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SayPro Email: sayprobiz@gmail.com Call/WhatsApp: + 27 84 313 7407
A detailed breakdown of SayPro’s responsibility to ensure the event follows the planned agenda and timing for each session.
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.
SayPro Task: Agenda and Time Management
Objective: Ensure the event adheres strictly to the planned agenda, maintaining the timing of each session to guarantee smooth flow and participant satisfaction.
1. Pre-Event Preparation
- Agenda Familiarization
- Thoroughly review the full event agenda, including start and end times, session durations, speaker order, breaks, and transitions.
- Distribute the finalized agenda and timing details to all staff, moderators, speakers, and key participants ahead of the event.
- Timing Tools Setup
- Prepare timing devices such as countdown clocks, timers, or alerts (physical or digital) to monitor session durations accurately.
- Assign a dedicated timekeeper or designate this role to an event team member.
2. Real-Time Agenda Monitoring
- Session Start and End Management
- Promptly start each session at the scheduled time; coordinate with moderators and speakers to be ready before their time slot.
- Provide gentle, clear reminders to speakers and moderators about remaining time during their presentations to prevent overruns.
- Transition Coordination
- Manage seamless transitions between sessions by cueing incoming speakers or performers.
- Ensure breaks and networking times start and end as planned to maintain the overall schedule.
- Delay Management
- If unexpected delays occur, quickly assess and communicate potential adjustments without compromising key agenda elements.
- Inform participants about any changes promptly via announcements, signage, or virtual platform notifications.
3. Communication and Coordination
- Team Briefings
- Conduct regular check-ins with event staff and moderators to update on timing status and any required changes.
- Use communication tools (walkie-talkies, headsets, messaging apps) for immediate coordination.
- Participant Notifications
- Announce session start times and reminders to attendees, both in-person and virtual, to keep everyone informed and punctual.
- Share any agenda updates in real-time, especially if there are last-minute changes.
4. Post-Session Reporting
- Agenda Compliance Tracking
- Record adherence to the planned schedule and note any deviations or overruns.
- Collect feedback from moderators and speakers regarding timing challenges.
- Recommendations
- Provide organizers with insights on agenda flow and timing efficiency for future event planning.
- Neftaly Malatjie | CEO | SayPro
- Email: info@saypro.online
- Call: + 27 84 313 7407
- Website: www.saypro.online
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