SayPro SCSPR-71 titled “Event Execution”, detailing the operational and logistical responsibilities to ensure a smooth and professional delivery of the event.
SayPro Event Execution
Objective:
To manage and oversee the seamless execution of the SayPro Monthly April SCSPR-71 event, ensuring that all sessions, speakers, technical systems, and participant experiences are delivered effectively, on schedule, and to the highest standard.
Core Responsibilities
1. Schedule Management
- Monitor and enforce adherence to the official event agenda
- Assign a Session Coordinator for each time block to:
- Confirm speaker presence in advance
- Ensure timely transitions between sessions
- Handle overruns or cancellations swiftly
Use a real-time event management tool (e.g., Google Calendar, Whova, Eventbrite) for coordination and live updates.
2. Speaker Coordination
- Confirm participation and availability for all speakers at least 48 hours before the event
- Provide:
- Final session time, login links, and backup plans
- Branded presentation templates
- Speaker brief with audience profile, session goals, and time limits
- Assign Speaker Hosts to assist each presenter with setup, timing, and Q&A moderation
3. Technical Setup and Support
For in-person, virtual, or hybrid events, ensure:
- Reliable audio/visual equipment is in place and tested
- Internet bandwidth is sufficient for streaming or virtual participation
- Platforms (e.g., Zoom, Microsoft Teams, Webex) are pre-tested with presenters
- Backup systems in place (recordings, alternate links, offline contact options)
Technical rehearsal recommended 24–48 hours prior to live event
4. Platform and Participant Management
- Monitor registration flow and check-in/attendance processes
- Send reminders and session links to all participants the day before and morning of the event
- Provide real-time support via chat, email, or help desk for technical or access issues
- Ensure sessions are recorded for post-event distribution and reporting
Execution Timeline (Sample for Event Day)
| Time | Task | Responsible |
|---|---|---|
| 07:30 | Final tech check and speaker arrivals | Technical Lead |
| 08:30 | Platform opens / participant check-in | Registration Team |
| 09:00 | Opening remarks | Event Host |
| Throughout | Session coordination and timing check | Session Coordinators |
| 16:00 | Closing, final Q&A, and wrap-up | Moderator / Coordinator |
| Post-event | Begin uploading recordings and surveys | Event Support Team |
Deliverables
- Real-time run sheet for all staff with timing and tasks
- Access credentials and contact list for event tech team and moderators
- Post-event session report (delivered within 48 hours)
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