PH: Delegate Experience(1)
CCP
PH: Special Events(3) PH: Business Development(2) PH: Logistics(1) PH: Marketing(2)
Structure/Ideal Profile Delegate Experience: Excellent Communication Skills, Team Leading Skills, Good Analytical Skills. Logistics: Team Leading Skills, Logistics Management Skills, Good Analytical Skills, Good Listener and Communicator. BD: Closing Skills, Motivation for Sales, Prospecting Skills, Sales Planning, Selling to Client Needs, Territory Management, Market Knowledge, Presentation Skills. SE: Event Management Skills, Crisis Management Skills, Negotiation Skills, Excellent Communication Skills both orally and in writing, Excellent Interpersonal Skills, Presentation Skills. PR: Excellent Communication Skills both orally and in writing, Excellent Interpersonal Skills, Presentation Skills, Awareness of different media agendas, Ability to Prioritize and Plan Effectively. DM: Understanding of all core areas of Digital Marketing like Marketing Analytics, Social Media Analytics, Display Marketing, Email Marketing etc., Excellent Presentation and Communication Skills, Excellent written and verbal communication skills.
The Project Heads will work out of a fully functional and self sustainable office with the CC team. The team will be provided with accommodation and monthly salary. One of the key things which will help you live this experience and is also a basic expectation in being is being inspired throughout, to implement the innovation which you want to, right from the beginning of the term. A lot of people from AIESEC India and India depend on you in such a position. The smallest of your thoughts and ideas are valuable and can lead to a huge impact on not just AIESEC India but India as well.
IC 2015 Timelines International Congress for 900 delegates| 125 countries Global Youth Voice Conference – 400 Delegates| Heads of social and business project around the world 16-17-18 19-20
21
Pre- meeting – AI and MCPs
23
24
25
26
27
28
29
30
International Congress 2015 Opening Ceremony
Day 0
22
Asia Pacific Alumni Congress & Alumni Congress- 200 delegates
Global Village
Global Y2b
India Day
Gala Night
Global Alumni Congress
Closing Ceremony
Delegate Experience: Key Responsibilities Information database and Communication with delegates • Managing information transparency for delegate pre, during, and post congress
• Compile and manage a delegate information database Immigration issues management • Working with Migration Service/Embassies for visa support • Preparation of invitation letters for delegates and sending its scanned copies to delegates and managing the overall reception issues • Communication with delegates and tracking their visa preparation, solving problems with visa • Communication with Migration service or hotel to organize official registration • Preparation of visa for global partners and official registration for them Reception process • Coordinate delegate reception process (pick ups and drops) and reception systems
• Coordinate Delegate Registration & Checking in of delegates or all IC sites Onsite services for delegates • Ensure emergency systems are in place such as medical help, evacuation in case of fire, police knowledge etc • Ensure systems are in place for delegate needs during congress (help desk, lost & found, personal shopping needs, medical help, prayers room, insurance, etc.)
Gaurav Singh, CC VP HR AND DE In case of any doubts please write to him at singh.gaurav@aiesec.net
Business Development: Key Responsibilities • Fund raising for IC 2015 and its products
• Partnership management (Delivery/Servicing, Partnership Enhancement & Communication) • Co-ordination of the Partners Meetings and Dinner • Communicating with company representatives to ensure all their needs are met and they are prepared for their workshops and the partners fair well in advance
• Writing and distributing invitations for key partner events • Helping to distribute a corporate monthly newsletter before and after IC • Working and coordinating closely with the Special Events team members regarding external involvement • Working with reception team to welcome external guests
• Servicing, hosting and interacting with external guests throughout the conference • Post conference follow-up. (Thank you letters, distributing post-conference souvenirs and delivering relevant snap-shots of the conference and reports to key stakeholders) • Complete understanding and delivery of various stakeholder requirements (Brand presence of companies investing in the congress from day-to-day, minute by minute) • Logistical overview and assistance for banners, site signage, specific and unique requirements of partners closer to the conference
Diptanshu Gurbani, CC VP BD In case of any doubts please write to him at diptanshu.gurbani@aiesec.net or singh.gaurav@aiesec.net
Marketing, Public Relations: Key Responsibilities • Planning, developing and implementing PR strategies in synergy with CC VP M • Preparing, overseeing the production of publicity brochures, handouts, direct mail leaflets, promotional videos, photographs etc. • Organizing events including press conferences, exhibitions, open days and press tours. • Researching, writing and distributing press releases to targeted media. • Analyzing media coverage, dealing with enquiries from the public, the press, and related organizations
Priyadarshini Sivakumar, CC VP M In case of any doubts please write to her at priyadarshini.sivakumar@aiesec.net or singh.gaurav@aiesec.net
Marketing, Digital Marketing: Key Responsibilities • Devising strategies to drive online traffic to the various engagement forums • Developing and managing digital marketing campaigns • Managing online brand and product campaigns to raise brand awareness • Responsibility for planning and budgetary control of all digital marketing with CCVP M • Evaluating customer research, market conditions etc. • Continuous review and active management of website and other online assets
Priyadarshini Sivakumar, CC VP M In case of any doubts please write to her at priyadarshini.sivakumar@aiesec.net or singh.gaurav@aiesec.net
Logistics: Key Responsibilities • • • • • • • • • • • • •
Partnerships management - venue, beverage, souvenirs, entertainment etc. Demand and Supply analysis In kind partnerships management: From Raising to CRM AI team coordination and management before, during and after the congress Team management and accountability Develop business by bringing the overall cost down and striking valuable and cost effective partnerships Continually try to improve and develop overall performance of the conference within the constraints Planning all logistical activities before, during and after the Congress. Coordinate the allocation of break-away rooms and session materials. Coordinate the acquisition, transfer and storage of all the session material, party peripheries, special Support in the identification and mitigation of risks Support the execution of the AIESEC International Pre-meeting. Coordinate the removal and transfer of all logistics from the Congress and special event venues once activities are over.
Sarvesh Pande, CC VP L In case of any doubts please write to her at sarvesh.pande@aiesec.net or singh.gaurav@aiesec.net
Special Events: Key Responsibilities • Technical Management: Vendor meetings, Partnerships and Raising for Tech, Transportation and Delivery • Fabrication/Design Blueprint: Meetings with canopy vendors, textile vendors, Raising Partnership • Performance Management/Speaker curation and research: Meetings with artists etc. Finalization of artists and performances, Partnerships with artist management companies • Public Relations: Coordination with media houses and CC VP M
Kalyani Khona, CC VP SE In case of any doubts please write to her at kalyani.khona@aiesec.net or singh.gaurav@aiesec.net