SayPro Conducting a Dry Run on the SayPro Online Event Platform
A dry run is a crucial step to ensure that everything works seamlessly before the actual event. This allows the team to troubleshoot any technical issues, fine-tune the flow, and ensure smooth engagement with participants.
Here’s a step-by-step guide to conducting a dry run for an event using the SayPro Online Event Platform.
1.SayPro Pre-Dry Run Preparation
Before starting the dry run, make sure you’ve done the following:
- Set Up the Event:
- Ensure that the event is created on the SayPro platform, including any agenda items, breakout sessions, or content to be shared.
- Ensure all stakeholders, panelists, and moderators have received invitations with access links and instructions.
- Test Equipment and Connectivity:
- Test audio/video equipment: Check microphones, cameras, and speakers.
- Ensure all participants have a stable internet connection to avoid disruptions during the event.
- Confirm the event platform’s features (screen sharing, polls, chat, etc.) are ready to be used.
- Review the Agenda and Event Flow:
- Ensure all participants understand their roles, such as when to present, engage in discussions, or answer Q&A.
- Verify timing of each session to ensure it aligns with the overall event schedule.
2.SayPro Conducting the Dry Run
Step 1: Join the Event as a Host/Admin
- Open the SayPro Online Event Platform and join the event using the Host/Admin account.
- Check that you have the correct permissions to moderate sessions, manage participants, and share content.
Step 2: Test Audio & Video Functionality
- Test Audio: Make sure everyone can hear you clearly. Test different microphone settings, including mute/unmute functionality.
- Test Video: Ensure that the video feed works well and that everyone’s camera quality is acceptable.
- Ask participants to test their own audio/video to ensure everything is set up.
- Have a backup plan ready, in case someone’s camera or microphone doesn’t work (e.g., switching to a different device or using the chat feature).
Step 3: Check Screen Sharing Capabilities
- Test Screen Sharing: Ensure the host and any presenters can share their screens. Check whether shared slides, presentations, or videos display correctly.
- Try sharing a PowerPoint presentation, PDF, or any other materials that will be used during the live event.
- Test any interactive elements like embedded videos or animations to make sure they function smoothly.
Step 4: Test Breakout Sessions (If Applicable)
- If your event involves breakout sessions, test this feature.
- Ensure that the breakout rooms are properly set up and participants can move between rooms smoothly.
- Assign moderators or facilitators to each room and confirm they can share their screens and manage the discussion.
Step 5: Test Chat and Polling Features
- Test the Chat Feature: Ensure the chat feature is enabled for participants and the moderator. Practice sending messages, asking questions, and responding to chat inquiries.
- Test Polling: Set up a quick poll to ensure that polling works smoothly and responses are being recorded correctly.
- Example Poll: “How satisfied are you with the dry run today? (1-5 scale)”
- Check the results to ensure they are accurately displayed.
Step 6: Test Q&A Session
- Q&A Setup: Test the Q&A functionality to ensure participants can ask questions and that moderators can view them.
- Have a few people submit test questions in the Q&A section.
- Ensure that the moderator can filter and respond to questions effectively.
Step 7: Check Recording & Broadcasting Functionality
- If the event will be recorded, test the recording feature to ensure everything is captured, including screen shares, audio, and video.
- Test Streaming (if applicable): If the event is being streamed on external platforms (e.g., YouTube, Facebook), ensure the streaming service is properly linked and functional.
Step 8: Review Engagement Tools
- Test Audience Engagement Tools: Review any additional interactive features (e.g., emoji reactions, raise hand for questions) and ensure they are active and responsive.
- Practice responding to questions, polling results, and live feedback.
3.SayPro Troubleshooting Common Issues
Audio/Video Issues:
- If someone has audio or video issues, recommend they try these steps:
- Check their microphone and camera settings on their device.
- Switch to a different browser or device if issues persist.
- Test with headphones or a different internet connection.
Platform Performance Issues:
- If the platform experiences delays or crashes:
- Have a backup communication method (e.g., email or chat outside the platform) in case the system fails.
- Ensure everyone has the latest version of the browser or platform app.
- Test the platform on multiple devices (laptop, desktop, mobile) to check for consistency.
Breakout Room Issues:
- If participants are not able to move between rooms or experience problems:
- Double-check that all permissions are granted.
- Ensure rooms are manually or automatically assigned before the session starts.
Screen Sharing Issues:
- If the screen sharing does not work, verify:
- The correct screen or window is being shared.
- Ensure permissions are enabled for the platform to share your screen.
- Try restarting the app or platform if issues persist.
4.SayPro Post-Dry Run Debrief
After completing the dry run, hold a debriefing session with the team to discuss the following:
- Technical Issues: Identify any issues that arose during the dry run and how they were resolved. Discuss any remaining concerns.
- Event Flow: Evaluate whether the event structure and timings worked smoothly, and make adjustments as needed.
- Engagement Strategies: Discuss whether audience engagement (via Q&A, polls, etc.) was effective and how to improve it during the actual event.
- Backup Plans: Ensure backup plans are in place for any potential failures during the live event.
5.SayPro Final Checklist for Live Event
- Ensure all participants have received the correct links and access codes for the event.
- Confirm that moderators, speakers, and panelists are aware of their roles and the event flow.
- Have a technical support team ready to troubleshoot any issues during the event.
- Reconfirm internet and audio/video setups with all key participants and moderators.
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