HeADCo March 2017 OC Application
Index
Message from MCVP Message from Conference Manager OC Structure Roles & Responsibilities Application Guide
Message from MCVP Hello dear Applicant, Congratulations ! You made a step forward to become the Leader organizing the biggest national conference of AIESEC in Greece.
The Hellenic AIESEC Development Conference ( HeADCo) is the last national conference for MC Ithaca , that will take place in March, welcomes the new Maria Tzanaki MCVP F&L AIESEC in Greece 16-17
generation of AIESEC in Greece and aims to boost their leadership development path.
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 , remarkable OC team is needed that Thanos and I will have by our side in order to deliver an unforgettable conference experience to the Greek Plenary. A team that by the
end of March would have achieved their goal and have reached their own Ithaca. Do you believe that you can lead this team ? Are you are afraid ? Don’t be ! Challenges is what we came for and for leading HeADCo March will be the biggest challenge of your AIESEC Experience. Best wishes and Good luck !
Message from Conference Manager Hello dear applicant, With great honor and a big smile in my face I would like to congratulate you for opening this application. This is the first step in order to become the OCVP for HeADCo March 2017. Hellenic AIESEC Development conference, is the conference that let all the people imagine, dream and travel. Thanos Gklinavos Conference Manager AIESEC in Greece 16-17
I would like to make an analogy. How Columbus discover America? With a ship! National conferences are exactly the same. We can tell that all the conferences is that ship that travel you, help you to make more than the biggest dreams that you can imagine and make sure that you gonna bring them to reality when you return from this amazing trip! As a Conference Manager is my purpose to make sure that the OC will give the 100% of him/herself in order to create the BEST conference that AIESEC in Greece can imagine. Being part of mine #ParadeiOC in an AIESEC Conference is something special, an intense
and dynamic experience awaits. So, if you are a responsible, proactive, ambitious, have a creative approach, multi-focused attention and enthusiastic person you ought to start preparing for a powerful journey which will make you exceed your limits. I know you will have an amazing time and remember " When you are dreaming the limits don't exist".
OC Structure OCP OCVP Comm
IT Responsible
OCVP Delegate Services
OCVP Special Events
Teamster Delegate Services
Teamster
Special Events
OCVP ER
OCVP Logistics
Teamster ER
Teamster Logistics
*OCVP ER is position for HeADCo March 2017 & Youth Speak Forum 2017
Roles & Responsibilities OCP Role: The role of OCP is to be the team leader of the OC, he/she is responsible for all the tasks to be done on time by the OC. Also the OCP has to make sure that all the OC members are living a unique and unforgettable experience. He / She has to communicate effectively with the Conference Manager in order everything to be perfect! Responsibilities: Before the conference: • • • • • • •
• During Conference: Select the OC members • Build the daily OC’s program Keeping all the deadlines • Responsible for the parties and the coffee breaks to be on time Complete weekly tracking tool • Responsible for the wake ups Organize the weekly meetings • Take feedback for and from all the OC, Responsible for all the tasks to be done from the CM Responsible for the conference t-shirts • Wake up on time Personal meetings with CM
Roles & Responsibilities OCVP •
•
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 and OCVP Logistics are mostly physical positions and they need to be in Athens from the start of the working period, the earliest possible after the selection ..
Teamster The role of a teamster despite the responsibilities is to be an active team member of the Organizing Committee. There are tasks based on the specific role that supports the operations and responsibilities of the OCVPs. The full JD of every teamster will be finalized after the OC selection and it will be customized on the OC plan and conference needs. During the conference the OC plan and the JDs change in order to respond to the conference needs. • The Teamster’s tasks are actually included in the OCVP’s JD. The amount of the tasks depends on the OC workload. - All the OC team have to be physical in Athens at least 2 weeks before the Conference. - The OC members may need to pick up International FACI’s from the airport if it’s needed •
Roles & Responsibilities Responsibilities Delegate Services: OCVP Delegate Services: • • • • • • • • • •
Coordinate Delegate Registration Check in of delegates & Room Allocation Managing delegate information pre, during, and after conference Compile and manage a delegate database Ensuring all the communication and manage all relations with delegates before during and after the conference. Creation of Delegates booklet Budges creation Sugar cubes creation Responsible for Registrations Responsible to answer delegates questions
Teamster Delegate Services: • Help the OCVP to complete the “Delegate Services” project.
Roles & Responsibilities Responsibilities Special Events: OCVP Special Events: • Coordination of major events (Delegates Welcoming, Opening Plenary Event, 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. • Co operation with ER team as to sell parties to partners • Reassure security for all events
Teamster Special Events: • The JD of this teamster, its according to the needs of OCVP Special Events.
Roles & Responsibilities Responsibilities ER: OCVP ER: (This is a position for Youth Speak Forum also) • • • • • •
Survey creation with relevant to the conference potential companies Creating and sustain conference partnerships Ensure in-kind partnerships (synergy with logistics) Manage OC CRM account and keep detail tracking Reports to OCP, CM, MCVP F&L and MCVP BD for external actions Follow up with the partners after the conference.
Teamster ER: • The JD of this teamster, its according to the needs of OCVP ER.
Roles & Responsibilities Responsibilities Logistics: OCVP Logistics: • Responsible for the tracking of the conference logistics before, during and after the conference • Responsible for logistics plan and distribution to sessions (with the teamster) • Responsible for logistics sustainability • Co operating with VP ER for sales plan • Co-ordinate the overall transportation plan (in synergy with the CM)
Teamster Logistics: • The JD of this teamster, its according to the needs of OCVP Logistics. • During the conference should be aware for the logistic plan.
Roles & Responsibilities Responsibilities Comm: OCVP Comm: • • • • • • •
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.
IT Responsible: • Help OCVP Comm before the conference. • Be aware with EVERY IT staff during the conference (music, ppt, bimber, sound equipment etc.)
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: https://goo.gl/forms/42utDftpQWEcPB7G3 • OCVP/teamster Application: https://goo.gl/forms/rctqR6idJqk4owFy2 • DDL of OCP Application 10/2/2017 at 21:00 • DDL of OCVP/teamster Application 12/2/2017 at 23:00
• Conference Dates: 31/3/2017 - 2/4/2017 (All the delegates will come to the Venue on 30/3 at night after the Youth Speak Forum) (The OC team will go to the venue 1 day earlier)
Best Regards & Good Luck! Maria & Thanos