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SayPro Organize the logistics for the event, whether online or at Neftalopolis

Email: info@saypro.online Call/WhatsApp: + 27 84 313 7407

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Written by

Itumeleng Malete

in

SayPro Event Logistics Planning: Online & On-Site at Neftalopolis

1. Venue & Setup (For Neftalopolis In-Person Event)

  • Venue Booking:
    Confirm the booking of Neftalopolis venue (date, time, rooms).
  • Room Allocation:
    Assign rooms for:
    • Main sessions & keynotes
    • Workshops
    • Interviews
    • Registration area
    • Networking/lounge space
  • Seating & Layout:
    Arrange seating plans (theater style, round tables, etc.) per session type.
    Set up booths/tables for employers and partners.
  • Technical Equipment:
    • Projectors/screens
    • Microphones & speakers
    • Wi-Fi access details and bandwidth check
    • Charging stations
  • Signage & Branding:
    Design and print banners, directional signs, registration desk signs.
  • Catering & Refreshments:
    Organize meals, snacks, and beverages with dietary considerations.
  • Safety & Compliance:
    Coordinate with venue on health, safety, and emergency protocols.

2. Online Event Logistics

  • Platform Selection:
    Choose a reliable virtual event platform (Zoom, Microsoft Teams, Hopin, etc.).
  • Access & Security:
    • Generate unique access links for participants.
    • Set password protections and waiting rooms as needed.
  • Technical Support:
    Assign a dedicated IT support team for troubleshooting.
  • Pre-Event Testing:
    Schedule rehearsals with speakers, panelists, and hosts.
  • Interactive Features:
    Enable chat, Q&A, polls, breakout rooms for workshops.
  • Recording & Streaming:
    Arrange for session recordings and on-demand access post-event.

3. Registration & Check-in

  • On-Site:
    Setup a registration desk with tablets/laptops for quick check-in.
    Prepare printed badges and participant kits.
  • Online:
    Use registration forms integrated with the event platform.
    Send confirmation and reminder emails with joining instructions.

4. Communication & Coordination

  • Share clear event schedules with participants.
  • Provide contact info for on-site help desk or online support chat.
  • Brief volunteers and staff on roles and emergency procedures.

5. Transportation & Accommodation (For On-Site Attendees)

  • Arrange shuttle services if needed.
  • Provide information on nearby hotels and travel tips.

6. Post-Event Follow-Up

  • Plan for feedback collection via surveys.
  • Send thank-you emails and certificates.
  • Share recordings and resources.
  • Neftaly Malatjie | CEO | SayPro
  • Email: info@saypro.online
  • Call: + 27 84 313 7407
  • Website: www.saypro.online

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