Conference Bid Booklet Empower | Engage | LEAD 2017 AIESEC in Sweden 2017/2018
Introduction Hej, AIESEC in Sweden! The time has come to determine which LC’s are going to help us deliver the most amazing conferences ever held in the country! This time, we’re looking for brave souls to help us organize Empower, Engage and LEAD! The role of the selected LC’s would be to put forward the OC Teams (Organizing Committee) who will help the MC plan, prepare and deliver the aforementioned conferences! This is an extremely hands-on experience which requires sharp minds, solution orientation and lots of passion! The OC experience is one of the most valuable experiences AIESEC can provide!
In this Conference Bid Booklet you will find information about Empower, Engage and LEAD and the requirements to submit your bid. As MC 17|18, we are very excited to release this opportunity and look forward to seeing the best of you in each application! Love,
MC 17|18
Bid Should Contain: 1. Site description:
Provide a list of at least two possible venues for the conference including information about number of beds, kitchen availability, price and location. 2. Plan for external relations:
Present a plan with possible partners and sponsors for the conference. 3. Financial projections: Include a budget with worst, ideal and best case scenario of the conference explaining the possible risks. 4. OC positions with a recruitment timeline: JD’s for the different OC roles that will be in the OC team and also a recruitment timeline for creating the OC team. The conference bid should be sent to: zarah.caraan@aiesec.se & emmanuel.borges@aiesec.se by latest June 6th 2017 @ 23:59 (GMT+2)
Please take the following into consideration when submitting your application: • All files should be in .pdf or formats compatible with MS Office; • If you create multiple files, please submit them all in one .zip or .rar file; • Please try to be as organized and complete as possible in your applications;
• Applications submitted after the deadline will not be considered.
File Submission
Bid Open
Bid Close
Announcements
18th of May 2017
6th of June 2017
14th of June 2017
Bid Timeline
In order to be discharged, the OC team needs to submit the following documents: • Budget follow-up;
• Income and expense statement; • List of external contacts taken for the conference; • An evaluation of the conference. The documents shall be evaluated by the ordinary legislative meeting at the next conference.
Discharge of Hosting Entity
Empower Date: 1st – 3rd September 2017
Delegates: EB Number of Delegates: ~ 30 Conference team approximation: 3 - 5 OC, 6 MC, 1 Chair
-
Conference Mandate Discharge
- At Engage (Nov 3rd)
Conference
Empower
Engage Date: 3rd – 5th November 2017
Delegates: EB, TL, TM Number of Delegates: ~ 80 Conference team approximation: 6 OC, 6 MC, 1 Chair
-
Conference Mandate Discharge
- At Lead (Jan 19th)
Conference
Engage
LEAD Date: 19th – 21st January 2018
Delegates: EB Number of Delegates: ~ 40 Conference team approximation: 6 OC, 6 MC, 1 Chair
-
Conference Mandate Discharge
- At next conference
Conference
LEAD
OC responsibilities . Provide the following for the entire duration of the conference: 1. Accommodation for all delegates; 2. Venues for all activities; 3. Transportation to/from venues for delegates and facilitators; 4. Food and beverage for all delegates.
MC responsibilities .. 1. Communicate venue requirements to OC two months ahead of the conference. 2. Communicate requirements for pre-meeting and number of people attending the premeeting one month ahead of the conference. 3. Plan the agenda and the content for the conference.
Conference Responsibilities
Conference Manager Responsibilities 1. Support for the OCP. 2. Registration and approval of delegates for the conference. 3. Communicate final amount of delegates two weeks ahead of the conference. 4. Communication between the OC and the MC.
Conference Budget The proposed budget should contain a worst, ideal and best case scenario of the conference and a written summary identifying possible risks in the process.
The budget should cover the following expenses: • Conference venue • Travel cost for the chair of the conference • Material costs during the conference and for the sessions • Transportation costs for the delegates during the conference • Food and conference
beverage
throughout
the
• Transportation and food costs for the pre meeting
Conference Budget
Selection Criteria When selecting the hosting LC the following criteria is going to be taken into consideration: • Probability of suggested conference venues (LC might be contacted to confirm this); • Financial sustainability of the proposal; • Level of understanding of the risks and possibilities of the conference; • OC recruitment timeline.
Selection
Financial Support In case the OC team has followed the financial guidelines given by the MC and the Conference Manager, the hosting LC will be financially supported with the following: •
If a loss is made in the conference, MC will sponsor the loss up to 10.000 SEK. In case of a loss bigger than 10.000 SEK, the exceeding part will be covered by the hosting LC up to 10.000 SEK and the rest will be divided according to the profit & loss sharing in the National Compendium.
•
If the conference ends with a profit the hosting LC will keep the profit up to 10.000 SEK according to the compendium and in addition to this MC will reward the LC with 5.000 SEK.
Profit & Loss Sharing - National Compendium According to the National Compendium the profit or loss of the conferences will be shared accordingly: •
Loss up to 10.000 SEK is covered by the hosting LC.
•
If loss is over 10.000 SEK, any amount exceeding the first 10.000 SEK is split between all the Members of the association if the hosting LC requests it.
•
All profit from a conference goes to the LC hosting the conference up to 10.000 SEK. Any profit exceeding 10.000 SEK will be allocated to the National Fund.
Previous Conference Sites Gothenburg
Linköping
Bockaberg (Conference site for Impact 2015) Homepage
Markan (Conference site for Impact 2011) Homepage
Ljungslätt (Member induction 2014) Homepage
Rengen (Conference site for Impact 2012) Homepage
Norges Hus Homepage
Borghamns Vandrarhem Homepage
Stockholm
Valla Homepage
Barnens ö (Conference site for Engage 2015) Homepage
KFUM Brevik Homepage
Uppsala
Kenoro Camp Homepage
Risön (Conference site for Nordic MC meeting 2015) Homepage
Contact List MC Mjölner Klara Peic MCP Klara.peic@aiesec.se Mikael Åström MCVPF Mikael.astrom@aiesec.net Vuk Kosic MCVPTM & OD Vuk.kosic@aiesec.se Mina Petrovic MCVPiGIP Mina.petrovic@aiesec.se Liza Dobrovoljc MCVPB2B Liza.dobrovoljc@aiesec.se Malin Håkansson MCVPB2C Malin.hakansson@aiesec.se
MC 17|18 Zarah Caraan MCP zarah.caraan@aiesec.se Fabian Geisler MCVP F&L Fabian.geisler@aiesec.se Vuk Kosic MCVP TM & OD Vuk.kosic@aiesec.se Nguyễn Tuấn Ngọc (Angie) MCVP iGT & iGE angie.nguyen@aiesec.se Emmanuel Borges MCVP B2B Emmanuel.borges@aiesec.se Elyssha Pantig MCVP B2C Elyssha.pantig@aiesec.se