SayPro Job Description Logistics Management Coordinate Technology Needs: For virtual or hybrid events, work with technical teams to set up the necessary software and equipment for seamless online participation from SayPro Monthly January SCMR-17 SayPro Monthly Planning and Coordination: Event organization, vendor coordination, logistics by SayPro Online Marketplace Office under SayPro Marketing Royalty SCMR
Purpose of the Role:
The purpose of this role is to manage and coordinate all technological requirements for virtual or hybrid events. This includes working closely with technical teams to ensure that the necessary software, hardware, and equipment are set up and functioning correctly to facilitate seamless online participation for attendees. The goal is to provide a flawless technological experience for virtual, hybrid, and in-person event attendees, ensuring that all technical systems are aligned with the event’s objectives and participant needs.
Key Responsibilities:
- Assess Technological Requirements for Virtual and Hybrid Events:
- Understand Event Objectives: Work with event planning teams to understand the technological needs based on the type and scope of the event. Whether it’s a webinar, a virtual conference, a product launch, or a hybrid event, ensure that all requirements for seamless delivery are well-defined.
- Evaluate Online Participation Needs: Determine what technology will be required to facilitate smooth online participation. This includes live streaming, video conferencing software, participant engagement tools (e.g., Q&A, polls, breakout rooms), and virtual networking platforms.
- Identify Equipment and Software: Identify the technical equipment and software needed, such as microphones, cameras, lighting, screen-sharing tools, virtual event platforms, and other specialized software to meet the event’s goals.
- Define Accessibility Requirements: Ensure that all technology solutions are accessible to all participants, including any accessibility features (e.g., captions, language translation, screen readers) required for attendees with disabilities.
- Coordinate with Technical Teams and Vendors:
- Collaborate with IT and AV Teams: Work closely with internal IT and audio-visual (AV) teams to ensure the event’s technical needs are met. This includes confirming software compatibility, hardware availability, and ensuring that technical experts are on-site or available virtually to provide support during the event.
- Engage with External Technical Providers: If necessary, liaise with external technology vendors to procure or rent the required equipment, such as specialized cameras, microphones, or high-quality streaming devices. Coordinate the installation, setup, and operation of these technologies.
- Technical Support Staff: Ensure that technical support staff is available during the event, including IT specialists, AV technicians, or platform support personnel, to address any technical issues that arise in real time.
- Select and Set Up Event Software and Platforms:
- Choose Appropriate Virtual Platforms: Based on the event’s objectives and scale, select the best virtual event platform that supports all necessary features, such as live streaming, audience interaction (polls, chat), breakout rooms, and on-demand viewing. Common platforms may include Zoom, Microsoft Teams, Webex, or specialized virtual event platforms.
- Coordinate Platform Customization: Work with platform providers to customize the event platform according to SayPro’s branding and design preferences, including visual elements like logos, color schemes, and event-specific content.
- Ensure User Experience: Test the platform to ensure that it offers a user-friendly experience for both attendees and presenters. Verify that the platform supports features like screen sharing, participant registration, secure login, and real-time troubleshooting.
- Integrate with Other Event Tools: Ensure that the platform integrates seamlessly with other event tools, such as registration systems, event agendas, marketing automation tools, and attendee engagement apps, to streamline the experience for participants.
- Test and Troubleshoot Technology:
- Conduct Pre-Event Tech Rehearsals: Arrange for comprehensive technical rehearsals prior to the event, involving all presenters, speakers, and moderators. Test all technology elements (e.g., microphones, cameras, internet connection, presentation slides) to ensure they function correctly.
- Simulate Real-Time Conditions: Run through the full event process, simulating real-time conditions to check the flow of the virtual platform, the ability of participants to access content, and the effectiveness of interactive tools. Identify and resolve any potential issues before the actual event.
- Test Internet Connections: Ensure that the internet connection is stable and high-speed to handle streaming and other bandwidth-intensive activities. Confirm that backup options are available in case of connection failures.
- Check Audio/Visual Equipment: Confirm that all audio/visual equipment, including microphones, cameras, lighting, and screens, are working properly, providing clear sound and high-quality visuals for both in-person and virtual attendees.
- Manage Virtual Event Registration and Access:
- Set Up Registration Systems: Work with the event team to set up a streamlined virtual registration process, ensuring that participants can easily sign up, receive confirmation emails, and access the event platform or virtual environment.
- Provide Access Links: Distribute access links to attendees in a timely manner and ensure that the login process is easy and secure. Coordinate with the marketing team to send reminders about access details leading up to the event.
- Monitor Access and Participation: During the event, monitor attendee participation to ensure that all registered attendees are able to log in and access the event without technical difficulties. Provide on-demand support if issues arise.
- Ensure Engagement Tools are Set Up for Interaction:
- Set Up Audience Engagement Tools: Work with the platform provider to ensure that engagement features (e.g., live polls, Q&A sessions, virtual networking, chat rooms) are properly configured to facilitate interaction during the event.
- Coordinate with Moderators: Ensure that event moderators are well-trained on how to manage audience interaction tools and use them effectively for Q&A, polls, or other interactive sessions.
- Create Virtual Breakout Rooms (if applicable): For hybrid or virtual events that require small group discussions or networking, configure and test virtual breakout rooms. Ensure that participants are assigned correctly and can navigate between rooms without issues.
- Monitor Technology During Event:
- Provide Real-Time Technical Support: Ensure that a technical support team is on standby during the event to resolve any issues with the virtual event platform, A/V equipment, or internet connectivity.
- Troubleshoot Technical Problems: Quickly troubleshoot any issues that arise during the event, such as platform glitches, sound issues, or presentation delays, and ensure the event proceeds with minimal interruptions.
- Communicate with Attendees: If issues occur that affect attendee experience, communicate promptly to inform attendees of any challenges and provide alternative solutions or workarounds.
- Post-Event Technical Support and Feedback Collection:
- Ensure Smooth Event Wrap-Up: After the event, ensure that all technical systems are properly shut down and equipment is returned to vendors, if applicable. Ensure that any virtual event data, such as session recordings or participant analytics, is collected for post-event reporting.
- Gather Feedback: Collect feedback from attendees regarding the technical aspects of the event, such as platform ease of use, engagement tool functionality, and overall virtual experience. Use this information to make improvements for future events.
- Conduct Post-Event Review: Hold a debrief with internal teams and technical providers to review the performance of the technology, identify issues that arose, and implement improvements for future events.
Key Skills and Competencies:
- Technical Knowledge: Deep understanding of event technologies, including virtual platforms, live streaming, AV equipment, and participant engagement tools.
- Problem-Solving Skills: Ability to quickly identify and resolve technical issues during the event, ensuring minimal disruption to the experience.
- Project Management: Strong organizational and project management skills to handle the coordination of multiple technology-related tasks before, during, and after the event.
- Attention to Detail: Ability to anticipate technological needs, ensuring every aspect of the event’s digital experience is thoroughly tested and seamlessly executed.
- Communication Skills: Strong communication skills to coordinate effectively with internal teams, external technical providers, and event stakeholders to ensure alignment and technical success.
- Adaptability: Ability to adapt to changing technology requirements or unexpected technical challenges during the event.
Expected Outcomes:
- Seamless Online Participation: Virtual and hybrid event participants have a smooth and uninterrupted experience with reliable access to content, interactive features, and communication tools.
- Successful Technology Setup: All required technologies (platforms, equipment, software) are correctly set up and function without technical issues throughout the event.
- Positive Attendee Experience: Attendees enjoy a high-quality event experience with minimal technical issues, contributing to high satisfaction and engagement.
- Efficient Event Delivery: The event runs according to schedule, with technical systems supporting the event’s objectives and the seamless execution of all planned activities.
In conclusion, coordinating technology needs is a vital aspect of managing virtual or hybrid events. By ensuring the right platforms, equipment, and technical support are in place, this role guarantees that SayPro’s events are technically flawless, allowing for a smooth and engaging experience for all participants.