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SayPro Email: sayprobiz@gmail.com Call/WhatsApp: + 27 84 313 7407
SayPro Objective: Provide assistance to speakers and attendees to ensure a seamless event
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: Provide Assistance to Speakers and Attendees for a Seamless Event
1. Speaker Assistance Plan
Pre-Event
- Speaker Briefings & Tech Checks (1–2 weeks prior):
- Confirm session time, duration, format (virtual/in-person)
- Test presentations, audio/video, screen share capabilities
- Speaker Guide (PDF or Google Doc):
- Event schedule
- Technical setup instructions
- Contact info for urgent support
- Q&A & engagement expectations
Day of Event
- Speaker Green Room (Virtual or Physical):
- Quiet space to prep before speaking
- A coordinator to manage handovers and last-minute updates
- Dedicated Liaison per speaker:
- Reminds them of timing
- Shares audience engagement tips
- Manages slide transitions, microphones, etc.
2. Attendee Assistance Plan
Pre-Event
- Welcome Email with Essentials:
- Agenda
- How to attend/join sessions (link, time, location)
- Support contacts (phone, email, WhatsApp)
- FAQ Page/Live Chat on website
On Event Day
| In-Person Support | Virtual Support |
|---|---|
| Info desk at venue | Live chat or WhatsApp help |
| Ushers and signage | Virtual lobby host/moderator |
| Printed maps/schedules | Pinned agenda link in chat |
| QR codes for live help | Screen share support visuals |
3. Session Support Teams
Assign trained volunteers or staff to each session to:
- Greet and brief speakers
- Monitor time and cue transitions
- Collect and assist with questions (live or chat)
- Handle audience or tech issues immediately
4. Real-Time Communication Tools
- Team Coordination: WhatsApp group, Slack, or walkie-talkies
- Attendee Support: Live WhatsApp line, helpdesk number, email
- Speaker Coordination: Google Calendar alerts, SMS reminders
5. Helpful Documents to Prepare
- Speaker & Moderator Briefing Pack
- Attendee Quick Guide (PDF or web page)
- Run-of-Show Schedule for staff
- Live Issue Tracker (Google Sheet or Trello board)
6. Post-Event Support
- Send a thank-you email with:
- Links to recordings (if applicable)
- Follow-up surveys
- Contact info for ongoing support or partnerships
- Neftaly Malatjie | CEO | SayPro
- Email: info@saypro.online
- Call: + 27 84 313 7407
- Website: www.saypro.online
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