SayPro Tasks to Be Done for the Period: Pre-Event: Ensure the technical setup for both in-person and virtual participation is ready.

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SayPro Tasks to Be Done for the Period: Pre-Event

Task: Ensure the Technical Setup for Both In-Person and Virtual Participation is Ready

1. Assess Event Technology Needs

Objective: Determine the technical requirements for both in-person and virtual components of the event.
Actions:
- In-Person Technology: Ensure all necessary equipment for the venue is available and functioning, such as:
  - Projectors, screens, microphones, and speakers.
  - Presentation laptops or devices.
  - Live streaming and recording equipment.
- Virtual Technology: Confirm the platform and tools that will be used for virtual participation, such as:
  - A reliable video conferencing platform (e.g., Zoom, Microsoft Teams, or a dedicated event platform).
  - Integration of virtual tools for engagement (polls, Q&A, chat, breakout rooms).
  - Backup solutions for internet connection and video streaming quality.

2. Confirm In-Person Venue Setup

Objective: Ensure the in-person venue is equipped with the necessary technical infrastructure for seamless presentations.
Actions:
- Audio-Visual Equipment:
  - Test projectors and screens to ensure clarity and visibility from all areas.
  - Check microphones and speakers for clarity and coverage across the room.
  - Ensure presenters’ devices can connect easily to the AV equipment (laptops, clickers, etc.).
- Internet Access:
  - Confirm high-speed, reliable internet access for both presenters and attendees (e.g., Wi-Fi or wired Ethernet connections).
- Backup Systems:
  - Have backup microphones, laptops, and other essential devices in case of technical failures.
  - Arrange for extra cables, adapters, and power strips for all electronic devices.

3. Confirm Virtual Platform Setup

Objective: Ensure the virtual platform is properly configured for smooth participation.
Actions:
- Platform Selection: Confirm the platform (e.g., Zoom, Microsoft Teams, or a custom virtual event platform) is fully capable of hosting your event.
- Account Setup:
  - Ensure your platform account is properly configured for the event, including hosting privileges, breakout room functionality, and screen sharing.
  - Set up and test webinar or virtual meeting links and registration pages.
- Technical Features:
  - Enable all necessary tools (e.g., polls, Q&A, chat, etc.) for attendee engagement.
  - Confirm accessibility options (e.g., subtitles, captioning, language options) are in place for diverse attendees.

4. Test Internet and Streaming Quality

Objective: Ensure that internet bandwidth and video streaming are optimized for both in-person and virtual participants.
Actions:
- Test Internet Connection:
  - Run a speed test to confirm sufficient upload and download speeds for both in-person and virtual events.
  - Check for redundancy, such as backup internet connections in case of network failure.
- Test Streaming Quality:
  - Conduct tests for video and audio quality for live streaming, including resolution and audio clarity.
  - If live streaming the in-person event, ensure camera angles and video feeds are properly positioned.
- Backup Plan:
  - Prepare a secondary internet connection or hotspot for contingencies during the event.

5. Rehearse Virtual Event Flow

Objective: Ensure that all speakers, presenters, and attendees have a smooth virtual experience.
Actions:
- Run a Dry Run: Schedule a technical rehearsal with all speakers and presenters to test the virtual platform setup, including:
  - Audio, video, and screen sharing functionality.
  - Breakout room management and transitions between sessions.
- Speaker Preparation:
  - Ensure all speakers know how to use the virtual platform (e.g., how to share their screen, use a microphone, and interact with attendees).
  - Provide any necessary training on the technical tools available (e.g., managing the chat, Q&A, polls, and breakout rooms).
- Troubleshooting:
  - Prepare a troubleshooting guide for common technical issues and provide it to speakers.
  - Designate a team member to monitor the technical aspects during the event.

6. Ensure Compatibility of In-Person and Virtual Components

Objective: Ensure smooth integration between in-person and virtual participation to provide a seamless experience for all attendees.
Actions:
- Hybrid Setup: Set up a system where both in-person and virtual participants can interact easily. This could include:
  - Streaming in-person sessions for virtual attendees.
  - Ensuring that virtual participants can ask questions and engage in real-time with the in-person audience.
- Speaker Coordination: Ensure that the same content is accessible for both in-person and virtual speakers.
- Moderator Role: Appoint a virtual moderator who will be responsible for managing questions, comments, and engagement from virtual attendees.

7. Conduct Final Test of Hybrid Setup

Objective: Verify that both in-person and virtual systems work together seamlessly.
Actions:
- Test Both In-Person and Virtual Equipment Together:
  - Test live-streaming from the in-person venue to the virtual platform.
  - Verify that virtual participants can hear and see in-person sessions clearly and interact via chat, polls, or Q&A.
- Check Audio and Video Sync: Ensure that audio and video for both in-person and virtual participants are synchronized without lags or delays.
- Final Run-through:
  - Perform a full technical rehearsal that includes both in-person and virtual elements, ensuring smooth transitions between different segments and speaker changes.

8. Prepare Event Support Team

Objective: Ensure the event support team is prepared to handle technical issues during the event.
Actions:
- Assign Roles: Designate team members to monitor different aspects of the technical setup during the event (e.g., in-person AV, virtual platform, troubleshooting).
- Prepare Communication Channels: Set up a communication channel (e.g., Slack, WhatsApp) for team members to stay in touch and resolve technical issues quickly.
- Provide Support Contact: Ensure that attendees have easy access to technical support before and during the event, including clear contact information.

9. Final Checklist and Troubleshooting Plan

Objective: Confirm all technical aspects are covered and prepare for potential issues.
Actions:
- In-Person Checklist: Review the checklist for the physical venue (AV equipment, seating arrangements, Wi-Fi, etc.).
- Virtual Checklist: Review the checklist for the virtual platform (webinar setup, registration, links, etc.).
- Troubleshooting Guide: Prepare and distribute a troubleshooting guide for both in-person and virtual attendees. This should cover common issues and their solutions (e.g., audio issues, internet problems, screen sharing issues).

10. Communicate Event Access Information

Objective: Ensure that all participants have the information they need to join the event smoothly.
Actions:
- Send Event Details: Provide all attendees with instructions on how to access both in-person and virtual sessions.
- Provide Technical Tips: Include tips for virtual attendees, such as using headphones for better audio or testing their internet connection before the event.
- Day-of Support: Send a reminder email or notification with the event link, login instructions, and a contact number for any last-minute technical support.

Key Timeline:

4-6 weeks before the event: Assess and confirm the technology requirements for both in-person and virtual participation.
2-4 weeks before the event: Test all equipment and virtual platform setups; conduct dry runs and rehearse.
1 week before the event: Conduct final tests, ensure team preparedness, and confirm that all technical systems are functioning properly.
Day of the event: Ensure all technical systems are set up, monitor for any issues, and provide real-time support.

By ensuring the technical setup is fully ready for both in-person and virtual participation, SayPro can create a seamless experience for all attendees, ensuring that both groups have equal opportunities to engage and participate in the event.

SayPro Tasks to Be Done for the Period: Pre-Event: Ensure the technical setup for both in-person and virtual participation is ready.

SayPro Tasks to Be Done for the Period: Pre-Event

1. Assess Event Technology Needs

2. Confirm In-Person Venue Setup

3. Confirm Virtual Platform Setup

4. Test Internet and Streaming Quality

5. Rehearse Virtual Event Flow

6. Ensure Compatibility of In-Person and Virtual Components

7. Conduct Final Test of Hybrid Setup

8. Prepare Event Support Team

9. Final Checklist and Troubleshooting Plan

10. Communicate Event Access Information

Key Timeline:

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