SayPro During the Event Responsibilities Tasks Set up the event platform for both in-person and virtual attendees.

Objective: Ensure a seamless experience for both in-person and virtual participants by configuring all physical and digital event platforms, tools, and systems before the event begins.

🔷 1. In-Person Event Platform Setup

A. Venue Preparation

• Venue Inspection:
  • Visit the venue at least one day prior to verify layout, furniture, lighting, and internet access.
  • Ensure all breakout rooms and main stages are clearly marked and accessible.
• Registration & Check-in Area:
  • Set up check-in counters with staff, attendee lists, name tags, and QR code scanners.
  • Place signage to guide attendees from entrance to registration to session areas.

B. Audio-Visual Equipment

• Stage & Presentation Setup:
  • Install projectors, screens, microphones (handheld, lavalier), clickers, and laptops.
  • Test slides, videos, and any interactive tools (e.g., Mentimeter, Kahoot).
• Speaker Support:
  • Provide a speaker prep room with a technician to assist with last-minute tech needs.

C. Internet & Connectivity

• Wi-Fi Setup:
  • Ensure high-speed, stable Wi-Fi for attendees, speakers, and staff.
  • Create separate networks for presenters and participants, if possible.

D. Branding and Signage

• Place SayPro-branded banners, directional signs, and session schedules throughout the venue.

🔷 2. Virtual Event Platform Setup

A. Choose the Right Platform

• Select a reliable virtual event platform that supports:
  • Live streaming
  • Breakout rooms
  • Screen sharing
  • Live Q&A, chat, and polls
  • Recording and replay options
    (e.g., Zoom, Microsoft Teams, Hopin, Whova, Airmeet)

B. Technical Configuration

• Session Creation:
  • Create separate virtual rooms or links for each session and assign moderators/hosts.
• Access Controls:
  • Set passwords or use unique access links to prevent unauthorized access.
  • Enable waiting rooms or check-in gates for added security.

C. Branding and Customization

• Add the SayPro logo, event colors, welcome screens, and speaker bios to the virtual interface.
• Customize session titles and time zones according to participant locations if the event is international.

D. Speaker and Moderator Preparation

• Dry Runs & Rehearsals:
  • Schedule a test run with each speaker to review:
    • Audio/video quality
    • Screen sharing
    • Session flow and transitions
• Backup Plans:
  • Prepare backup hosts and alternate links in case of technical issues.

E. Attendee Support

• Tech Help Desk:
  • Set up a dedicated help line (via chat, phone, or email) for virtual attendees.
  • Assign a virtual tech assistant to each session for real-time troubleshooting.

🔷 3. Hybrid Integration (If Applicable)

A. Syncing In-Person and Online Experiences

• Live Streaming:
  • Stream all main sessions from the venue to the virtual platform using high-quality cameras and microphones.
• Audience Interaction:
  • Use a unified chat or Q&A tool so in-person and virtual attendees can interact.
  • Moderate both virtual and in-person questions during sessions.

B. Engagement Tools

• Use cross-platform tools for polls, quizzes, and surveys that both audiences can access (e.g., Slido, Poll Everywhere).

C. Onboarding Participants

• Provide step-by-step guides or short videos before the event showing attendees how to:
  • Log in to the platform
  • Navigate sessions
  • Use chat and participate in discussions

🔷 4. Final Testing & Go-Live Checklist

Day Before the Event:

• Run a full tech rehearsal with speakers, moderators, and tech staff.
• Confirm that all rooms (virtual and physical) are operational and properly labeled.
• Test all links, access permissions, and interaction tools.

Day of the Event:

• Open virtual rooms at least 30 minutes early for check-in and tech checks.
• Have staff stationed at key points (onsite and online) to support attendees.
• Monitor all platforms continuously and escalate any issues immediately.