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

✅ SayPro During the Event Responsibilities – Task:

Set up the event platform for both in-person and virtual attendees.

🎯 Objective:

To ensure that both in-person and virtual participants can seamlessly access all event sessions, materials, and interactive features by configuring and testing all required platforms, tools, and infrastructure before the event begins.

🔹 1. Platform Selection and Planning

A. Select Appropriate Platforms

• Virtual attendees: Choose a platform that supports live streaming, breakout rooms, chat, Q&A, polls, and content sharing (e.g., Zoom, Microsoft Teams, Airmeet, Hopin).
• In-person attendees: Use tools for check-in, digital schedules, live feedback, and access to virtual elements (e.g., Eventbrite, Whova, Slido, QR codes).

B. Integrate Virtual and In-Person Experience

• Ensure the event is designed to deliver a hybrid experience, where:
  • In-person participants can access online tools (polls, documents).
  • Virtual participants can fully participate in live sessions and interactions.

C. Create a Platform Setup Checklist

• Develop a checklist to ensure every feature and component is configured:
  • Session links and access controls
  • Speaker permissions and roles
  • Registration and log-in settings
  • Pre-uploaded content (presentations, PDFs, bios)

🔹 2. Configure the Event Platform (Virtual)

A. Set Up Sessions and Tracks

• Create a schedule with all sessions labeled by date, time, speaker, and format.
• Include:
  • Keynotes
  • Breakouts
  • Networking lounges
  • Q&A and polling features

B. Create User Access Levels

• Assign roles:
  • Attendees (view-only or interactive)
  • Speakers (screen sharing and chat privileges)
  • Moderators and technical staff (full access)
• Enable password protection or email verification for access.

C. Upload and Organize Event Materials

• Presentations, worksheets, handouts, speaker bios, and session descriptions.
• Organize content by session or track for easy navigation.

🔹 3. Configure the Onsite (In-Person) Setup

A. Physical Space and Technology

• Set up:
  • Projectors, screens, and sound systems
  • Wi-Fi with high bandwidth for virtual connections
  • Computers/tablets for accessing digital materials
• Ensure clear signage for session rooms and event services.

B. Check-In and Registration Tools

• Use tablets or QR code scanners for fast check-in.
• Integrate registration system with badge printing, if applicable.

C. Hybrid Communication Tools

• Display QR codes linking to:
  • The digital schedule
  • Speaker bios and resources
  • Feedback and networking tools

🔹 4. Test the Platform and Equipment

A. Conduct Technical Rehearsals

• Test all virtual platform features with:
  • Speakers (for screen sharing, transitions)
  • Moderators (chat, polling)
  • Attendees (login, video, mic, participation)
• Simulate a session from start to finish.

B. Test Physical Tech (for in-person)

• Run full AV checks in each room.
• Confirm all hybrid integrations (e.g., live stream from venue to online platform).

C. Backups and Redundancies

• Prepare:
  • Backup devices (laptops, microphones)
  • Extra Wi-Fi hotspots
  • Pre-recorded sessions in case of failure

🔹 5. Launch and Support

A. Go-Live Preparation

• Open the platform to attendees before the event to test navigation and settings.
• Offer a short video or user guide on how to use the platform.

B. Real-Time Support

• Provide live help (chat or hotline) for login issues or navigation questions.
• Assign staff to support both virtual and in-person users throughout the event.

🛠️ Recommended Tools and Platforms

🧩 Summary

Setting up the event platform for both in-person and virtual attendees is critical to the success of a hybrid event. SayPro’s role involves careful planning, thorough configuration, extensive testing, and ongoing support to ensure that all participants—no matter where they are—can fully access and engage with the event.