SayPro Event Planning and Coordination: Coordinate with technical and AV teams to ensure the proper setup for virtual and in-person events.

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SayPro Event Planning and Coordination: Technical and AV Coordination

Collaborate with Technical and AV Teams: Work closely with the technical and audiovisual teams to ensure all aspects of event setup are meticulously planned, including both virtual and in-person formats.
Event Setup Planning: For in-person events, ensure that the venue is equipped with the necessary AV infrastructure, such as microphones, projectors, sound systems, and lighting, tailored to the specific needs of the event. For virtual events, confirm that all software, platforms, and digital tools are properly configured to support seamless streaming, audience interaction, and recording.
Technical Rehearsals: Organize technical rehearsals ahead of time to test all equipment, internet connectivity, and software platforms. This includes testing video and audio feeds, ensuring that presentations and multimedia content function properly, and troubleshooting any potential issues.
Coordination of Virtual Platforms: For virtual events, coordinate with the team to ensure the selected platforms (e.g., Zoom, Teams, or custom university platforms) are set up correctly, including access for speakers, attendees, and moderators. Ensure features like breakout rooms, Q&A sessions, and live polling are enabled and functioning.
On-Site Technical Support: Ensure the technical team is present and available on the day of the event to handle any last-minute issues with microphones, projectors, livestreaming, or other equipment. For virtual events, provide on-site support for troubleshooting any problems that arise during the live session.
Integration of Presentations and Multimedia: Work with speakers and presenters to ensure that their presentations, videos, and other multimedia materials are uploaded and tested in advance. This ensures smooth transitions between segments, especially when switching between live speaking sessions and multimedia content.
Post-Event Review: After the event, coordinate with the technical team to review the AV setup and collect feedback from the event organizers and participants. This feedback will be crucial for making improvements in future events.

This version provides a comprehensive outline of the responsibilities involved in coordinating with technical and AV teams for both virtual and in-person events.

SayPro Event Planning and Coordination: Coordinate with technical and AV teams to ensure the proper setup for virtual and in-person events.

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