Your cart is currently empty!
SayPro Conference & Planning Officer Facilitate virtual or on-site conferencing via the SayPro website interface.
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 Conference & Planning Officer Responsibility:
Facilitate Virtual or On-Site Conferencing via the SayPro Website Interface
Objective:
The goal is for the SayPro Conference & Planning Officer to effectively facilitate virtual or on-site conferences using the SayPro website interface. This involves managing logistics, technical aspects, communication, and ensuring a smooth user experience for all participants throughout the conferencing process.
Key Responsibilities:
- Pre-Conference Planning:
- Coordinate with Stakeholders: Engage with key stakeholders, including the SayPro Education Royalty, department heads, and conference speakers to understand the objectives of the conference, and outline the agenda, topics, and expected outcomes.
- Determine Conference Format: Decide whether the conference will be virtual, on-site, or a hybrid event. Each format will have specific requirements for scheduling, technical setup, and logistical coordination.
- Set Up on SayPro Website: Work with the SayPro web development or IT team to set up the conference page or interface on the SayPro website, ensuring it includes essential information such as:
- Event details (date, time, location, etc.).
- Speaker information and session descriptions.
- Registration forms.
- Access links for virtual participation (Zoom, webinar, etc.).
- Logistics and Technical Setup:
- Virtual Conference Setup:
- Ensure that the virtual platform (e.g., Zoom, Teams, or another conferencing tool) is integrated with the SayPro website interface.
- Test all virtual features, including video conferencing, screen sharing, chat functionality, and breakout rooms, to ensure they work seamlessly.
- Set up the registration process on the SayPro website, including email confirmations and calendar invitations for virtual attendees.
- Provide clear instructions for participants on how to join the conference virtually, including any required downloads or technical requirements.
- On-Site Conference Setup:
- If the event is on-site, work with venue managers to coordinate logistics such as room setup, AV equipment, and attendee check-in procedures.
- Ensure all presentations and materials are prepared and available on-site (e.g., printed handouts, projectors, microphones, etc.).
- Organize in-person registrations, check-in tables, and help desks to facilitate smooth on-site participation.
- Virtual Conference Setup:
- Speaker and Content Coordination:
- Collaborate with Speakers: Coordinate with conference speakers to ensure they have all necessary resources, including presentation slides, access to the virtual platform (if applicable), and guidelines on their speaking session.
- Content Upload: Upload any pre-recorded or live presentation materials to the SayPro website interface, ensuring they are easily accessible to participants before, during, or after the conference.
- Schedule Management: Ensure all speakers are aware of their scheduled session times and that the conference stays on track according to the planned agenda.
- Registration and Attendee Management:
- Monitor Registrations: Track attendee registrations via the SayPro website, ensuring that the correct information is collected (name, contact information, attendance preference: virtual/on-site).
- Confirmation and Reminders: Send confirmation emails and reminder notifications to registrants about the event details (time, platform, login links, etc.). Provide clear instructions for virtual attendees and relevant on-site event details for those attending in person.
- Manage Waitlists: If there is a waitlist for the conference, monitor and send confirmations to individuals once spots become available.
- Day-of Conference Facilitation:
- Technical Support for Virtual Participants: On the day of the event, be available to troubleshoot any technical issues that may arise for virtual participants, such as login issues, audio/video malfunctions, or connectivity problems.
- On-Site Event Coordination: If the event is on-site, oversee the registration desk, attendee seating, and technical setups (e.g., microphones, projectors) to ensure everything runs smoothly.
- Session Moderation: Moderate or facilitate online sessions by introducing speakers, managing Q&A sessions, and ensuring the event stays on schedule. For in-person conferences, coordinate with session moderators and help manage the flow of the event.
- Post-Conference Activities:
- Gather Feedback: Collect feedback from conference participants, speakers, and stakeholders to evaluate the success of the event and identify areas for improvement. This could be done via a survey distributed through the SayPro website interface or through email.
- Post-Conference Materials: Upload any post-conference materials to the SayPro website, such as recorded sessions, presentation slides, and additional resources for attendees to review.
- Follow-Up Communication: Send follow-up emails to attendees, thanking them for their participation and providing them with access to post-conference materials and resources.
- Report and Documentation:
- Conference Report: Prepare a post-event report that outlines key takeaways, feedback, and any actionable next steps that arise from the event. Share this report with key stakeholders and decision-makers within SayPro.
- Monitor Metrics: Track metrics such as attendance rates, engagement levels, and satisfaction scores (based on surveys) to evaluate the overall success of the conference.
Timeline for Facilitating the Conference:
- Planning Phase (1-2 Months Before Event):
- Coordinate with stakeholders to determine the event details (agenda, speakers, etc.).
- Set up the conference interface on the SayPro website and open registrations.
- Test the virtual platform and ensure all technical requirements are in place.
- Week of the Conference:
- Send out final reminders and registration details.
- Perform a final check of all virtual platforms and on-site logistics.
- Oversee the conference on the day(s) of the event, ensuring smooth operation.
- Post-Conference (1-2 Weeks After Event):
- Collect feedback from attendees.
- Upload post-conference materials to the SayPro website.
- Prepare and distribute the post-event report.
Success Criteria:
- Seamless Technical Execution: Ensuring that the virtual or on-site conference runs smoothly without significant technical difficulties, and that all attendees have access to the necessary resources.
- Positive Attendee Experience: Receiving positive feedback from attendees regarding ease of participation, content quality, and overall conference organization.
- Effective Stakeholder Engagement: Engaging key stakeholders in meaningful discussions and actions that contribute to the overall goals of SayPro.
By following these steps, the SayPro Conference & Planning Officer will be able to successfully facilitate both virtual and on-site conferences, ensuring that all logistical, technical, and content-related aspects are handled efficiently.
- Neftaly Malatjie | CEO | SayPro
- Email: info@saypro.online
- Call: + 27 84 313 7407
- Website: www.saypro.online
SayPro – Shop– App – Jobs – Courses – Classified – Agri– School – Health – Events – Corporate – CharityNPO – Staff – Sports
Leave a Reply
You must be logged in to post a comment.