SayPro Event Logistics Checklist A document that outlines all logistical requirements.

Event Logistics Checklist

SayPro Neftaly Kingdom Aerobics Championship

By SayPro Front Desk Officer SCDR

This Event Logistics Checklist ensures that all operational aspects of the SayPro Neftaly Kingdom Aerobics Championship are properly planned, coordinated, and executed.

1. Venue Setup & Infrastructure

Venue Details

• Venue Name: _________________________
• Address: _________________________
• Date & Time of Setup: _______________
• Event Start & End Time: _______________
• Capacity: _______________

Seating & Stage Arrangement

• Main stage for performances & award ceremony
• Seating for VIPs, judges, participants, and audience
• Registration & check-in area setup
• Sponsor booths & exhibition stands
• Rest areas for participants & staff

Signage & Branding

• Directional signs (entrances, exits, restrooms, emergency exits)
• Banners & posters with sponsor logos
• Digital screens for event schedules & announcements

Power & Backup

• Electricity supply checked
• Backup generator in case of power failure
• Charging stations for devices

Venue Safety & Security

• Fire extinguishers and first aid stations available
• Security personnel deployed at entry points
• Crowd control barriers and emergency exits marked

2. Transportation & Accommodation

Transportation

• Shuttle services for athletes and officials
• Airport pick-up/drop-off for international participants
• Parking space for guests, VIPs, and media

Accommodation

• Hotel bookings for athletes, judges, and VIP guests
• Room allocations and meal plans confirmed
• Transportation between hotels and venue arranged

3. Technical & AV Equipment

Sound & Audio Setup

• Microphones (wireless & lapel)
• Speakers and amplifiers
• Audio mixer and sound technician assigned

Lighting & Visuals

• Stage lighting setup
• LED screens for live streaming and scoreboards
• Camera setup for video recording and streaming

Live Streaming & Internet

• High-speed internet connection tested
• Live streaming software & backup plan in place
• Social media & engagement tools ready

4. Participant & Staff Management

Registration & Check-in

• Online & on-site registration system activated
• Athlete ID badges & participation kits ready
• Wristbands/passes for different access levels

Staff & Volunteer Coordination

• Team briefing & duty allocation
• Emergency response training provided
• Staff uniforms & identification badges distributed

Medical & First Aid Services

• On-site medical team assigned
• Ambulance service on standby
• First aid kits placed around the venue

5. Catering & Refreshments

Food & Beverage Arrangements

• Meals & snacks for participants and staff
• VIP catering service confirmed
• Water stations available across the venue

Dietary Considerations

• Special meal requests (vegetarian, halal, gluten-free)
• Energy drinks and nutrition for athletes

6. Post-Event Logistics

Cleanup & Dismantling

• Waste disposal & recycling plan in place
• Equipment collection & return schedule
• Venue inspection after event

Feedback & Reporting

• Surveys for participants, guests, and sponsors
• Event report preparation
• Thank-you emails and post-event highlights shared

Conclusion

This Event Logistics Checklist ensures that SayPro Neftaly Kingdom Aerobics Championship runs efficiently and smoothly.

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