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SayPro Email: sayprobiz@gmail.com Call/WhatsApp: + 27 84 313 7407
SayPro Set up equipment, handle any technical issues, and offer on-the-ground or virtual support as required
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: Technical Setup & Support (In-Person + Virtual)
1. Pre-Event Technical Setup
In-Person Setup
- Equipment Checklist:
- Projectors & screens
- Microphones (lapel, handheld, headset)
- Speakers/sound system
- Extension cords & power backups
- Laptops + clickers for presenters
- Wi-Fi routers/hotspots
- Setup Activities:
- Arrive at least 4 hours before doors open
- Label all cables and ports
- Test audio and visuals in every room
- Ensure backup equipment is ready (extra mics, batteries, laptop)
Virtual Setup
- Platforms: Zoom, Microsoft Teams, StreamYard, etc.
- Conduct full tech rehearsals with each speaker:
- Internet speed test
- Camera and microphone check
- Screen sharing
- Prepare backup pre-recorded videos in case of failure
- Use a moderator and tech host per session
2. On-the-Ground & Virtual Tech Support
In-Person Support Team
- Assign at least one AV technician per room
- Set up a tech help desk at the venue
- Use radios or WhatsApp for real-time issue reporting
Virtual Support Team
- Assign Zoom Hosts/Co-hosts to:
- Let people in, mute/unmute
- Troubleshoot mic/camera issues via chat
- Drop helpful links (e.g., agenda, help)
- Monitor chat for real-time issues
- Use a WhatsApp or Telegram hotline for escalations
3. Real-Time Issue Response Plan
| Problem | Immediate Action |
|---|---|
| Mic not working | Swap with backup / check batteries |
| Slide deck won’t open | Use backup laptop / request PDF version |
| Virtual speaker disconnects | Play backup video or delay gracefully |
| Poor video/audio online | Switch to phone dial-in or new host |
| Attendee can’t find room/link | Send real-time directions via help desk |
4. Post-Setup Checks (Final Hour Before Start)
- Walkthrough of all rooms/stages
- Confirm live streams are stable
- Test live links and virtual access
- Perform a 5-minute speaker readiness check
5. Tools & Templates to Prepare
- Equipment Inventory List
- Room-by-Room Setup Map
- Virtual Troubleshooting Guide
- Tech Support Assignment Sheet
- Neftaly Malatjie | CEO | SayPro
- Email: info@saypro.online
- Call: + 27 84 313 7407
- Website: www.saypro.online
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