SayPro On-the-Day Tasks: Supporting Speakers and Session Facilitators for Smooth Transitions
Objective:
To ensure that all speakers and session facilitators have the necessary support during the event, enabling smooth transitions between presentations and activities, maintaining the event’s schedule, and addressing any technical or logistical issues quickly.
1. Pre-Event Briefing & Preparation for Speakers
- Speaker Check-In:
- Arrive early to check in with speakers and session facilitators.
- Provide them with any last-minute updates on the event schedule, session locations, and expectations.
- Confirm that they have all necessary materials (slides, handouts, etc.) and know where to send or upload them (if digital).
- Technology Check:
- Ensure that each speaker’s AV setup (microphone, laptop, slides, etc.) is functioning.
- Perform a quick sound and video check for all speakers, ensuring clarity and volume.
- Provide backup technical support (e.g., extra microphones, adapters, chargers) in case of equipment failure.
- Introduce the Event Flow:
- Brief speakers and facilitators on the event flow, highlighting session durations, break times, and transitions.
- Ensure that speakers are aware of their allotted time and remind them about staying on schedule to avoid delays.
2. Speaker Support During Sessions
- AV Assistance:
- Designate a team member to assist with any AV-related issues during sessions (e.g., adjusting microphones, switching slides, troubleshooting tech problems).
- Ensure that the presentation slides are properly loaded and working on the projection system in advance.
- Microphone and Tech Setup:
- Ensure all speakers are equipped with functioning microphones.
- Make sure all virtual sessions (if hybrid) are properly connected and that virtual speakers can be seen/heard clearly.
- Smooth Transitions:
- Help speakers transition smoothly between sessions. When one session ends, direct the next speaker to the stage or virtual platform and assist them in setting up quickly.
- Ensure that there is no dead air or awkward pauses between sessions by managing the transition times effectively.
- Time Management:
- Monitor the time for each session to ensure that speakers stay within their allotted timeframe.
- Provide discreet signals (e.g., timed warnings, gestures) to let speakers know when they’re nearing the end of their session.
- Session Moderators:
- Ensure moderators are aware of the session’s content, speakers, and schedule, so they can smoothly introduce each speaker and manage any Q&A or audience engagement.
3. Managing Speaker Breaks and Transitions Between Activities
- Managing Breaks:
- Ensure that speakers know when their breaks are scheduled and when they should return for the next session.
- Provide clear instructions for break locations (e.g., lounges, food areas) and inform them of the timing for returning to the next session.
- Session Timing & Alerts:
- Use a timer system or have a staff member manage the time between sessions, reminding speakers to wrap up their presentations and facilitating a quick switch between activities.
- Facilitating Q&A and Panel Transitions:
- If there is a Q&A or panel discussion after each session, help facilitate the transition by organizing the audience’s questions and ensuring speakers have time to respond appropriately.
- Ensure that the session ends on time and smoothly transitions to the next speaker or panel.
4. Troubleshooting & Immediate Assistance
- Technical Troubleshooting:
- Be on-hand during the event to address any last-minute tech issues (audio/video issues, connectivity problems for remote speakers, slide issues).
- Have spare equipment ready to ensure quick resolutions (extra laptops, adapters, backup microphones).
- On-Demand Assistance:
- Ensure that there is an accessible support team for both in-person and virtual speakers. This support team should be able to quickly respond to any requests or issues that arise during sessions.
- Speaker Comfort:
- Provide water, any necessary materials, or comfort items (e.g., tissues, extra chargers) to speakers to ensure they feel prepared and relaxed.
5. Audience & Speaker Interaction During Breaks
- Audience Interaction:
- Coordinate with speakers to ensure they are available to meet or engage with the audience during breaks, if desired.
- Provide speakers with feedback forms or surveys to gather their thoughts on the event’s progression.
- Speaker Networking:
- Encourage networking between speakers, panelists, and attendees during designated networking breaks. Provide a designated area or virtual rooms for discussions.
6. Post-Session Feedback & Speaker Support
- Collect Speaker Feedback:
- After each session, check in with speakers to gather feedback on their experience, address any concerns, and ensure they are satisfied with the support they received.
- Provide Updates for Future Sessions:
- If the event spans multiple days or sessions, provide speakers with updates on any changes to their session schedule or other important event details.
7. Coordinating with Event Team & Staff
- Team Communication:
- Keep open lines of communication with all event staff to coordinate speaker arrivals, tech support, and session changes.
- Ensure everyone is on the same page regarding the schedule and speaker needs.
- Final Session Coordination:
- For the final session or wrap-up, ensure speakers are prepared for any closing remarks or summaries.
- Have a dedicated team member to close out the event and transition into the conclusion smoothly.
8. Event Closing
- Thank Speakers:
- Personally thank speakers for their time and contribution to the event.
- Provide any final instructions on how they can access post-event content or how they can receive feedback or recordings of their sessions.
- Feedback Collection for Improvement:
- Gather feedback from speakers on what went well and what could be improved for future events.
Expected Outcome
By providing thorough support to speakers and session facilitators, you ensure that the event runs smoothly and efficiently. These tasks will contribute to minimizing disruptions, maintaining a positive and professional atmosphere, and helping all participants, both speakers and attendees, have a seamless and productive experience.
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