SayPro Ensure that all technical aspects of the SayPro Monthly August SCDR-7 Outcome Reporting event are functioning correctly.

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✅ SayPro: Ensuring All Technical Aspects of the Monthly August SCDR-7 Outcome Reporting Event Are Functioning Correctly

Organizing a successful event—especially one as important as the SayPro Monthly SCDR-7 Outcome Reporting—requires seamless technical execution. This includes everything from audio-visual systems to internet connectivity, presentation tools, and platform stability (if online).

Below is a step-by-step breakdown to ensure all technical components work smoothly before, during, and after the event.

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🔧 1. Pre-Event Technical Planning

a. Define Technical Requirements

• Event Type: In-person, virtual, or hybrid.
• Venue (for in-person): Check if it supports required technical needs.
• Platform (for virtual): Choose a reliable platform (e.g., Zoom, Microsoft Teams, Google Meet).
• Presentation Tools: Slides, videos, live demos, charts.
• Recording/Streaming Needs: For documentation, sharing, or streaming to external audiences.

b. Assemble a Tech Team

• Assign roles: Event tech coordinator, IT support, livestream operator, and backup personnel.
• Ensure at least one technician is available on-site (or on-call for virtual) throughout the event.

c. Test All Equipment and Platforms

• Test microphones, cameras, projectors, clickers, screens, and sound systems.
• For virtual events, test screen sharing, breakout rooms, polls, and chat moderation.
• If hybrid, test the integration between in-person and online systems (audio sync, camera angles, audience mics).

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🧪 2. Conduct a Full Technical Rehearsal

Hold a dry run at least 3–5 days before the event involving:

• All presenters and facilitators.
• Tech team simulating actual event flow.
• Real-time test of all presentations, video clips, and handovers.
• Timing verification for transitions and Q&A segments.

✅ Checklist During Rehearsal:

• Slides load without delay or distortion.
• Audio is crisp, with no echo or background noise.
• Video plays without buffering or freezing.
• Internet connection is stable with backup options (e.g., mobile data router).
• Participants can join and navigate the platform easily.
• Emergency procedures are tested (e.g., switching to backup devices/platforms).

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🏗️ 3. Set Up On the Day of the Event

a. Venue Setup (In-Person/Hybrid)

• Arrive at least 3–4 hours early.
• Set up all AV equipment: projectors, screens, lights, microphones, recording devices.
• Test wireless connections and battery levels of all mobile equipment.
• Ensure comfortable seating and good sightlines for audience and presenters.

b. Online Platform Setup (Virtual/Hybrid)

• Open the session at least 30–60 minutes early.
• Check presenter access, screen sharing rights, and breakout room configurations.
• Post welcome slides and set up automated entry messages with instructions.

c. Contingency Planning

• Have backup devices (laptops, tablets), HDMI cables, USB drives with presentations.
• Identify tech failure points and assign quick response duties to team members.
• Keep contact numbers of presenters, tech support, and venue operators handy.

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🎤 4. During the Event: Live Monitoring and Support

• Assign live technical monitors to:
  • Track sound and video quality.
  • Assist with presentation loading or switching.
  • Monitor online chat for technical issues.
  • Troubleshoot login or audio issues for online attendees.
• Have one person dedicated to managing recordings and backups (record to cloud + local device).
• Allow time between sessions to resolve any glitches.
• Keep communication open via walkie-talkies (in-person) or a separate chat (online) among the event team.

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📁 5. Post-Event Technical Tasks

a. Secure and Save All Recordings and Materials

• Save recordings, screenshots, and shared documents.
• Upload materials to the SayPro server or shared drive with proper labeling.

b. Collect Feedback on Technical Performance

• Include tech-related questions in feedback forms (e.g., “How would you rate the sound/video quality?”).
• Review incident logs (if any) and assess response times.

c. Debrief With Technical Team

• Hold a 15–30 minute session to discuss what worked, what didn’t, and what can be improved for future events.

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🛠️ Summary: Technical Aspects Checklist for SayPro August SCDR-7 Event

Area	Key Tasks
Pre-Event	Define requirements, test systems, assign roles
Rehearsal	Run full technical test with presenters
Event Day Setup	AV & internet check, backup systems in place
During Event	Live monitoring, fast issue resolution
Post-Event	Save recordings, analyze feedback, team debrie