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SayPro Email: sayprobiz@gmail.com Call/WhatsApp: + 27 84 313 7407
A detailed description of SayPro’s responsibility to address technical issues during the event, covering both in-person and online participants.
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: Technical Issue Management
Objective: Promptly identify, troubleshoot, and resolve any technical issues to ensure uninterrupted participation for all attendees, both in-person and virtual.
1. Preparation and Prevention
- Equipment Testing
- Conduct thorough pre-event testing of all audio-visual equipment, internet connections, presentation devices, microphones, cameras, and virtual platforms.
- Verify backup systems (spare microphones, cables, laptops, hotspot devices) are available and functional.
- Technical Support Team Setup
- Assign dedicated technical support personnel for in-person and virtual components.
- Ensure clear communication channels between technical teams, event management, moderators, and speakers.
2. Real-Time Issue Monitoring and Troubleshooting
For In-Person Participants:
- Audio-Visual Support
- Monitor sound systems, microphones, projectors, and screens throughout the event.
- Quickly address issues such as microphone feedback, projector failure, or screen glitches.
- Connectivity and Device Problems
- Support presenters with laptop or device connectivity problems.
- Resolve issues related to live streaming or recording of in-person sessions.
- Physical Equipment Failures
- Replace faulty equipment immediately with spares.
- Manage power interruptions or lighting issues by coordinating with venue staff.
For Online Participants:
- Platform Access Issues
- Assist virtual attendees with login problems, password resets, and access links.
- Provide guidance on navigating the virtual platform features (mute/unmute, chat, raise hand).
- Audio/Video Troubleshooting
- Help resolve poor audio or video quality, lag, or connection drops.
- Manage speaker or attendee device issues impacting participation.
- Interactive Tools Support
- Troubleshoot problems with polls, breakout rooms, Q&A features, or screen sharing.
3. Communication and Escalation
- Immediate Response
- Maintain a rapid response mindset to minimize disruption duration.
- Use walkie-talkies, messaging apps, or help desks to quickly communicate issues and solutions.
- Escalation Protocol
- Escalate complex or unresolved issues to technical specialists or venue IT staff.
- Inform moderators and participants proactively about ongoing technical difficulties and estimated resolution times.
4. Post-Event Follow-Up
- Issue Documentation
- Log all technical problems encountered, including cause, resolution steps, and time taken.
- Collect feedback from attendees and staff about technical experience.
- Improvement Recommendations
- Provide a report with insights and suggestions to improve technical readiness for future events.
- Neftaly Malatjie | CEO | SayPro
- Email: info@saypro.online
- Call: + 27 84 313 7407
- Website: www.saypro.online
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