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SayPro Ensure all virtual sessions have the necessary technology set up and tested in advance.
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.
SayPro Task: Ensure All Virtual Sessions Have the Necessary Technology Set Up and Tested in Advance
1. Purpose
To guarantee that all virtual sessions during SayPro events run smoothly, without technical disruptions, by setting up and thoroughly testing all required technology before the event begins. This ensures a professional, seamless experience for participants, speakers, and facilitators.
2. Key Activities and Responsibilities
A. Platform Selection and Configuration
- Choose the Right Platform: Use a stable, reliable platform such as Zoom, Microsoft Teams, Google Meet, or a custom SayPro-hosted system.
- Set Up Virtual Rooms:
- Create separate links for each session or use a single event lobby.
- Configure security settings (e.g., passwords, waiting rooms, host controls).
- Enable Required Features:
- Screen sharing
- Chat, Q&A, and polls
- Breakout rooms
- Recording (if applicable)
- Live captions or translation (if needed)
B. Test Run / Dry Runs
- Schedule Test Sessions:
- Organize at least one full rehearsal with speakers, facilitators, and technical staff.
- Check audio, video, screen sharing, slides, and internet stability.
- Test Interactivity Tools:
- Practice using polls, breakout rooms, Q&A features, and reaction buttons.
- Backup Plan Check: Ensure you have:
- A co-host or tech moderator available
- Backup links/platforms if the main one fails
- Emergency contact info for all involved
C. Equipment and Connectivity
- For SayPro Staff and Speakers:
- Use quality microphones, cameras, and lighting.
- Ensure a quiet, stable environment with minimal background noise.
- Internet Requirements:
- Recommend minimum internet speed to all presenters (e.g., 5 Mbps upload/download).
- Have a backup hotspot or alternate connection ready.
D. Documentation and Access
- Tech Guidelines:
- Share a tech checklist with speakers and facilitators (how to log in, how to share screen, backup protocols).
- Access Links:
- Distribute virtual session links to participants well in advance.
- Confirm they receive login instructions and session times in their time zones.
3. Staffing and Support
- Technical Moderators:
- Assign a tech support person to each session to manage the virtual room, help speakers, and respond to technical issues in real time.
- Help Desk or Hotline:
- Set up a dedicated support contact for participants who may face trouble accessing sessions.
4. Final Pre-Event Checklist
- ✅ All virtual rooms created and links shared
- ✅ Speaker tech rehearsals completed
- ✅ All slides/videos tested and uploaded
- ✅ Backups prepared (devices, links, personnel)
- ✅ Participant access instructions sent out
5. Expected Outcomes
- Professional, high-quality delivery of virtual sessions
- Minimal technical disruptions or delays
- Confident and well-prepared speakers and facilitators
- Positive participant experience and engagement
- Neftaly Malatjie | CEO | SayPro
- Email: info@saypro.online
- Call: + 27 84 313 7407
- Website: www.saypro.online
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