SayPro Coordination and Planning: Liaise with SayPro’s IT Team to Ensure Seamless Online Event Functionality
Program: SayPro Monthly January SCDR-3
Project: SayPro Monthly Final Judging
Office: SayPro Development Competitions Office
Division: SayPro Development Royalty SCDR
Objective:
To ensure the SayPro Monthly Final Judging event operates flawlessly in a hybrid/online environment, this coordination task involves close collaboration with SayPro’s IT team. This will guarantee smooth technical execution, secure digital infrastructure, real-time engagement tools, and backup solutions.
1. Pre-Event Coordination with IT Team
a. Initial Planning Meeting
- Schedule a technical planning meeting with the IT department at least 3 weeks prior to the event.
- Define scope of digital requirements, such as:
- Platform selection (Zoom, Teams, SayPro internal webinar tool)
- Number of breakout rooms or judging rooms
- Streaming to public platforms (e.g., YouTube Live, Facebook Live)
- Registration and access control
b. Technical Requirements Brief
Provide the IT team with a clear breakdown of:
- Number of participants (finalists, judges, staff, audience)
- Event duration and session breakdowns
- Special features needed (screen sharing, live voting, Q&A)
- Accessibility needs (e.g., captioning, language interpretation)
2. Platform Setup and Testing
a. Platform Customization
- Customize virtual rooms with:
- SayPro branding (logos, backgrounds)
- Finalist name tags
- Category indicators
- Enable features such as:
- Participant muting controls
- Timer functions for presentations
- Waiting rooms and scheduled session openings
b. Dry Runs / Technical Rehearsals
- Schedule at least 2 rehearsal sessions:
- One for SayPro staff and judges
- One for finalists and presenters
- IT team to simulate live event conditions, including:
- Screen sharing transitions
- Breakout room switching
- Polling or live feedback
3. On-the-Day IT Support Plan
a. Live Technical Support Desk
- Assign dedicated IT personnel to monitor:
- Main judging session
- Each breakout room
- The livestream platform (if public)
- Maintain a live troubleshooting channel (e.g., WhatsApp group or Microsoft Teams room)
b. Backup and Redundancy Systems
- Prepare a backup Zoom/Teams link in case of system failure.
- Record all sessions as a fallback for scoring disputes or documentation.
- Ensure battery backups and internet redundancies at SayPro headquarters.
c. Cybersecurity Measures
- Lock meeting links after event starts to prevent uninvited attendees.
- Use passwords and waiting rooms for secure access.
- Limit screen sharing privileges to hosts only.
4. Post-Event Responsibilities
a. Event Recording and Storage
- Ensure all sessions are recorded and stored in a secure SayPro cloud folder.
- Segment recordings by session and upload them to SayPro’s archive and media gallery.
b. Technical Report and Feedback
- IT team to provide a brief report on:
- Platform performance
- Issues encountered
- Participant connectivity statistics
- Include recommendations for future improvements.
5. Web and Communication Integration
a. Website Integration
- IT team to embed the live event or video feed on the SayPro website.
- Include features like:
- Countdown timers
- Event schedule pop-ups
- Live viewer statistics (if available)
b. Communication Tools
- Coordinate automated reminders, alerts, and confirmation emails through SayPro’s email system.
- IT to enable integration with SayPro CRM or event management platform.
Conclusion
Liaising with SayPro’s IT team is critical to the success of the Monthly Final Judging event. Through meticulous planning, real-time coordination, and technological preparedness, the SayPro Development Competitions Office ensures a seamless and professional online experience that reflects the excellence and innovation of the SayPro brand.
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