SayPro Coordinate with the SayPro Ads team

SayPro Event Manager: Coordinating Logistical Aspects for Seamless Event Execution

As the SayPro Event Manager, your primary responsibility will be to coordinate all logistical aspects of events in close collaboration with the SayPro Ads team. This includes managing session scheduling, overseeing content creation, and ensuring consistent participant engagement throughout the event. Your role will ensure that all elements of the event align with the goals of SayPro Ads and its sustainability initiatives, creating a seamless experience for attendees, speakers, and partners.

Key Responsibilities:

1. Session Scheduling and Coordination
   • Develop Event Schedule: Work with the SayPro Ads team to define and create a structured event agenda. Ensure sessions are appropriately timed, and there’s sufficient room for networking, breaks, and audience interaction.
   • Coordinate with Speakers: Communicate with speakers and panelists to confirm their availability, session details, and any technical requirements. Keep a clear record of session timings, and ensure all speakers are prepared in advance.
   • Manage Session Logistics: Ensure that all virtual or in-person sessions run according to the event schedule, with necessary adjustments made promptly if needed. Coordinate between the technical team and speakers to ensure smooth transitions between sessions.
   • Monitor Time and Flow: Oversee the timing of each session, ensuring that the event runs smoothly and remains on schedule. Troubleshoot any delays or technical issues that could impact the schedule.
2. Content Creation and Management
   • Collaborate on Content Development: Work with the SayPro Ads content team to develop relevant, engaging, and sustainable-focused materials for the event, such as presentations, brochures, videos, and marketing content.
   • Curate Relevant Topics and Materials: Coordinate with speakers and partners to ensure their content aligns with SayPro’s values and focuses on sustainability in advertising, strategic partnerships, and recycling practices.
   • Content Distribution: Ensure that session materials (e.g., presentations, handouts, or supporting documents) are accessible to attendees before, during, and after the event. This may include uploading materials to SayPro’s platform or providing downloadable resources.
   • Promote Event Content: Assist the marketing team in promoting event content via various channels (website, social media, newsletters), ensuring the event content aligns with sustainability and engages the target audience.
3. Participant Engagement and Communication
   • Engage with Attendees: Develop strategies to engage participants throughout the event, ensuring they stay active and involved. This includes coordinating Q&A sessions, live polls, and interactive discussions.
   • Pre-Event Communication: Coordinate pre-event communication, including sending event details, schedules, and access links to participants. Ensure attendees are informed about how to engage with the platform and participate in sessions.
   • Real-Time Support: Be on hand during the event to provide support for attendees who may have technical issues or questions. Address any problems quickly to maintain positive attendee experiences.
   • Post-Event Follow-Up: Ensure post-event follow-up communications are sent out, including thank-you notes, access to session recordings, and any additional resources promised during the event. Encourage feedback to assess how well participant engagement was achieved.
4. Collaboration and Team Coordination
   • Coordinate with the SayPro Ads Team: Collaborate with other team members at SayPro Ads to ensure all event tasks are aligned and on track. This includes working closely with marketing, content, technical, and speaker coordination teams.
   • Manage Stakeholder Expectations: Keep all stakeholders, including speakers, partners, and attendees, up-to-date with event developments and timelines, ensuring expectations are managed and met.
   • Delegate Tasks: Assign specific roles or tasks to team members when necessary and ensure that all logistical tasks are properly executed.
5. Technology and Platform Coordination
   • Ensure Platform Readiness: Work with the technical team to ensure that the event platform is fully prepared for hosting sessions, managing participant registration, and facilitating networking.
   • Test Technical Elements: Ensure all tech requirements, including live streaming, participant interaction tools, and session broadcasting, are tested and ready before the event starts.
   • Provide Technical Support: Be available during the event to monitor platform performance, troubleshoot technical issues, and assist with any technical challenges attendees or speakers face.
6. Event Evaluation and Improvement
   • Collect Feedback: Coordinate the collection of participant feedback throughout and after the event. This will include surveys, follow-up questions, and reviews on how well the event met its sustainability goals and participant expectations.
   • Analyze Performance Metrics: Work with the team to assess event success based on engagement metrics, attendance data, and overall feedback. Use these insights to enhance future events.
   • Apply Learnings: Continuously seek ways to improve event logistics and participant experience based on feedback and team analysis, incorporating learnings into the planning of future SayPro events.

Skills and Qualifications:

• Event Management Expertise: Proven experience in coordinating all aspects of event planning, from content creation to session logistics and real-time engagement.
• Project Management Skills: Strong organizational and multitasking abilities to ensure that all tasks are completed on time and to a high standard.
• Effective Communication: Excellent written and verbal communication skills for clear interaction with attendees, speakers, and internal teams.
• Attention to Detail: Ability to manage multiple elements of the event simultaneously, ensuring everything runs smoothly without overlooking any details.
• Problem-Solving Abilities: The ability to resolve issues quickly and efficiently, ensuring that the event remains on track even if problems arise.
• Technical Proficiency: Familiarity with event management software, webinar platforms, and digital tools to ensure smooth event execution.
• Sustainability Knowledge: A passion for sustainability and knowledge of how to integrate sustainability practices into event logistics, content, and partnerships.

Why This Role Matters:

The SayPro Event Manager plays a critical role in making sure that every aspect of SayPro’s events is organized, engaging, and aligned with sustainability goals. By overseeing session scheduling, content creation, and participant engagement, you’ll ensure the smooth execution of the event and create an experience that resonates with attendees. With sustainability as a central theme, your work will help SayPro Ads deliver high-quality events that not only showcase eco-friendly initiatives but also set the bar for future events.

Your coordination efforts will help ensure that all logistical aspects are handled efficiently and effectively, allowing SayPro to foster meaningful partnerships, promote sustainability, and build stronger relationships with attendees, partners, and the broader community.