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SayPro During the Event Facilitation and Event Management Tasks: Act as the primary contact point for both online and in-person participants during the event.
Email: info@saypro.online Call/WhatsApp: + 27 84 313 7407
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SayPro During the Event: Facilitation and Event Management
Tasks: Act as the primary contact point for both online and in-person participants during the event.
1. Establish Communication Channels:
- Clear Contact Information: Ensure all participants (both online and in-person) have easy access to your contact details for event-related inquiries. This can be done via event registration, event apps, email, or printed materials. Provide an emergency contact number for urgent issues.
- Designated Help Desks: Set up help desks or designated staff points both virtually and in-person where participants can reach out for assistance. Virtual help desks can be managed via chat rooms, while in-person desks can be placed in key areas like registration or session rooms.
2. Address Participant Inquiries:
- Answer Questions: Respond to any questions or concerns raised by participants regarding the event schedule, session content, technology, or logistical issues. Provide timely solutions or direct participants to the appropriate person or resource.
- Provide Information on Schedule Changes: Communicate any last-minute schedule changes or venue shifts to both online and in-person attendees. Use email, messaging apps, or announcement systems to ensure that all participants are informed immediately.
- Assist with Technical Troubleshooting: If attendees face issues with audio, video, or other event tools (like virtual breakouts or online polls), act as a point of contact to resolve these problems quickly, either by offering immediate solutions or connecting them with technical support.
3. Facilitate Seamless Communication:
- Real-Time Updates: Provide real-time updates regarding session start times, upcoming breaks, and any urgent changes. For online participants, this may include regular reminders via the virtual platform’s chat or email, while for in-person attendees, you can use microphones or on-site announcements.
- Ensure Accessibility: Ensure that both in-person and online participants have equal access to important information, including session links, materials, and updates on any disruptions. Share resources in multiple formats (e.g., event app, email, or physical handouts).
- Provide Direction for Session Locations: For in-person attendees, guide them to the correct session rooms or locations if they have trouble navigating the venue. For online attendees, direct them to the appropriate virtual rooms or sessions if needed.
4. Manage Virtual and In-Person Engagement:
- Interactive Sessions: During live sessions, facilitate audience engagement by encouraging questions, facilitating live polls or surveys, and ensuring that both online and in-person participants have a way to participate. Monitor chat rooms for online sessions and relay questions from online attendees to the speakers.
- Monitor Virtual and In-Person Attendees’ Needs: Keep an eye on the interaction and engagement levels of both virtual and in-person attendees. If you notice an issue, like a drop in participation or low engagement, address it promptly (e.g., by encouraging more interaction, adjusting technical settings, or calling attention to any missing content).
5. Provide On-the-Spot Assistance:
- Troubleshoot Logistical Issues: Be on hand to solve any last-minute logistical challenges such as seating problems, room changes, or technical glitches. For online attendees, this may involve troubleshooting connectivity or ensuring their platform access is working.
- Assist Speakers and Facilitators: Act as the liaison for speakers, ensuring that they have everything they need, whether it’s a microphone, access to presentation tools, or a quick reminder of session timing. Ensure speakers are aware of any immediate changes to their sessions.
- Real-Time Problem Solving: Address any attendee complaints or issues as they arise, ensuring that the event stays on track and that participants are satisfied with their experience. Quickly resolving minor problems can prevent them from becoming bigger disruptions.
6. Monitor Participant Experience:
- Gather Immediate Feedback: Actively seek feedback from attendees during the event to understand their experience. This can be done through quick polls, one-on-one interactions, or online surveys. Address concerns or suggestions on the spot if they are actionable.
- Adjust Based on Feedback: If participants suggest improvements or identify issues, act on them in real time where possible. For example, if many participants mention technical difficulties with the virtual platform, escalate the issue to technical support to fix immediately.
- Ensure Comfort and Accessibility: Continuously check in with participants to ensure that they are comfortable and that any special needs (e.g., dietary restrictions, seating preferences, tech support for disabilities) are met.
7. Direct Participants to Event Resources:
- Distribute Event Materials: Ensure that all participants, both virtual and in-person, have access to session handouts, presentation slides, and any other event resources they might need. If in-person attendees need physical copies, ensure they have access, and for online attendees, share download links or upload materials to the virtual event platform.
- Provide Clear Event Navigation: Help participants navigate the event program, either in-person or virtually, by pointing them toward the next session, networking opportunities, or event-specific resources.
8. Maintain Positive Atmosphere:
- Provide Support and Encouragement: Foster a welcoming and positive atmosphere by offering words of encouragement to attendees. Let them know that you and your team are available for any support they may need.
- Assist with Networking: Encourage networking among participants during breaks or in designated networking spaces. For online participants, direct them to virtual networking rooms or chats.
- Keep the Energy High: Ensure that the event remains engaging by promoting excitement and enthusiasm. For virtual events, encourage video participation and interaction, and for in-person events, make personal connections and promote active participation.
9. Provide Real-Time Troubleshooting:
- Fix Platform or Device Issues for Virtual Attendees: If virtual attendees have difficulty accessing sessions or materials, offer immediate troubleshooting steps or assist them with reaching technical support for a quick resolution.
- Resolve In-Person Logistical Problems: If in-person attendees face logistical challenges, such as seating or room availability issues, resolve them as quickly as possible to maintain a smooth event flow.
10. Assist with Post-Session Queries:
- Answer Questions After Sessions: Following each session, be available to answer any questions participants might have, whether they are clarifying a point from the session or need further information.
- Guide Attendees to Additional Resources: Direct participants to further materials, post-session discussions, or opportunities for follow-up activities. For virtual attendees, this might include links to additional resources, recordings, or contact details for further networking.
By acting as the primary contact point for both online and in-person participants, you ensure that all attendees feel supported, informed, and engaged throughout the event. Your presence will create a smooth, seamless experience for everyone involved.
- Neftaly Malatjie | CEO | SayPro
- Email: info@saypro.online
- Call: + 27 84 313 7407
- Website: www.saypro.online
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