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Here’s a detailed write-up for the SayPro Task: Provide Support to Both In-Person and Virtual Attendees, under During-the-Event Responsibilities – Event Coordination:

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.

Written by

Phidelia Dube

in

SayPro Task: Provide Support to Both In-Person and Virtual Attendees

Objective:

To ensure a seamless, inclusive, and positive experience for all attendees—whether participating in person or virtually—by offering accessible, responsive, and effective support throughout the event.

Detailed Task Breakdown

1. Prepare a Multichannel Support System

  • In-Person Support Channels:
    • Set up help desks or info stations at key locations (e.g., entrances, breakout rooms).
    • Equip staff and volunteers with radios or mobile apps for fast communication.
    • Provide printed FAQs, maps, and schedules at registration desks.
  • Virtual Support Channels:
    • Offer live chat or helpdesk widgets within the event platform.
    • Set up a dedicated support email and hotline.
    • Use messaging platforms (e.g., WhatsApp, Slack) for quick attendee communication.

2. Offer Pre-Session Assistance

  • For In-Person Attendees:
    • Direct participants to correct rooms and sessions.
    • Assist with on-site registration, seating, Wi-Fi access, and orientation.
  • For Virtual Attendees:
    • Send pre-event login instructions and tech requirement checklists.
    • Offer “virtual check-in rooms” for early login support.
    • Troubleshoot access issues (e.g., passwords, browser compatibility).

3. Real-Time Session Support

  • In-Person:
    • Provide staff to manage crowd flow and help late arrivals enter discreetly.
    • Assist attendees with hearing devices, printed materials, or physical accommodations.
    • Quickly resolve A/V, temperature, or seating issues.
  • Virtual:
    • Monitor live sessions for tech issues (e.g., video/audio drops, screen sharing problems).
    • Help attendees with platform navigation, chat/Q&A use, or connecting to breakout rooms.
    • Post helpful tips (e.g., “How to ask a question,” “How to switch sessions”) in the chat.

4. Accessibility and Inclusion Support

  • Ensure Equal Access:
    • Provide captions, translations, or sign language interpretation as needed.
    • Offer assistance for attendees with disabilities, including mobility, vision, or hearing support.
    • Share alternative formats of session materials (e.g., large print, digital downloads).

5. Ongoing Communication

  • Regular Announcements:
    • Keep both audiences updated on session changes, break times, or key reminders.
    • Use push notifications, signage, or staff announcements for timely updates.
  • Feedback Collection:
    • Gather real-time feedback from attendees to identify and fix issues quickly.

6. Post-Session and Event Wrap-Up Support

  • Help with Session Materials:
    • Guide attendees to where they can access recordings or downloads.
    • Support those who missed sessions in finding recap materials.
  • Answer Final Questions:
    • Maintain live or email support for 24–48 hours after the event to answer lingering questions.

Skills and Competencies Involved

Skill AreaDescription
Customer ServiceFriendly, knowledgeable, and prompt assistance
Technical SupportPlatform troubleshooting and digital guidance
CommunicationClear instructions and updates via multiple channels
Accessibility AwarenessSupporting diverse needs across different participant groups
Problem-SolvingQuick resolution of attendee issues and escalation as needed

Summary

Providing excellent support to both in-person and virtual attendees ensures that everyone—regardless of how they participate—feels valued, informed, and empowered to engage fully. This commitment enhances SayPro’s reputation for hosting accessible, inclusive, and professionally executed events.

  • Neftaly Malatjie | CEO | SayPro
  • Email: info@saypro.online
  • Call: + 27 84 313 7407
  • Website: www.saypro.online

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