SayPro On-the-Day Tasks: Providing Support to Speakers and Session Facilitators
Ensuring smooth transitions between presentations and activities is essential for maintaining the flow and professionalism of the event. Here’s how to provide effective support to speakers and session facilitators on the event day:
1. Pre-Session Preparation
A. Speaker/Facilitator Check-In:
- Arrive Early: Ensure all speakers and facilitators arrive well ahead of their scheduled session times (at least 30-60 minutes early).
- On-Site Briefing: Provide a quick on-site briefing to speakers/facilitators on the event schedule, venue layout (or online platform features), and their session logistics.
- Technical Setup Check:
- For physical events: Confirm that AV equipment (microphone, projector, screen) is working and ready in the session room.
- For online events: Ensure all speakers/facilitators have logged in to the virtual platform, test their audio and video setup, and confirm that they are familiar with screen sharing and other platform features.
- Provide Session Materials: Ensure speakers and facilitators have all necessary materials (e.g., presentation slides, handouts) and are aware of time limits.
B. Support Materials:
- Distribute event schedules and session agendas to all facilitators to keep them informed.
- Ensure that facilitators are given transition notes, so they are aware of how to guide the session from one activity to the next, whether it’s moving from a keynote speech to a breakout group or from a Q&A to a networking session.
2. During the Session
A. Time Management:
- Monitor Time: Keep a watch or timer visible for speakers and facilitators to ensure they stay on track.
- Session Timers: Use time signals (e.g., flashing lights, sound cues, or an assistant signaling at the speaker’s desk) to indicate when they have a few minutes left or when it’s time to wrap up.
B. Seamless Transitions:
- Speaker Transitions: When one speaker is finished, promptly assist in setting up for the next.
- For physical events, ensure that the AV team is ready to switch microphones or change the slides.
- For online events, confirm that the next speaker is ready and has all necessary access to the platform.
- Session Transitions: If the event involves multiple activities (e.g., from a presentation to a workshop or panel discussion), ensure all participants are informed in advance and ready for the transition.
- Facilitator Assistance: Guide session facilitators to ensure they’re on schedule and ready to engage the audience. If there are any delays or issues, provide quick solutions to keep things moving.
C. Engagement Monitoring:
- Audience Interaction: Ensure that facilitators are aware of how to engage the audience effectively during their session (via live Q&A, polls, chat features, etc.).
- Session Moderation: For virtual sessions, monitor the chat and Q&A section to ensure any audience questions or issues are addressed promptly.
3. Troubleshooting and Support
A. Address Technical Issues:
- AV Support: Be ready to troubleshoot any technical issues, such as sound problems, video delays, or screen-sharing issues.
- Virtual Platform Issues: For online events, be prepared to assist speakers with issues such as connectivity problems, audio/video glitches, or login issues.
- Have a tech support team or backup devices available to resolve problems swiftly.
- Moderator Communication: Maintain open communication with moderators and speakers to troubleshoot issues as they arise.
B. Session Support:
- Facilitator Coordination: Ensure that session facilitators are well-supported by event volunteers or staff, who can assist with tasks such as:
- Distributing session materials.
- Managing audience questions during the presentation.
- Navigating platform tools (especially if virtual) for smooth transitions between activities.
4. Post-Session Tasks
A. Speaker Feedback:
- Collect Speaker Feedback: After the session, provide a quick feedback form or debrief for speakers to share their experience and any areas where they may need support for future sessions.
- Thank the Speakers: Personally thank speakers and facilitators for their contributions and ensure they have any necessary post-event materials (e.g., feedback, contact details of attendees they interacted with, etc.).
B. Post-Session Q&A:
- Manage Q&A: Ensure that any unanswered questions from the audience during the session are forwarded to the speakers for follow-up or included in the post-event content.
- Follow-Up with Attendees: For virtual events, ensure that online attendees are provided with session materials or access to recorded sessions after the event.
5. General Tips for Effective Session Management
- Clear Communication: Ensure you are communicating effectively with all speakers, facilitators, and attendees about timing, next steps, and expectations. Use walkie-talkies or direct messaging apps for quick communication if necessary.
- Flexible and Prepared: Stay flexible and ready to respond to any last-minute changes or issues.
- Friendly and Approachable: Maintain a friendly, professional demeanor to ensure speakers feel supported and attendees feel comfortable reaching out if they have questions or issues.
Conclusion
On the event day, providing comprehensive support to speakers and session facilitators is key to ensuring smooth transitions and keeping the event on track. Being proactive, organized, and ready to troubleshoot issues in real-time will help create a seamless experience for all participants, whether they are attending in person or virtually.
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