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SayPro Email: sayprobiz@gmail.com Call/WhatsApp: + 27 84 313 7407
A detailed breakdown for During the Event Responsibilities: Event Coordination and On-Site Management for SayPro.
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.
During the Event: Event Coordination and On-Site Management
Objective: Ensure smooth and professional execution of all event components—both in-person and virtual—by overseeing logistics, providing support, and maintaining communication among all team members, facilitators, and participants.
Key Responsibilities:
1. In-Person Event Coordination:
- Venue Setup:
- Arrive early to oversee the physical setup: check seating, signage, registration desk, AV equipment, and session rooms.
- Ensure accessibility accommodations are in place (e.g., ramps, reserved seating, translation services if needed).
- Team Briefing:
- Conduct a morning briefing with volunteers, staff, and facilitators to review roles, session flow, and emergency protocols.
- On-Site Registration:
- Manage check-in, distribute name tags and materials, and provide welcome packets to attendees.
- Offer clear directions to different rooms and answer any logistical questions.
- Time Management:
- Keep all sessions running on schedule. Assign timekeepers if needed.
- Gently transition participants between sessions or activities.
- Troubleshooting:
- Respond quickly to any logistical issues (e.g., missing equipment, room changes, medical needs).
- Maintain communication with vendors (e.g., catering, tech support, custodial services).
2. Virtual Event Management:
- Platform Oversight:
- Monitor the video conferencing platform (Zoom, Teams, etc.) throughout the event.
- Ensure co-hosts are present, chat/Q&A is moderated, and breakout rooms are properly launched and closed.
- Participant Support:
- Assign virtual moderators to help with technical issues, admit participants, and guide session transitions.
- Keep the support team on standby in a separate help room or support line for real-time assistance.
- Live Troubleshooting:
- Be ready to address audio/video problems, internet disruptions, or participant difficulties.
- Have a backup plan (alternate links, pre-recorded videos, facilitator contact info) ready if disruptions occur.
3. Communication & Coordination:
- Team Channels:
- Use tools like WhatsApp, Slack, or walkie-talkies (on-site) to stay in constant contact with team leads.
- Maintain a central coordination hub (physical or digital) where issues are tracked and resolved.
- Updates and Announcements:
- Share real-time updates with participants (e.g., session delays, room changes, online access issues).
- Use signage, verbal announcements, and email/SMS alerts to communicate clearly.
4. Participant Engagement & Hospitality:
- Create a Welcoming Atmosphere:
- Greet participants warmly, check in with attendees throughout the day, and be visible and available for questions.
- Support Inclusivity:
- Ensure all participants feel heard, respected, and accommodated—whether they’re on-site or online.
Outcome:
By managing both in-person and virtual components with attentiveness and professionalism, SayPro ensures a cohesive, inclusive, and impactful event experience for all attendees, presenters, and support staff.
- Neftaly Malatjie | CEO | SayPro
- Email: info@saypro.online
- Call: + 27 84 313 7407
- Website: www.saypro.online
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