ACE CONFERENCE
OC APPLICATION BOOKLET
in EiABC, Ethiopia
ACHIEVING CAREER EXCELLENCE
‘17
WHAT IS ACE?
ACHIEVING CAREER EXCELLENCE
ACE (Achieving Career Excellence) Conference is one of the annual conferences organized by AIESEC in EiABC. The event is an educational or interactive event mainly centered around professional development. It discusses the challenges millennials face today and helps individuals to overcome those issues and successfully join the professional world.
WHAT IS OC?
ACHIEVING CAREER EXCELLENCE
An Organizing Committee (OC) is a team within AIESEC that is specialized in event management and organization for a specific event/conference. An OC team is composed of its Organizing Committee President (OCP), Organizing Committee Vice Presidents (OCVPs), and Teamsters if needed. They tackle the logistics, finances, marketing and communication etc. behind multiple aspects regarding the back office organization and planning of the event.
GENERAL INFO
ACHIEVING CAREER EXCELLENCE
1. Your application must be sent in PDF format to: kebir.jemal3@aiesec.net Cc: ekanem.uwara@aiesec.net SUBJECT: OC Application_Name SurName by 23:59 (GMT +3) of February 11th,2017. Applications sent after the deadline and/or in different formats will not be accepted. 2. If you are applying for more than one role, please answer the questions for all of them. 3. Your application must be answered in English and all questions must be fully answered. If not, the application will not be accepted. 4. Be straightforward and clear in your answers. 5. Feel free to create your own layout/design for your application – as long as it does not affect its reading. 6. The size of the font must not be less than 12. 7. The PDF file of the application must be saved as “NameSurname_OCP_ACE” (for OCPs) and “NameSurname_OCVPRole_ACE” (for OC Members), for example: KebirMohammed_OCP_ACE or KebirMohammed_OCVPFL/ER_ACE 8. Feel free to consult the Conference Committee (EB team), OCPs and OCs of previous editions of the events/conferences for further knowledge.
TIMELINE
ACHIEVING CAREER EXCELLENCE
Application Deadline Feb 11,2017 Jan 20,2017 Application Launch
Results Feb 15,2017
Feb 13,2017 OC Interviews
STRUCTURE
May 13,2017 ACE 2017
ACHIEVING CAREER EXCELLENCE
OCP
(Organizing Committee President)
OCVP FL/ER
(Organizing Committee Vice President)
OCVP Promotion (Organizing Committee Vice President)
OCVP Delegate Service
(Organizing Committee Vice President)
OCVP Logistics
(Organizing Committee Vice President)
OCP
ACHIEVING CAREER EXCELLENCE
OC Team Management - Guarantee that the Conference Plan is delivered in the deadlines and with quality by all OC members. - Facilitate team direction; - Team Management; - Create, review and manage the conference plan, and report regularly to the EB - 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
OCVP FL&ER
ACHIEVING CAREER EXCELLENCE
-Co-create budget with Executive Board and track it. -Track income and expenses and create a system to do so. -Research on possible partnerships to lower the expenses of the event. -Attend meetings to create the partnerships stated above. -Look for and buy materials needed
OCVP PR
ACHIEVING CAREER EXCELLENCE
-Work with Delegate servicing to co-create the delegate booklet. - Document the conference. -Take promotional videos and pictures for OCVP FL/ER -Keep delegates updated on social media by creating and managing social media content. -Work with OCVP Delegate Servicing to excite delegates for special events. -Work on a national campaign for the conference with the conference manager. -Work on conference branding with the OCP. -Co-create emails along with OCVP Delegate Servicing that will be sent to the delegates. -Create conference video. -Create teaser videos. -Responsible for the events page on Facebook. -Create “Thank You� posts for sponsors with OCVP FL/ER and OCP. -Keep the delegates updated on social media during the conference.
OCVP DS
ACHIEVING CAREER EXCELLENCE
-Work with the OCVP PR on the creation of the delegate booklet. -Work with OCVP Logistics to collect name tags, badges, and other materials regarding the delegates. -Work with OCVP Logistics to ensure delegates needs (dietary restrictions) are met. -Always be on hand for any delegate problem and make sure it is dealt with smoothly. -Work with OCP and OCVP PR on special events and fun spaces. -Coordinate the check in at the beginning of the conference. -Make sure all the delegates are in their sessions on time. -Coordinate with LCPs/Chief Delegates regarding payments, registration, and arrival times. -Work with OCVP PR on creating challenges.
OCVP LOGISTICS
ACHIEVING CAREER EXCELLENCE
-Contact potential venues for the conference. -Keep in contact with the venues and constantly email them. -Be prepared to visit suitable venues when the time comes for selection. -Work with OCP to find the cheapest options for the conference. -Work with OCVP FL/ER to secure food and snacks for the conference. -Work with OCVP Delegate Servicing to secure food with dietary restrictions for the conference. -Work with OCP for communication to provide for the needs of the Faci before the conference. -Communicate with the Faci to ensure all their needs are met throughout the duration of the conference. -Prepare all the materials needed for the conference beforehand. -Contact transportation for delegates to and from the venue.
GENERAL QUESTIONS
ACHIEVING CAREER EXCELLENCE
Name,Surname,Age Portfolio,Role Email Skype Phone Number, Whatsapp Date of Birth, Nationality Please fill in your daily activities/ responsibilities Time 9:00 10:00 11:00 12:00 13:00 14:00 15:00 16:00 17:00 18:00 19:00 20:00 21:00
Mon
Tue
Wed
Thurs
Fri
Sat
Sun
1. Which position are you applying to? If you are interested in /applying for more than one,please rank them. 2.Why do you want to be part of the OC of ACE Conference? What will be your unique contribution to the team you are applying for? 3. What, in your opinion, are the main challenges of being OC? How would you prevent them from happening? 4. Considering all the conferences/events you have attended (in and out of AIESEC), what were the main factors that made it good or bad? Please, elaborate.
SPECIFIC QUESTIONS
ACHIEVING CAREER EXCELLENCE
OCP 1. For you, what does it mean to work under pressure? Describe a situation you had to do so and what was your attitude towards it. 2. Analyzing the conferences you have attended so far, what are 3 points to be improved in next national conference? 3. Create a timeline of weekly actions and objectives to be achieved, from the moment you are elected as OCP until the end of the conference.
OCVP FL/ER
1. What kind of partnerships do you see as valuable/important to lower the expenses of the conference? Please list companies/businesses and what AIESEC could gain from them. 2. What other ways apart from the partnerships to lower the expenses to have a sustainable conference and improve the experience of the delegates?
OCVP PR 1. Create a draft of the promotion plan for the conference. 2. What is the perfect flow/stages/steps for a delegate before, during and after the event? (Example: 1 – get to know about the conference; 2 – register to the conference and so on)
OCVP LOGISTICS 1. Analyzing the logistics aspects of previous conferences (transportation, agenda, room allocation, meals, breaks, etc.), what would you say were the main difficulties or problems and what are your ideas to avoid them or making them not happen again? 2. What kind of spaces/decorations do you think would set the mood of the conference and improve the experience of the delegates?
OCVP DS 1. Given the diversity of delegates that the conference shall attract (non-AIESECers, AIESECers, panelists and prominent guests), what creative ideas will you use to keep them entertained before the main agenda or during breaks? 2. What measures will you take to ensure delegates are settled in time to have the agenda begin and end as planned? 3. What do you think the OC can do to make the conference phenomenal for the delegates?
ACHIEVING CAREER EXCELLENCE
‘17 GOOD LUCK in EiABC, Ethiopia