SayPro Video Recording and Live Streaming Coordinate with presenters

SayPro Video Recording and Live Streaming Coordination

SayPro Monthly February (SCDR-5)
SayPro Development Royalty SCDR

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Objective:

Coordinate with presenters, speakers, and performers to ensure smooth delivery and high-quality presentation during live sessions of the SayPro Monthly February (SCDR-5) event. This coordination will involve pre-event briefings, technical checks, and real-time support to guarantee a seamless live streaming experience for the virtual audience.

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Pre-Event Coordination (1-2 Weeks Prior)

1. Initial Communication with Presenters/Speakers/Performers

• Contact and Confirm Participation:
  Reach out to all confirmed speakers, presenters, and performers to confirm their participation and to provide them with event details, including session timings, expected formats, and any content guidelines.
• Platform Orientation:
  Ensure that each presenter is aware of the platform where they will be appearing (SayPro website, YouTube, social media, etc.) and the method of delivery (live video feed, pre-recorded presentation, etc.).
• Define Presentation Requirements:
  • Discuss specific technical needs (e.g., slide sharing, use of multimedia, microphones).
  • Confirm whether any pre-recorded content will be used or if everything will be live-streamed.
  • Clarify the flow of their session (e.g., time for introductions, Q&A, or live demonstrations).

2. Pre-Event Technical Check & Briefing (1 Week Prior)

• Technical Setup for Presenters:
  • Virtual Presenters/Remote Speakers: Ensure they have the necessary equipment, including a webcam, microphone, and stable internet connection.
  • In-Person Presenters/Performers: Schedule a visit to the venue to ensure they are familiar with the microphone setup, stage, and camera placements.
• Rehearsal Sessions:
  • Schedule a dry run for each speaker or performer, ideally 2-3 days before the event. This allows for testing of both audio and video setups, as well as addressing any presentation-related issues.
  • Test visual materials (e.g., PowerPoint presentations, videos) to ensure they display correctly when shared.
• Streaming Platform Walkthrough:
  • If using third-party platforms (YouTube, Vimeo, or social media), walk through how to join the stream and ensure they are comfortable with the process.
  • Conduct a test stream with each speaker or performer to ensure their video and audio are clear and well-synchronized.

3. Confirm Event Flow and Timing

• Confirm Session Lengths:
  Ensure that each speaker or performer is aware of their allocated time, including any time for audience Q&A, breaks, or transitions. This helps maintain a smooth schedule for live streaming.
• Session Transitions:
  Discuss transitions between speakers/performers, including any introductions or changes in content. Coordinate timing to ensure minimal lag between sessions.
• Contingency Plans:
  Brief presenters and speakers on how to handle technical issues (e.g., delays, dropped connections) and what the backup plan is in case of connectivity problems or technical difficulties.

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Event Day Coordination

1. Arrival & Setup

• On-Site Presenter Coordination:
  • Ensure all in-person presenters and performers arrive at the venue early (3-4 hours before the event starts) to complete the final technical check.
  • Virtual Presenters: Ensure remote presenters are ready to join the live stream at least 30 minutes before their scheduled appearance. Provide support with any connection issues or platform-related questions.
• Recheck Equipment:
  Verify that all microphones, cameras, and screens are functioning well. Ensure presenters can see their slides and share materials smoothly if required.
• Backstage Communication:
  Provide each presenter with clear instructions for the event flow, including the timing of their session and when they are expected to go live. Ensure there is a clear line of communication (via headset or direct messaging) for last-minute adjustments.

2. Real-Time Support During Live Sessions

• On-Site Technical Crew Support:
  • Provide on-site technical crew to assist with camera switching, audio adjustments, and any other technical aspects during the live sessions.
  • Have a dedicated technician available to troubleshoot any microphone or lighting issues in real time.
• Virtual Presenter Monitoring:
  • Continuously monitor remote speakers for any issues with audio, video, or connectivity. If a technical issue arises, be ready to guide them through the process to restore connection or fix the problem.
• Session Timing and Transitions:
  • Keep an eye on the session timing to ensure presenters stay on track. Gently remind presenters when they are approaching the end of their allotted time.
  • During transitions between speakers or performers, ensure smooth handoffs (e.g., seamless switching between cameras or presentation slides).

3. Audience Interaction Management:

• Q&A Sessions:
  Coordinate with presenters to moderate Q&A sessions effectively, especially if they are live-streaming. Ensure they have access to viewer questions/comments from platforms like YouTube, Facebook, or Zoom.
• Audience Engagement:
  Encourage presenters to interact with the live audience by asking questions or providing real-time feedback. Display social media hashtags or mentions on the screen to increase audience participation.

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Post-Event Follow-Up

1. Wrap-Up with Presenters/Speakers/Performers

• Thank You and Feedback:
  Send follow-up messages to all presenters and performers, thanking them for their participation and gathering feedback on their experience. Ask for insights on the technical aspects, including ease of use of the platform and how the live streaming process went.
• Post-Event Content Access:
  Inform presenters when the on-demand video content will be available (e.g., YouTube, SayPro website) and how they can share it with their networks.

2. Review and Feedback Collection

• Internal Review:
  After the event, conduct a debrief with the event team and technical crew to identify any areas of improvement, including coordination with presenters, session flow, and technical execution.
• Audience Feedback:
  Collect feedback from attendees regarding the live stream experience. Look for comments on the ease of viewing, audio/visual quality, and engagement during live sessions.
• Update Process for Future Events:
  Based on feedback, refine coordination strategies and improve technical setups for future events. Ensure presenters and performers are provided with even more streamlined guidance in subsequent events.

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Roles and Responsibilities:

1. Event Coordinator/Producer:
   • Main point of contact for all presenters and performers.
   • Oversees event flow, timing, and session coordination.
2. Technical Team:
   • Camera Operators: Ensure all camera feeds are set up and ready to transition between speakers/performers.
   • Sound Engineers: Ensure clear audio for all speakers and performers, manage microphones, and handle any audio issues during the live event.
   • Streaming Technicians: Manage the live stream across all platforms (SayPro website, YouTube, social media). Monitor streaming quality and troubleshoot technical issues.
   • Lighting Technicians: Ensure proper lighting for presenters and performers, especially if broadcasting from multiple angles.
3. Presenter Liaison:
   • Responsible for communicating with presenters and performers, ensuring they are prepared and confident with their technical setups, and addressing any last-minute concerns before or during the event.
4. Social Media & Audience Engagement Team:
   • Monitor and respond to live questions and comments on social media and streaming platforms.
   • Highlight key interactions or questions during the event and share them with presenters or speakers.

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Conclusion

Effective coordination with presenters, speakers, and performers is essential for the success of the SayPro Monthly February event (SCDR-5). By establishing clear communication, conducting thorough technical checks, and offering real-time support during the live sessions, this plan ensures a seamless experience for both the presenters and the audience. The result is a professional, engaging, and smooth live stream, which enhances the quality of the SayPro Monthly event and boosts overall viewer satisfaction.