SayPro Event Execution

Objective: Ensure seamless execution of the SayPro Monthly April SCSPR-81 event, whether it is virtual or physical. Participants will be responsible for managing all logistical aspects, including speaker coordination, schedule management, and providing technical support for virtual events.

1. Event Logistics Management

Objective: Coordinate all aspects of the event, from venue setup (for in-person events) to virtual platform management, ensuring everything runs smoothly for both speakers and attendees.

Tasks:

Venue Setup (For Physical Events):
- Venue Selection: Ensure the event venue is suitable for the expected number of attendees and provides all necessary amenities (e.g., audio-visual equipment, comfortable seating, Wi-Fi).
- Room Layout: Organize seating arrangements to support presentations, panel discussions, and networking areas.
- Signage and Branding: Set up event signage, including welcome banners, directional signs, and branding materials, to ensure a professional and cohesive event experience.
- Registration Desk: Set up a registration desk at the venue for in-person attendees to check in, receive event materials, and network.
Virtual Platform Setup (For Online Events):
- Platform Selection: Ensure the virtual platform (e.g., Zoom, WebEx, Teams, or a custom platform) is appropriate for hosting the event, providing features like video streaming, chat, and breakout rooms.
- Test Runs: Conduct test runs of the platform before the event, checking all necessary functionalities (e.g., video/audio, screen-sharing, Q&A features).
- Access Links: Provide access links and instructions to virtual attendees, ensuring they can easily join the event.
- Moderator Training: Prepare the event moderators or emcees to manage virtual attendees, handle questions, and troubleshoot technical issues.

2. Speaker Coordination

Objective: Manage all aspects of speaker engagement, from scheduling their sessions to ensuring they have everything they need for their presentations.

Tasks:

Speaker Communication:
- Pre-Event Coordination: Communicate with all speakers well in advance to confirm their session topics, timing, and expectations.
- Speaker Briefing: Provide speakers with detailed guidelines regarding their presentation format (e.g., PowerPoint, video), the event’s schedule, and how the virtual or physical event will run.
- Technical Support for Speakers: For virtual presentations, ensure that speakers are familiar with the platform and provide technical support during setup.
- Speaker Rehearsals: Schedule time for speakers to rehearse their presentations, particularly for virtual events. Test the presentation’s audio and video quality in advance.
Speaker Timing:
- Session Reminders: Send reminders to speakers about their session timings and any changes in the schedule leading up to the event.
- Time Management: Assign a session moderator who will help manage each speaker’s time, ensuring that presentations run smoothly and on schedule.

3. Schedule Management

Objective: Ensure the event runs on time, with all sessions and activities following the established schedule.

Tasks:

Create a Detailed Event Schedule:
- Prepare a comprehensive schedule with session times, speaker names, topics, and room/virtual platform details. Ensure it is accessible to both attendees and speakers.
- Physical Events: Ensure printed copies are available at the venue, along with digital versions for virtual attendees.
- Virtual Events: Post the schedule on the event’s virtual platform, making it easily accessible for online participants.
Session Transitions:
- In-Person Events: Ensure there is adequate time between sessions for attendees to move between rooms, visit sponsor booths, or engage in networking.
- Virtual Events: Set up seamless transitions between virtual sessions, ensuring speakers and attendees know when to log in or join a different session.
Time Buffer: Build a time buffer into the schedule for Q&A sessions, discussions, or unforeseen delays, particularly for in-person events where unexpected delays can arise.

4. Technical Support (for Virtual Events)

Objective: Provide comprehensive technical support to ensure all aspects of the virtual event run smoothly, allowing participants to focus on content and interaction.

Tasks:

Pre-Event Technical Setup:
- Test all necessary platforms and tools, including video streaming, breakout rooms, screen sharing, and chat features.
- Ensure that all presenters and moderators are familiar with the technology and have access to necessary devices (e.g., microphones, cameras, stable internet connection).
Live Event Support:
- Technical Support Team: Have a dedicated technical support team available throughout the event to troubleshoot issues for speakers and participants. This may include issues with audio/video, login problems, or platform navigation.
- Monitor Live Sessions: Continuously monitor virtual sessions to ensure smooth streaming, and quickly resolve any technical difficulties. This includes checking the chat for participant questions and moderating the discussion.
- Breakout Room Management: If using breakout rooms for smaller group discussions or networking, assign team members to monitor the rooms and ensure participants are directed to the correct room at the right time.
Post-Event Technical Support:
- Recording: Ensure that all sessions are recorded, and provide recordings to participants who may have missed sessions or would like to revisit the content.
- Post-Event Survey: Send out a feedback survey that includes questions about the technical aspects of the event, asking for suggestions on how to improve the virtual experience in the future.

5. Participant Engagement and Experience

Objective: Enhance the experience for all attendees, keeping them engaged throughout the event with activities, networking opportunities, and interactive features.

Tasks:

Networking Opportunities:
- In-Person Events: Organize structured networking breaks, roundtable discussions, or informal “coffee breaks” to facilitate interactions among participants.
- Virtual Events: Set up networking sessions using platform features like breakout rooms or virtual lounges where attendees can interact in smaller groups or one-on-one.
Interactive Features:
- Live Q&A: Set up live Q&A sessions after each presentation or panel discussion, where virtual attendees can submit questions through chat or video.
- Polls and Surveys: Use polls to engage the audience, ask questions about the presentation topics, and gather feedback about the event.
- Gamification: Consider incorporating gamification elements (e.g., quizzes, leaderboards) to increase engagement and participation during sessions.
Real-Time Communication:
- Virtual Chatrooms: Set up a general chatroom for participants to interact, ask questions, and share insights during the event.
- Announcements and Updates: Use the event platform’s announcement feature to share important updates, schedule changes, or session reminders.

6. Monitoring and Problem-Solving

Objective: Continuously monitor the event’s progress and troubleshoot issues quickly to ensure an uninterrupted experience.

Tasks:

Monitor Engagement: Keep an eye on session attendance and participant engagement to ensure that all sessions are well-attended and running smoothly.
Immediate Troubleshooting: Quickly address any issues related to internet connectivity, platform malfunctions, speaker availability, or any other logistical hiccups.
Team Communication: Keep the event team in constant communication via a messaging platform (e.g., Slack, Teams) so everyone is aware of any emerging issues and can respond promptly.

7. Post-Event Wrap-Up

Objective: Ensure that post-event activities are completed, such as collecting feedback and sending thank-you notes to participants, speakers, and partners.

Tasks:

Post-Event Survey:
- Distribute a survey to attendees, speakers, and partners to gather feedback on the event’s content, structure, logistics, and overall experience.
Thank You Notes:
- Send personalized thank-you emails to all speakers, partners, and participants, including highlights from the event and post-event resources like recordings and materials.
Event Debrief:
- Organize a debrief with the team to discuss what went well, identify areas for improvement, and note any challenges encountered during execution.

Event Execution Timeline Overview

Task	Deadline
Confirm Venue/Virtual Platform Setup	By April 5th
Finalize Speaker and Session Details	By April 10th
Event Rehearsals (Speaker/Tech)	By April 12th
Event Day (Execution)	April 15th
Post-Event Survey and Debrief	By April 17th

SayPro Event Execution