SayPro Pre-Event Checklist.

For Technicians & Event Coordinators

The SayPro Pre-Event Checklist is designed to ensure that all technical aspects of an event are properly set up, tested, and ready before the event begins. By following this structured checklist, SayPro technicians and event coordinators can minimize the risk of technical failures and ensure a seamless experience for performers, speakers, and attendees.

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✅ 1. General Event Information

• Confirm the event name, date, time, and venue/location.
• Review the event type (conference, concert, seminar, live stream, festival, etc.).
• Confirm the estimated number of attendees (in-person and virtual, if applicable).
• Check the technical requirements document submitted by event organizers.
• Assign designated technical personnel to key areas (audio, lighting, video, etc.).

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✅ 2. Venue & Infrastructure Check

• Inspect the venue layout and determine the best locations for equipment placement.
• Verify the availability of power sources, outlets, and backup power options.
• Ensure network and internet access is stable and sufficient for live streaming or interactive presentations.
• Confirm stage, podium, and seating arrangements are properly set up.
• Conduct a safety inspection to identify potential hazards (fire exits, cable management, etc.).

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✅ 3. Audio Equipment Setup & Testing

• Set up speakers, amplifiers, audio mixers, and equalizers.
• Test all microphones (wired, wireless, lapel, handheld) for clarity and volume.
• Adjust audio levels and sound distribution for different sections of the venue.
• Perform a feedback test to eliminate unwanted noise interference.
• Ensure backup microphones and batteries are readily available.

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✅ 4. Visual & Display Equipment Setup

• Install and test projectors, LED screens, and monitors for presentations and visual displays.
• Check video playback devices and connections (laptops, media players, etc.).
• Adjust screen brightness, resolution, and alignment for clear visibility.
• Test live streaming cameras and video recording devices to ensure proper configuration.
• Confirm that video sources (presentations, videos, animations) load correctly.

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✅ 5. Lighting & Stage Setup

• Position and test stage lighting, spotlights, and ambient lighting.
• Ensure lighting controls and dimmers are functioning properly.
• Adjust lighting angles for optimal visibility of speakers/performers.
• Sync lighting cues with event schedule or performance sequences.

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✅ 6. Power Supply & Backup Systems

• Confirm that all technical equipment is connected to stable power sources.
• Test backup power supplies (generators, UPS systems) in case of an outage.
• Secure power cables and extension cords to prevent tripping hazards.

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✅ 7. Network & Connectivity Testing

• Verify Wi-Fi and internet access for presenters, staff, and audience engagement.
• Ensure live streaming platforms and video conferencing tools are operational.
• Confirm connectivity for all event control devices (laptops, video switchers, control panels).

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✅ 8. Performance & Speaker Technical Support

• Conduct a full soundcheck with speakers, presenters, and performers.
• Test microphone levels and ensure all speakers know how to use the equipment.
• Provide training on presentation tools (remote clickers, teleprompters, etc.).
• Ensure performers and speakers are comfortable with the stage setup and equipment.

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✅ 9. Security & Safety Checks

• Secure speakers, lighting rigs, and mounted projectors to prevent falls.
• Organize cables and wires neatly with tape or cable covers.
• Confirm fire safety compliance, including clear emergency exits.

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✅ 10. Final Rehearsal & Readiness Confirmation

• Conduct a full technical run-through, including transitions and cue timing.
• Verify backup equipment is available and functional.
• Assign technicians to designated monitoring areas.
• Get final approval from the event manager before opening doors to attendees.

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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 support for event execution.

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 issues.
• Post-Event Review & Equipment Maintenance: Evaluating technical performance and maintaining equipment for future events.

By strictly following the SayPro Pre-Event Checklist, technicians and event coordinators can ensure a high-quality, seamless, and technically sound event.

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