To ensure all speakers and facilitators are on the same page regarding the expectations and format of their session, it’s important to provide clear and concise guidelines. Here’s a template you can use to send them the session delivery guidelines and expectations.

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.

Subject: Session Delivery Guidelines and Expectations for [Event Name]

Dear [Speaker/Facilitator Name],

Thank you again for agreeing to be a part of [Event Name]! As we approach the event date, I wanted to share some important guidelines and expectations to ensure your session runs smoothly and aligns with the overall event experience.

1. Session Duration and Timing

Session Length: Each session will be [X] minutes long, including time for questions and interaction.
Timekeeping: We ask that you be mindful of your session’s duration to ensure we stay on schedule. A timekeeper will be available to help with this, but please aim to wrap up your presentation within the allocated time.
Q&A: If your session includes a Q&A, please allocate approximately [X] minutes at the end of your presentation.

2. Session Delivery Format

Presentation Tools: Please use [Zoom/Teams/Webex/other platform] for the session. You will be provided with a link to join the event at least [X] days before the event.
Presentation Slides: If you’re using slides, please submit them to us by [submission deadline] to ensure everything is set up in advance. Make sure they are in [PowerPoint/PDF] format.
Engagement: We encourage you to engage with participants through polls, interactive activities, or Q&A sessions to make the session more dynamic and interactive.

3. Technical Setup and Support

Test Run: A technical rehearsal will be held [X days] before the event to test your connection, presentation tools, and ensure everything runs smoothly. Please make sure to attend this session for any necessary adjustments.
Internet Connection: Ensure that you have a stable internet connection and backup options, if possible, in case of connectivity issues.
Microphone and Camera: We recommend using a high-quality microphone and camera for clear audio and video. Test them during the technical rehearsal.

4. Session Content and Expectations

Relevance and Focus: Your session should align with the theme of the event, focusing on [insert main theme or goals]. Please avoid including content that is overly promotional or sales-focused.
Audience Level: The expected audience may include professionals from diverse backgrounds. Ensure your content is accessible and engaging for both beginners and experienced attendees.
Visual Aids: If applicable, use visual aids (slides, diagrams, videos) to help explain key points. Keep slides simple and avoid overcrowding them with text. A maximum of [X] bullet points per slide is recommended.
Avoid Overloading Information: We suggest focusing on [X] key points during your session to ensure clarity and retention.

5. Code of Conduct and Professionalism

Respectful Environment: As a speaker, you are expected to foster an inclusive, respectful, and welcoming environment for all participants.
Diversity and Sensitivity: Please be mindful of diverse perspectives and be sensitive when discussing topics related to gender, race, or culture.
Professionalism: Your role as a facilitator is to guide and engage participants in a professional manner, fostering collaboration and learning.

6. Participant Interaction and Networking

Audience Participation: Encourage participants to engage with the content by asking questions, participating in discussions, or using chat features.
Networking Opportunities: We may provide opportunities for speakers and participants to network after the session. Please let us know if you are open to participating in networking or group discussions.

7. Post-Event Engagement

Session Materials: After the event, we may share session recordings and resources with attendees. Please let us know if you are comfortable with this.
Follow-up Opportunities: If you’re open to connecting with participants after the event, please provide any contact information or additional resources (e.g., social media handles, websites).

Next Steps:

Confirmation of Session: Please reply to confirm that the session content and guidelines align with your expectations. If you have any concerns or changes to the session format, let me know.
Submit Materials: If applicable, kindly submit your presentation slides and any other resources by [submission date].

If you have any questions or need additional support, feel free to reach out!

Thank you for your time and preparation. We are excited to have you as a speaker/facilitator, and we’re looking forward to a successful event.

Best regards,
[Your Name]
[Your Contact Information]
[Event Name/Organizer Information]

To ensure all speakers and facilitators are on the same page regarding the expectations and format of their session, it’s important to provide clear and concise guidelines. Here’s a template you can use to send them the session delivery guidelines and expectations.

Subject: Session Delivery Guidelines and Expectations for [Event Name]

1. Session Duration and Timing

2. Session Delivery Format

3. Technical Setup and Support

4. Session Content and Expectations

5. Code of Conduct and Professionalism

6. Participant Interaction and Networking

7. Post-Event Engagement

Next Steps:

Comments

Leave a Reply Cancel reply

More posts

SayProCHAR Daily Activity Report By Phidelia Dube Education Officer 13 June 2025

SayProCHAR Daily Activity Report for Itumeleng Malete Education Specialist 13/06/2025

SayPro Phidelia Dube Submission of*SayPro Monthly July SCHAR-16 SayPro Quarterly Internships and Coops: by SayPro University Office under SayPro University at SayPro Education Royalty.

Here’s a comprehensive Post-Event Feedback Form template tailored for both students and employers to gather valuable insights.