SayPro Primary Point of Contact for Speakers, Attendees, and Internal Teams

SayPro Primary Point of Contact for Speakers, Attendees, and Internal Teams

Overview: In the planning and execution of the SayPro Monthly Local Television Responsible Strategic Partnerships event, it is crucial that one central point of contact is designated to streamline communication between all parties involved. This point of contact will be responsible for ensuring that speakers, attendees, and internal SayPro teams are well-coordinated, informed, and supported throughout the process, from the planning stages to post-event follow-ups. Effective communication and problem-solving will be essential to the event’s success, and this role will serve as the central hub for all logistical and event-related needs.

Primary Responsibilities:

1. Centralized Communication Hub: Serve as the go-to contact for all inquiries, issues, and updates, ensuring smooth communication among all involved parties.
2. Facilitate Coordination: Ensure all stakeholders—speakers, attendees, and internal teams—are aligned with event details, expectations, and timelines.
3. Resolve Issues: Address any issues or questions that arise, ensuring quick resolutions to maintain the event schedule and participant satisfaction.
4. Ensure Smooth Operations: Act as a proactive communicator, anticipating needs and addressing potential challenges before they arise.

Roles and Duties:

1. Serve as the Primary Point of Contact for Speakers:

• Speaker Communication:
  • Initial Outreach: Coordinate with invited speakers to confirm their participation. Provide detailed event information, including session topics, presentation guidelines, and technical requirements.
  • Session Logistics: Share the event agenda with speakers in advance, confirming their time slots, panel discussions, and specific roles. Ensure speakers understand their expectations and deliverables for the event.
  • Technical Coordination: Confirm with speakers their technical needs (e.g., PowerPoint slides, videos, microphones) and ensure these are provided or supported during the event.
  • Pre-event Rehearsals: Schedule technical checks or rehearsal sessions with speakers to familiarize them with the virtual platform (if applicable) and address any potential technical issues.
• On-Site or Virtual Assistance:
  • On the event day, provide assistance with setup, introducing speakers, managing speaker transitions, and making sure they are ready for their sessions.
  • Ensure virtual speakers have the necessary access to the online platform and are prepared for any possible technical challenges.

2. Serve as the Primary Point of Contact for Attendees:

• Attendee Communication:
  • Registration Support: Respond to any queries about the event registration process, helping attendees sign up or make necessary adjustments to their participation details.
  • Event Information: Provide attendees with detailed information on the event, such as schedules, session links (for virtual participants), and venue details (for in-person participants).
  • Personalized Assistance: Offer support for any special requests, such as accommodations for attendees with disabilities, dietary preferences for meals, or specific networking needs.
• Real-Time Event Assistance:
  • On the day of the event, act as the main point of contact for attendees who need help with event logistics, session transitions, or technical difficulties. This includes:
    • Ensuring smooth access to sessions.
    • Troubleshooting any access issues for virtual attendees.
    • Assisting with in-person logistical needs (e.g., directions to rooms, seating arrangements).
• Post-Event Engagement: After the event, follow up with attendees to gather feedback, thank them for their participation, and send any post-event materials (e.g., session recordings, additional resources).

3. Serve as the Primary Point of Contact for Internal SayPro Teams:

• Internal Coordination:
  • Team Briefing: Ensure all SayPro internal teams (event management, marketing, technical, content) are on the same page regarding event timelines, goals, and responsibilities.
  • Information Flow: Keep internal teams informed of any updates or changes in the event schedule, stakeholder needs, or logistics, ensuring smooth execution.
  • Collaborate Across Departments: Act as the bridge between different departments within SayPro to ensure that everyone involved is working towards a common objective and understands their roles.
• Logistical Support:
  • Event Setup: Coordinate with the internal operations team to ensure all logistical aspects of the event are covered, such as room setup, registration, technical equipment, and catering.
  • On-site Support: Ensure that on the event day, internal teams are stationed at strategic points to manage registration, help with the technical setup, and assist attendees as needed.
• Ongoing Monitoring:
  • Oversee the event’s progress and address any challenges that arise. Proactively resolve issues and keep internal teams informed of any necessary adjustments to the schedule or operations.

4. Serve as the Primary Point of Contact for Virtual Event Logistics (if applicable):

• Virtual Platform Management:
  • Act as the key liaison with the virtual event platform provider to ensure smooth operations, addressing technical issues, and troubleshooting with attendees and speakers as needed.
  • Platform Accessibility: Ensure that all stakeholders can easily access the online platform. Send out any access instructions in advance and provide real-time support if any attendees or speakers encounter issues.
• Technical Support Coordination:
  • Ensure the internal technical team is available during the event to handle any virtual issues, including audio/visual problems or connectivity issues.
  • Assist both virtual attendees and virtual speakers with any platform-related queries or technical difficulties, ensuring minimal disruption.

5. Post-Event Follow-Up:

• Stakeholder Communication:
  • Ensure that both speakers and attendees receive post-event communications, including thank-you notes and any requested materials (e.g., session recordings, event photos).
  • Gather feedback from attendees, speakers, and internal teams to assess the event’s success and identify areas for improvement in future events.
• Internal Debrief:
  • Organize a debrief with the internal SayPro team to evaluate the event’s performance, discuss any challenges faced, and document best practices for future events.
  • Ensure that feedback is shared with all relevant departments to refine processes for upcoming events.

Skills and Qualities Needed:

1. Excellent Communication Skills: As the central point of contact, clear, concise, and proactive communication is essential in all interactions, whether with speakers, attendees, or internal teams.
2. Problem-Solving Abilities: The point of contact must be able to address and resolve issues quickly, ensuring a smooth event experience for all involved.
3. Attention to Detail: Managing the logistics and needs of speakers, attendees, and internal teams requires careful attention to detail, from coordinating schedules to ensuring the right technical setup.
4. Organizational Skills: With multiple stakeholders and numerous moving parts, the liaison must be highly organized to keep everything on track and ensure that everyone involved is prepared and informed.
5. Tech-Savvy: Understanding the technical requirements for both in-person and virtual events is crucial. The liaison should be comfortable working with event platforms, AV systems, and troubleshooting technical issues.

Conclusion:

Serving as the primary point of contact for speakers, attendees, and internal teams is a vital role that ensures the success of the SayPro Monthly Local Television Responsible Strategic Partnerships event. By coordinating communication, resolving issues, and ensuring smooth operations, this liaison role will help create an engaging and productive event experience for everyone involved. Clear, consistent, and responsive communication will ensure all stakeholders are aligned and can focus on what matters most: building responsible media partnerships and enhancing the media landscape.