TL&TM Application booklet

Organizational Committee Application Booklet for

September Conference'17

WELCOME, dear Applicant!

Conferences are one of the most important part of the AIESEC network and you could have one of the most challenging experiences by organizing them.

AIESEC is all about developing leadership in young people, and this opportunity is the first within our organization to do so. This opportunity offers you the chance to develope many new skills and competencies that will help you personally and professionally.

It's time for you to show your willingness to strive for your own continuous development and the will to try to bring more and better results to our Entity. Dont hesitate and take this step!

We promise that it will be worth the jorney!

LERA KOLESNIK Conference Manager

CONTENTS CONFERENCE DESCRIPTION TEAM STRUCTURE ROLES AND RESPONSIBILITIES APPLICATION GUIDELINES QUESTIONNAIRE

CONFERENCE DESCRIPTION Annual National Conference of AIESEC for Ukraine delivered to 3 tracks: Executive Boards Exchange Participant Returnees Team Members&Team Leaders

Conference dates:Â 14/09 - LCPm, 15/09-17/09 - Conference itself Conference will be held in Kyiv.

Our goal is to bring together more than 300 delegates from all over the Ukraine, to continue building the organization at the national level, in addition, it is the event that presents the new strategy of the generation of MC 17-18.

The main objective of the Conference is to guide the delegates to find their personal way of leadership. It will focus on their personal development and will provide the environment for them to reflect on their values and on their potential.

OC Structure Conference Manager

Team LeaderÂ

TM Marketing

TM ER

TM Logistics

TM

Delegate Servicing & Finance

Team Leader

Job description (JD) 1. Select, manage and track the team 2. Create, manage and review the Conference plan and report regularly to the Conference Manager 3. Plan, track and execute the planned actions within the budget of the conference 4. Ensure good communication flow among the team, Conference Manager and Facilitators 5. Presence at all times and first responsible of the conference organization 6. Post-evaluation of the conference

ROLE Team Leader is fully responsible for conference goals and team standards fulfillment.

BENEFITS • Working for AIESEC on a national level • Conference Management • Communication and team management skills

Team Member

General JD 1. Reporting to the TL & Conference Manager 2. TM has to be available physically and/or virtually during all the conference and its preparation 3. TM should be ready to work under pressure and with short deadlines 4. TM must complete the tasks given by the TM and/or the Conference Manager

ROLE Maintaining and fulfilling conference preparation and realization in a proper way.

BENEFITS • Working for AIESEC on a national level • Conference management • Communication and teamworking skills

Team Member

TM Marketing 1. Responsible for social media marketing 2. Designing promotional materials for the conference (booklets, logos, badges etc.)

3. Creation and management of the conference website 4. Conference brand promotion & creation

TM Delegate Servicing&Finance

TM ER

1. Venue raising 2. Ensuring in-kind partnerships 3. Establish partnerships for transportations, meals, printings etc.

4. Managing and detailed CRM tracking

TM Logistics

1. Handle the cash in everything related to the purchases 1. Management of logistics required for the of materials needed conference before, during and after 2. Coordinating delegates registration and payments 2. Provide and coordinate logistics requirements 3. Providing/sending pre-, during and post conference for each session information 3. Ensuring of all audio/visual/other technical 4. Check in delegates & Room allocation equipments 5. Ensure all systems are in place for delegates’ needs 4. Breaks, in-kind management during the conference (health, personal, safety, etc.)

5. Creation of delegates package

APPLICATION GUIDELINES Applications are open to all active members of AIESEC in Ukraine.

The application package must contain: • Answers to the application questionnaires (in a PDF format) • Letter of motivation

The whole application package must be sent to CM (Lera Kolesnik): lera.kolesnik@aiesec.net

JULY 12TH, 23:59 DEADLINE for TL

JULY 15TH, 23:59 DEADLINE for TM

Timeline Application Form Deadline for TL

12/07 13/07-14/07

Application Form Deadline for TM

15/07 16/07

Team Announcement

TL elections

TM elections

16/07 17/07 - 13/09

14/09-17/09

Conference Preparation

Realization

GENERAL QUESTIONNAIRE Name,Surname,Age LC Email Skype Phone Number AIESEC experience

1.

Please specify the position you are applying for.

2.

Why are you interested in this opportunity? Â and what do you hope to

3.

Considering your first preference (choice), what would be your main

4.

Which conferences have you attended in the past (Name, Location,

If you are interested in more than one position, please rank them. gain from your experience ? contribution to the Team?

Year, and number of delegates)? What made them successful, and why?

SPECIFIC QUESTIONNAIRE

Team Leader 1. How do you perceive the role of the Team Leader of the conferernce and how you will ensure the successfull fullfillment of it?

2. What is your ambition of this Conference? and what would you hope to achieve?

3. What, in your opinion, are the main challenges of being Team Leader? How would you prevent them from happening?

4. Create a detailed timeline of all the major activities.

TM Marketing

1. What would be your strategy for promotion to reach 300+ delegates?

2. Create a draft of the promotion plan for the conference.

3. Suggest a possible theme for the conference, to which the branding could be aligned?

TM ER

1. What kind of partnerships do you see as valuable/important to lower the expenses of the conference?

2. What kind of organizations would you contact. Please list companies/businesses and what AIESEC could gain from them fro this conference.

TM Logistics

1. Analyze the logistics aspects of previous conferences (transportation, agenda, room allocation, meals, breaks, etc.), what would you say were the main diflculties 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?

TM Delegate Servicing& Finance 1. What financial regulations will you follow to ensure to prevent financial mismanagement during delegates payment?

2. What will be your strategy in providing excellent service to the delegates?

3. Write the 5 most important success factors that will enhance the delegate experience. How will you ensure that these key points are met?

Good Luck, cuties!

FEEL FREE TO APROACH LERA KOLESNIK :)