Dear EYP Armenia Alumni and Members, It is our great pleasure to inform you that the 3rd Youth Forum in EYP Armenia - Forum to Empower Emerging Leaders (FEEL) on “Activating Youth for Sustainability: obtaining and rebuilding” (AYSOR) will take place on 14-18th November, 2014 in Yerevan, Armenia. Around 120 delegates from the EU and not only will come together to discuss the specified topics in 5 different committees. However, before the actual conference day, there are numerous logistics and organizational issues to be taken care of. Thus, the EYP Armenia is glad to open the call for organizers of the conference who will be responsible for all the organizational, logistics and accommodation issues and arrangements. The role of organizer will take up quite a few hours each week. The Head-Organizers expect you to be closely involved in the organization, keen on their vision, always up to date about the recent developments, take initiative, and be of course enthusiastic about the project and helping EYP Armenia develop further. Moreover, as organizers you will gain important experience in event management, learn more about how EYP works, and most importantly, you will be able to contribute to one of the most important events of the EYP Armenia. Why should You apply as an Organizer? It is a good point for putting in your CV; Meet people in the high positions and create strong network; Communicate and coordinate the work of 120 delegates from all over Europe and Armenia, develop your intercultural skills; Represent the country at its best and contribute to its development/image in Europe and elsewhere; As an active EYP Armenia Alumni/Member contribute to the work of our organization; Become a part of the amazing Organizing Team, improve your organisational excellence, experience and help create a completely unique forum;
Share your awesomeness with others.
We are looking for talented EYPers who are
Enthusiastic ; Willing to be a part of a team and contribute to its success; Comfortable with the basic EYP methods and interested in going beyond them; Punctual and with sense of responsibility; Responsive and problem-solving individuals who can take initiative; Eager to learn and develop.
The tasks and responsibilities of the Organizers will be compiled in the following function areas: PR and Communications Maintain the overall promotion of the 3rd Youth Forum on national and international levels; Develop the strategy for work with the media in order to provide the coverage of the 3rd Youth Forum; Issue press-releases on the Forum and send out to the media representatives; Spread the calls for delegates, Media and Officials` team through the local and international youth networks; Develop applications, trailers, promotion materials for the Forum; Help out with the programme creation, layout information booklets.
HR Develop official calls, online application forms for the Forum; Coordinate the application procedure, acceptance and rejection letters sent out to the delegates; Maintain communication with the delegates, respond to the questions and inquires of the applicants; Create Information Packages for the Chairs and the Participants of the Conference including logistics and accommodation information, as well as content information; Develop the schedule of the conference that will contain useful information, such as a final conference schedule and committee room locations.
Fundraising Develop a strategy and concept for fundraising for the 3rd Youth Forum of EYP Armenia; 2
Assist in the process of budget finalization for the Forum; Do a market research to seek for funding and sponsorship opportunities, make a list of potential sponsors with their contact details; Compose cooperation packages for the private sector, including the benefits for funding the Forum; Hold meetings and establish cooperation with potential sponsors and partners for the Forum. Venues and Logistics Manage the arrangement of halls for committee work and GA; Coordinate and provide technical maintenance support during the Committee works and GA; Coordinate the printing of the Forum materials (Notepads, Badges, Files, Resolution Booklet) and bringing to the Conference Venue. Coordinate the acquisition of all the needed materials for the activities of the forum (Team-Building, Committee Work, General Assembly and the Cultural Program); Negotiate with the transport companies on the best cooperation conditions for organizing transfers; Communicate and organize the menu for the Opening Ceremony, Coffee breaks and Closing of the Conference. International Delegates` Affairs Find hostel and coordinate all the issues of arrival and departure of the International Delegates and Officials; Coordinate the application procedure, acceptance letters sent out for international participants; Collect travel details, meet the international delegates in the airport and conduct a transfer to the Guest House; Escort International delegates from hostels to the venues of opening event, trainings, city tours, and farewell party. Cultural Program Develop an interactive and entertaining Cultural program for the Forum; Work in cooperation with the organizers responsible for Venues/Logistics to find and arrange venues and necessary transfer for the cultural program activities (EuroVillage, EuroConcert, Farewell party, etc.); Take care of the Euro Village preparations of the International Delegations, make sure the venue and the facilities are in the proper state; Manage and develop the program for the Euro Concert; Organize and manage the farewell party; Develop team building, ice breaking and energizer activity pack for the chairs of the committees; 3
ďƒź Arrange and coordinate the venue for the team building activities (park, sport complex). We are offering you to join an organizing team where one can experience a real personal growth, explore their talents and gain inestimable experience valuable in and outside the EYP world. We seek to create an enjoyable and developing atmosphere for all the organizers. However, we do expect something in return: commitment, self-discipline and mutual respect. The official deadline for the submission of the applications for the organizational team is 23:59, August 22. Here is the online application form to be filled out: https://docs.google.com/forms/d/1IuJSOPOUlZ9p5CpoB3TEWiBWn4eAnNBHvu4gA-O6YU/viewform?usp=send_form We are looking forward to a cooperative and creative team work!
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