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SayPro Pre-Event Responsibilities Speaker & Facilitator Coordination Tasks: Make sure speakers have all necessary technological resources for virtual participation.
Email: info@saypro.online Call/WhatsApp: + 27 84 313 7407
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SayPro Pre-Event Responsibilities: Speaker & Facilitator Coordination
Tasks: Make sure speakers have all necessary technological resources for virtual participation.
1. Confirm Virtual Platform Access:
- Platform Details: Ensure that all speakers and facilitators have access to the virtual platform being used for the event (e.g., Zoom, Microsoft Teams, WebEx, etc.).
- Account Access: If the platform requires a login or specific permissions, provide the necessary credentials or ensure they are added to the event’s virtual space.
- Test Links: Provide the correct session links, login details, and passwords (if applicable) well in advance of the event.
- Platform Features: Walk through the key features of the platform (e.g., screen sharing, breakout rooms, chat, mute/unmute), especially if the speaker is not familiar with the virtual environment.
2. Conduct Technology Check & Rehearsal:
- Technical Rehearsal: Schedule a test run or rehearsal for speakers to test their virtual setup, including internet connectivity, audio, video, and presentation tools.
- Test Audio & Video: Ensure speakers’ microphones, speakers, and cameras are working clearly and smoothly. Advise them to use a good-quality microphone and camera if possible.
- Connection Check: Test their internet connection to ensure it is stable and fast enough for streaming without interruptions.
- Backup Plan: Discuss backup plans in case of technical difficulties (e.g., having a second device ready, knowing how to reconnect, etc.).
3. Provide Equipment Guidelines:
- Hardware Recommendations: Advise speakers on the best hardware setup for virtual presentations (e.g., using a computer with a webcam rather than a mobile device, using headphones for better sound quality).
- Lighting and Background: Provide recommendations on lighting and background to ensure they look professional on camera (e.g., facing natural light, avoiding distractions in the background).
- Equipment Support: Offer support or recommendations if speakers need specific equipment (e.g., external microphones, lighting kits, or cameras).
4. Ensure Familiarity with Event Tools:
- Screen Sharing: Walk speakers through the process of sharing their screen, presenting slides, or showing videos during their session.
- Interactive Features: Ensure that speakers are comfortable using interactive tools (e.g., polls, Q&A, chat) that may be integrated into the virtual platform.
- Managing Breakout Rooms: If their session involves breakout rooms, explain how to manage those, or if a moderator will be helping, ensure they understand the support system.
5. Provide Instructions for Session Moderators (If Applicable):
- Moderator Details: If there will be a moderator or facilitator for the session, ensure both the speaker and the moderator are familiar with the platform and their respective roles.
- Moderator Coordination: Provide clear instructions on how the speaker and moderator will coordinate during the event (e.g., who handles audience questions, managing transitions between segments, etc.).
6. Share Detailed Event Agenda:
- Timing and Deadlines: Send the agenda with session times, including when to log in to the platform and any pre-session setup or rehearsal windows.
- Session Format Details: Make sure the speaker knows if their session will be live, pre-recorded, or a hybrid. If it’s pre-recorded, clarify how they should submit the content.
- Virtual Breaks: Highlight when breaks are scheduled, so speakers know when to transition or pause.
7. Technical Support Contact Information:
- Dedicated Support: Provide a direct line of contact to technical support in case there are issues on the event day (e.g., email, phone number, or live chat).
- Emergency Troubleshooting: Let speakers know whom to reach in case of urgent technical problems during their session and how to quickly reconnect if needed.
8. Confirm Presentation Materials Submission:
- File Formats: Ensure all presentation materials (e.g., slides, videos) are submitted in compatible formats (e.g., PowerPoint, PDF, MP4) and are uploaded to the correct location (e.g., shared drive, event platform).
- Check for Compatibility: Verify that any multimedia elements, such as embedded videos or animations, will work on the virtual platform.
9. Provide Virtual Event Etiquette Guidelines:
- Camera and Microphone Etiquette: Remind speakers to keep their cameras on and microphones muted when not speaking. Encourage clear and concise communication.
- Engaging Virtual Audience: Advise speakers on ways to engage with the virtual audience, such as using interactive tools (polls, Q&A), encouraging chat interactions, or prompting for feedback during the session.
10. Backup Plan for Connectivity Issues:
- Alternate Device: Suggest having an alternate device ready in case the primary device has issues (e.g., phone or tablet with the necessary app or access).
- Alternative Communication: If connection issues arise during the session, provide a backup communication method (e.g., a phone number to call in case of total connection failure).
By completing these tasks, you ensure that speakers are fully equipped to deliver their sessions seamlessly in a virtual environment, minimizing technical difficulties and maximizing their impact.
- Neftaly Malatjie | CEO | SayPro
- Email: info@saypro.online
- Call: + 27 84 313 7407
- Website: www.saypro.online
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