptly during installation.

    4. Final Inspection and Sponsor Approval

    • Conduct Walkthroughs
      • Inspect completed booths with sponsors and logistics team to verify compliance with agreed specifications.
    • Obtain Sponsor Sign-Off
      • Secure formal approval from sponsors confirming satisfaction with booth setup.

    5. Documentation and Reporting

    • Maintain Setup Records
      • Document all design specifications, communications, and installation activities.
    • Report on Setup Success
      • Provide summary reports detailing coordination efforts, timelines met, and any issues encountered.

    Tools & Platforms

    FunctionTools & Software
    Project ManagementAsana, Trello, Monday.com
    CommunicationSlack, Email, Zoom
    Design & LayoutAutoCAD, SketchUp, Adobe Illustrator
    DocumentationGoogle Drive, Microsoft OneDrive

    Key Deliverables

    • ✅ Detailed Booth Design Specifications
    • ✅ Installation Schedule and Coordination Plan
    • ✅ On-Site Installation Oversight Records
    • ✅ Sponsor Approval Documentation

    Success Metrics

    • 100% compliance with sponsor booth design specifications
    • Timely and efficient installation aligned with festival deadlines
    • High sponsor satisfaction with booth setup and presentation
    • Minimal installation issues or delays

    Would you like me to help prepare a booth design specification checklist, an installation timeline template, or a post-installation sponsor approval form?

  • SayPro On-Site Activation Coordinator Oversee physical activations at the festival, ensuring that sponsor booths, displays, and promotional areas

    Here’s a detailed overview for the SayPro On-Site Activation Coordinator, focused on overseeing all physical sponsor activations during the festival:

    SayPro: On-Site Activation Coordinator

    Focus: Oversee Physical Activations at the Festival to Ensure Sponsor Booths, Displays, and Promotional Areas Are Set Up According to Specifications

    Objective:

    To manage and supervise all on-site sponsor activations, ensuring flawless execution, high-quality presentation, and compliance with agreed-upon specifications — delivering an exceptional brand experience for sponsors and festival-goers alike.

    Key Responsibilities & Execution Plan

    1. Pre-Festival Preparation

    • Review Sponsor Contracts & Activation Specs
      • Thoroughly understand each sponsor’s booth size, branding requirements, technical needs, and setup guidelines.
    • Coordinate Logistics
      • Work with vendors, suppliers, and the festival production team to schedule deliveries, setup, and dismantling timelines.
    • Site Layout & Assignment
      • Map out sponsor booth locations ensuring optimal foot traffic and strategic placement based on sponsor tier and goals.
    • Materials & Equipment Check
      • Confirm all materials (banners, furniture, AV equipment) meet quality standards and arrive on time.

    2. On-Site Setup Management

    • Supervise Installation Teams
      • Oversee booth construction, display setup, signage placement, and technical installations to ensure accuracy and quality.
    • Quality Control Inspections
      • Conduct walkthroughs verifying that sponsor branding is prominently displayed and adheres to festival guidelines.
    • Coordinate with Sponsors
      • Facilitate sponsor teams on-site, addressing needs, last-minute changes, or troubleshooting issues promptly.
    • Ensure Compliance & Safety
      • Verify all setups comply with health, safety, and festival regulations.

    3. During Festival Operations

    • Daily Activation Oversight
      • Monitor sponsor activations continuously to ensure smooth operations, replenishment of materials, and proper staffing.
    • Support Sponsor Engagement
      • Provide logistical support during special sponsor events or demos.
    • Issue Resolution
      • Quickly resolve any on-site problems, such as technical failures, signage damage, or space conflicts.

    4. Post-Festival Breakdown

    • Supervise Dismantling & Cleanup
      • Ensure timely, careful takedown of sponsor booths and that all rented equipment is returned in good condition.
    • Damage and Loss Reporting
      • Document any damages or missing items and communicate with sponsors and vendors as needed.

    5. Reporting & Feedback

    • Activation Summary Reports
      • Prepare detailed reports for sponsors showcasing photos, setup success, visitor interaction, and any issues encountered.
    • Gather Sponsor Feedback
      • Collect feedback on activation satisfaction and suggestions for future improvements.

    Tools & Resources

    FunctionRecommended Tools
    Site Layout PlanningCAD software, Google Maps
    Project & Task ManagementTrello, Asana, Monday.com
    CommunicationWalkie-talkies, Slack, WhatsApp
    Photo DocumentationDSLR Camera, Smartphone

    Key Deliverables

    • ✅ Detailed Setup & Logistics Plan
    • ✅ Daily On-Site Activation Checklists
    • ✅ Quality Control & Compliance Reports
    • ✅ Sponsor Activation Summary with Visual Documentation
    • ✅ Post-Event Feedback Collection Summary

    Success Metrics

    • 100% sponsor activations set up on time and to specifications
    • High sponsor satisfaction regarding on-site support and presentation
    • Zero major safety or compliance incidents
    • Efficient breakdown and minimal post-event issues

    Would you like a setup checklist template, an on-site activation daily report format, or a post-event sponsor feedback form? I can create those for you!