SayPro During Event.

1. Manage All Event Logistics, Ensuring the Timely Flow of the Agenda and Smooth Technical Execution

Timeline: January 20, 2025 – January 22, 2025

Objective:
To ensure that the event runs smoothly, staying on schedule, and that all technical aspects, whether virtual or physical, are functioning correctly, facilitating an engaging and productive experience for all participants.

Actions:

• On-Site/Virtual Event Setup:
  • Physical Event:
    • Ensure the venue is set up with all necessary equipment: microphones, projectors, screens, Wi-Fi, seating arrangements, and any other logistical details.
    • Verify the accessibility of the venue for all attendees, ensuring compliance with any disability accommodations or language translation needs.
  • Virtual Event:
    • Test and troubleshoot the event platform (e.g., Zoom, Microsoft Teams) for seamless online participation, ensuring functionality for breakout rooms, screen sharing, attendee chat features, and live streaming.
    • Confirm that all speakers have tested their video and audio equipment prior to the start.
    • Ensure that the registration and log-in process works smoothly for virtual attendees.
    • Coordinate with the tech team to provide immediate support in case of technical glitches (e.g., audio issues, connection problems, screen sharing malfunctions).
• Agenda Monitoring and Time Management:
  • Maintain strict adherence to the event’s timeline, ensuring that each session, speaker, or panel discussion starts and ends as planned.
  • Prepare a detailed run-of-show document that includes session start/end times, speaker transitions, and breaks.
  • Provide the event facilitators (moderators and hosts) with timely reminders before each session to keep things running on schedule.
• Logistics Coordination:
  • Ensure that necessary materials (e.g., handouts, presentations, event programs) are distributed to attendees in both physical and digital formats.
  • Provide registration support for participants, assisting with any queries about event logistics.
  • Monitor the catering (if applicable), ensuring that food and beverages are provided on time, or that the virtual environment has clear instructions for any breaks.

2. Coordinate with Speakers and Moderators to Facilitate Discussions and Ensure the Event Objectives Are Met

Timeline: January 20, 2025 – January 22, 2025

Objective:
To ensure all speakers, panelists, and moderators are well-prepared and engaged, with the event’s discussions staying on track and aligned with SayPro’s goals for policy advocacy on resource mobilization.

Actions:

• Pre-Session Coordination with Speakers and Moderators:
  • Brief all speakers, panelists, and moderators at least 30 minutes before each session to go over the key discussion points, objectives, and the flow of the discussion.
  • Reiterate event objectives to ensure that speakers and moderators understand the importance of aligning their presentations with the overarching goals of the event, particularly around advocating for policies that enhance resource mobilization.
  • Provide speakers with a reminder of the session’s timing and ensure they are ready with any audiovisual materials they may need (slides, videos, etc.).
• Facilitation of Panel Discussions and Q&A:
  • Work with moderators to ensure that discussions are lively and stay focused on the key issues related to resource mobilization, SayPro’s Development Royalty, and policy reforms.
  • Ensure moderators encourage balanced participation from panelists and the audience, if applicable.
  • Keep track of time to ensure each panelist has an equal opportunity to speak and that the session transitions smoothly into Q&A or other interactive formats.
• Real-time Adjustments:
  • Be prepared to make real-time adjustments, such as shifting speakers or modifying the session flow in response to unforeseen circumstances (e.g., technical difficulties, late arrivals, or delays).
  • Coordinate the seamless transition between virtual and in-person segments, maintaining engagement and continuity.
• Post-Session Debriefing:
  • After each session or panel, briefly debrief with the speakers and moderators to ensure any issues or important follow-ups are addressed.
  • Document any significant insights, questions raised, or suggestions for improvement in future sessions.

3. Engage with Attendees and Stakeholders to Collect Real-Time Feedback

Timeline: January 20, 2025 – January 22, 2025

Objective:
To actively engage attendees and stakeholders throughout the event to gather real-time feedback, ensuring that the event meets their expectations and that insights for future improvements are captured.

Actions:

• On-Site/Virtual Engagement with Attendees:
  • In-Person: Actively walk the event floor and engage with attendees during breaks and between sessions, asking for immediate feedback on session content, logistics, and overall satisfaction.
  • Virtual: Use the event platform’s chat feature or create live polls to gather real-time insights from virtual attendees on their thoughts about the sessions, speakers, and the overall event.
• Surveys and Polls:
  • Launch short, real-time feedback surveys or polls during breaks or after sessions to collect immediate reactions to discussions, presentations, and key takeaways.
  • Examples of questions could include:
    • “How relevant do you find the discussion on resource mobilization?”
    • “Which policy recommendation stood out to you most?”
    • “How can we improve the event experience?”
• Facilitate Networking and Informal Feedback:
  • Encourage attendees to engage with each other during networking breaks or in virtual breakout rooms, asking what they’ve learned or how the event aligns with their work.
  • Host informal “coffee chats” or roundtable discussions for attendees to discuss key points and provide feedback in a more relaxed setting.
• Monitor Social Media Mentions:
  • Track social media platforms for mentions of the event and its key themes (e.g., #SayProAdvocacy, #ResourceMobilization). Engage with posts, ask for feedback, and ensure that any concerns are addressed.
  • Use social listening tools to capture real-time sentiment and identify trending topics or points of interest.
• Monitor Audience Engagement:
  • Track the level of engagement in virtual and in-person sessions, such as the number of questions asked, comments made, and social media engagement.
  • Identify sessions with the highest levels of engagement and note topics that resonate most with the audience.

4. Troubleshoot and Provide Support Throughout the Event:

Timeline: January 20, 2025 – January 22, 2025

Objective:
To ensure that all aspects of the event run smoothly by providing technical, logistical, and general support as needed.

Actions:

• On-Site Troubleshooting:
  • Provide on-site assistance to any attendees, speakers, or moderators facing issues with registration, logistics, or the venue setup.
  • Ensure that support staff are available for troubleshooting, such as helping speakers set up presentations or managing audience interactions.
• Virtual Troubleshooting:
  • Monitor the online platform for any technical glitches or disruptions (e.g., attendees unable to log in, technical difficulties with the broadcast).
  • Have a dedicated technical support team available to resolve issues like audio/video problems or trouble accessing certain event features.
• Ensure Smooth Transitions Between Sessions:
  • Keep all transitions between sessions fluid, ensuring speakers and moderators are ready, and that the technical team is prepared to handle the switch from one session to the next without delays.
  • Facilitate the smooth handover between in-person and virtual elements of the event, ensuring that all attendees, regardless of their mode of participation, feel included and engaged.

Conclusion:

The SayPro During Event (01-20-2025 to 01-22-2025) tasks ensure the event runs seamlessly, providing a well-coordinated environment where stakeholders, speakers, and attendees can engage in meaningful discussions about resource mobilization and policy advocacy. By managing logistics, facilitating discussions, and collecting real-time feedback, the event team will ensure that the SayPro Policy Advocacy Event meets its goals, promotes constructive dialogues, and drives actionable outcomes on advancing resource mobilization through the SayPro Development Royalty.