Certainly! Here’s a detailed explanation of SayPro’s During-the-Event Responsibilities under Event Management.

SayPro During-the-Event Responsibilities

🎯 Event Management Objective:

Ensure the smooth execution of all event components, maintaining professionalism, participant satisfaction, and adherence to the planned schedule. The aim is to create a well-organized experience that reflects SayPro’s commitment to excellence, learning, and community engagement.

✅ Detailed Task Breakdown:

1. 🧾 Final Participant Check-in and Registration Desk Management

Purpose:

To verify attendance, provide support, and distribute event materials.

Tasks:

• Set up the registration desk at least 1 hour before the event.
• Use printed or digital attendance lists for participant check-in.
• Verify IDs or confirmation messages.
• Distribute:
  • Name tags or badges
  • Event packs (e.g., agendas, notebooks, pens, feedback forms)
  • Refreshment vouchers (if applicable)
• Manage walk-in participants and maintain a list of extras.

2. 🎙️ Venue and Technical Setup Oversight

Purpose:

Ensure the venue or virtual platform is properly equipped and functioning before and throughout the event.

Tasks (Physical Event):

• Inspect venue setup (seating, stage, tables, signage).
• Test sound systems, microphones, projectors, and screens.
• Check Wi-Fi connectivity and power outlets.
• Ensure branding materials are correctly displayed (banners, roll-ups, flags).

Tasks (Virtual Event):

• Launch the online platform (Zoom, Google Meet, etc.) 30–60 minutes early.
• Test:
  • Audio/video for all speakers
  • Screen sharing and presentation access
  • Breakout rooms (if used)
• Assign technical support team roles (host, co-host, chat moderator).

3. 👥 Participant Engagement and Coordination

Purpose:

Ensure that all attendees feel welcomed, supported, and actively engaged.

Tasks:

• Assign ushers or online moderators to guide participants.
• Provide assistance to individuals with special needs or queries.
• Encourage interaction through:
  • Icebreakers
  • Q&A sessions
  • Polls or group discussions (especially in online formats)
• Address any issues or complaints in real-time.

4. 📋 Facilitator and Speaker Coordination

Purpose:

Support speakers, trainers, and facilitators to deliver their sessions seamlessly.

Tasks:

• Ensure facilitators receive the final schedule and any necessary materials.
• Assign a liaison to each speaker or trainer.
• Provide timekeeping cues and help with transitions between sessions.
• Offer refreshments and access to a break area (in-person) or standby room (virtual).

5. 📸 Media and Content Capture

Purpose:

Document the event for post-event reporting, marketing, and social media engagement.

Tasks:

• Assign a photographer or media team to capture:
  • Participant interactions
  • Key moments (speeches, certificates, group photos)
  • Branding elements
• For virtual events, record all sessions (with participant consent).
• Live post short clips or updates on SayPro’s social platforms.

6. 🍴 Logistics and Hospitality Management

Purpose:

To ensure all participants and staff are comfortable and catered for.

Tasks:

• Oversee catering setup (meals, snacks, drinks) for in-person events.
• Monitor sanitation and restroom facilities.
• Manage transportation coordination if arranged.
• Ensure first-aid services are available in case of emergencies.

7. 🧑‍💼 Monitoring and Evaluation During the Event

Purpose:

To assess participation levels and gather real-time feedback.

Tasks:

• Track participant attendance and session engagement.
• Distribute event feedback forms (paper or digital).
• Monitor participant behavior to adjust pacing or delivery.
• Observe and record challenges or strengths for later review.

8. 🆘 Crisis or Risk Management

Purpose:

To address unexpected issues calmly and efficiently.

Tasks:

• Have an emergency plan in place (venue issues, power outage, tech failures).
• Designate a response leader and escalation protocol.
• Prepare printed materials or backup presentations in case of tech issues.
• Monitor participant safety and well-being at all times.

📦 Expected Outputs and Success Indicators: