SayPro Manage session timings, breaks, and overall event flow

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 Objective: Manage Session Timings, Breaks & Overall Event Flow

1. Create a Master Event Schedule

Time	Activity/Session	Format	Notes
08:00–08:30	Registration & Arrival	In-Person + Virtual Lobby Open	Welcome team active
08:30–08:45	Opening Remarks & Welcome	Hybrid	Live-streamed; test AV before
08:45–09:30	Keynote Speaker 1	Hybrid	Start on time; 5-min Q&A buffer
09:30–10:15	Panel Discussion: Youth & Innovation	Hybrid	Virtual moderator prepped
10:15–10:30	Break	Both	Display holding slides/music online
10:30–11:15	Breakout Sessions	Hybrid or Track-Based	3 parallel rooms/tracks
…	…	…	…

Pro Tip: Add 5-minute buffer transitions between sessions to avoid overlap and maintain flow.

2. Assign a Dedicated Timekeeper/Flow Manager

One person per room/session to:
- Signal speakers when time is ending (use cards, chat, or private messages)
- Ensure transitions happen on time
- Coordinate with MC to fill any unexpected gaps

3. Train Moderators and MCs

Provide a run sheet with:
- Exact timing
- Speaker names
- Transition cues
- Emergency filler content (icebreakers, videos)

Have a backup script ready if a speaker cancels or tech fails.

4. For Virtual Sessions:

Use a tool like Zoom, StreamYard, or Hopin with:
- Countdown timers
- Green room for speaker prep
- Virtual “stage manager” messaging speakers directly

5. Plan Breaks and Transitions Strategically

Include refresh and networking breaks every 90 minutes
For virtual: use pre-recorded content, music, or chat prompts
Announce clearly when sessions resume

Example: “We’ll be back in 15 minutes. Join the networking lounge or grab a coffee!”

6. Use a Live-Updated Master Schedule (Shared Document)

Tools: Google Sheets, Trello, or Airtable with live tracking

Include:

Session name
Time slot
Room/platform
Speaker/moderator
Status (Scheduled, Live, Completed, Delayed)

7. Dry Runs and Run-of-Show Rehearsals

1–2 days before the event:
- Test all transitions, screen shares, and AV
- Run through timing with MCs and tech teams

8. On-the-Day Command Center

Set up a central coordination point (physical or virtual):

WhatsApp or Slack channel for real-time alerts
Printed or digital copies of the schedule
Backup contacts for each speaker/session

SayPro Manage session timings, breaks, and overall event flow

SayPro Objective: Manage Session Timings, Breaks & Overall Event Flow

1. Create a Master Event Schedule

2. Assign a Dedicated Timekeeper/Flow Manager

3. Train Moderators and MCs

4. For Virtual Sessions:

5. Plan Breaks and Transitions Strategically

6. Use a Live-Updated Master Schedule (Shared Document)

7. Dry Runs and Run-of-Show Rehearsals

8. On-the-Day Command Center

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