NC 2019 Organizing Committee Applications

NC

2019

APPLICATION PACKAGE

MESSAGE FROM OCP

Hi there brave one, I am really glad that you are reading this message. That means that you already made the first step in the journey that can change your lifetime experience.

Maybe now you are hesitating in taking this challenge, maybe you are a little bit afraid but trust me that this is normal, what is not normal is to let this fear stop you! I am not telling you that this journey will be easy but I assure you that it’s going to be worth it.

Being in the OC for SprinCo 2019 was one of the most challenging choice that I made until then but in the same time was one of the most amazing experience and it gave me a lot of important learnings.

One of them is about “togetherness”. I’ve seen it from two sides, one was how our dreams were turned in reality by a group of people, our amazing OC, which worked hard since I was elected for the position in order to make SprinCo 2019 a great conference which the delegates will remember.

The other perspective was from the delegate side. I’ve seen how almost 300 people are working v determination for achieving TOGETHER all for the same reason, I’ve seen their passion, their their goals for their term. I’VE SEEN and I FELT the AIESEC soul through them and trust us that was the reward for making this conference possible .

And in the end we think that this is the main goal of a conference, creating a proper context in which every member from AIESEC ROMANIA can contribute to the directions that our entity will take , creating a context where fears are disappearing ,creating a context where we can FEEL what AIESEC is.

So, if you want an experience that will challenge you to the bone, if you want to grow yourself while you are contributing to the growth of our entity ,all you have to do is to complete this Application Form and enjoy the process.

Good luck and don’t hesitate to approach people when you have questions!

-Bianca

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EB/national OC experience / Team Leader experience tracking and team management skills problem solving mindset resource management skill Attention to details

- Delivering 90% realization of the Conference Objectives - Developing the OC Members - Planning, tracking and evaluation processes involved in the project; - Overview of their area and processes involved - Support the OCP with information regarding the processes or the environment changes

Timeline: July 2019 – September 2019 Application deadline: 22.07.2019 at 23:59 Instructions: The application shall contain the following files: - a screenshot of your 16 Personalities test (https://www.16personalities.com/) - your AIESEC CV in PDF format - an Endorsement Letter from someone who lead you in PDF format - application questionnaire in PDF format

*There is no page limit, but be sure to give the answers straight to the point. **The application should be sent to: bianca.stefanescu@aiesec.net and octavian.dinu6@aiesec.net in a ZIP or RAR archive, containing each file separately, within the DEADLINE

Interviews: 23.07.2019-26.07.2019

OC STRUCTURE:

- the OCVPs need to be in the MC House (Bucharest) the weekend before the conference (for the premeeting and preparation of the conference) - required presence at OC Meetings and other synergy meetings and calls - required presence during pre-conference and post-conference meetings - required presence at the OC Team Building - accommodation for the pre-meetings is covered - meals for the whole staying in the venue are covered - transportation from the MC House to the venue and back is covered

Ensures, along with the team , quality and sustainability of the conference by keeping track of the financial and logistical resources involved.

• • • • • • • •

Good communication skills Open minded Organizing skills Able to work alone and also in a team Sense of responsibility Ability to handle multiple tasks Solution and detailedoriented Fast learner

✓ Creates and keeps track of the budgets ✓ Keeps track of all financial documents ✓ Collects fees and takes account of them ✓ Finds solutions for the overall profitability of the conference ✓ Creates the financial report, at the end of the conference ✓ Creates and keeps track of the resources needed ✓ Ensures that the conference shop is well prepared and sustainable ✓ Keeps track of all the logistics of the conference ✓ Creates the logistics plan and makes sure all sessions are covered ✓ Transportation plan for Conference Team ✓ Participate in OC Meetings and other team activities ✓ Synergies with the other OCVPs, OCP and Conference Manager ✓ Transition to the next OCVP Finance & Logistics

The OCVP Reception ensures the overall quality of the conference, from the delegates point of view.

• Communication skills • Good organizing and planning skills • Time management • Solution oriented • Attention to details

✓ Creates the offline & online reception plan ✓ Ensures the accommodation and the meals/day (lunch and dinner from the venue) ✓ Keeps track of arrival and departure of each delegation, and ensures a travelling plan for each ✓ Communicates through e-mail with delegates which have subscribed ✓ Ensures a very good collaboration with the venue’s staff ✓ Is in charge with solving issues regarding late registrations and cancellation ✓ Is in charge with creating the room allocation framework ✓ Participates in OC Meetings and other team activities ✓ Synergies with the other OCVPs, OCP and Conference Manager ✓ Supports the OC during the conference ✓ Transition to the next OCVP Reception

The OCVP DX ensures the overall quality of the conference, from the delegates point of view.

• Communication skills • Good organizing and planning skills • Time management • Solution oriented • Attention to details

✓ Takes into account the suggestions and feedback of the delegates and finds the best way to implement it ✓ Keeps track of ambassadors before and during the conference ✓ Takes relevant information from the ambassadors regarding hour of arrival, number of delegates, shop items ordered etc. ✓ Ensures that the venue, plenary and session’s rooms are decorated as it is planned ✓ Creates the facebook group of the conference, and posts regular updates ✓ Implements the <NC 2019 Ambassadors> team, in order to deliver the best offline promo campaign in the LCs ✓Set the themes of the parties

Ensures, along with the team , the financial and logistic support for the conference through cash & barter sales.

• • • • • • •

Effective communication Able to handle multiple tasks Dynamic person Solution oriented Attention to details Fast learner Negotiation skills

 Ensures cash sales and the in-kinds needed throughout the conference (coffee breaks, breakfast, printings, parties, logistics)  Research, contact and approach potential partners  Creates, in synergy with the OCVP Marketing the conference booklet for partners  Contact the current partners  Account management with the partners involved  Report the progress to the OCP  Showcasing of the Partnerships together with OCVP Marketing  Participate in OC Meetings and other team activities  Synergies with the other OCVPs, OCP and Conference Manager  Synergies with the MCVP PD  Supports the OC during the Conference in the required activities  Transition to the next OCVP Sales

QUESTIONNAIRE A. PERSONAL

B. GENERAL

Full name: Nickname (if any): Current/ Last AIESEC position: E-mail address: Phone number: Skype ID: Date of birth: When did you join AIESEC: Languages and levels: (Listening, Reading, • Writing, Speaking) with the levels Basic, Good, • Advanced, Native)

• Why have you applied for being OCVP NC 2019?

What are the expectations regarding this position?

• What are your strongest skills and assets that you can bring to AIESEC in Romania through this position? What are the skills you would like to develop?

• What are the most important learning points from your EB/OC National Conferences/TL/MB experience, that you want to implement from the OCVP position?

• • • • • • • • •

QUESTIONNAIRE C. SPECIFIC â&#x20AC;&#x201C; OCVP Finance & Logistics 1. Please present 2 GCPs and 2 BCPs of the last conference. Regarding the BCPs, please state an action plan in order to transform them into GCPs.

2. Please make a list with the shop items for this conference, and give quantities to each one of them. Keep in mind that the shop needs to be profitable, not just sustainable.

3. Imagine that there are 5 sessions at the same time and you only have 3 projectors and 1 speaker. How would you manage this situation?

4. Please attach the forecasted budget for this conference. (Keep in mind that we expect about 300 delegates) 5. How do you envision the way of working with the OC Logistics and the other OCVPs?

APPLICATION DEADLINE: 22.07.2019 AT 23:59 GMT+3

GOOD LUCK!

QUESTIONNAIRE C. SPECIFIC â&#x20AC;&#x201C; OCVP Reception 1. Present 3 BCPs from a past conference, and two new initiative to increase the quality of the event, from the delegatesâ&#x20AC;&#x2122; point of view.

2. Considering the fact that the conference is taking place in Voineasa, Valcea. Please make a travelling plan for all the delegations (using public transportation), and please keep in mind that the opening plenary should start at 1 p.m.

3. Please attach your strategy regarding the reception, accommodation and meals plan, including the number of delegates for each day.

APPLICATION DEADLINE: 22.07.2019 AT 23:59 GMT+3

GOOD LUCK!

QUESTIONNAIRE C. SPECIFIC â&#x20AC;&#x201C; OCVP Delegates Experience 1. Present 3 BCPs from a past conference, and two new initiative to increase the quality of the event, from the delegatesâ&#x20AC;&#x2122; point of view.

2. A day before the gala, you are informed that the theme has changed, and you need to craft new decorations, and also you need to be at the party this night, because you made some really cool challenges and games. What will be your plan for this situation? Please be specific as possible.

3. During pre-conference, the facilitators request that the plenary, during the opening, should have all the windows covered, so no outside light can pass. With a room that had glass walls, only one day left and no budget, how are you going to manage it?

4. How do you envision the way of working with the other OCVPs and OC members?

APPLICATION DEADLINE: 22.07.2019 AT 23:59 GMT+3

GOOD LUCK!

QUESTIONNAIRE C. SPECIFIC â&#x20AC;&#x201C; OCVP Sales 1. Present 3 BCPs from a past conference, and two new initiative for improving the sales process.

2. Please create a sales plan and give examples for each stage.

3. Identify 2 crisis situations regarding sales that may occur before and during organizing the conference and give solutions for each of them (4 situations and solution for each scenariobefore/during) 4. Please attach an e-mail template (or templates), through which you would sell the conference.

5. How do you envision the way of working with the OC and the PD members from the MC?

APPLICATION DEADLINE: 22.07.2019 AT 23:59 GMT+3

GOOD LUCK!