SayPro During the Event Responsibilities Event Coordination Objective: Ensure smooth operations and help participants navigate the event seamlessly.

Here’s a detailed breakdown of the SayPro During the Event Responsibilities under the Event Coordination Objective:

✅ SayPro During the Event Responsibilities

Objective: Ensure smooth operations and help participants navigate the event seamlessly.

1. Event Setup and Tech Readiness

• Venue Setup (In-Person):
  • Ensure signage, seating, registration tables, and AV equipment are correctly arranged.
  • Coordinate with vendors (e.g., catering, security, tech support).
• Platform Check (Virtual/Hybrid):
  • Test live stream links, breakout rooms, screen sharing, audio, and chat functions.
  • Assign co-hosts or moderators to manage technical issues.

2. Participant Check-In

• In-Person Events:
  • Greet guests and manage check-in with printed or digital attendee lists or QR codes.
  • Distribute event materials (badges, programs, welcome kits).
• Virtual Events:
  • Monitor logins and provide quick tech support for those having trouble accessing sessions.
  • Post clear instructions in chat for navigation and session flow.

3. Real-Time Coordination

• Session Flow:
  • Keep the event on schedule and coordinate transitions between sessions, speakers, and breaks.
  • Ensure speakers are ready, briefed, and connected on time.
• Support Teams:
  • Assign staff or volunteers to manage room logistics, assist attendees, and respond to issues as they arise.
  • Set up a central command channel (e.g., WhatsApp, Slack) for instant communication among the event team.

4. Attendee Engagement

• Guidance:
  • Clearly direct participants to sessions, workshops, or help desks.
  • Use announcements (live or in chat) to keep participants informed of upcoming segments.
• Interactive Tools:
  • Use polls, Q&A, or chat to involve the audience.
  • Encourage networking through breakout rooms, lounges, or discussion prompts.

5. Troubleshooting and Support

• On-the-Spot Problem Solving:
  • Quickly address issues such as missing materials, tech problems, or access issues.
• Support Desk/Chat Help:
  • Set up a help desk or live chat support for quick attendee assistance.

6. Monitor and Adjust

• Live Monitoring:
  • Track session attendance, timing, and engagement levels.
• Adapt as Needed:
  • Be flexible—adjust schedules, room assignments, or speaker times if needed due to delays or changes.