SayPro Event Execution, detailing the responsibilities and logistical elements participants will manage during the SayPro Monthly April SCSPR-81 event, whether conducted virtually or in person.
SayPro Event Execution
Event: SayPro Monthly April SCSPR-81
Theme: Qualification Accreditation in Information Systems and Technology
Focus: Seamless delivery of all operational, technical, and logistical components of the event.
✅ Objective:
To ensure the successful and professional execution of the SCSPR-81 event through coordinated management of speakers, schedules, participants, and platform logistics.
1. Key Event Execution Tasks
a. Speaker Coordination
- Confirm attendance and session timing with all speakers
- Ensure all speakers have access to presentation templates and submission deadlines
- Provide orientation or technical rehearsals prior to the event
- Assign speaker liaisons to handle real-time needs and time management
b. Schedule Management
- Monitor adherence to the agenda in real time
- Assign moderators or session leads to ensure on-time transitions between sessions
- Adjust sessions on-the-fly if technical issues or overruns occur
- Send reminders to participants before key sessions or workshops
c. Venue and Platform Logistics
For Physical Events:
- Confirm venue setup (AV equipment, seating, registration desk)
- Coordinate catering, signage, parking, and breakout rooms
- Provide printed agendas, name badges, and handouts
For Virtual Events:
- Select and set up a stable virtual platform (e.g., Zoom, MS Teams, or Hopin)
- Assign technical support personnel for each session
- Set up breakout rooms for workshops and partner roundtables
- Test screen sharing, audio, video, and recording settings in advance
d. Technical Support and Troubleshooting
- Have a live support chat or hotline active during the event
- Troubleshoot connectivity issues for speakers and attendees
- Monitor live stream quality and engagement features (polls, Q&A, chat)
- Record all sessions and ensure cloud backups are made
e. Participant Management
- Manage event check-ins (virtual or on-site)
- Provide assistance with accessing session links or venue navigation
- Track attendance and engagement metrics
- Guide participants to surveys, resource downloads, and helpdesk as needed
2. Tools and Systems to Use
| Function | Tool | Purpose |
|---|---|---|
| Schedule Tracking | Google Calendar / Trello | Session timing and reminders |
| Speaker Management | Excel Tracker / Airtable | Confirmed speakers, bios, presentation status |
| Virtual Hosting | Zoom / Teams / Hopin | Host sessions, workshops, and networking |
| Tech Support | WhatsApp Group / Email Hotline | Live issue resolution |
| Attendance & Feedback | Google Forms / Eventbrite | Participant logging and surveys |
3. Post-Execution Wrap-Up
- Debrief with SayPro team and speaker panel
- Collect all session recordings and documents
- Send thank-you emails to speakers, partners, and participants
- Analyze feedback and compile the post-event report
Delivering a smooth, professional event experience is vital to SayPro’s credibility and the impact of SCSPR-81. Well-executed logistics create an environment where knowledge-sharing, networking, and partnership-building can thrive.
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