SayPro During the Event Responsibilities Tasks Ensure that technical systems are functioning correctly for the online sessions, including video streaming and interactive elements.

✅ SayPro During the Event Responsibilities Task

Task: Ensure that technical systems are functioning correctly for the online sessions, including video streaming and interactive elements.

Objective: Provide a smooth, professional, and uninterrupted experience for all virtual attendees by actively managing and troubleshooting the online event platform, live video/audio feeds, and audience engagement tools.

🔧 1. Pre-Session Technical Setup and Testing

A. Platform Configuration

• Choose and configure a reliable virtual event platform (e.g., Zoom, Microsoft Teams, Hopin, Whova, Airmeet).
• Schedule all sessions in advance with correct time slots, access settings, and host/speaker permissions.
• Customize session names, speaker bios, branding visuals, and technical options (e.g., waiting rooms, co-host rights).

B. System Testing

• Conduct a full technical rehearsal with all presenters and moderators:
  • Test screen sharing, audio/video quality, and transitions.
  • Verify that links work across devices and browsers.
• Confirm bandwidth requirements are met (minimum of 5 Mbps upload/download recommended for streaming).
• Double-check compatibility of all devices used: webcams, microphones, headsets, and computers.

C. Interactive Feature Preparation

• Set up pre-loaded polls, quizzes, and breakout room configurations.
• Enable or disable features like live chat, emoji reactions, and Q&A based on session format.
• Test integrations with third-party tools (e.g., Slido for polling, Mentimeter for audience feedback).

🟢 2. Real-Time Session Monitoring and Support

A. Dedicated Technical Staff Per Session

• Assign one technical host or moderator to each session responsible for:
  • Starting and ending the session on time.
  • Welcoming speakers and attendees.
  • Troubleshooting real-time technical issues.

B. Live Audio and Video Monitoring

• Continuously monitor for:
  • Poor audio quality (e.g., echo, background noise, mic failure).
  • Video freezing, lagging, or low resolution.
  • Speaker screen sharing errors or accidental muting.

C. Interactive Elements Management

• Launch and monitor live polls, Q&A sections, and chats.
• Assign breakout rooms and ensure participants are correctly grouped and returned to the main session afterward.
• Moderate chat for inappropriate behavior, unanswered questions, or feedback.

⚠️ 3. Issue Resolution and Contingency Management

A. Common Problems & Solutions

B. Backup Systems

• Maintain alternative links or sessions in case of a crash.
• Have a backup host/moderator ready to step in.
• Keep a contact list of all speakers and tech team members for fast coordination.

📝 4. Post-Session Technical Wrap-Up

A. Recordings and Data Capture

• Ensure all sessions are properly recorded and stored securely.
• Review the recordings for quality and completeness.
• Export and archive:
  • Poll results
  • Chat logs
  • Q&A transcripts

B. Feedback Collection

• Use a post-session form to gather feedback on technical quality.
• Note recurring technical issues for improvement in future events.

C. Debriefing and Reporting

• Conduct an internal tech team debrief after each major session or event day.
• Document what went well and what needs improvement.

🛠️ Tools and Resources Checklist

🧩 Summary