Certainly! Here is a detailed Event Technical Checklist for pre-event and post-event use, designed to help SayPro teams ensure smooth technical execution and proper closure of all hosted events.

SayPro Event Technical Checklist

(Pre-Event and Post-Event)

A. Pre-Event Technical Checklist

1. Platform & Software Setup

• Confirm event platform(s) are approved and accessible (Zoom, MS Teams, SayPro Video Hub, etc.)
• Ensure the latest version of the platform software is installed and updated on all hosting devices
• Verify all necessary integrations (ticketing, registration, CRM) are properly connected
• Confirm event links and access codes are generated and correct

2. Hardware & Connectivity

• Test internet connection speed and stability (minimum recommended bandwidth)
• Check all devices (laptops, cameras, microphones, headsets) for proper functionality
• Ensure backup devices are available and ready (e.g., extra mic, laptop)
• Confirm power supply and battery levels for all devices
• Set up dedicated event control room or quiet space for hosting

3. Audio & Video

• Test microphone and speaker sound levels; eliminate background noise
• Test camera angles, lighting, and video quality
• Check screen-sharing capabilities and resolution settings
• Confirm availability of backup audio/video equipment

4. Event Content & Materials

• Upload and test all presentations, videos, and multimedia materials
• Verify access permissions for speakers and presenters
• Conduct a full technical rehearsal with all speakers and hosts
• Confirm timing and sequence of agenda items

5. User Access & Participant Management

• Confirm registration lists and ticket distribution are accurate
• Test attendee access to event platform (login, chat, Q&A, polls)
• Ensure moderators and technical support roles are assigned and briefed
• Set up live chat monitoring tools and spam filters
• Prepare emergency communication protocols

6. Security & Privacy

• Confirm encryption and data protection settings on platforms
• Verify recording permissions and privacy notices are communicated
• Set access controls to prevent unauthorized entry (waiting rooms, passwords)
• Review and update event privacy policy compliance

B. Post-Event Technical Checklist

1. Recording & Archiving

• Verify that the entire event was recorded without interruptions
• Save and back up recordings on SayPro secure servers
• Label and archive event media according to SayPro’s content management guidelines
• Prepare highlight clips or summaries for marketing and evaluation

2. Data Collection & Reporting

• Export attendance reports and participant engagement data (polls, chat logs)
• Compile technical incident reports, including any disruptions or fixes
• Complete SayPro Event Evaluation Sheets with technical performance feedback
• Share technical reports with event coordinators and relevant teams

3. Equipment & Environment

• Power down and safely store all technical equipment
• Check and restore any borrowed or rented devices to original condition
• Clear and secure the event control room or hosting space
• Document any equipment issues for maintenance or replacement

4. Follow-Up & Feedback

• Upload event media and reports to the SayPro content archive
• Assist marketing and communications teams with post-event content distribution
• Gather technical feedback from hosting team and speakers for improvement
• Schedule debrief meetings to discuss technical successes and challenges

5. Compliance & Security

• Ensure all participant data collected is securely stored and handled in accordance with privacy laws
• Confirm deletion of any temporary files or sensitive information from local devices
• Review security logs for any unusual access or breaches during the event

This checklist provides a comprehensive guide for SayPro team members managing the technical aspects of events to ensure professionalism, reliability, and continuous improvement.

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