SayPro Coordinate logistics

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.