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SayPro Email: sayprobiz@gmail.com Call/WhatsApp: + 27 84 313 7407
A detailed task description for managing session transitions and timekeeping during the SayPro event.
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.
Task: Ensure Smooth Transitions Between Sessions and Timely Execution of All Activities
Objective: Maintain a seamless flow throughout the event by managing session timing, coordinating transitions, and minimizing disruptions for both in-person and virtual participants.
Key Responsibilities:
Time Management and Scheduling Oversight:
- Monitor the master agenda closely and track each session’s start and end time.
- Notify speakers and facilitators 5–10 minutes before their session is due to end, giving them time to wrap up.
- Use designated volunteers or team members as timekeepers to gently signal when sessions should close or shift.
Coordinating Session Transitions:
- Announce upcoming sessions clearly (verbally, via signage, or virtually via chat/messages).
- Guide participants between sessions with clear directions or prompts:
- In-person: Post room signs, use directional volunteers, and make hallway announcements.
- Virtual: Use countdown timers, chat alerts, and transition slides between sessions.
Facilitator and Speaker Readiness:
- Check in with upcoming speakers 10–15 minutes before their session begins to confirm they’re present and ready.
- Ensure that AV or virtual platform settings (e.g., screen sharing, mic checks) are prepped before each session starts.
🛠 Quick Troubleshooting:
- Be ready to respond if a session starts late, runs long, or a technical issue causes a delay.
- Communicate updates to the rest of the team and participants promptly.
Flexible Adjustment:
- If a session ends early or unexpectedly, have a backup activity, reflection prompt, or extended break plan ready.
- Adjust upcoming timing slightly as needed to stay close to the published schedule while maintaining flow.
Outcome:
Sessions start and end as planned, transitions feel smooth and organized, and participants remain engaged and confident in the day’s structure—supporting a positive, professional event experience.
- Neftaly Malatjie | CEO | SayPro
- Email: info@saypro.online
- Call: + 27 84 313 7407
- Website: www.saypro.online
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