OC BOOKLET NLS 2017
MC MESSAGE Dear applicant, First of all, congratulations on taking this brave step and deciding to apply for this wonderful opportunity to take your AIESEC experience to the next level. AIESEC in South Africa is officially opening the OC applications for the upcoming . NLS. This conference purpose is to serve as a transition planning, education to the members, MCP elections for the next term and it is the farewell conference for the current LCP any and question EB. If you have please contact: LCP AIESEC UP Conference Manager pheladi.tlhatlha@aiesec julia.eiler@aiesec.net .net 0749037309 0721971981
OC STRUCTURE OCP
OCVP Logistics
OCVP Finance
OCVP Delegate Servicing
OCVP Marketing
OCVP External Relations
TIMELINES APPLICATIONS DEADLINE: Wednesday 2 November, 23:59 GMT +2 INTERVIEWS: Thursday 3 - Friday 4 November 2016 ANNOUNCEMENT OF OC: Saturday 5 November 2016
OCP JOB DESCRIPTION - Manage the whole OC team - Guarantee delivery of the conference plan - Hold team members accountable to team plan - Ensure team bonding from planning to execution of the
conference
- Build a positive working environment and ensure team development for all OC members - Collaborate with MC in all organization of the conference - Help on fundraising for the conference - Ensure financial policy and procedures are maintained before, during and after the conference - Agree with the OC team and MC on timelines, with milestones to be achieved each week - Submit conference report and recommendations
OCVP LOGISTICS JOB DESCRIPTION - Ensure the quality of the sessions – regarding materials and infrastructure. Be observant to all details of the events, in order to avoid troubles and unexpected situations. - Plan and execute the flow of check-in official the delegates (develop a clear strategy for a smooth and fast check-in). - Manage delegate information pre, during, and post conference. -
Organize the allocation of the delegates in the venue.
Communicate with the conference manager about the conference proceeding. -
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Ensure transportation of Conference Team and Delegates.
- Responsible for managing all special and social events. - Ensure all required resources are available. -
Make maps of the site and plenary.
OCVP FINANCE JOB DESCRIPTION - Manage NLS financial resources in the most effective way to support AIESEC in SA financial sustainability and to ensure participation of its members in the conference.; - Design the budget and keep track of it during the whole preparation and development of the conference Obtain competitive prices from suppliers where appropriate, to ensure cost effectiveness, and ensure the products on the right time -
- Managing all records of financial transactions for the conference on daily basis Responsible for cash management relating to all conference spending budgeted and otherwise -
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Collecting and accounting for delegate fees;
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Ensure financial policies and procedures are followed.
OCVP DELEGATE SERVICING JOB DESCRIPTION - Create the delegate booklets - Taking Pictures, Make Videos, collect testimonials, make virtual and physical delegates interact together with OCVP Marketing - Captivate a great number of members to participate. - Communication with all delegates - Develop reception systems and work in close synergy with the OCVP Logistics Maintain delegate help desk during the event, provide assistance to delegates, being aware of all relevant information; -
Ensure all systems are in place for delegates’ needs during the conference- health, personal, safety etc -
- Reports to OCP -
Ensuring that each delegate goes back with an
AWESOME EXPERIENCE!!!
OCVP MARKETING JOB DESCRIPTION - Ensure appropriate AIESEC brand position in all materials. Work with the Internal Promotion Strategy (Conference promotion, Online promotion etc.) -
Taking Pictures, make Videos, collect testimonials, make virtual and physical delegates interact in synergy with OCVP delegate servicing Be responsible for the design of all materials of the conference (badges, tshirts. folders. badges, etc) -
Communication with LCs during the conference (promote what is happening in the conference to people who are not attending in person (Facebook,, Instagram, videos, twitter, blog...) -
- Responsible for Social Media Interaction and Virtual Environment of the Conference. - Reports to OCP
OCVP EXTERNAL RELATIONS JOB DESCRIPTION - Determine the resources requirements to conduct the event, which can be obtained from our external environment and get the respective sponsors. - Work with OC team on products/material and to sell at the conference Manage resources provided by partners, for sustainability and financial growth for the conference. -
- Research on conference partners/sponsors/supporters. Create NLS proposals and concept note to sell the conference as a product to partners and sponsors. -
- Raising funds for conference to ensure its sustainability. -
Work closely with OC team Finance to achieve budget.
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Ensure in kind partnerships (synergy with logistics).
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Reports to OCP.
INSTRUCTIONS - Answer all questions. - Be precise when answering questions. - Applications should be no longer than 3 pages including the cover page. - Be as creative as you can when answering the questions. - Include your awesomest, full of swag pic. -Send your complete application package as a zip file to julia.eiler@aiesec.net and cc pheladi.thlathla@aiesec.net. - No applications submitted later than 2 Nov, 23.59 GMT+2 will be accepted.
GENERAL QUESTIONS 1. What motivated you to apply for this position? 2. What do you think the characteristics of a successful conference? 3. What do you expect to get out of this experience? 4. How many hours per week are you willing to spend on organizing this conference and how will you align this with your other commitments?
SPECIFIC QUESTIONS OCP 1. According to you, what is the goal of this conference? 2. Create a detailed timeline of all the major activities. 3. How will you ensure the ongoing engagement of the rest of the OC? OCVP Marketing 1. What would be your strategy for promoting NLS to reach 100+ delegates? 2. Discuss promotion methods that you will use and how will you use them. 3. Suggest a possible theme for the conference, to which the branding can be aligned. OCVP External Relations 1. Explain 3 ideas to get partners and sponsors for the conference. 2. What kind of organizations would you contact?
SPECIFIC QUESTIONS OCVP Delegate Servicing 1. What will be your strategy in providing excellent service to the delegates? 2. List 2-things you would like to initiate in order to make NLS a memorable experience to the delegates? OCVP Finance 1. How will you make sure the conference happens at the lowest cost to AIESEC SA? 2. What financial regulations will you follow to ensure to prevent financial mismanagement? OCVP Logistics 1. What do you think are the logistical challenges you could face ? 2. What do you think would be a successful conference from the logistical side?
GOOD LUCK!!