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SayPro Event Coordination Team: Tasks: Ensure that all online sessions are set up on SayPro’s platform, manage participant registration.
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.
The SayPro Event Coordination Team plays a key role in ensuring that the event runs smoothly and that participants have a seamless experience. Here’s a breakdown of their tasks:
SayPro Event Coordination Team: Tasks
1. Ensure All Online Sessions Are Set Up on SayPro’s Platform
- Purpose: Make sure all online sessions are properly configured and accessible on SayPro’s event platform.
- Key Responsibilities:
- Session Creation: Set up each session on the platform, including assigning facilitators, adding session titles, descriptions, and scheduling details.
- Platform Configuration: Ensure the platform is configured correctly for each session, including setting permissions for speakers and attendees (e.g., enabling video, audio, chat, and screen sharing).
- Test Sessions: Perform test runs to make sure everything functions correctly (e.g., check audio, video, and presentation-sharing capabilities).
- Access Permissions: Ensure that the correct access links are provided for each session and that attendees have the necessary permissions to join.
- Breakout Rooms: If needed, set up breakout rooms for group activities or smaller discussions during the event.
2. Manage Participant Registration
- Purpose: Ensure that participants are successfully registered and can easily access the event.
- Key Responsibilities:
- Monitor Registration Process: Keep track of registration submissions, ensuring that all attendees receive confirmation emails and event details.
- Assist with Registration Issues: Provide support to participants who experience issues during the registration process (e.g., forgotten passwords, incorrect emails, or missed registration emails).
- Database Management: Maintain a list of all registered participants and keep it updated throughout the registration period. Ensure that contact information and session preferences are accurately recorded.
- Send Reminders: Send reminder emails to participants ahead of the event, including event schedules, access instructions, and any updates.
- On-Site Registration Support: Provide real-time assistance for participants who encounter difficulties while registering or joining sessions.
3. Troubleshoot Any Technical Issues During the Event
- Purpose: Address and resolve any technical issues that arise during the event to minimize disruptions and maintain a positive participant experience.
- Key Responsibilities:
- Monitor Platform Performance: Continuously monitor the event platform to ensure that there are no technical issues, such as slow load times, audio/video disruptions, or login problems.
- Technical Support Coordination: Collaborate with the technical support team to address any issues that cannot be resolved directly by the coordination team (e.g., platform outages, connectivity problems).
- Help Participants with Technical Issues: Offer real-time support to attendees and speakers facing technical difficulties, such as issues with logging in, sound problems, or difficulty joining breakout rooms.
- Handle Speaker/Presenter Troubleshooting: Assist speakers with any tech-related challenges, including setting up their devices, ensuring their slides are shared correctly, and resolving any audio or video malfunctions.
- Manage Session Interruptions: In the event of technical interruptions (e.g., audio or video cutting out), quickly assess the situation and either resolve the issue or coordinate with technical staff to restore service.
Summary of Tasks for SayPro Event Coordination Team:
- Ensure All Online Sessions Are Set Up on SayPro’s Platform:
- Set up sessions, configure settings, conduct test runs, and manage access permissions.
- Manage Participant Registration:
- Track registrations, assist with issues, send reminders, and support on-site registration during the event.
- Troubleshoot Technical Issues During the Event:
- Monitor platform performance, provide real-time technical support for participants and speakers, and manage any technical disruptions.
The SayPro Event Coordination Team ensures the event runs without a hitch by overseeing the setup of online sessions, managing participant registrations, and swiftly addressing any technical difficulties. Their role is essential for providing a smooth, professional experience for all attendees.
- Neftaly Malatjie | CEO | SayPro
- Email: info@saypro.online
- Call: + 27 84 313 7407
- Website: www.saypro.online
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