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SayPro Email: sayprobiz@gmail.com Call/WhatsApp: + 27 84 313 7407
SayPro Facilitator CoordinationObjective: Confirm the participation of speakers and facilitators, ensuring they are prepared and informed about the event structure.
Email: info@saypro.online Call/WhatsApp: + 27 84 313 7407
SayPro is a Global Solutions Provider working with Individuals, Governments, Corporate Businesses, Municipalities, International Institutions. SayPro works across various Industries, Sectors providing wide range of solutions.
SayPro Task: Facilitator & Speaker Coordination
Objective:
Confirm the participation of all scheduled speakers and facilitators, ensuring they are fully prepared and informed about the event structure, content expectations, and logistical details.
Detailed Responsibilities:
- Speaker/Facilitator Confirmation
- Reach out to all confirmed speakers and facilitators to:
- Reconfirm their availability and time slots
- Gather final presentation titles, bios, and materials (if applicable)
- Obtain any special requirements (e.g., technical needs, accessibility considerations)
- Reach out to all confirmed speakers and facilitators to:
- Information Sharing
- Provide each speaker/facilitator with a detailed briefing pack that includes:
- Event agenda and objectives
- Their scheduled session time, duration, and format (e.g., presentation, panel, workshop)
- Platform details and access links (for online sessions)
- On-site arrival time and logistics (for in-person events)
- Contact person(s) for support
- Provide each speaker/facilitator with a detailed briefing pack that includes:
- Preparation & Alignment
- Schedule one-on-one or group prep calls with each speaker/facilitator to:
- Review the event flow and session expectations
- Align on key messages and target audience
- Clarify any logistical or technical concerns
- Schedule one-on-one or group prep calls with each speaker/facilitator to:
- Rehearsals (if applicable)
- Organize technical rehearsals or dry runs with facilitators and tech support staff to:
- Test presentations, slide transitions, and multimedia
- Ensure comfort with tools used during the event (e.g., polling, screen sharing, breakout rooms)
- Practice timing and coordination between multiple facilitators or co-hosts
- Organize technical rehearsals or dry runs with facilitators and tech support staff to:
- Support Materials
- Prepare and distribute relevant documents, such as:
- Presentation templates or branding guidelines
- Speaker cue sheets or moderator scripts
- Emergency contact lists and backup plans
- Prepare and distribute relevant documents, such as:
- Ongoing Communication
- Maintain regular communication leading up to the event:
- Send reminders about deadlines and session times
- Be available to answer questions or address concerns
- Confirm final readiness 24–48 hours before the event
- Maintain regular communication leading up to the event:
- Event Day Support
- Welcome and guide facilitators as they arrive (virtually or in person)
- Ensure they are connected to the right tech setup and support
- Monitor their sessions to provide live assistance as needed
Expected Outcomes:
- All speakers and facilitators are present, prepared, and confident in their roles.
- Sessions run smoothly, aligning with the event’s objectives and timeline.
- Attendees benefit from a cohesive and professionally delivered experience.
- Neftaly Malatjie | CEO | SayPro
- Email: info@saypro.online
- Call: + 27 84 313 7407
- Website: www.saypro.online
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