SayPro Coordinate logistics

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.

1. Webinars

1.1 Platform Setup

Choose a reliable platform like Zoom, Microsoft Teams, or Webex, based on participant needs and features (e.g., breakout rooms, polls).
Conduct a trial run to test audio, video, and screen-sharing tools.
Ensure session links, passwords, and calendar invites are sent to participants well in advance.

1.2 Participant Access

Share detailed instructions for joining the session, including troubleshooting tips.
Offer a pre-session technical support contact for participants encountering issues.
Ensure the platform accommodates the expected number of participants.

1.3 Engagement Tools

Set up interactive features such as polls, Q&A sessions, and breakout rooms.
Prepare digital materials for screen sharing or downloadable handouts.

1.4 Backup Plan

Arrange a secondary hosting option or have a co-host ready in case of technical difficulties.
Have recorded versions of the session content as a fallback for participants who miss the live session.

2. Workshops

2.1 Venue Selection (if in-person)

Book a venue that matches the workshop size and includes necessary amenities (e.g., projectors, seating arrangements, internet access).
Confirm parking availability and accessibility features for participants with special needs.

2.2 Supplies and Materials

Prepare workshop materials such as printed handouts, activity kits, or technical tools.
Arrange participant kits (e.g., notebooks, pens, and folders) for easy distribution.

2.3 Participant Communication

Send a pre-workshop agenda, dress code (if applicable), and what participants should bring.
Include a checklist of any pre-workshop preparation, such as assignments or pre-reading.

2.4 Facilitator Needs

Confirm the facilitator’s requirements, such as presentation equipment or specific seating setups.
Assign a support person to assist the facilitator during activities and transitions.

3. Face-to-Face Training Sessions

3.1 Scheduling

Schedule sessions at times that maximize attendance and avoid conflicts.
Allow buffer time for breaks and networking opportunities.

3.2 Venue Logistics

Arrange seating layouts based on the session type (e.g., classroom, roundtable, or theater style).
Test audiovisual equipment (microphones, projectors, speakers) before the session.

3.3 Food and Beverage

Provide refreshments or meal options for longer sessions.
Accommodate dietary restrictions and preferences shared by participants.

3.4 Health and Safety

Follow necessary safety protocols, such as sanitization measures, masks, or ventilation (if applicable).
Ensure the venue has emergency exits, first-aid kits, and relevant safety measures.

4. General Coordination Tips

Set Clear Timelines:
- Develop a timeline outlining milestones (e.g., venue setup, material preparation, participant reminders).
Create a Run Sheet:
- Draft a detailed schedule with minute-by-minute plans for all key activities.
Assign Roles:
- Designate team members for specific tasks, such as participant registration, tech support, or event moderation.
Monitor Attendance:
- Use registration tools or sign-in sheets to track participation.
Post-Event Follow-Up:
- Share session recordings, resources, and feedback forms to gather participant input for improvements.