SayPro Pre-Event Checklist and Monthly Technical Support.

1. SayPro Pre-Event Checklist

The SayPro Pre-Event Checklist ensures that all necessary technical preparations are completed before an event. This structured checklist helps technicians and event coordinators systematically verify and test equipment, ensuring a seamless event experience.

Pre-Event Checklist: Equipment Tests & Setup Procedures

✅ 1. General Event Information

• Confirm event name, date, time, and location.
• Verify event type (conference, concert, seminar, live stream, festival, etc.).
• Confirm estimated number of attendees (in-person and virtual, if applicable).
• Review technical requirements document submitted by event coordinators.

✅ 2. Venue & Infrastructure Check

• Inspect the event venue for available power sources and outlets.
• Check the availability of necessary network/internet connections.
• Ensure the stage, podium, and performance areas are properly arranged.
• Verify emergency exits and fire safety compliance.

✅ 3. Audio Equipment Setup & Testing

• Set up and position speakers, amplifiers, and audio mixers.
• Test microphones (wired, wireless, lapel, handheld) for sound clarity.
• Check audio levels and adjust equalization settings.
• Ensure backup microphones and batteries are available.

✅ 4. Visual & Display Equipment Setup

• Install and test projectors, LED screens, and monitors.
• Check video playback devices and connections (laptops, media players, etc.).
• Adjust brightness, resolution, and alignment for optimal viewing.
• Verify that live streaming cameras and recording devices are properly configured.

✅ 5. Lighting & Stage Setup

• Position and test stage lighting (spotlights, ambient lights, dynamic effects).
• Ensure proper synchronization of lighting cues with event flow.
• Check dimmers, control panels, and special effects equipment.

✅ 6. Power Supply & Backup Systems

• Verify all technical equipment is connected to a stable power source.
• Check the availability and functionality of backup power (generators, UPS).
• Secure and organize power cables to prevent tripping hazards.

✅ 7. Network & Connectivity Testing

• Verify internet/Wi-Fi access for presenters, staff, and attendees.
• Test connectivity for live streaming platforms, if applicable.
• Ensure all necessary devices (laptops, control panels, video switchers) are connected.

✅ 8. Performance & Speaker Technical Support

• Conduct soundchecks with performers, speakers, and panelists.
• Test microphones and presentation equipment with each speaker.
• Ensure presenters know how to use remote clickers and media devices.

✅ 9. Security & Safety Checks

• Secure all equipment to prevent falls or accidental disconnections.
• Ensure cables are properly taped down and hidden.
• Confirm fire safety compliance and emergency exit accessibility.

✅ 10. Final Rehearsal & Readiness Confirmation

• Conduct a full technical run-through, including transitions and cues.
• Verify that all backup equipment is available and ready for use.
• Assign technical staff to designated areas for live event monitoring.
• Obtain final approval from the event manager before doors open.

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2. SayPro Monthly Technical Support (January – SCDR-5)

As part of the SayPro Monthly Technical Support Initiative (SCDR-5), managed by the SayPro Festival Management Office under the SayPro Development Royalty Program, the SayPro technical team provides structured and ongoing event support.

Key Services Under Monthly Technical Support:

• Pre-Event Planning & Setup: Reviewing technical checklists, arranging equipment, and conducting rehearsals.
• Live Event Monitoring & Troubleshooting: Offering on-the-spot technical support to resolve any issues.
• Post-Event Review & Equipment Maintenance: Evaluating technical performance and maintaining equipment for future use.

By following the SayPro Pre-Event Checklist, technicians and event coordinators can ensure a smooth and successful event with minimal technical disruptions.

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