Event Execution: Host the event, ensuring smooth transitions and active donor participation (by 03-25-2025)

SayPro Event Production and Technology Setup Strategy: Coordination and Finalization (Deadline: 03-20-2025)

To ensure the SayPro International Donor Recognition Event runs smoothly, it is crucial to coordinate with the tech team for platform setup, perform dry runs, and finalize all logistical details. This will ensure that the event’s production is seamless, professional, and engaging for all attendees.

1. Event Platform Selection and Setup

Objective: Ensure the chosen event platform is capable of hosting a hybrid or virtual event with optimal functionality for a smooth experience for both in-person and virtual participants.

1.1 Select Event Platform

Deadline: 03-05-2025

• Platform Criteria: The platform should have the following features:
  • Hybrid Capabilities: Support both in-person and virtual attendees.
  • Breakout Rooms: For virtual networking or smaller group interactions.
  • Interactive Features: Such as live Q&A, polling, and chat to engage attendees.
  • Event Recording: Ability to record sessions for future viewing or for donor distribution.
  • Customization: Options for branding (logo, color scheme) to align with SayPro’s identity.
• Platform Options: Consider platforms such as Zoom Webinar, Hopin, Microsoft Teams, or StreamYard for seamless virtual or hybrid experiences.

1.2 Confirm Technical Requirements

Deadline: 03-06-2025

• Internet Speed: Ensure stable internet connections for both the tech team and speakers, especially for live streaming.
• Equipment Setup: Coordinate with the tech team to confirm the necessary equipment such as cameras, microphones, screens, and lighting for any in-person or hybrid elements.
• Technical Support Team: Assign roles for the tech team during the event, ensuring they are prepared to handle any potential technical difficulties quickly.

1.3 Customization of Platform

Deadline: 03-10-2025

• Branding and Design: Work with the tech team to incorporate SayPro’s logo, color scheme, and any branding materials into the event platform to create a cohesive experience.
• Pre-Event Landing Page: Create a landing page with event details, RSVP link, and an FAQ section for attendees.

2. Dry Run and Rehearsal

Objective: Test all technical elements to ensure flawless execution during the actual event, including speaker coordination, platform features, and logistics.

2.1 Schedule Dry Run

Deadline: 03-15-2025

• Dry Run Date: Schedule a full dry run of the event, ideally at least 3-5 days before the event. This will allow time for troubleshooting.
• Attendees: Include all speakers, moderators, and the technical team in the dry run to simulate the actual event day.
• Dry Run Agenda:
  • Event Start: Test platform entry, login details, and registration functionality.
  • Speaker Test: Test microphones, cameras, and presentation screens for each speaker and panelist.
  • Interactive Features: Verify that polling, Q&A, and chat features work seamlessly for engaging virtual attendees.
  • Presentation Flow: Ensure smooth transitions between video testimonials, presentations, live speeches, and other segments of the event.
  • Breakout Sessions: Test breakout rooms, including their capacity and functionality, ensuring ease of use for attendees.

2.2 Technical Troubleshooting

Deadline: 03-16-2025

• Platform and Equipment Check: Test all components such as live-streaming, screen-sharing, audio, and video quality.
• Backup Plans: Set up backup equipment (e.g., additional microphones, computers, or internet connections) in case of technical failures.
• Simulate Real-Time Scenarios: Run through potential technical challenges, such as internet connectivity issues or speaker transitions, to prepare the team.

2.3 Final Rehearsal

Deadline: 03-18-2025

• Full Rehearsal: Run the entire event from start to finish in a dry run with all speakers, moderators, and participants. This should include:
  • Speaker Check-In: Confirm all speakers have their login details, understand the platform, and are prepared with their content.
  • Timing and Transitions: Test the timing for each segment to ensure smooth transitions between different portions of the event.
  • Virtual and In-Person Logistics: For hybrid events, confirm the logistics between virtual and in-person components, such as video feeds, microphones, and in-person speakers.
  • Final Platform Check: Confirm the landing page, registration process, and event platform accessibility for all users.

3. Finalizing Event Logistics

Objective: Confirm all logistical details and ensure that event participants, including donors and staff, are well-prepared for the event.

3.1 Event Agenda and Flow

Deadline: 03-15-2025

• Final Agenda Review: Ensure the event agenda is clear, with precise timings for each segment. This will help speakers and participants stay on track during the event.
  • Segment Overview: Include timing for each speaker, video testimonial, donor recognition, and engagement activities (Q&A, polls).
  • Moderator Guidelines: If there is a host or moderator, ensure they have a detailed script or set of instructions for managing transitions, introducing speakers, and facilitating discussions.

3.2 Confirm Speaker Participation and Technical Setup

Deadline: 03-16-2025

• Speaker Check-In: Confirm with each speaker (including program staff, beneficiaries, and donor representatives) that they are prepared for their segment and have all necessary tech support.
• Test Presentations: Have speakers test any PowerPoint presentations or videos in advance to avoid technical glitches.

3.3 Provide Attendees with Event Access Details

Deadline: 03-18-2025

• Event Invitations: Ensure that all registered donors and participants have received a clear invitation with access details (event link, time, and how to log in).
• Platform Access Instructions: Provide attendees with detailed, step-by-step instructions on how to access the event, troubleshoot common issues, and contact support if needed.
• Reminders: Send a reminder email 1-2 days before the event to ensure everyone is prepared.

3.4 Confirm Event Support Team

Deadline: 03-18-2025

• Tech Support Team: Ensure that there is a dedicated tech team on standby during the event to handle any last-minute issues.
• Moderators and Hosts: Confirm the schedule and roles of moderators, hosts, and speakers.
• Event Communications: Assign a point person for event communications in case there are any issues or questions during the event.

4. Final Checks and Contingency Planning

Objective: Ensure that all last-minute adjustments are made, and there is a contingency plan for unforeseen circumstances.

4.1 Final Technology Check

Deadline: 03-19-2025

• Platform Test: Confirm once again that the event platform is live and accessible, ensuring that all functionalities (chat, Q&A, video, etc.) are working.
• Backup Systems: Ensure that all backup systems (e.g., alternative video or audio equipment) are in place, and the team knows how to activate them if needed.

4.2 Confirm Speaker and Participant Availability

Deadline: 03-19-2025

• Speaker Confirmation: Confirm final participation with all scheduled speakers, ensuring they are available and have the necessary technology.
• Final Speaker and Agenda Review: Send the final agenda and reminders to all speakers, moderators, and attendees.

4.3 Event Support Communication

Deadline: 03-19-2025

• Support Channels: Set up a dedicated support channel (email, chat, or phone) that attendees can use to resolve any issues during the event.
• Test Run of Support Channels: Ensure the tech team is trained on handling any attendee issues (such as logging into the platform or sound/video problems) during the event.

Conclusion

By following this Event Production and Technology Setup Strategy, you will ensure a seamless experience for attendees at the SayPro International Donor Recognition Event. The combination of thorough preparation, dry runs, technical testing, and final logistical coordination will ensure the event’s success and create a professional, engaging experience that resonates with donors and participants.