NATIONAL CONFERENCE CYCLE & CONFERENCE MANAGEMENT January 2014
RENEWAL OF CONFERENCE
REASONING As AIESEC Indonesia grows bigger and bigger, the renewal of conference is needed to ensure that Conference Management in Indonesia will still be manageable due to limitation of investment and HR. For example, managing conference whose minimum delegation’s 300 people is a lot harder than conference whose minimum delegation is 150 people.
Details of conference management is needed, especially things related to minimum standard of the conference, responsibilities of different part of the management (MC, Hosting LC, CC, and Delegation LCs)
TYPE OF CONFERENCE 1. National Conference A conference to invite all LCs in AIESEC Indonesia to one Conference event hosted by an LC or group of LCs
2. Regional Conference A conference to invite all LCs in the region to one Conference event hosted by an LC or group of LCs. The execution will be at the same time (or not more than 3 days difference) thus facilitator team (especially from MC) will be divided into these 2 regions. AIESEC Indonesia is divided into 2 regions: West Regions: Padang, Jakarta, Bandung, and around. (West Java to the west till Sumatera) East Regions: Semarang, Jogjakarta, Surabaya, Malang, Celabes, and around. (Central Java to the east)
CONFERENCE IN INDONESIA
Name
Regional Conference NFS
National Conference MBC
Regional Conference IYLC
National Conference NEC
National Conference NSC
Profile
EB, MB
EB, MB
NM, LCP, TM
EB, MB
Ebc, Ebe
Quota
175-‐200
200-‐250
165-‐200
200-‐250
250-‐300
Min Tracks Day
2 Tracks
2 Tracks
Undefined
Undefined
2 Tracks
Type
3 Days Objective • Review Q4 • Equipment (MC to LC transition)
The right • LC(s) in each region to bid or host
• • • • •
4 Days 4 Days Review Q1 • National Induction Bring back IC • Skill development for Winter Peak winter peak Preparation Strategy Alignment LC(s) in Jogja, • LC(s) in each region Bandung, Semarang, or Jakarta area
• • • • •
4 Days Review Q2 Replanning Summer Peak Preparation Election Any LC
• • • • • •
6 Days Review Q3 Planning Equipment Elect Summer final sprint LLC Preparation LC(s) West Java or Jakarta area
BIDDING INFORMATION
BIDDING PROCESS
Application Process
Bidding Presentation (to LCs and MC) during legislation fair
Selection of Conference Host through Voting
THE RIGHT TO BID The entity which has the right to bid is LC (despite of the fact they are full member or not) Each conference has its specific LCs given the right to bid, to avoid excessive cost for future delegation. They are as follow:
Name
Regional Conference NFS
National Conference MBC
Regional Conference IYLC
National Conference NEC
National Conference NSC
Profile
EB, MB
EB, MB
NM, LCP, TM
EB, MB
Ebc, Ebe
Type
Quota
175-‐200 The right • LC(s) in each region
to bid or host
200-‐250 165-‐200 • LC(s) in Jogja, • LC(s) in each region Bandung, Semarang, or Jakarta area
200-‐250 • Any LC
250-‐300 • LC(s) West Java or Jakarta area
Bidding is opened by the latest 7 months before the execution only for the LCs who have the right o bid LC Host is selected by the latest 6 months before the execution If no LC bids, then the conference will be mandated through a direct voting of MC and LCs Bidding is opened every 6 months for the conferences to be held for the next semi-‐annual
WHAT INFORMATION HAS TO BE PROVIDED (BY MC) IN BOOKLET BIDDING 1.
Information of the bidding:
The process of biding The LCs who have the right to bid The criteria of decision making
2. Information of the conference
Name and type of the conference Basic concept and objectives of the conference Possible conference dates (also amount of days for the conference and pre-‐meeting) Possible agenda manager and conference manager Delegation profile Expected quota Minimum tracks (plenaries)
3.
Minimum CC structure, JDs, and development
4. The responsibilities of CC or hosting LCs Minimum criteria for the venue Minimum criteria for the rooms and plenary(ies) Minimum service for Delegations Minimum service for Conference Delivery team
WHAT HAS TO BE PROVIDED (BY BIDDER) IN BIDDING 1.
Information about potential venue(s) for pre-‐ meeting, conference, and post-‐meeting.
The venue has to cover all minimum criteria defined in the booklet about the venue, rooms, and plenaries. Pictures, Addresses, and Contact person of the venue
2.
Local/International delegates fee
3.
LC financial condition
4.
5.
Attachments to approve the validity strength of the budget: Offering letter for venue, fundraising, etc. (All prices have to be based on factual price that the bidder finds, for example: price of hotel has to be based on factual offering letter)
6.
Solutions to solve any expected cash flow challenges
7.
A sales plan, outlining:
Financial statements and bank statements
HR Plan for the conference
Profile of potential OCP candidate (including his/her experience, JD, picture, contacts) Contact responsible person of the EB (including his/her experience, JD, picture, contacts) Proposed CC structure, JD, KPIs Timeline OC selection/election Proposed tentative working timeline of Ocs
Draft budget realistic (based on validated price and investment)
8.
9.
products, prices, timeline of raises, Person(s) responsible for the sales, and List of high potential partners
Endorsements
Endorsement dari 1 LC (didalam atau diluar region) Endorsement dari BoA atau Rector si applicant
Special event plan
MINIMUM STANDARD
RESPONSIBILITY BEFORE THE CONFERENCE Minimum Logistics in The Plenary
Minimum Criteria for Venue
Minimum Standard Service for Delegation
Minimum Criteria for Rooms
Main plenary which is big enough to cover the upcoming number of delegations
Plenaries and rooms have to be in the same hotel area or building
Amount of plenary equals to amount of track
Approved accessibility and safety of the venue by the Conference Manager, external/partners 2 single beds can be for 3 people or less responsible, and Agenda Manager
Single bed for 1 person
Minimum Standard Service for Conference Delivery Team
Meal (3 times a day) for chair and facilitators Approved sanitation, health/nutrition content, for pre-‐meeting, conference, and post-‐ and food variety by Conference Manager meeting Lunch and dinner has to contain minimum Proper accommodation for chair and Rice (or its substitute), proteins (meat/eggs/ facilitators for pre-‐meeting, conference, and soybean cake), fruit/vegetables, and enough post-‐meeting drinks for the amount of delegation
Proper AC and air circulation in each plenary for the upcoming amount of delegation
Queen size bed can be for 3 people or less
Enough water for number of delegation in the main plenary
1 Bath room can be used for queue of 4 people (so if its going to be in dorms where rooms have no bathroom, make sure that number of Menu of the meal has to be served differently Pick up from airport/station/terminals to pre-‐ bathroom near the bedrooms equals to each day meeting venue number of delegations in the venue divided by 4)
Internet connection in main plenary
2 Projectors and 1 screen for each plenary
Speaker for each plenary that is strong enough to be heard clearly in every corner of the plenary room 2 Mics for each plenary
Breakfast can be served in a normal western Meeting room and internet connection during breakfast or Indonesian breakfast pre-‐meeting
1 time coffee break (minimum) each day
Transportation to conference venue
Pick up from airport/station/terminals to temporary point venue, H-‐24 hours
Transportation from conference venue venue
Transport from airport/station/terminals/ Coordination room for Conference delivery temporary point venue to conference venue team during the conference Accommodation and meeting room for post-‐ meeting
Chairs enough for number of delegates Rug wide enough for number of delegates (if there is no chair)
Providing logistical needs for the agenda (sessions) during pre-‐meeting
MINIMUM STRUCTURE OCP
OCVP Logistics and Special Events
OCVP Delegates Service
Sales and negotiation to find the right venue for pre meeting, conference, and post meeting
Delegation Marketing (delegation booklet and design)
Ensuring minimum standard of venue, logistics, plenaries, and food
Ensuring minimum service for delegation and conference delivery team (pick ups and all)
Decoration and concept of special events (if needed)
Managing LO (Liaison Officer)
OCVP BD
OCVP Finance & Fundraising
Sales plan (product, sales for financial partners, in kind partners)
Cash flow management
Managing fundraising
CONFERENCE IN INDONESIA
Name
Regional Conference NFS
National Conference MBC
Regional Conference IYLC
National Conference NEC
National Conference NSC
Profile
EB, MB
EB, MB
NM, LCP, TM
EB, MB
Ebc, Ebe
Quota
175-‐200
200-‐250
165-‐200
200-‐250
250-‐300
Min Tracks Day
2 Tracks
2 Tracks
Undefined
Undefined
2 Tracks
Type
3 Days Objective • Review Q4 • Equipment (MC to LC transition)
The right • LC(s) in each region to bid or host
• • • • •
4 Days 4 Days Review Q1 • National Induction Bring back IC • Skill development for Winter Peak winter peak Preparation Strategy Alignment LC(s) in Jogja, • LC(s) in each region Bandung, Semarang, or Jakarta area
• • • • •
4 Days Review Q2 Replanning Summer Peak Preparation Election Any LC
• • • • • •
6 Days Review Q3 Planning Equipment Elect Summer final sprint LLC Preparation LC(s) West Java or Jakarta area
RESPONSIBILITY AFTER THE CONFERENCE Submission of conference project report (to be sent to MC and spreaded to LCs) Evaluation presentation to MC and LCs based on Conference accountability report (not more than 1 month)
DECISION ON DATES AND QUOTA
CONFERENCE IN INDONESIA
Name
Regional Conference NFS
National Conference MBC
Regional Conference IYLC
National Conference NEC
National Conference NSC
Profile
EB, MB
EB, MB
NM, LCP, TM
EB, MB
Ebc, Ebe
Quota
175-‐200
200-‐250
165-‐200
200-‐250
250-‐300
Min Tracks Day
2 Tracks
2 Tracks
Undefined
Undefined
2 Tracks
Type
3 Days Objective • Review Q4 • Equipment (MC to LC transition)
The right • LC(s) in each region to bid or host
• • • • •
4 Days 4 Days Review Q1 • National Induction Bring back IC • Skill development for Winter Peak winter peak Preparation Strategy Alignment LC(s) in Jogja, • LC(s) in each region Bandung, Semarang, or Jakarta area
• • • • •
4 Days Review Q2 Replanning Summer Peak Preparation Election Any LC
• • • • • •
6 Days Review Q3 Planning Equipment Elect Summer final sprint LLC Preparation LC(s) West Java or Jakarta area
DECISION ON THE DATES The conference dates is defined based on the dates when majority of delegation amount of the LCs confirmed to come possibly can go. For example: 1. for IYLC in November, 3 among 4 LCs confirmed to come, 2. Binus can’t they have possible exams in November, and will recruit 100 new members, 3. UI confirms to possibly come on 3rd week of Nov and will recruit 70 amount of new members, 4. Undip confirms to possibly come on 3rd week of Nov and will recruit 90 amount of new members, 5. Bandung confirms to possibly come only 4th week of Nov and will recruit 120 amount of new member Decision: The conference is define to be held in weekend of the 3rd week of Nov, as there are possible 160 people can come to the conference.
DECISION ON THE QUOTA The definition of quota can only be calculated after conference dates is defined. The LCs are expected to give confirmation if the offered dates allows its member to come (no exam, or such), and the number of members fit the profile of conference delegation, by the latest 1.5 month before the conference. The quota will be calculated only among the LCs confirm to come along the information of amount of members based on the profile of the conference. Thus, definition of the quota will be given by the latest 1 month before the conference. The MC is responsible to do the calculation of quota. Division of quota will be divided into 2 steps: 1. Current amount of the delegation profile (based on myaiesec.net) 2. Current performance
FIRST DIVISION – MINIMUM QUOTA 1. Minimum quota allocation is based on the available delegation profile. Which means, the expected quota will be subtracted first with the minimum quota based on delegation profile that has to be fulfilled by each LC. 2. First, MC is responsible to check up on the LCs which are available and not available on the defined conference dates by MC. 3. The minimum quota is as follow:
NFS: 75% EB in myaiesec.net MBC: 50% total EB MB profile in myaiesec.net IYLC: 50% New Member in myaiesec.net NEC: 75% EB in myaiesec.net NSC: 90% Elect based on EB Current confirmation
4. The failure of fulfillment for this quota will lead to additional fixed charge (amounted the unfulfilled delegations) of LCs to the hosting LC (or the CC)
SECOND DIVISION – SECONDARY QUOTA Secondary quota allocation is based on the remaining quota after being subtracted from the minimum quota, multiplied with the performance of the LC. 1. 2. 3. 4. 5.
NFS – Total Q4 exchange performance MBC– Total Q1 exchange performance IYLC – Total Q1 exchange performance NEC – Total Q2 exchange performance NSC – Total Q3 exchange performance
Formula: ((number of exchange Performance of the LC)/(Total X performance for the quarter)) x (total quota – number of minimum quota) If there are unfulfilled quota, an LC can offer this quota to the LCs which need it. The failure of fulfillment for this quota will not lead to ay consequence. The excess delegation compared to quota will lead to additional charge (extra delegation fee).
EXAMPLE OF QUOTA DIVISION For NSC, 10 among 10 LCs confirm to come:
elect structure 8 people, x performance: 70
1.
Binus confirms to come with current structure of 10 people and 10. elect structure 12 people, x performance: 70
Surabaya confirms to come with current structure of 8 people and elect structure 10 people, x performance: 70
2.
UI confirms to come with current structure of 15 people and elect structure 14 people, , x performance: 325
3.
Bandung confirms to come with current structure of 16 people and elect structure 20 people, , x performance: 300
4.
Undip confirms to come with current structure of 12 people and elect structure 14 people, , x performance: 275
5.
UB confirms to come with current structure of 12 people and elect structure 14 people, x performance: 120
6.
UA confirms to come with current structure of 12 people and elect structure 14 people, x performance: 120
7.
UGM confirms to come with current structure of 7 people and elect structure 8 people, x performance: 70
8.
UPN confirms to come with current structure of 7 people and elect structure 8 people, x performance: 70
9.
PMBS confirms to come with current structure of 7 people and
First division (minim quota): NSC minimum quota is 90% Elect based on EB Current confirmation, then the minimum quota will be: 90% x (12+14+20+14+14+14+8+9+8+10): 123, so the minimum quota will 54, with allocation: Binus 11, UI 13, Bandung 18, Undip 13, UB 13, UA 14, UGM 7, UPN 7, PMBS 7, Surabaya 9
The failure of delivering this minimum quota will lead to fixed charge of the quota
Second division: Maximum quota will be 250-‐300, taking 250 into account then second division will be: (250-‐123) x (LC’s X/1490), thus: Binus, UGM, UPN, PMBS, Surabaya will have 6 additional quota, UI has 28 additional quota, Bandung will have 26 additional quota, Undip will have 23 additional quota, UA and UB each will have 10 additional quota. Total quota: Binus 17, UI 41, Bandung, 44, Undip 36, UA 24, UB 23, Surabaya 15, PMBS 13,UPN 13, UGM 13