Organizing Committe - OC Application Booklet

MC Message

1. The Event

2. Timelines

3. OC Structure & Job Descriptions

Role Overall – To plan, organize and run a successful NLDS with the assistance of the Organizing Committee Team and the MC Team.

OCP Job Description OC Team Management

Create role descriptions for interview and select the OC team with the

Conference Manager;

Guarantee that the Conference Plan is delivery in the deadlines and with

quality by all OC Members.

Facilitate team direction;

Team Management;

Create, review and manage the conference plan, reporting regularly to the

Conference Manager;

Hold team members accountable to team plans;

Lead by example;

Build and bond OC team;

Provide personal and professional development for OC team members;

Build a positive working environment;

Be present at all time as the final responsible for the Conference Organization

General Event Management

Assist MC representatives with logistical organization

of the conference;

Manage the relationship with the hotel with the

Conference Manager;

Ensure financial policy and procedures are

maintained before, during and after the conference;

Track daily Shop sales together with OC Fin;

Help on fundraising for the Conference;

Make a final report within 7 days the end of the

conference.

Personal Skills and Qualities

Communication Skills;

Planning and Tracking;

Team Management;

Patience;

Multifunctionality and flexibility;

Results & Solutions Orientation;

Problem Solving Skills;

Quick response to demand;

Calm under pressure;

Analytical;

Easygoing.

OCP Job Description Communication with the Conference

Constant Communication between OC and Conference

Manager;

Agree with the Conference Manager timelines, with milestones

to be achieved each week;

Provide updates to the conference manager on the progress of

the conference;

Attend scheduled coaching chats with the Conference

Manager;

Submit a Final Conference Report & Recommendations;

Guarantee that the demands of the OC and the FACI are

communicated between then.

Role and Responsibilities

Work with the Internal Promotion Strategy (Conference promotion, Online promotion etc.)

Taking Pictures, Make Videos, collect testimonials, make virtual and physical delegates interact

Captivate a great number of members to participate.

Communication with delegates;

Develop reception systems and work in close synergy with the OC Logistics

Maintain delegate help desk during the event, provide assistance to delegates, being aware of all

relevant information;

Ensure all systems are in place for delegates’ needs during the congress- health, personal, safety etc;

Ensuring that each delegate goes back with a WOW! Experience.

OC Delegates

OC Marketing Role and Responsibilities

Be responsible for the design of all materials of the conference (badges, T-shirts, folders, starting

from the logo)

AIESEC, OC and MC brand position during all conference.

Work with the Internal Promotion Strategy (Conference promotion, Online promotion etc.)

Taking Pictures, Make Videos, collect testimonials, make virtual and physical delegates interact

Communication with LCs during the conference (promote what is happening in the conference to

people who are not attending in person (web, videos, twitter, blog...)

Final Responsible for Social Media Interaction and Virtual Environment of the Conference.

Ensuring that each delegate goes back with a WOW! Experience.

Role and Responsibilities

Determine the resources requirements to conduct the event, which can be obtained from our external environment

and get the respective sponsors.

Create products and proposals to sell the event.

Manage as many resources sponsored by external allies, seeking sustainability and financial growth for the

conference.

Research on companies and partners/sponsors/supporters.

Research and work on selling the conference as a product to partners and sponsors and creating a concept note in

this view - Contacting companies.

Raising Money for conference to ensure sustainability of conference and grow finance of AIESEC.

Work closely with OC Finance to achieve budget.

Raise in-kinds and work in collaboration with OC Logistics and Communication;

Ensure in-kind partnerships (synergy with logistics).

Reports to OCP, Conference Manager for external actions

OC External Relations

Role and Responsibilities

Manage NPM financial resources in the most effective way to support AIESEC in Bolivia financial sustainability and to ensure participation of

its members in the conference.;

Design a real budget and keep track of it during the whole preparation and development of the conference;

Controlling merchandise inventory;

Obtaining competitive prices from suppliers where appropriate, to ensure cost effectiveness, and ensure the products on the right time;

Controlling transport inventory;

Responsible for cash management relating to all congress spending budgeted and otherwise;

Responsible for damage assessment;

Check in (delegate and external guest);

Collecting and accounting for delegate fees;

Receipting and controlling all records of financial transactions during the congress with the hotel or external on a daily basis;

Controlling financial policies and procedures and focus on cost cutting.

Daily meetings to review budgets.

Planning, developing and implementing the products of the shopping;

Be responsible to organize, sell them during the conference.

OC FIN & Shop

Role and Responsibilities

Ensure the overall logistics of the conference run smooth.

Ensure the quality of the sessions – regarding materials and infra-structure.

Help every other teamster especially regarding logistical needs.

Ensure tools and resources are available to support building and training of the members.

Make maps of the site and plenary.

Assume responsibility for heads of delegation full understanding of any special procedures inside the site.

Other OC Team related activities.

Negotiate with the staff of the hotel everything about the parties and the dinner, such as special meals, drinks available, available places.

Ensure transportation of Conference Team and Delegates.

Organize the allocation of the delegates in the hotel.

Plan and execute the flow of check-in of all the delegates (develop a clear strategy for a smooth and fast check-in).

Manage delegate information pre, during, and post conference.

Answer the delegates' doubts (before, during and after the conference).

Responsible for managing all special and social events.

Assure that the Official Dinner will be a great, successful event, will impress our partners, alumni and all the members.

Be observant to all details of the events, in order to avoid troubles and unexpected situations.

OC Logistics

6. Application Link

7. Others Important Information

#UnBoliviable!