SayPro Ensure that the event schedule is on track

SayPro Job Description for SCSPR-87 Event Team

Position Title: Event Manager – SCSPR-87

Department: Event Planning and Management
Reports to: SCSPR-87 Event Coordinator
Location: SayPro Corporate Office / Remote

Overview:

The Event Manager for the SayPro Monthly SCSPR-87 event is responsible for ensuring the smooth execution of the event’s schedule. This includes overseeing that all sessions and activities run on time, managing potential disruptions, and addressing any time zone considerations for online participants. The Event Manager will work closely with speakers, panelists, and technical teams to ensure the event flows seamlessly and efficiently, accommodating participants from different time zones while maintaining the event’s overall timeline.

Key Responsibilities:

1. Schedule Management:
   • Develop and maintain the event schedule, ensuring that all sessions, breaks, and activities are appropriately timed.
   • Monitor the event timeline throughout the day to ensure that sessions start and end on time, making adjustments as necessary.
   • Ensure that any session delays or adjustments are communicated to all relevant parties, including speakers, panelists, and attendees.
2. Time Zone Coordination:
   • Manage time zone considerations for both in-person and virtual attendees. Ensure that session timings are clearly communicated for global participants in various time zones.
   • Coordinate with speakers and panelists to confirm availability and ensure that session times are convenient for all involved.
   • Provide guidance on time zone differences and support scheduling to ensure seamless participation from attendees and presenters worldwide.
3. Session Transitions:
   • Oversee the smooth transition between sessions, including virtual breakouts, main stage presentations, and any networking sessions.
   • Ensure that all logistics (e.g., technical setups, speaker introductions) are prepared in advance for each session transition.
   • Maintain a buffer time for transitions, breaks, and any unexpected delays, ensuring no part of the event feels rushed.
4. Technical and Platform Coordination:
   • Work with the technical team to ensure that session timings, virtual platform settings, and agenda flows align smoothly with the schedule.
   • Ensure that online sessions (e.g., webinars, video conferencing) are properly scheduled and that any technical issues related to timing or access are resolved promptly.
5. Communication and Alerts:
   • Communicate with speakers, panelists, and participants about any schedule changes, delays, or important time-related information.
   • Send regular reminders to speakers and panelists about session start times, ensuring they are prepared and aware of their responsibilities.
   • Provide real-time updates to attendees on any schedule changes, especially for virtual participants in different time zones.
6. On-Site and Virtual Event Timing Oversight:
   • Oversee the event’s pacing and rhythm, ensuring that sessions and breaks align with the planned schedule.
   • Manage any delays, technical issues, or disruptions promptly to minimize their impact on the overall event experience.
   • Monitor session durations and keep speakers on track, ensuring they adhere to the allotted time slots.
7. Post-Event Feedback and Schedule Analysis:
   • After the event, gather feedback on how the schedule and time zone considerations were managed and assess the effectiveness of the overall schedule.
   • Review the success of time zone coordination, identifying areas for improvement in future events to better accommodate international participants.

Qualifications:

• Experience:
  • Minimum of 3-5 years of experience in event planning and management, with a strong focus on managing event schedules and coordinating timing for virtual or hybrid events.
  • Experience working with international audiences and managing time zone differences is highly preferred.
• Skills:
  • Strong organizational skills with an ability to manage complex schedules, ensuring everything runs on time.
  • Excellent communication skills for coordinating with speakers, participants, and technical teams across time zones.
  • Familiarity with event management software and virtual platforms (e.g., Zoom, Teams, WebEx, Eventbrite).
  • Ability to manage multiple time-sensitive tasks and work under pressure to keep the event on track.
• Education:
  • A Bachelor’s degree in Event Management, Business Administration, Communications, or a related field is preferred.
• Personal Attributes:
  • A proactive, detail-oriented individual with the ability to think on their feet and solve problems quickly.
  • A strong ability to stay organized and adaptable in a dynamic, fast-paced environment.
  • Ability to manage multiple tasks simultaneously while keeping an eye on the big picture of the event’s success.

Working Conditions:

• Flexible working hours based on event schedules.
• Occasional evening or weekend work may be required, especially as the event date approaches.
• Ability to work remotely or from the SayPro corporate office, with potential travel to event venues if required.

How to Apply:

Interested candidates should send their resumes and a cover letter to the SayPro Events Department at [email address]. In your cover letter, please highlight your experience with managing event schedules, especially in the context of virtual events and international audiences.

The Event Manager for the SayPro Monthly SCSPR-87 event will play a key role in ensuring that the event runs on time and that all participants, regardless of location, can engage seamlessly. This is an exciting opportunity to help deliver a world-class event experience for a diverse global audience, contributing to the ongoing success of SayPro’s strategic partnership initiatives.