HeADCo 2018 OC Applications Deadline: OCP – 07/02 OCVP/ Teamster – 11/02
Index Message from MCVP F&L Message from Conference Manager OC Structure OCP Roles and Responsibilities OCVPs Roles and Responsibilities Application Guide
Message from MCVP F&L Congratulations! You made a step forward to become the part of organizing a unique conference of AIESEC in Greece. HeADCo March 2018 is a conference that it will be the milestone for creating the outcomes on how we want to shape our entity. My personal commitment is to create a conference that every delegate has a story to share after this. But I can not do it by my own . A new , Andrianos Kiassos remarkable OC team is needed that Danae and I will have by our side in order to deliver an unforgettable conference experience to the Greek MCVP F&L Plenary. Do you believe that you can lead this team ? Are you are afraid ? Don’t be ! Challenges is what we came for and for this conference can be the next challenge of your AIESEC Experience. Best wishes and Good luck !
Message from conference manager Dear applicant, It is with great honor and happiness that I am addressing you, to congratulate you for considering to apply for the position of OC for HeADCo 2018! This is the first step, in a journey full of new and exciting opportunities, that will leave you richer in knowledge and experience. Being part of an OC team in an AIESEC Conference is a special, intense and unforgettable experience. It is a constant journey of learning, challenging yourself and personal development. As a Conference Manager my purpose is to make sure that the OC will exceed Danae Matakou Conference Manager all expectations and deliver the best possible conference in AIESEC, that everyone will remember!
So, if you are a responsible, proactive, ambitious, creative individual… Somebody who doesn’t back away from challenges but instead says “Challenge Accepted”...If you are enthusiastic, willing to learn and develop yourself...Then you know what your next step should be. Remember that all great things began with a simple first step. As simple as saying yes to a great opportunity. So let this be the beginning of yours!
OC Structure OCP
OCVP Logistics
OCVP Delegate Services
OCVP Special Events & IT
OCVP ER*
OCVP MKT
Teamster (all sectors will have teamsters, yet the JDs depend to the conference need.)
*This position is already covered by NST ER
OCP: roles & Responsibilities ROLE
The role of OCP is to be the team leader of the OC and they are the overall responsible for all the tasks to be done correctly and on time by the team. Also the OCP has to make sure that all the OC members are having a good team experience and develop themselves through the process. Last but not leads they have to communicate effectively with the Conference Manager in order everything to be perfect!
Responsibilities Before the conference Select the OC members Keeping all the deadlines Complete weekly tracking tool Organize the weekly meetings Responsible for all the tasks to be done Personal meetings with CM
During Conference: Build the daily OC’s program Responsible for coffee breaks, parties etc to be ready on time Responsible for the wake ups Receive feedback for and from a the OC, from the CM
OCVP: roles & Responsibilities ROLE The role of an OCVP despite the responsibilities is to be an active team member of the Organizing Committee. There are general tasks and tasks based on the specific responsibilities that the OCVP has to deliver on time, based on the OC plan. Differentiations on the job description of the OCVP apply only for the period before the conference, during the Conference the OC plan and the JDs change in order to respond to the conference needs. OCVP ER is already covered by NST ER so it is not possible to apply for the position. OCVP Logistics is a physical role and it requires your presence in Athens from the start of the working period, the earliest possible after the selection .
OCVP: Roles & Responsibilities OCVP Delegate Services: Creation of Delegates booklet Managing communication with delegates pre, during, and post conference Budges creation Sugarcubes creation Responsible for Registrations Responsible to answer delegates questions Compile and manage delegate database Coordinate Delegate Registration Delegates Check In & Room Allocation
OCVP Logistics:
Responsible for the tracking of the conference logistics before, during and after the conference Responsible for logistics plan and distribution to the sessions Responsible for logistics sustainability Co operating with VP ER for sales plan Co-ordinate the overall transportation pl
OCVP: Roles & Responsibilities OCVP MKT: Development and implementation of Communication Plan Promotion within AIESEC network Social Media management, capitalization and coordination Design and create promotional video and materials for the conference Online broadcasting of Conference Photos of EVERY session, coffee break and party during the conference. Synergy with ER about the follow up with the partners after the conference.
OCVP Special events & IT: Coordination of major events (Delegates Welcoming, Opening Plenary, Parties, Official Dinner, Coffee breaks, other innovative events) Responsible for everything about audio-visual, music, videos, decoration, preparation and execution for every event during conference.
Application guide You must answer all the questions in English, otherwise your application won’t be accepted. After your application you will receive a confirmation mail with details about the procedure.
You must fill in this application form:
OCP Application (DDL: 07/02): OCP Application Form - HeADCo 2018
OCVP Application (DDL: 11/02): OCVP Application Form - HeADCo 2018
Conference Dates: 29 March – 1 April 2018
Best regards & Good luck! - Danae & Andrianos