ORGANIZING COMMITTEE BOOKLET
Azuna_Yuuki AIESEC PP 22th April 2016
Content Key Message from Executive Board International Friendly Debate Introduction Organizing Committee President (Job Description and Performance Indicators) Organizing Committee Vice Presidents (Job Description and Performance Indicators) Selection Process Application Instruction
Key Message To Amazing Candidate, EBs term 2016 is loudly proud to hand you the added opportunities for further development apart from your experience as members in various functions. We are pleased to propose you to break all your own barriers and ready to take bold action to step up for another leadership stage of your AIESEC Experience as Organizing Committee. It’s time to enjoy your pizza placing right in front of your mouth. It’s time to pave your life path to upgrade your own self version into the latest one. Walking through this journey, we will not guarantee you that it is going to be sweet as candy, yet we are here to prove that it is going to be absolutely bitter than sweet which is not different from chocolate. And remember this experience will be finally worth it as how much valuable the chocolate is. At the end of the journey, you will realize that you have made right and fruitful decision. Being part of Organizing Committee, you will surely generate a lot of both soft and hard skills such as event management, networking, team building, sales, and design skill. More than that, this would sharp you amazingly into a true growth mindset person with openness in order to deal with the team. You will see yourself a different better person in term of personality, behavior, attitude, and passion. Never ever give yourself any reasons to give up, but always equip yourself with tons of reasons to give in for new challenge. The More You Give; The More You Gain!
Sincerely, AIESEC Phnom Penh EB 16
International Friendly Debate About Event International Friendly Debate is an annual event established since 2013 by AIESEC Phnom Penh by its partnership universities. It aims to provide youth the platform to address and discuss about concerning topic regarding to world issue currently in the competitive yet friendly atmosphere. Also, it was created to engage the national and international youth to raise awareness of social concerns and enable them to activate possible changes as powerful youth promoting factor.
Objectives of Event We aim to: 1. To address and discuss about hot concerning global issue in a competitive yet friendly atmosphere 2. To raise awareness about core concerning issue publicly activating possible changes by every individual 3. To engage national and international youth from different backgrounds and universities to discuss and raise up arguments in a diverse way
Date of Event: 31st July 2016 #Recruitment: 1 OCP 1 OCVP Finance 1 OCVP MKT (Design) 1 OCVP PR 2 OCVPs DS 2 OCVPs ER 1 OCVP Logistic
Organizing Committee President Job Description o Create action plan for event with the Organizing Committee Team (Timeline, Marketing, Delegate Service, External Relations) o Manage the whole Implementation of the plan to meet the goal and objectives of event o Trouble-shoot issues throughout the event process o Be the main accountable and representative person of the project consisting of decision making o Be the main communication channel between Event Manager, EBs and Organizing Committee Team o Team management (Team minimum implementation; Facilitate feedbacks sharing, team motivation, overall management) o Organize Regular Meeting to manage every Organizing Committee performance and ensure their learning points o Facilitate communication by making sure clear message delivered in the Organizing Committee Team o Unite the team as one by making sure each Organizing Committee understands the importance of team collaboration and its execution o Be able to work at least 15 hours per week physically and virtually for the project
Key Performance Indicators #Delegates #Sponsorships #OC meeting %OC satisfaction %OC motivation %OC performance
Organizing Committee Vice President of Delegates Service Job Description o Be in charge of logistic allocation and snack during for event o Create registration form and track it o Create Comm. Channel and feedback survey o Be in charge of Check-In and Check-Out o Work collaboratively in the Organizing Committee Team and assist OCP o o
to manage the project and spend at least two hours per day Be able to attend necessary meeting regularly Make sure flow of the event alright
Key Performance Indicators Registration form Delegates booklet/package %Delegates Satisfaction Delegates feedbacks Keep track in event tracker
Organizing Committee Vice President of External Relations Job Description o o o o o
Raise Sponsorship to support the event and agenda management Create effective External Relation strategies Maintain and keep on track with externals on a regular basis Create ER Output and report to submit to Event Partners or Sponsors Have great working synergy with OCVP Finance and OCVP Delegate Service in order to make sure decent process of ER o Work collaboratively in the Organizing Committee Team and assist Organizing Committee President to manage the event and spend at least two hours per day o Be able to attend necessary meeting regularly
Key Performance Indicators #Sponsors Raised %Sponsors Satisfaction %Promises delivery to sponsors %External Engagement ďƒź ER Report ďƒź Keep track in tracker
Organizing Committee Vice President of Logistics Job Description o o o o o
Secure venue for event Conduct Logistic plan for the event Maximize existing resources and cut costs (Good Market Research) In charge of event materials and ensure on event day Keep track of logistics through tracker
Key Performance Indicators All materials during event (printing papers, food, drinks…) Safe and legal venue Inventories management and tracking
Organizing Committee Vice President of Finance Job Description o Create Budget Plan and Manage its execution to try to meet the goal o Create Pricing Model that participants are supposed to pay o Oversee and manage cash flow o Ensure Finance health of the whole event o Work collaboratively in the Organizing Committee Team and assist Organizing Committee President to manage event and spend at least two hours per day
o Be able to attend necessary meeting regularly o Work with OCVP DS and MKT to create merchandise Key Performance Indicators
Budget Plan Prizing model Payment Scheme Income generated from merchandise Financial health of event Financial report Keep track through tracker
Organizing Committee Vice President of Marketing Job Description o Develop promotional plan based on timeline with clear action steps o Execute strategies to raise awareness of event brand to the public, to promote the event (media communication…) o Follow brand guidelines and spelling check-up o Record every important activities as documentation (photographer) o Create attractive promotional materials (Photos, video, template…) o Fill out event tracker
Key Performance Indicator #Delegates
Promotion timeline Promotional materials Media outlook Documentation (Photos, video…) Event awareness and brand
Organizing Committee Vice President of Public Relation Job Description Strengthen university partners’ relation Secure the venue from university partner Generate clear message and communication with partners Troubleshot or negotiate any troubles regarding to university partners’ dissatisfaction o Cooperate well with Faci of MKT to remain good relations with university partners o o o o
Key Performance Indicators Partner satisfaction Good relation remaining #University Partners #Participants from university partners Partners engagement & collaboration
Selection Process
Application Open
Application Deadline
25th May
1st June
Interview 2nd to 4th June
Result Announcement 5th June
Selection Criteria: 1. 2. 3. 4.
Purpose and Passion Event understanding JD understanding Time availability
Any questions, feel free to approach me and EB team!
Application Instruction 1. Fill the application form: http://bit.ly/1No4iNr 2. Answer all questions with integrity and your understanding 3. Approach people to get to know clearer about this position and JD 4. Upload your motivation letter writing about why you want to be part of this OC in one page 5. Deadline application submission shall be 29th May at 11:59pm 6. Check your email in 24h after application submission to proceed to next step
Contact me: Heanglina Mak, LCVP of iGCDP Event Coordinator Tel: (+855)81568228/11751210 Email Address: heanglina.mak@aiesec.net