SayPro Event Coordination Team

Event Coordination Team: Responsibilities and Deliverables

The Event Coordination Team is pivotal in ensuring seamless planning and execution of the training program. Below is a structured overview of the role, documents, and tasks aligned with their responsibilities:

Role: Manage Event Logistics and Participant Registration

• Handle all aspects of event planning, including registration, scheduling, and infrastructure.
• Ensure all technical and logistical elements are in place for a smooth experience for both participants and trainers.

Key Documents to Prepare

1. Registration Forms

• Create and manage user-friendly registration forms for participants, ensuring they include:
  • Full name, email address, and contact information.
  • Role or profession and any relevant organizational details.
  • Session preferences or topics of interest.
  • Accessibility or special requirements.

Format:

• Use online platforms like Google Forms, JotForm, or event management software for easy access and tracking.
• Share links to the forms across emails, social media, and the SayPro website.

2. Event Schedules

• Design a detailed schedule that includes:
  • Session dates and times.
  • Training topics, module names, and session objectives.
  • Trainer/facilitator details.
  • Break periods and Q&A sessions.
• Distribute schedules in multiple formats:
  • PDF for easy download.
  • Embedded calendar links (.ics) for participants to sync with their devices.

3. Event Access Links

• Generate and manage secure access links for online sessions:
  • Ensure each session has a unique link to avoid confusion.
  • Provide backup links in case of technical issues.
  • Include instructions for accessing links across platforms (e.g., Zoom, Microsoft Teams).
• Keep track of RSVP confirmation and resend access links to late registrants.

Tasks for the Event Coordination Team

1. Coordinate Online Sessions

• Session Setup:
  • Schedule webinars and workshops on platforms like Zoom or Microsoft Teams.
  • Configure interactive features like polls, breakout rooms, and Q&A tools.
  • Ensure proper recording settings for participants who may need access afterward.
• Registration Monitoring:
  • Track sign-ups in real-time and send personalized confirmation emails.
  • Share session joining instructions with clear troubleshooting guides.

2. Ensure Technical Infrastructure

• Test all technical components before the event:
  • Internet connectivity and bandwidth sufficiency.
  • Audio/visual quality of presentation tools.
  • Backup systems for platform issues (e.g., secondary hosting links or session recordings).
• Prepare troubleshooting teams to handle live technical issues.

3. Provide Participant Support

• Pre-Event:
  • Answer participant queries regarding schedules, session details, or platform usage.
  • Share detailed instructions and support contacts.
• During Event:
  • Monitor participant check-ins to ensure seamless attendance.
  • Assist participants with immediate technical challenges, such as login errors or audio/video setup.
• Post-Event:
  • Send follow-up emails with materials (e.g., session recordings, slides).
  • Distribute feedback forms for evaluation and improvements.

Event Coordination Workflow

By following these responsibilities and delivering these documents and tasks efficiently, the Event Coordination Team ensures a well-managed, professional, and participant-friendly training program.