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SayPro Pre-Event Responsibilities Tasks Provide facilitators with session guidelines, materials, and key event details.
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 Pre-Event Responsibilities: Speaker & Facilitator Coordination
Tasks: Provide facilitators with session guidelines, materials, and key event details.
1. Send Session Guidelines:
- Format Expectations: Provide facilitators with clear instructions on the format of their session (e.g., keynote, panel discussion, interactive workshop, breakout group).
- Time Allocation: Specify the exact time slot for their session, including the start and end times, and any allocated time for Q&A or audience interaction.
- Audience Expectations: Share information about the audience, such as their level of knowledge, interests, and any specific topics or goals they have for the event.
- Content Focus: Provide guidelines on the content focus and tone (e.g., educational, motivational, interactive) to ensure it aligns with the overall theme and goals of the event.
2. Provide Event Overview & Schedule:
- Full Event Schedule: Send the facilitators the full event schedule with specific dates, times, and locations for each session/workshop. Include details about the overall flow of the event.
- Keynotes and Sessions: Share information about any keynote speakers, panel discussions, or other major sessions so facilitators can prepare accordingly.
- Breaks and Transitions: Highlight scheduled breaks or transition times between sessions to help facilitators manage their time and wrap up their sessions on time.
3. Share Presentation and Technical Requirements:
- AV Setup: Provide guidelines about the audio-visual setup (e.g., microphones, projectors, screens). Ensure they know what equipment will be available and whether they need to bring their own.
- Technical Support: Inform facilitators about available tech support during their session in case of any technical difficulties, both in-person and virtual.
- Platform Access (for Virtual or Hybrid Events): If the event is virtual or hybrid, share the necessary links and instructions to access the platform (e.g., Zoom, Microsoft Teams). Include details on using features such as screen sharing, breakout rooms, and virtual audience engagement tools.
- Materials Submission: Instruct facilitators on how and when to submit their materials (e.g., presentation slides, handouts) and any deadlines for submission.
4. Provide Event Logistics Information:
- Venue Details (for In-Person Events): Provide the event location, parking information, building directions, and any check-in procedures upon arrival.
- Virtual/Hybrid Platform Setup: If the event has a virtual component, provide facilitators with a walkthrough or tutorial of the platform’s features (e.g., how to join, test audio/video, engage with participants).
- Timing and Punctuality: Emphasize the importance of punctuality and ensure facilitators know when they should log on (for virtual sessions) or arrive at the venue (for in-person sessions).
5. Clarify Session Interactivity:
- Audience Engagement: Discuss any interactive elements for their session, such as Q&A, polls, group activities, or discussions. Encourage facilitators to engage attendees throughout the session.
- Moderators: If there is a moderator for their session (e.g., for panels or group discussions), inform facilitators about the moderator’s role and introduce them beforehand.
- Time for Q&A: Clarify how much time should be reserved for Q&A, if applicable, and whether questions will be collected throughout the session or only at the end.
6. Provide Key Event Details:
- Event Theme and Goals: Remind facilitators of the overall event theme and the goals of the sessions, ensuring they understand how their contribution fits into the larger event narrative.
- Code of Conduct/Policies: Provide facilitators with information on the event’s code of conduct, including how to create a respectful and inclusive environment for attendees. Also, share any specific rules, such as appropriate language, dress code, or behavior.
- Emergency Contact Information: Share contact details for event organizers, technical support, and emergency procedures in case of any issues during the event.
7. Offer Support and Answer Questions:
- Availability for Questions: Let facilitators know they can reach out with any questions or concerns before the event. Provide a contact person for any logistical or technical support.
- Encourage Pre-Event Rehearsals: If possible, suggest a rehearsal or test session to ensure everything runs smoothly, especially for virtual or hybrid events. This allows facilitators to test their materials, presentation tools, and overall flow.
8. Confirm Materials Submission & Final Preparations:
- Review and Submit Materials: Provide deadlines for any materials (e.g., slides, handouts, videos) that need to be submitted in advance. Ensure all facilitators know how to submit their materials, whether via email or a shared platform.
- Final Confirmation: Ask facilitators to confirm receipt of all event details and materials, and ask for any final changes or requests. Reconfirm their participation, session details, and readiness.
By completing these tasks, facilitators will be well-prepared for the event and equipped with all the necessary tools, details, and support to successfully lead their sessions or workshops.
- Neftaly Malatjie | CEO | SayPro
- Email: info@saypro.online
- Call: + 27 84 313 7407
- Website: www.saypro.online
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