SayPro During the Event Responsibilities Tasks:Ensure that technical systems are functioning correctly for the online sessions, including video streaming and interactive elements.

✅ SayPro During the Event Responsibilities – Task:

Ensure that technical systems are functioning correctly for the online sessions, including video streaming and interactive elements.

🎯 Objective:

To guarantee that all virtual event sessions operate smoothly, with uninterrupted video/audio quality, stable platform performance, and seamless functioning of interactive tools such as polls, Q&A, and chat.

🔹 1. Prepare and Test All Technical Systems in Advance

A. Platform Readiness

• Set up and configure the virtual event platform (e.g., Zoom, Teams, Airmeet, Hopin).
• Enable and test essential features:
  • Live video and screen sharing
  • Breakout rooms
  • Chat and Q&A functions
  • Live polls or feedback tools
• Upload and organize any pre-recorded videos or backup presentations.

B. Technical Dry Runs

• Conduct rehearsals with all speakers and moderators:
  • Test screen sharing, microphones, webcams, and platform navigation.
  • Practice transitions, handovers, and using interactive tools.
• Verify compatibility with browsers, operating systems, and devices.

🔹 2. Monitor and Manage Sessions in Real-Time

A. Dedicated Technical Support Team

• Assign tech moderators to each session responsible for:
  • Admitting participants
  • Muting/unmuting as needed
  • Supporting speakers with slides and platform controls
  • Monitoring chat and reporting issues

B. Live Monitoring Tools

• Use platform analytics to track:
  • Connection quality
  • Attendee activity
  • Engagement with interactive features
• Watch for lags, drops in video/audio, and user complaints.

C. Support Channels

• Set up a live help desk via:
  • Chat support within the platform
  • A separate Zoom/Teams room for tech assistance
  • A phone or WhatsApp hotline for urgent issues

🔹 3. Ensure Video and Audio Quality

A. Speaker Tech Standards

• Ensure all speakers have:
  • Stable internet connection (ideally wired)
  • External mic/headset for clearer audio
  • Proper lighting and webcam positioning

B. Backup Content

• Have pre-recorded versions of key presentations ready in case of speaker disconnection or technical failure.

🔹 4. Maintain Interactive Elements

A. Polls and Q&A

• Set up polls in advance based on session content.
• Train moderators to:
  • Launch polls at the right moment
  • Highlight questions for the speaker during Q&A
  • Summarize responses or trends live

B. Chat and Reactions

• Enable moderated chat to avoid spam or distractions.
• Encourage use of reactions (e.g., thumbs up, clapping) to boost engagement.

C. Breakout Rooms

• Pre-assign participants or set rules for automatic room distribution.
• Assign a staff member to monitor each room or rotate support through them.

🔹 5. Troubleshooting and Contingency Planning

A. Immediate Response Plans

• Have a step-by-step protocol for:
  • Video/audio issues
  • Platform crashes
  • Speaker disconnection
• Allow 1–2 minutes of buffer time between sessions for recovery or troubleshooting.

B. Communication with Participants

• Use announcements or chat to:
  • Update attendees if delays or problems occur
  • Share links to backup sessions or recordings if necessary

🛠️ Recommended Tools

🧩 Summary

Ensuring technical systems function correctly is critical to a successful online event. SayPro must be proactive in setup, vigilant in monitoring, and quick in resolving issues to deliver a professional, seamless experience that keeps participants engaged and connected.