SayPro During the Event Responsibilities Tasks Maintain the event schedule and coordinate with speakers and trainers to ensure timely delivery of content.

Here is a detailed breakdown of the SayPro During the Event Responsibilities Task:

✅ Task: Maintain the Event Schedule and Coordinate with Speakers and Trainers to Ensure Timely Delivery of Content

Objective: Ensure the event runs smoothly and on time by actively managing the agenda, communicating with presenters, and adapting to changes without disrupting the participant experience.

⏰ 1. Pre-Event Preparation

A. Finalize the Event Schedule

• Confirm session times, breaks, Q&A slots, and transitions with all stakeholders.
• Create a master run-of-show document with:
  • Session titles and descriptions
  • Speaker names and bios
  • Assigned moderators
  • Duration and start/end times
  • Technical requirements for each session

B. Speaker Briefing

• Send speakers detailed instructions including:
  • Session timing and content expectations
  • Presentation submission deadlines
  • Login/access information
  • Contact info for tech support and session moderators
• Conduct rehearsals to align timing, presentation flow, and transitions.

🎤 2. Live Event Coordination

A. Real-Time Schedule Monitoring

• Assign a dedicated timekeeper or session coordinator to:
  • Monitor start and end times of each session.
  • Provide speakers with time cues (e.g., 10 minutes remaining).
  • Adjust the schedule in case of delays or overruns.

B. Speaker and Trainer Support

• Ensure all speakers and trainers:
  • Are present in the virtual room or physical venue at least 15–30 minutes before their session.
  • Have the latest version of their presentation or materials ready.
  • Receive last-minute updates or schedule changes in real time.

C. Communication Channels

• Set up internal communication (e.g., WhatsApp, Slack) for real-time coordination with:
  • Speakers
  • Moderators
  • Technical and logistics teams
• Use this to alert speakers of upcoming sessions or changes in timing.

🔁 3. Managing Delays and Changes

A. On-the-Spot Adjustments

• If a speaker is late or unavailable:
  • Rearrange the session order (if possible).
  • Extend a break or insert a filler activity (e.g., networking or open Q&A).
  • Use a standby speaker or video segment.

B. Keeping Attendees Informed

• If there’s a delay or change:
  • Update participants via announcements (live or in chat).
  • Modify virtual agenda displays if possible (e.g., event app or online program).

📋 4. Post-Session Transition

• Thank and debrief each speaker after their session.
• Prepare the next speaker while participants are in transition (e.g., between breakout rooms or during breaks).
• Check that content from previous sessions (e.g., slides, recordings) is saved and accessible.

🛠️ Tools and Resources

🧩 Summary

This task ensures that the event runs smoothly and maintains a professional pace. By closely coordinating with speakers and trainers and staying flexible with timing, the SayPro team can uphold the integrity of the agenda while delivering a great experience for participants.