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SayPro Moderate sessions

Written by

nancy nghonyama

in

For SayPro Monthly January SCSPR-98 Event, successful on-the-day event management will be key to ensuring a smooth experience for both in-person and virtual attendees. The primary role of event management on the day of the event will include moderating sessions, introducing speakers, managing live Q&A sessions, and maintaining the flow of the event. Below is a detailed breakdown of how to manage these critical aspects on the day of the event:

1. Session Moderation and Speaker Introduction

Step 1: Review Event Agenda and Prepare Speakers

  • Action Items:
    • Familiarize yourself thoroughly with the event agenda, session topics, and speakers’ backgrounds in advance to ensure smooth transitions and informed introductions.
    • Prepare speaker bios and session objectives to introduce each speaker in a professional and engaging manner.
    • Coordinate with speakers before the event to confirm their presentation materials, AV needs, and any special instructions (such as specific time slots, preferred seating, or presentation setup).
    • Ensure that speakers have a quick tech check (microphones, slides, audio, etc.) before their session begins to avoid any technical glitches.

Step 2: Moderating Sessions

  • Action Items:
    • Start each session on time by briefly introducing yourself and providing the session’s objectives.
    • Introduce the speaker(s), giving a brief background of their expertise and the value they bring to the session.
    • Maintain the event timeline by ensuring each speaker stays within their allocated time slot and keeping transitions between sessions smooth and on schedule.
    • Encourage the audience to engage with the speaker by asking questions and interacting via the virtual platform (chat, polls, etc.) or in-person.
    • Keep the energy up and the session flowing by managing transitions seamlessly, facilitating any technical adjustments or questions from the audience.

2. Managing Live Q&A Sessions

Step 1: Prepare for Q&A

  • Action Items:
    • At the start of each session, inform the audience about the Q&A format (e.g., submitting questions via chat or asking questions live).
    • Create a Q&A moderation process to ensure the questions are relevant, appropriate, and well-organized.
    • Prepare a team of assistants or volunteers to collect and sort questions from attendees, especially in larger sessions, to avoid overwhelming the speaker.

Step 2: Facilitate Live Q&A

  • Action Items:
    • Manage audience questions either via an online chat platform for virtual attendees or verbally for in-person attendees. For hybrid events, ensure both groups have equal access to ask questions.
    • Select relevant, thought-provoking questions from the audience and ask them on behalf of the audience.
    • Keep the session moving by managing the pace of the Q&A. If needed, redirect any off-topic or irrelevant questions to keep the session focused.
    • Ensure that there is enough time for audience interaction, but don’t let the Q&A drag on too long. Always keep track of time to maintain the schedule.
    • In case of technical issues (e.g., internet or microphone problems), have a backup plan, such as an assistant or tech team member ready to step in quickly to assist.

3. Event Flow Management and Timekeeping

Step 1: Event Flow Coordination

  • Action Items:
    • As the event moderator, ensure the overall event flows smoothly, avoiding delays between sessions, breaks, and networking opportunities.
    • Announce next session topics ahead of time and provide clear directions for attendees regarding room transitions or virtual sessions.
    • Work closely with the event tech team to ensure all transitions, especially between virtual and in-person formats, are smooth (e.g., switching between speakers, sharing presentations, etc.).
    • Cue speakers and panelists on when it’s time to begin, when to finish their session, and when to begin the Q&A.

Step 2: Timekeeping and Managing Transitions

  • Action Items:
    • Keep strict track of time to ensure that all sessions start and end on time. Use a timer or timekeeper to signal when speakers are reaching their allotted time.
    • If a session is running behind, gently signal the speaker to wrap up or shorten the Q&A time to prevent delays in the overall event schedule.
    • Announce breaks and lunch/dinner times clearly, and ensure that the audience is aware of the time available before the next session begins.

4. Troubleshooting and On-the-Spot Problem Solving

Step 1: Addressing Technical Issues

  • Action Items:
    • Have a tech support team available throughout the event to quickly resolve any issues such as audio problems, presentation malfunctions, or Wi-Fi failures.
    • As a moderator, if you encounter technical difficulties during a session (e.g., poor video quality, dropped audio), pause the session briefly, explain the issue to the audience, and keep them engaged with brief, related content while the technical issue is fixed.
    • Keep an emergency backup plan in place, such as having pre-recorded content ready to play in case of significant delays or technical failures.

Step 2: Managing Audience Engagement

  • Action Items:
    • Keep both in-person and virtual attendees engaged by encouraging audience participation, polls, and questions. For virtual attendees, use live polling, chat features, or social media hashtags to increase interaction.
    • Regularly check in with the audience to ensure they’re following the event and feeling involved. Encourage them to use available platforms for networking or discussions, both online and on-site.

5. Speaker and Attendee Communication

Step 1: Clear Communication with Speakers and Panelists

  • Action Items:
    • Provide clear instructions to speakers about the schedule, session timings, and their responsibilities before the event starts. Make sure they have a clear understanding of when they are expected to speak and how the session will flow.
    • During the event, remind speakers of time limits and upcoming session transitions to ensure everything runs on schedule.
    • If any sessions run late, communicate this to the next set of speakers so they can adjust their timing and stay on track.

Step 2: Continuous Communication with Attendees

  • Action Items:
    • Use an event app or live announcements to share important event updates (session changes, upcoming speakers, or reminders about networking opportunities).
    • Ensure clear signage is visible in the venue for in-person attendees, guiding them to various rooms, exhibitors, and session halls.
    • If you have virtual attendees, ensure they are kept informed about session starts, any delays, and how they can participate in the Q&A, networking, or exhibit areas.

6. Managing Breaks and Networking Opportunities

Step 1: Break Management

  • Action Items:
    • Manage breaks by announcing clear start and end times. Ensure attendees know when they should return to the next session.
    • For hybrid events, encourage virtual attendees to take breaks at the same time as the in-person audience, but provide them with alternatives, such as networking or virtual booths to explore during breaks.

Step 2: Networking Session Coordination

  • Action Items:
    • Announce networking opportunities and encourage both in-person and virtual attendees to use networking tools or dedicated spaces to connect with other professionals.
    • If using speed networking or one-on-one meeting systems (in-person or virtually), facilitate smooth transitions between networking rounds and ensure everyone knows how to engage.
    • Ensure there are dedicated breakout areas for more intimate or targeted networking for in-person attendees, and virtual breakout rooms or chat groups for digital attendees.

7. Post-Event Closure

Step 1: Closing Remarks and Acknowledgments

  • Action Items:
    • At the event’s conclusion, thank the speakers, attendees, exhibitors, and all contributors.
    • Offer closing remarks summarizing the event highlights and the key takeaways.
    • Provide information about post-event resources, such as on-demand sessions, event recordings, or feedback surveys.

Step 2: Final Q&A and Farewell

  • Action Items:
    • If time allows, close the event with a final Q&A session where participants can ask any last-minute questions or share feedback.
    • End the event on time, and encourage attendees to stay in touch with SayPro through social media, email lists, or future events.

By moderating sessions, introducing speakers, managing live Q&A, and ensuring smooth event flow, you will create a professional and engaging experience for attendees, while also maintaining the high standards that SayPro aims to set for each event. This structured approach ensures that both virtual and in-person elements are seamlessly integrated, and participants are kept engaged and informed throughout the event.

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