Job Role Document

INTERNATIONAL CONGRESS 2015 Job Description and Structure for Teamster role for International Congress 2015

Marketing and Showcase

CC VP M

PH DM and PR

Showcase Team: Video and Photos

Role Photography

Videography

Social Media Team

Content Team

Stakeholder Management Team

PR team

Job Description 1. Use various photographic techniques and equipment 2. Capture subjects in commercial-quality photographs 3. Enhance the subject’s appearance with natural or artificial light 4. Use photo enhancing software 5. managing the processing and use of images, discussing technical problems, checking for quality 6. liaising with other professionals, including graphic designers, writers, gallery managers, picture researchers, commissioning editors and art directors 7. Working in synergy with the vertical head, understanding the vision and role 1. Collaborate with current Videographer and marketing team on storyboards,

INTERNATIONAL CONGRESS 2015 scripts, video shoots, and edits interactive video and audio assets for training and marketing purposes 2. Convert existing concepts and plan into a finished piece of marketing collateral.

3. Create and Edit video materials using Adobe Premiere; After Effects and Photoshop. Encode video and audio for the web, DVD and other multimedia.

4. Working in synergy with the vertical head, understanding the vision and role Facebook

Twitter

Instagram

Snapchat YouTube Blogs Media and PR

Livestream

1. Content Creation, Solid Content Strategy taking care of promotions, engagement and conversion strategies 2. Handling the designated platform 3. News Junkie, the idea behind is simple, you need to know what is happening in the world to make things trend 4. Measure & Analyze to establish ROI 5. Basic designs skills are preferred as there might be cases where you will have to design creatives for the mentioned forums (not necessary) 6. Develop and expand community and/or blogger outreach efforts.

7. Develop and expand community and/or blogger outreach efforts.

1. Collating and analyzing media coverage 2. Writing and editing in-house articles, case studies, speeches and reports 3. Networking with the journalist, reporters, events 4. Partnerships with relevant forums across the city 1. Work with Livestream Account Managers and the in-house Production team to support live events.

2. Work closely with our in-house developers, designers and content development staff.

3. Influence the product roadmap by gathering feedback from our customers.

INTERNATIONAL CONGRESS 2015 4. Anchoring the whole congress to the virtual delegates 5. Virtual delegates management: registration, communication, virtual jives management, grievances and quires management Stakeholder Management

1. CRM 2. Account management: from pre, during to post conference engagement to be taken care of 3. Closing the account

INTERNATIONAL CONGRESS 2015 Logistics and Finance

CC VP Logs and F

PH Logs

Cash and Partner Settelment

SE Logs Management

AI logs Management

Role Cash Management and Partner Settlement Management

Special Events Logs Management

Merchandise Management

Warehouse Management

Security Management

Job Description 1. Collating preparing and interpreting reports, budgets, accounts, commentaries and financial statements 2. Collating, preparing and interpreting reports, budgets, accounts, commentaries and financial statements 3. Receipt management, making sure everything is tracked and is accounted 4. Book keeping and closing accounts all 10 days 5. Payments management, paying the bills for all the partners providing us paid services 1. Ensuring there is a complete synergy in between the SE and the Logs team 2. Coordination with all the vendors and ensuring all the stock is at the venue on time 3. Venue setup according to the special events (done with professionals)

INTERNATIONAL CONGRESS 2015 AI logs Management

Merchandise Management

Security Management

Warehouse Management

4. Ensuring the flow of the event(s) to be very smooth 1. Coordination and working with CC VP HR for AI agenda requirements 2. Ensuring all the agenda requirements are in place on time 3. Catering to overall/urgent AI requirements 1. Indian night, partners merchandise and OC stall management 2. Risk management covers helpline services like healthcare, ambulances, police and army management, evacuation route management and doctor management 1. Transportation management of all the material required for IC 2. Inventory and stock management 3. Security of the stock, keeping it safe from theft, natural calamities

INTERNATIONAL CONGRESS 2015 Special Events

CC VP SE

PH SE

YS

Awards Night

Opening Ceremony

GV

India Night

Design Project Management

Overall: 1. Logistical requirements: a. Database management of entire logistical requirements for these events b. Communication between AI and CC about the requirements for the event 2. Vendor Management a. Coordinating with the vendors for the specific event and making sure that the designs are in place b. Keeping a good relation with the vendor c. Managing the database of services being provided by the vendor 3. Art and design management a. Coordinating with the CC responsible for the requirements of the set up and installations b. Managing and maintaining a database for the designs and installations of the event c. Meetings with vendors and partnership management d. Effective use of space being used for design elements 4. PR Management a. Coordinating with Media Houses and CC VP Marketing for the specific events 5. Artists and Speaker Management a. Managing the hospitality of the artists performing for the events b. Coordinating with the artists and the CC regarding any event specific requirements, rules and regulations c. Collecting the requirements list from the artists d. Making sure that the performances are on time

INTERNATIONAL CONGRESS 2015 6. Team Management a. Managing the onsite team and ensuring everyone is engaged b. Effective manpower management for the events

Specific job role: Role Youth Speak

Awards Night

Details 1. Seating Arrangement a. Making sure that the seating arrangement is being done in time for the delegates and speakers to settle b. Seating arrangements in breakaway rooms for sessions 2. Breakaway rooms management a. Room management for the different sessions b. Logistics management for each room 1. Seating arrangement a. Event specific seating arrangements for accommodating all delegates and guests 2. Awards a. Managing the awards for AI b. Coordinating with AI for awards presentation

Opening Ceremony 1. Stage set up and decorations 2. Seating arrangements 3. Special installations a. Pictures and standees instalments 4. Coordinating with the CC and the AI for the details of the event Global Village

1. Stalls management for each delegation 2. Seating arrangements for special guests 3. Emergency planning

INTERNATIONAL CONGRESS 2015 a. Back up plans for weather conditions b. Emergency planning for the stall set ups 4. Performance Management Stakeholder dinner

1. Food and menu management 2. Partners engagement

India Night

1.

2.

3.

4.

Club Night

1. Beverages and refreshments management 2. Entertainment and space set up

Stall management Fashion Show management Seating arrangement Entertainment and decoration

INTERNATIONAL CONGRESS 2015 Human Resources and Delegate Experience

CCVP HR

PH DE

Venue Management

Onsite stall management and Virtual Support

Role Venue Management

Onsite stall management

Transportation management

Nutrition Management and Risk

AI management

Warehouse Management

Details 1. Coordinating between the venue and the CC regarding the venue requirements 2. Effective space management 3. Room allocation and management 4. Database management of the space and mapping of the entire venue 5. Coordinating with BD team, Special Events and Logistics regarding branding deliverables in the venue 6. Team Management: a. Managing the onsite team and ensuring everyone is engaged b. Effective manpower management for the events 1. Database management of all the stalls being put up in the venue 2. Decoration and requirements of each stall 3. Services being provided in each stall 4. Team Management

INTERNATIONAL CONGRESS 2015 a. Managing the onsite team and ensuring everyone is engaged b. Effective manpower management for the events Transportation management 1. Creating and maintaining a database with detailed description of every vehicle, driver and any other transportation services being used throughout the conference 2. Creating back up plans for every transportation service being provided 3. Security check on very vehicle before leaving for drop or pick up 4. Hospitality of workers and drivers 5. Services provided during travel to delegates and partners 6. Maintaining a proper supply of transportation service throughout the conference.

Nutrition Management

1. Coordinating with the venue regarding timely service of food on a daily basis 2. Special Events nutrition – coordinating with special events regarding the food service during every special event 3. Constant engagement with the delegates in order to receive feedback for food services 4. Availability of snacks and other food materials in the OC Stall 5. Availability of food and beverages in the rooms

Risk Management

1. Managing a helpline throughout the conference for any kind of risk 2. Managing a team and training them to be prepared for dealing with any kind of risks 3. Making sure that emergency services are available all time

INTERNATIONAL CONGRESS 2015 4. Maintaining a stall for 24x7 help services throughout the conference Virtual Support

1. Responding to every query and email within 4 hours 2. Keeping a tab on all queries coming on the IC page and responding to them 3. Newsletters and support for delegates

Party Management 1. Organizing the parties for the delegation according to the day’s agenda 2. Alcohol and beverage management throughout the conference 3. After party management AI Team Management

1. Reception and Hospitality of the AI team 2. Meeting the requirements of each session being delivered by AI 3. 2020 Launch team management 4. Special events management 5. Coordinating with the AI responsible for IC

INTERNATIONAL CONGRESS 2015 Business Development

CC VP BD

CRM Team

Global Partners Management

Role Business Development Logistics:

CCP

National Partners Management

BD. Logs and others

Details 1. Maintaining a database of logistics being required for every deliverable signed with partners 2. Ensuring that the list of deliverables promised to each partner is communicated with the DE and Logistics team 3. Effective space management 4. Coordinating with the logistics team regarding warehouse management 5. Database and management of all the branding elements being used 6. Team Management a. Managing the onsite team and ensuring everyone is engaged b. Effective manpower management for the events

INTERNATIONAL CONGRESS 2015 Business Development Partnership management (Global, National, BOA, IC PARTNERS & Others):

1. Coordinating the registration of every global partner 2. Welcome and reception of every partner 3. Daily invoice management for the bill generated by each partner 4. Rooms’ management for every partner 5. Partners engagement 6. Health and nutrition of all partners 7. Communication between the AI, CC and Partners 8. Ensuring the presence of each partner in the events they are interested in 9. Maintaining a database of each partner’s bills, requirements, reception and attendance 10. Follow up and Thank you newsletters 11. Team Management a. Managing the onsite team and ensuring everyone is engaged b. Effective manpower management for the events