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SayProApp Courses Partner Invest Corporate Charity Divisions
SayPro Email: sayprobiz@gmail.com Call/WhatsApp: + 27 84 313 7407
SayPro Objective: Ensure that the event runs smoothly, both in-person and virtually
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: Seamless Execution for In-Person & Virtual Event
1. Pre-Event Planning
Logistics Timeline (6–8 Weeks Out)
| Area | In-Person | Virtual |
|---|---|---|
| Venue Setup | Confirm venue, seating, signage | Select streaming platform (Zoom, YouTube, etc.) |
| Tech Rehearsals | AV test, backup equipment | Platform test, latency & mic checks |
| Staff & Volunteers | Roles, check-in, floaters | Moderators, tech support team |
| Registration | Onsite system (QR or manual) | Online reg + reminder emails |
| Accessibility | Parking, wheelchair access | Closed captions, chat support |
2. Technology & Infrastructure
In-Person:
- Audio-visual (AV) setup with backup microphones/projectors
- Reliable Wi-Fi with dedicated bandwidth
- Power backups/generators
- Print or digital signage for directions and schedules
Virtual:
- Platform with:
- Breakout rooms
- Chat/moderation tools
- Speaker spotlighting
- Backup stream (e.g., private YouTube Live link)
- Support team available for tech issues
3. Team Coordination
- Event Manager: Overall coordinator
- Venue Liaison: Handles physical space
- Virtual Coordinator: Manages digital rooms/platform
- Technical Lead: Oversees AV + livestream
- Speaker Liaison: Coordinates slides, transitions, speaker timing
- Moderator/MCs: Ensure engagement and flow
Tools:
- Use Trello, Asana, or Google Sheets for task tracking
- Daily or weekly stand-up meetings for updates
4. Speaker & Participant Readiness
- Speaker briefing sessions (1 week before)
- Test slides, transitions, camera/mic setup
- Distribute event toolkit:
- Agenda
- Login info
- Contact/help details
- Final registration reminders (email & SMS)
5. Communication Plan
- In-Person: Clear signage, info desk, WhatsApp help group
- Virtual: Email reminders + live support chat
- Dedicated channel (e.g., WhatsApp or Slack) for event team communication
6. Contingency Plans
- Backup AV and internet lines at venue
- Extra devices (laptop, mic, projector)
- Pre-recorded content for emergency virtual delivery
- Extra staff on standby for check-in or support
7. Monitoring & Feedback
- Live tracking of:
- Attendance
- Session engagement (polls, chat)
- Tech performance (stream uptime)
- Post-event survey (separate for in-person and virtual)
Final Readiness Checklist
| Item | In-Person | Virtual |
|---|---|---|
| All equipment tested | ✅ | ✅ |
| Registration system functional | ✅ | ✅ |
| Speakers fully briefed | ✅ | ✅ |
| Staff roles and duties assigned | ✅ | ✅ |
| Support lines set up | ✅ | ✅ |
| Contingency backups in place | ✅ | ✅ |
- Neftaly Malatjie | CEO | SayPro
- Email: info@saypro.online
- Call: + 27 84 313 7407
- Website: www.saypro.online
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