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SayPro Email: sayprobiz@gmail.com Call/WhatsApp: + 27 84 313 7407
A comprehensive task description for providing virtual attendees with everything they need to participate confidently in SayPro’s 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: Provide Attendees with Access Details, Instructions, and Troubleshooting Tips for Virtual Participation
Objective: Ensure all virtual participants can access the event smoothly and have the information needed to resolve common technical issues on their own or with support.
Key Steps:
- Prepare and Distribute Access Information:
- Send an email to all registered virtual attendees at least 3–5 days before the event containing:
- Direct access links to each session (organized by day/time/topic)
- Login instructions (if password or registration is required)
- A full event agenda with times in relevant time zones
- Contact information for tech support and event staff
- Send an email to all registered virtual attendees at least 3–5 days before the event containing:
- Create a Virtual Participation Guide (PDF or Web Page):
- Include easy-to-follow steps for joining via desktop, mobile, or tablet
- Provide screenshots or illustrations for key actions (e.g., joining breakout rooms, using the chat feature, muting/unmuting)
- Add etiquette tips for virtual participation (e.g., camera use, naming conventions, respectful chat behavior)
- Offer Troubleshooting Tips:
- List common technical problems with simple solutions, such as:
- No audio? → Try checking your device settings or switching browsers
- Can’t join the meeting? → Ensure you’re using the correct link; try copying it into your browser
- Video freezing? → Try turning off your camera or switching to audio-only
- Include links to support documentation for the chosen platform (e.g., Zoom Help Center)
- List common technical problems with simple solutions, such as:
- Set Up Live Tech Support:
- Provide a live support link or phone number available during the event (e.g., a Zoom “Help Room” or WhatsApp line)
- Ensure support is available at least 30 minutes before the first session starts
- Remind and Reassure:
- Send a final reminder the day before the event with all access details and a brief checklist
- Reassure participants that help is available and that a positive, welcoming environment is a top priority
By giving attendees clear access instructions and reliable support, SayPro ensures a smooth, confident virtual experience and minimizes disruption during the event.
- Neftaly Malatjie | CEO | SayPro
- Email: info@saypro.online
- Call: + 27 84 313 7407
- Website: www.saypro.online
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