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Here’s a detailed breakdown of SayPro During the Event Responsibilities focusing on On-Site and Virtual Event Coordination.
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 During the Event Responsibilities
On-Site and Virtual Event Coordination
Objective: Ensure the smooth operation of all event activities, both in-person and online, delivering a seamless and engaging experience for all participants.
Key Responsibilities:
- Event Setup and Readiness
- Arrive early to oversee the setup of the physical venue, including seating, signage, registration desks, and technical equipment (AV, Wi-Fi, microphones).
- Verify that virtual platforms are live, fully functional, and accessible to online participants.
- Registration and Check-In
- Manage on-site registration and check-in, assisting participants with badges, materials, and event information.
- Monitor virtual check-in processes to verify online participant attendance.
- Session Management
- Coordinate the start and end times of all sessions, both in-person and online, ensuring adherence to the agenda.
- Assist facilitators and speakers with timely session transitions and technology needs.
- Oversee breakout room assignments and movement for both physical and virtual sessions.
- Technical Support and Troubleshooting
- Provide real-time technical support to both in-person and online participants, speakers, and facilitators.
- Monitor audio-visual systems, virtual platform stability, and connectivity.
- Quickly address and resolve any technical difficulties.
- Participant Engagement
- Facilitate interaction among attendees, encouraging questions, discussions, and networking opportunities both on-site and virtually.
- Use chat moderation, Q&A sessions, and polling tools to engage online participants actively.
- Communication and Announcements
- Manage event-wide communications, including schedule updates, location changes, and reminders.
- Ensure clear communication channels between on-site staff and virtual moderators.
- Health and Safety Compliance
- Enforce venue safety protocols, including capacity limits, sanitation, and emergency procedures.
- Monitor for any health concerns and coordinate with venue staff as needed.
- Monitoring Attendance and Feedback
- Track participant attendance across all sessions to support post-event reporting.
- Collect immediate feedback via surveys or informal check-ins to address any concerns swiftly.
- Contingency and Issue Management
- Be prepared to implement contingency plans for unexpected issues (e.g., speaker delays, tech failures).
- Communicate promptly with attendees and staff to minimize disruptions.
- Neftaly Malatjie | CEO | SayPro
- Email: info@saypro.online
- Call: + 27 84 313 7407
- Website: www.saypro.online
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