SayPro Event Coordination and Technical Team: Tasks: Set up the online platform, facilitate live streaming of events, ensure proper functioning of interactive sessions.

The Event Coordination and Technical Team at SayPro is responsible for the seamless execution of virtual events, particularly by managing the platform, ensuring interactive features work smoothly, and handling technical issues during the event. Here’s a breakdown of their tasks and responsibilities:

1. Set Up the Online Platform:

• Purpose: Ensure the virtual event platform is fully prepared and optimized for a smooth experience for all participants.
• Key Tasks:
  • Select the platform: Choose an appropriate virtual event platform (e.g., Zoom, Microsoft Teams, or a customized platform) based on event size, features, and audience needs.
  • Create the event space: Set up the event rooms, session schedules, registration page, and attendee access. Ensure the platform allows for seamless transitions between sessions, networking, and any breakout rooms.
  • Configure permissions: Set permissions for different types of users, such as panelists, speakers, attendees, and moderators. Ensure security settings are in place (e.g., password protection, waiting rooms).
  • Branding and Customization: Customize the platform’s interface to reflect SayPro’s branding, including adding logos, event themes, and specific instructions for attendees.

2. Facilitate Live Streaming of Events:

• Purpose: Ensure that the event is streamed smoothly, reaching the audience without interruptions.
• Key Tasks:
  • Set up live streaming tools: Ensure that the streaming platform is set up correctly to broadcast the event to the desired audience, including streaming to multiple platforms (e.g., YouTube, Vimeo, or social media).
  • Coordinate speaker setup: Ensure that all speakers and moderators are equipped with the necessary tools (microphone, camera, screen-sharing tools) for a professional broadcast.
  • Test the live stream: Conduct tests prior to the event to ensure the streaming works, the video and audio are clear, and there are no issues with connectivity.
  • Monitor the live stream: During the event, continuously monitor the stream to ensure that video and audio are functioning properly, and there are no delays or disruptions in the broadcast.

3. Ensure Proper Functioning of Interactive Sessions:

• Purpose: Ensure that attendees can actively participate and engage with the event.
• Key Tasks:
  • Set up interactive features: Set up and configure interactive tools like live polls, Q&A sessions, chats, and breakout rooms. Ensure these features are easy for both attendees and speakers to use.
  • Facilitate audience engagement: Ensure that moderators or facilitators can manage attendee interaction, such as answering questions, managing chat, or guiding discussions in breakout rooms.
  • Troubleshoot interactive tools: Monitor the interactive features throughout the event, ensuring they are functioning properly. Quickly address any issues with the platform’s interactive features (e.g., polls not displaying correctly or chats malfunctioning).
  • Ensure smooth transitions: Coordinate transitions between sessions and interactive segments to maintain engagement and avoid technical delays.

4. Monitor Technical Issues During the Event:

• Purpose: Address and resolve any technical issues that may arise during the event to minimize disruptions.
• Key Tasks:
  • Provide technical support: Offer real-time assistance to speakers, attendees, and moderators in case of technical difficulties such as audio/video issues, trouble logging in, or platform navigation problems.
  • Monitor connectivity: Continuously check for internet connectivity issues that could disrupt the event, such as lagging video or audio dropout, and resolve them quickly (e.g., adjusting bandwidth settings or switching to backup systems).
  • Backup systems: Have contingency plans in place, such as backup presenters, platforms, or technical solutions, in case of major issues (e.g., internet outages or platform crashes).
  • Communicate with the team: Keep open lines of communication with all event staff to stay informed about potential issues and work together to address them.
  • Provide troubleshooting guides: Have troubleshooting guides ready for participants in case they encounter common issues such as login problems or technical malfunctions.

Skills and Tools for the Event Coordination and Technical Team:

• Platform Proficiency: Familiarity with online event platforms (Zoom, Teams, Hopin, etc.) and their features for managing attendees, live streaming, interactive sessions, and content sharing.
• Live Streaming Knowledge: Expertise in live streaming tools (e.g., OBS Studio, Streamlabs) and understanding the technical requirements for a smooth broadcast.
• Technical Support Skills: Ability to troubleshoot issues related to audio, video, internet connectivity, and platform functionality.
• Communication Tools: Familiarity with communication tools like Slack, Microsoft Teams, or dedicated event apps to stay in touch with the team and speakers during the event.
• Attention to Detail: The ability to monitor and ensure all technical aspects are functioning without disruption, from session transitions to the interactive features.

Best Practices for the Team:

• Rehearsals and Dry Runs: Conduct thorough rehearsals with speakers, moderators, and tech support to ensure familiarity with the platform and the event’s flow. Test all technical aspects, including streaming, video/audio quality, and interactive tools.
• Clear Roles and Communication: Clearly define the roles of team members (e.g., technical support, moderators, hosts) and ensure everyone has access to a communication channel to resolve issues during the event.
• Backup Plans: Have contingency measures ready in case of major technical failures. This could include backup devices, internet connections, or a secondary platform to switch to if needed.
• Real-Time Monitoring: Continuously monitor the event from a technical perspective, addressing any issues as soon as they arise to minimize disruption.
• Support for Attendees: Provide clear, easy-to-access support for event attendees, including detailed FAQs, troubleshooting guides, and live help options in case they encounter issues.

By focusing on these core tasks and responsibilities, the Event Coordination and Technical Team ensures a seamless virtual event experience, allowing speakers to focus on delivering content and attendees to engage with the event without technical hindrances.