AIESEC
INTERNATIONAL CONGRESS 2015
August 2015 | Hyatt Regency | Gurgaon, India
Discharge Report
table of content AIESEC & AIESEC India
4
International Congress 2015
5
Message from the Congress Committee President
6
Highlights of IC 2015
8
Timeline
10
IC 2015 in Numbers
11
Global Youth Voice (Pre Event)
12
Special Events
14
Opening Ceremony
14
Global Village
16
YouthSpeak Forum
18
India Night
22
Gala Night
24
Bacardi Club Night
26
Partners’ Dinner
27
Marketing
28
Digital Marketing
30
Showcasing Project
34
Delegate Experience
35
Human Resources
38
Business Development and Logistics
41
AIESEC 2020
48
CSR Initiatives
50
AIESEC AIESEC is the largest global youth network impacting the world through leadership development experiences. AIESEC has been facilitating youth leadership activities as well as international internships & volunteer experiences for over 65 years, developing a global learning environment across 125 countries & territories. We are united in a purpose of developing young leaders and becoming the Leadership Provider of the World while staying independent and nonpolitical since 1948. What makes AIESEC unique is the youth driven impactful experience that it offers to its members. AIESEC is run by young people for young people, enabling a strong experience to all its stakeholders. Every single year the core leadership teams of AIESEC change – from the local committee executives, to the national teams right up to the global leadership team.
AIESEC in India The Indian chapter was founded in the year 1981 and has long existed since then, having undergone evolution in growth and generations of membership as well as leadership. AIESEC in India strives to create a better world, by ensuring members achieve their talent potential and become responsible leaders. AIESEC India is one of the highest performing member countries of the Global network of AIESEC, recognised multiple times for the contribution it makes to the association. Presently, AIESEC in India has 41 operating units consisting of 25 major local chapters. Presently, there is a focus to work on business expansions across the country in order to deliver more and more leadership experiences, far from being limited to the current geographical presence. The representatives of India’s 25 local chapters spread across the country are agents of AIESEC, who are to direct the vision for a more empowered youth population in their city or region of work and existence. In 2015 - 2016, the Indian network is planning to take part actively in the global Youth Speak campaign, a survey powered by AIESEC internationally to find out what the youth really wants and matters to them. Through Youth Speak, AIESEC in India envisions to align itself with the Global Goals of the United Nations, add more meaning to the impact we make across sectors.
International Congress 2015 International Congress is the annual convening of AIESEC and its member countries and territories, aimed at celebrating youth leadership, cultural diversity and global togetherness. It takes form as an occasion where the organisational state of affairs is reviewed, new goals are set, views and experiences are shared. An International Congress means the creation of a global plenary, massive not only in its size but in the diversity of ideas, discussions and outreach. The agenda has been designed to meet the interests of over 1000 delegates hailing from different parts of the world, business leaders, entrepreneurs and global trailblazers; to enunciate the idea of a progressive, traditionally modern India using an international platform like none other. The purpose of the conference is to allow the delegates to experience the need and how-to of innovation, instil an entrepreneurial mindset and shape them as self-sufficient, skilled and wellendowed leaders of tomorrow.
The Vision AIESEC is transitioning into a digital era and this has assured a monumental change coming the network’s way this year. IC 2015 helped to strategically set direction to the global network and create a successful as well as an enduring purpose towards a united future. This will be achieved through the actions and decisions of its members as responsible global citizens in the light of the essence of the organisation, which is leadership.
The Theme The Theme for this year’s International Congress was The World Comes Home. 118 other countries and territories belonging six strategic world regions of the network will be gathering at India, the home. The Indian sentiment of Atithi Devo Bhava or Guest Is God inspired this theme and the conference welcomed home diversity, cultures, love and brotherhood this year.
The Movement In order to create an excitement and buzz for this grand coming together of youth from across the globe, a movement called #Indianess was activated across social media and at on-ground engagement platforms. Through #Indianess, India was portrayed as a country that is traditionally modern and this time around, the movement shed stereotypes, age old clichĂŠs and refresh the idea, spirit and image of young India for the world.
Note from the President Dear partners, AIESECers,AIESEC Alumni,family and friends When back in August 2014 the core team defined the meaning of Indianess it was more than just a word, it was an emotion, a feeling and a movement of showcasing our country in its truest form in front of the 118 entities. A big ambition was driving us! The Indian sentiment of Atithi Devo Bhava or Guest Is God inspired this theme and the conference welcomed home diversity, cultures, love and brotherhood this year. We tried to build a home for all the delegates, showcasing a texture of Indian life which exists in both parallels, through #Indianess, India was portrayed as a country that is traditionally modern and this time around, the movement did shed stereotypes, age old clichés and refreshed the idea, spirit and image of young India for the world. AIESEC is transitioning into a digital era and this has assured a monumental change coming the network’s way this year. IC 2015 was strategically set to initiate AIESEC 2020 direction to the global network and create a successful as well as an enduring purpose towards a united future which will be achieved through the actions and decisions of its members as responsible global citizens in the light of the essence of the organisation, which is leadership. I would like to communicate my greatest gratitude to all the congress partners, ministries, AIESEC Alumni and more than 4000 members of AIESEC in India for having realised this ambition with us and my beloved & talented team who made this congress happen. After 418 religious days of commitment and endurance we are sure that the congress did not only show Indianess to the world or world to Indianess but communicated a strong message that world will be a different & better place if led by the leaders this organisation has created over the years. Lastly, this experience of thinking up of a new idea, planning it, sometimes failing miserably, having courage to say “ I was wrong”, fighting out from the worst criticsm to coming out magnificently successful will be cherished by my team throughout our lives. Shukriya! Sahil Chopra Congress Committee President International Congress 2015
Highlights from IC 2015 Establishment of International Congress as a brand. Facebook Page merge and standard naming of other social media channels ensured IC as an event brand for the world.
Presence of Mr Ahmed Alhendawi, UN’s Secretary Youth Envoy at the conference ensuring validation of AIESECs vision and mission by United Nations. It also showcased significant value of UN & AIESEC association for Sustainable Development Goals and Youth Speak movement.
Ministry of External Affairs and Ministry of Home affairs granted a timely endorsement and clearance to the conference enabling smooth conference visa process to all 118 countries and territories. Ministry of Skill Development and Entrepreneurship supported the conference theme of skilled youth and provided a huge financial support to the conference.
Coca-Cola and AIESEC International Congress Partnership. The re-creation of famous Hilltop Song, presence of CocaCola President Mr. Venkatesh Kini at Youth Speak Forum, Video Endorsement by Coca-Cola Mr Ahmet C Bozer, EVP and President at Coca-Cola added immense value to International Congress 2015.
First time delegates from AIESEC in Pakistan allowed to attend a conference in India. Covered by major TV news networks like CNBC, and CNN IBN.
45 %
1000 55 % 65%
300
50
110
90
30
92
110
Global Youth Voice IC Pre-Event
Global Youth Voice was a platform that enabled youth to speak up for issues of personal, professional, societal and global relevance. It emphasised the need to voice out opinions, ask questions and tell the right stories, and encouraged youngsters to pursue their dreams, ideas and thoughts. The three pre events gathered 500 talented youth for joint project creation. The platform was also a beginning for cooperation between organizations and young entrepreneurs from all over the country. The focus was on three themes: Sustainability: Formed out of a series of “global conversations”, sustainability as a goal lists a number of issues on which we, the youth, need to help decision makers understand what the global youth opinion is, and how we can work together to address these issues. Technology holds the key to future success, being immensely influential in shaping our outlook on life. Human capital can be built by using technology as a medium, to educate, fight poverty, stimulate entrepreneurship and create a new generation of change leaders. Skilling Youth - A mechanism to promote skill development and life long learning is to build inter-linkages between systems such as formal education, vocational training, skilling programmes, literacy and basic education programmes. Positives: • It was bidirectional platform • Support from the local chapters Chennai and Mumbai • Enriched with optimized involvement • Solution based and not a forum of mere discussion • Brief yet powerfully packed with crisp agenda
GYV Mumbai
GYV Chennai • Students turnout – 100 • GYV Team opinion clip on headlines today • Radio Show with RJ Tausif Chennai Live 104.8 • Facebook posts total outreach – 43500 • Event Sponsors – Career Analytics
• The event was held at Bombay Stock exchange with 350 students participating • 6 key speakers • 1 panel discussion and 1 stand up comedian for opening the GYV Mumbai • Increased 4000 likes on FB and had 300 plus tweets • Outreach all over India through Just Dial, Must radio and UBER. • Shailendra Singh, Ashwin Sanghi &most of the speaker posted on his own Facebook wall as well as Tweeted
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•
•
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GYV Delhi ` The event had a less turnout due to failure of university partnership – 80 Big brands like Airbnb, Coca-Colam, Skill Development Ministry were sponsors Session hosted by Neha Singh , Youth Outreach Advisor, PETA India Assam 1860 was beverage partner Tata group was executive partner
Speakers
Ashwin Sanghi Best-selling Indian Author and Entrepreneur)
Sunil Buch Chief Business Officer ZEEL) Circumnavigator)
Vicky Roy Photographer
Aparna Nagesh Choreographer/ Proprietor at High Kicks
SPECIAL
EVENTS
Opening Ceremony
The grand takeoff of the World Coming Home - the Opening Ceremony set the stage and the tone for the entire 10-day AIESEC’s 67th International Congress. As an introduction and welcome to the delegates’ new 10-day home, the main focus was on breaking stereotypes and changing perceptions through India’s story of growth and progression while maintaining a rich culture and history.
Dr Mukund Rajan, 46, serves as a member of the Group Executive Council at Tata Sons, and is the Tata brand custodian and group spokesperson. He represented the presenters of the event, TATA Group, in the event.
Objectives Opening Ceremony of AIESEC’s 67th International Congress will be about incepting and changing the perception of 1400 delegates from 126 countries on the growth story of India and on how far we have evolved ourselves in terms ideas, innovation and technology.
Neeraj Arya’s Kabir’s Cafe
Advaita
Neeraj Arya’s Kabir Cafe band members are on a quest to Advaita is one of India’s leading bands with one of the most ensure Kabir’s verses are accessible and comprehensible exciting live acts, redefining contemporary Indian music, through contemporary music to the rest of the world, who blending the traditional with the modern in a way never are alienated from traditional Kabir folk music. seen before.
OPENING CEREMONY VIDEO: https://youtu.be/S5n3I4o9h3c INTERNATIONAL CONGRESS AFTER MOVIE: https://youtu.be/EkuaJA6xFIY
GLOBAL VILLAGE VIDEO: https://youtu.be/eSV7hgrxSrU
Global Village
IC Global Village was an open cultural exhibition featuring 5 continents and 118 countries and territories with a diverse display of food, clothing, music, dance, culture and people. Key Challenges Less space to accommodate 1000 delegates Less manpower as more focus was on opening ceremony As venue was far from city so it was not open for externals, only guests on invites were able to come MCP diversity walk, as handling 100 MCPs at one point of time and gathering them was difficult Was Good Kites as an element was used really well, specially To improve collaboration with the design college to make entity kites made them really happy More volunteers for the setup of the entities stalls Welcome note in entity language Paper plates and cutleries for the entity stalls Entity performances and roll calls made the More time for networking for delegates delegates more engaged Coca cola Happiness wall DĂŠcor and infrastructure Delegate engagement
Signigicance of Diversity Walk International Congress 2015 witnessed a Global Diversity walk involving 117 global cultural experiences ranging from Venezuelan attires, Brazilian snacks, German beverages and more. This also provided a chance for 900 international delegates across the globe to witness and discuss each other’s cultural changes, habits and country realities.
Key Activities Entity performances Coca Cola- Happiness Wall Cultural exhibition of 117 countries Collaboration with design school to get the entity kites designs which were given to MCPs as a token of love Welcome note on each table in their Native language
Mr. Venkatesh Kini President, Coca-Cola India and South West Asia
Youth Speak Forum YouthSpeak Forum is an event that takes place in multiple locations around the world, bringing top young leaders together with business leaders, thought leaders and experts for a conversation around pressing global issues. The aim is to generate new and actionable ideas that will impact the world and its future. We make this happen by taking our participants through the unique interactive framework of Inspire, Engage, Act.The Theme of Global YouthSpeak Forum 2015 was: LEADING TRANSFORMATIONAL CHANGE.
Inspire
Engage
Act
Ms. Shaheen Mistri Founder, Teach for India
Mr. Vishen Lakhiani CEO, Mindvalley
Ms. Aparna Saxena Senior Manager, DPDHL
Mr. Tom Beagent Director, Sustainablity & Climate Change, PwC
Youth Speak Speaker Profiles Nadira Angelina Hira is a writer at heart. But in true restless Millennial style, she does it her way—as an award-winning journalist, editor, speaker, television personality, all-round raconteur and curator of great conversations. Known for her distinctive voice and infinite curiosity, Nadira’s taken rapt audiences along on countless adventures, from tapping out beats with Shawn “Jay Z” Carter to doing a stormy summer ride-along—in a UPS truck!
Shaheen Mistri is the founder and CEO of Teach for India which founded the Akanksha Foundation in For India. Educating 5000 children in 15 schools - equipping them with the education, skills and character they need to lead empowered lives. Teach For India educates 30,000 children across 7 cities & is building, in parallel, a force of leaders who will be committed to demonstrating, inspiring and catalyzing systemic change - until the day comes when all children across India attain an excellent education. Anand started his career in advertising and communications working for the WPP group in London for several years before pursuing his Masters in the USA. He is a seasoned campaigner having been with the United Nations Millennium Campaign for the past ten years during which time he co-founded the ‘Stand Up’ campaign which has mobilized hundreds of millions of people to raise their voice for an end to poverty.
Sergio is an internationally recognized entrepreneur, investor & philanthropist working at the intersection of media + policy, leveraging public private partnerships for social impact. Chairman + Co-Founder, PVBLIC Foundation, an organization focused on using media to drive impact & change in the world. Chief Development Officer + Co-Founder of P3 Global management, an organization focused on smart infrastructure through developing Public-Private Partnerships with municipalities.
Vishen Lakhiani is the founder and CEO of Mindvalley, a company specializing in innovation in education by introducing mindfulness and personal development into global education and perpetual learning. Vishen is ambitiously determined to push humanity forward by empowering our audience to live healthier and happier lives, to unleash their fullest potential – to be extraordinary.
Ankur Warikoo is CEO of Groupon India, part of the 48-country portfolio of Groupon Global spanning 250million subscribers and over $7bn in annual sales. Ankur has been with Groupon since April 2011, ever since it started its India operations.
Ms Aparna Saxena started her career with DHL in 2005 back in India, and has worked across geographies in both India and Singapore in regional and global roles. She currently manages the development of end-to-end eCommerce Solutions business in Asia Pacific for DHL eCommerce, for the rapidly growing eCommerce industry. Aparna focuses on customer engagements, business development, sales and program management and developing customer specific solutions. Venkatesh Kini is currently the President of Coca-Cola India & South West Asia Business Unit, has over 25 years of Sales, Marketing & General Management experience in India, USA & in Global roles, of which 15 have been with The Cola-Cola Company. with responsibility for all Business Unit Operations and functional leadership. He was the Deputy President of the Business Unit till 2013. Prior to his current role, he was the Vice President of Global Marketing for Juice, where helped create 3 Billion Dollar brands. Miten Mehta, CEO 63 Moons is a proven corporate Leader, lean Entrepreneur and Investor with a track record for scaling businesses. He has broad experience across complete range of functions inclusive of engineering, marketing, branding, sales, general management and M&A with 20+ years in High-Technology, Wireless / Mobile, Internet, Social Media, Cloud, Big Data, Analytics 15+ years in growing business in Technology, Financial Markets, Education & Healthcare verticals. Max is a passionate social entrepreneur and a world explorer.Max is co-founder of TeamLabs, Impact Hub Network and Impact Hub Madrid he has been sharing co-learning experiences in +20 countries for +10 years having developed projects, delivered classes, conferences and workshops with AIESEC, TeamAcademy, KaosPilot, Stanford d.school, St. Gallen University and other incredible organizations
Tom is a director in PwC’s Sustainability & Climate Change team specialising in the development of what the future of reporting will look like, to ensure that the information sets used at the heart of business creates the cohesion, alignment and credibility needed for sustainable business success. He has over 10 years experience of helping companies respond to the sustainability and climate change agenda and supporting the UK government develop related policies.
INDIA NIGHT VIDEO: https://youtu.be/1RHZnBRNLls
India Night
India night was an immersive experience into Indian culture and a festival in itself presenting Indianess as a binding force. It was an ideal platform for companies and organisations working in a distinct Indian shape to showcase themselves.
Was good • • • • •
Diverse elements during the whole night Delegates enjoyment and engagement of Indian culture Diverse Food restaurants Vendor Management (Handicraft, food and décor) Delegates enjoying Indian culture and understanding the meaning of Indianess
Key Challenges
To improve
• Time management, as last minute change in • agenda was really difficult to handle • RFID Management and training as the volunteers were new and not well trained with • this technique • Volunteer Management and work division • Crowd Management as agenda was late • and very rare delegates were watching performances and went to eat food • Hotel management creating problem regarding sound
Agenda should start a little early as because of late agenda delegates were not able to enjoy all the elements More mist fans and coolers as it was an outside event. Climate assessment should be better. HR Planning and placement
4 regional performances, 1 Band performance and fashion show
25 Handicraft Stalls
9 Food Stalls
4 regional spaces as Photo booths
GALA NIGHT VIDEO: https://youtu.be/njSKEQsj4C8
Gala Night
Electrolux awards night was a special night at IC 2015 that recognized the winners, appreciated the innovation and ideas contributed by AIESEC entities, partners and Alumni across the globe.
Objectives
Date: 29th August, 2015 Venue: Hyatt Regency, Gurgaon (Ballroom) Duration: 3 hours Start Time: 8:30 pm End Time: 11:30 pm
• To celebrate the stories of success of the network • To inspire the network for 2020 mid-term ambition • To thank all supporters of the event and promote the next IC
Theme: Universe Slogan: “Reaching for the stars.” Element: Constellations Colors:Black/Blue/Silver/White Dress code:Black tie in mentioned colors
Key Activities • Card for every attendee with their constellations zodiac sign • Invitation on their bed before the even
Challenges • Assigned seating plan with each attendee zodiac sign card – no clear information from DE and BD in advance caused a lot of chaos in the last minute (late printing, organizing of zodiac signs) • Seating changed from round tables to theatre seating changed the agenda (2 weeks prior the even and influenced the selection of performances
To keep
To improve
• Arrange customized awards (design) • • Continuous updates and feedback with AI and Electrolux team (branding, agenda) • Award trophies contain only name of award, • not name of the winning entitiy • Create middle aisle that is bigger for winners • to come on stage, stairs from front and small ones from sides • • Keep place for taking pictures (before and after the event) • Getting invitations to the rooms by the hotel • staff • Have printing of certificates and other needed customized materials arranged during the IC • itself (certificates cannot be printed in advance – confidential) • Event took only 2 hours – Quick and smooth
Seating plan prepared latest by the second day of the conference (based on final number of delegates) Invitation and follow up with representatives of next year IC hosting country Making sure that invitation and coupon is in the room for every single delegate Videos to be prepared before conference starts (for closing video to have concept ready) Artists confirmed latest by 1 month prior the congress and feedback for each performances done latest a week before the congress AI to have live streaming agenda and hosts for the IC live (like red carpet live at Oscars)
To stop • Do the graphic design by the person from SE team (have designer from Marketing team or external)
Club Night
After a 10 day intense conference learning this evening was the one where delegates relaxed and let go in a party to have a good closing. This evening will stay very vivid in every delegates memory and with three performances it marked a perfect celebration closure to the conference. Activities done by delegates Bacardi Invitation Cards in every room Bacardi Spinner at the entrance for alcohol games Bacardi bars Neon bands and LED shot glasses
Dualist Inquiry is the solo electronic dance project of Sahej Bakshi, a producer, guitarist and composer from New Delhi, formed in 2010. He frequently combines guitar licks with his sequencer but the electro-rock sounds don’t stick to any one genre; Bakshi has been known to jump styles and create electronica within a dynamic variety of genres and influences.
The deep, dark, and militant side of drum and bass music - Section 8 added the much needed flavour to the closing followed by Anurag Nandvnshi who By simply putting everything into his tracks, goes deep into a state where nostalgia, the present and the future dwells, a place and atmosphere being well communicated through his personal style of Music .
Partners’ Dinner
IC Partners’ dinner will be an evening of fine dining and networking with all of AIESEC’s partners, collaborators, media, alumni, corporate associates and Stakeholders.
Attendees: 200+ Top level corporates and government officials
Date: 24th August, 2015 (Monday) Time: 7:30pm Onwards Venue: Kitchen District, Hyatt Regency, Gurgaon
Dhruv Visvanath is a singer-songwriter who was born in New Delhi, but has spent most of his youth in England, Zambia and Hong Kong, and across India as well. Currently, he resides in the capital and is in his second year of college studying geography at Shaheed Bhagat Singh College in the University of Delhi. He performed in the Partners’ Dinner amidst all the top AIESEC partners.
Marketing Vision
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To make an International Congress a property of AIESEC by ensuring content standardisation across all external media and communicate the cause of the conference in a externally viable, relevant and agile manner.
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Projects
Social Media
BD-Log Marketing Ideation
Media & Public Relations
Design
Global Personality & Celebrity Management
Social Media
Main Page 69000 Likes
Team Page 3200 Likes
Followers 757
441 Subscribers 34, 453 Views
1000+ Followers
2348 Followers
Media & PR Times of India Times of India featured IC thrice in huge spaces, even on the cover page
Quick PR Official PR Partner for IC, garnered over 50 media articles
Organic The event also organically managed to garner media responses.
Digital Marketing Vision
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Digital is at the core of virtually every aspect of our daily lives and work, and leveraging off it to provide engaging and powerful learning experiences.
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Website Development and Management Launch: 21st April 2015. Total Hits as of 20th September 2015: 55,000+ Total Pageviews: 116,000+ Average Duration Per Hit: 3 mins 2 sec Traffic Division: Social (40.7%) ; Referral (5.1%) ; Direct (37.6%) & Organic (16.5%)
Mobile Application • • • •
RFID: Radio Frequency Identification • •
• RFID technology was used to manage all conference transactions making it a cardbased system thus making it cashless in the process. • Vendor Meetings and collecting quotations. • Finalised AreteInfo Technologies as official RFID Partners. • Used to collect payments at CC Stall, Merchandise Stall and at Parties on all 10 days. • Customised RFID solution to collect Payments on India Night- 27th August
• • • • • • •
• • • • • • Digital Standees & Social Wall • • • Finalising Countwell Data as official vendor • for Digital Standees. • A total of 24 Visual Screens were used at • the conference. •
Push Notifications Automatic GPS responders/messages Live Agenda & Event listing Incentive based social activity: Coupons for regularly posting about IC/check ins maybe Advanced Analytics Tracking GPS mapping or geo targeting/ maybe floor mapsDepends on feasibility Anonymous Chat/support feature Social Media & Blog Integration Image Gallery & data collection Live Monitored Newsfeed Youtube channel Integration History, Jives, Search & Live notes tab Important Phone Numbers/Directory/ Emergency Calling Integrating shop feature- Depends on feasibility Securing IC documents/resources Integrating EXPA- Depends on feasibility In-App Messaging Session Reminders/ Calendar integration Syncing Live Streaming Real-time polls and surveys if needed Ads for main sponsors Delegate Experience Tab: Link to hindi-english dictionary, Reception Package etc. Virtual delegates engagement over live streaming Post Tour Promotion tab
IC MOBILE APP PREVIEW
Media C
Coverage
Showcasing Project Showcasing at International Congress 2015, was considered to be high priority since the event is the biggest conference of the organization for the whole year. The whole project was outsourced to an external marketing partner for the whole year, who ensured quality content generation which was aligned to the brand of the event. Subigya Basnet, Marketing Partner for International Congress 2015, worked with the team for a duration of 10 months and was responsible for overall showcasing of the event. He, with the team of 8 AIESECers were also responsible for photography and videography throughout the conference.
Projects
Special Events Openings
CC Videos
Conference Aftermovie
Partner Videos
Coca-Cola Hilltop Song
2020 Documentation
Indianess
Major Highlights • • • •
Production of over 50 videos in the course of 10 months Creation of remake of Coca-Cola Hilltop Advertisement Interviews of all global partners and major CC partners present in the conference Creation of documentary fashioned conference after movie
Delegate Experience Vision
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To ensure quality services to all the delegates in order to enhance their experience.
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The Conference
AIESEC International Conference was hosted at Hyatt Regency, Gurgaon, India from 21st August – 30th August, 2015. The MCPs pre meeting was hosted on the 19th and 20th of August, 2015, at the same venue. The conference saw an attendance of 794 delegates from 117 countries along with 24 AIESEC International Team members, 30 special guests, 30 partners and 70 Core Committee members. By far this International Congress has seen one of the biggest and most diverse crowd! Borders vanished at IC 2015 when AIESEC India hosted delegates from AIESEC Pakistan for the very first time in the history of International Congresses being hosted by AIESEC India.
Achievements • Ministry of Home Affairs and External Affairs clearance (Government of India) • Delegates from AIESEC in Pakistan attending AIESEC International Congress hosted by AIESEC in India for the first time • Hosting 964 delegates at one venue • An average rating of 8.9% satisfaction by the delegates of the conference • Average issue resolving time: 4 hours • Support from the healthcare partners (Fortis Memorial Hospital, Gurgaon) and the extremely hospitable venue (Hyatt Regency, Gurgaon)
SWOT STRENGTHS
WEAKNESSES
Complete understanding of the vision, Detailed job description, Day wise planning of the conference, Venue communication, Crisis management Independent function of each project, Process based planning.
Timely meetings during the conference, Interesting & engaging activities during the conference.
OPPORTUNITIES
THREATS
Clear communication with the team, Defined responsibilities during the conference, Collaborated planning with other portfolios, HR Planning for the conference, Emergencies management.
AI Agenda, Lack of financial investment planning, Special Events delegate experience planning.
Janice Chan - Delegate Communication & Virtual Support Project Sub Projects Newsletters timeline DG database Information Management DG booklet Help Desk Management Feedback & Report Generation Social Media Communication Channels Visa support
Pre/During IC engagement
Brainstorm channels to conduct feedback Weekly report generation Timeline - FB post Visa IL Visa support - online chat (2 days) Visa scanned copies Brainstorm Visa FAQs platforms During IC (18 - 30 Aug) DE initiatives - day plan (w/ Sarah)
Project Information and database management Registration
Delegate Experience
Sub Projects Registration sheet List of things involved daily Welcome delegate kit Reception plan (set up) Reception Reception plan in the airport Luggage management Check-in system List of materials in the stall Volunteer/stall/stock management Plan for stall in pick-up point Expectation Journey mapping Requirement design of the stall Daily experience + special space Food Badges/landyard Nutrition + security + Gathering information and decide communication action plan Feedback + troubleshoot Questions security, performance, nutrition, Special events alumni
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HR Management & Services Recruitment Timelines CCVP (The Core Team)
Teamsters (Pre-Conference Recruitment)
1. Recruitment timelines August 2014 till December 2015 2. Due to MC transition and non-focused approach towards International Congress the pipeline for congress committee was very weak. 3. Application was open for Internationals as well as Alumni. It was full time and paid. 4. Marketing, Finance and Logistics as portfolio became functional from December. The delay also affected the initial performance in following areas. 5. 6 core team member selected from a pool of 40 applicants
1. The application was open to the International applicants getting us a huge response from around the network. 2. 35 Teamsters were selected representing 13 nationalities from over 400 applications 3. Selection with the support of HR partner LearnEd and CCVP HR 4. Recruitment timelines were from March till April 2015 5. The roles and job description were aligned as per the gap analysis of the core team and kept rotating.
Project Heads (Extended Core Team)
Volunteers (CC Onsite Recruitment)
1. Heavy promotion during national conferences with the support of MC created a strong pipeline for middle level recruitment. 2. Recruitment timelines 3. The strategic objective behind projects head position was to divide certain key projects like Delegate Servicing, Global Youth Voice, Digital Marketing with full autonomy to the selected members 4. Selection with the support of HR partner LearnEd and CCVP HR 5. Results – 7 Project heads were selected from 120 applicants 6. Recruitment timelines were from December till January 2015
1. Proper HR assessment and with an objective to avoid chaos only 45 onsite volunteers were recruited. 2. Recruitment, training and management was done with the help of CCVP HR and HR LearnED 3. Recruitment timelines were from July till August 2015 4. The roles and responsibilities were limited to tasks execution at the conference given in advance by the HR team
LearnEd is an educational organisation aimed to enable progressive careers through personalised connections & customised work experience solutions. LearnEd focuses in particular, on student resource development. We are committed to help high-school & undergraduate students build progressive careers. We empower students to learn and perform through leadership & skill development in simple learning environments. LearnEd was associated with AIESEC’s International Congress 2015 as a Human Resource Development Partner. Pre-Conference, LearnEd was responsible for the induction & training for the core team of the congress. During the conference, LearnEd undertook the responsibility of overlooking the functioning of the volunteers & overall HR subsystem.
CCVP Finance
HR Structure
CCVP Logistics
Project Head, Special Events (2)
Project Head, Delegate Experience
Project Head, Global Youth Voice
Project Head, Digital Marketing
Congress Committee President
CCVP Special Events
CCVP Operations
CCVP Human Resources
CCVP Marketing
CCVP Business Development
Core Commitee IC 2015
The Good
The Bad
1. The investment in HR partner – LearnEd. It helped in smooth execution of the conference and also in training of core team. 2. All rounds of application were open to Internationals leading to a diverse team and a better experience for the team 3. Designing of recruitment booklets and induction materials leading to a good foundational understanding of event management 4. A brilliant office culture with time obedience and an environment which fostered faster inter-functional communication 5. Regular CC meeting during IC helped control a lot of things. The team dry runs were very well executed leading to a better crisis management during conference. 6. Support from AI project managers and MC project managers helped us realized certain key implementation areas leading to a smooth conference. 7. Shifts in CC Volunteer team during IC helped to get energetic people in the middle of the conference where the core team usually faces fatigue. 8. Having a flat structure in core team lead to more ownership and support during International Congress.
1. The congress team and HR synergy post recruitment plays a important role. The effective communication can solve a lot of issues related to JD and other areas. 2. To have onsite structure and job description defined much earlier with clear understanding. 3. Communication process and the run-down flow with AI need to be done more earlier there’s hard to make HR or JD of CC changed 4. External support to assess event management skills and selecting manpower with the particular experience. Less people with high event management skills leads to more efficient and smooth conference execution. 5. Volunteer team should be at the same conference venue. It causes unnecessary motivational issues leading to below par performance. 6. Synergy mapping by HR especially between Marketing and Business Development holds very critical for the team overall achievement.
Advisory Board Members of IC The National Skill Development Corporation, (NSDC) is a one of its kind, Public Private Partnership in India, under the Ministry of Skill Development & Entrepreneurship. Mr Dilip Chenoy, CEO , NSDC provided the much needed intellectual and financial support to IC contributing to its major success especially in the field of Government relations. Mr Srinivasan K Swamy , President, International Advertising Agency was also on our advisory board. The International Advertising Association (IAA) is a unique strategic institution that addresses the common interests of all the disciplines across the full spectrum of marketing communications. Miten Mehta, CEO 63 Moons is a proven corporate Leader, lean Entrepreneur and Investor with a track record for scaling businesses. He has broad experience across complete range of functions inclusive of engineering, marketing, branding, sales, general management and M&A.
Our Partners
Business Development & Logistics Objectives
1. To make IC credible and profitable and financially sustainable 2. To ensure effective partner delivery and satisfaction 3. To ensure global brand engagement with AIESEC and establish grounds for long term sustainable partnerships
Fund Raising and Partnerships 1. Market Research & Market Segmentation is the initial step 2. Proposal Customization and specific engagement plans 3. Strategic-Tactical-Operational plan: http://bit. ly/1j4qOgc 4. Target Company Segment: FMCG, E-Commerce, Education, Telecom, Tourism, Electronics, Automobile, Healthcare, Banks, Sports, Luxury, Governement, Online Job Portals, Airlines, Cosmetics. 5. Venue Recce and product development 6. Referrals through IC Board of Advisors, AIESEC India Board of Advisors andAIESEC India national partners 7. Total Partners: 8. Partners, Partner Details, and Funds per Partner: http://bit.ly/1FS3KvV
CC Partners Management and Delivery 1. Transportation of CC Partners to the CC venue 2. Reception and engagement of CC partners at IC 2015 3. Day to day delivery check of all the promised deliverables 4. Documentation (Pictures, Videos and Testimonials) for delivery report and communication 5. Customized Partnership Reports 6. Deliverable Coordination with organizational coordinators 7. Partner Engagement: http://bit.ly/1OWd0l7 8. Partner Delivery: http://bit.ly/1JQ9KQs
Project Flow Fund Raising and Partnerships 1. Fund Raising Timeline: December – August 1st Week 2. Title Partner Raised: July 3. Top Raising Period – July (80% Clients came on board 4. During IC and Post, till September 15th: Customized post event reports CC Partners Management and Delivery 1. August 1st and 2nd Week: Acquiring of Partners Transportation and accommodation details, Planning and acquiring branding material, Venue mapping for delivery. 2. At IC: Partner venue tours to show branding, tracking of partner delivery, driving the delegates to experience partner deliverables. 3. Engagement of partners through conversations in free time.
Total Value of Logistics Partnership
Rs. 62, 90, 000 Total Sponsorship Raised
Rs. 1, 89, 52, 000
Partners of AIESEC International Congress Title Partners of AIESEC International Congress 63 Moons - The new name to Financial Technologies is a global leader in creating and operating technology-centric, next-generation financial markets that are transparent, efficient and liquid, across multi asset classes, including equities, commodities, currencies and bonds, among others. Its highly robust and scalable exchange and trading technology, coupled with deep domain expertise, gives it a decisive edge in driving mass disruptive innovation that is unmatched in financial markets. This uniquely positions FTIL as the creator of electronic, organized and regulated financial markets for new asset and investor classes that are either underserved or economically unviable to be served by traditional markets. 63 moons engaged with AIESEC International Congress for 6 months in implementing an orchestrated global startup championship, a speaking slot at Youth Speak Forum and Opening Ceremony. Presenters of Opening Ceremony and Executive Partners of the conference Tata Group - Founded by Jamsetji Tata in 1868, the Tata group is a global enterprise, headquartered in India, comprising over 100 independent operating companies. The group operates in more than 100 countries across six continents, with a mission ‘To improve the quality of life of the communities we serve globally, through long-term stakeholder value creation based on Leadership with Trust’. Tata group were the main presenters of opening ceremony and had presence of Dr Mukund Rajan, who serves as a member of the Group Executive Council at Tata Sons, and is the Tata brand custodian and group spokesperson. He is also part of National Board of Advisors of AIESEC In India and relationship with them have been over 2 decades. Presenters of Global Village and Executive Partners of the Conference
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Coca- Cola – Coca-Cola India, is one of the country’s leading beverage companies, offering a range of healthy, safe, high quality, refreshing beverage options to consumers. The Company along with its bottling partners, through a strong network of over 2.6 million retail outlets, touches the lives of millions of consumers. CocaCola has supported AIESEC India at different occasions. Notably, Mr.Atul Singh, Group President, Asia Pacific, The Coca-Cola Company is on our National Board of ® Advisors. Coca-Cola India had assisted AIESEC International Congress by delighting thousands of delegates with the effervescence of its drinks as well as outstanding presence in sessions and workshops. Mr Venkatesh Kini , President, Coca-Cola India delivered a powerful talk at Youth Speak forum. The AIESEC International Congress 2015 also served as a platform for remake version of the famous Hilltop song of Coca-Cola. Ashoka University as Presenters of India Night and University Partners Ashoka University is a private, nonprofit university, and an unprecedented example of collective public philanthropy in India. Ashoka offers its students a multidisciplinary liberal education, usually defined as one that transcends the boundaries between the arts and sciences, and carries a strong emphasis on learning across subjects. Ashoka with its brand engagement and Young India Fellowship launch at India Night added value to the conference and initiated a long term partnership with AIESEC in India.
Co-presenters of the Conference – Times of India: The Times Group is a long standing leader in the print business, as well as an emerging leader in all other forms of media, including radio, TV, magazines, out of home, and more. With the mission to innovate and build, anything and everything to do with digital media, that brings value to our consumers Times of India added value to AIESEC International Congress by making it story reach through its channels to all its readers in India. Executive Partners of the Conference – Aditya Birla Group A US $41 billion (Rs. 2,50,000 crore) corporation, the Aditya Birla Group is in the League of Fortune 500. Anchored by an extraordinary force of over 120,000 employees, belonging to 42 nationalities. Over 50 per cent of its revenues flow from its overseas operations spanning 36 countries. With an active participation at youth speak forum in form of panel discussion and power talk the group also gave delegates power banks supporting the technology theme of the conference. Skilled Youth Partners – National Skill Development Corporation and Ministry of Skill Development and Entrepreneurship supported AIESEC International Congress 2015 to foster their objective and belief of making skilling aspiration for youth. The ministry not only endorsed the conference but also gave the financial support for its smooth execution.Mr Dilip Chenoy, President of NSDC was also part of the advisory board of AIESEC International Congress 2015. AirBnB India as Exclusive Accommodation Partners - Founded in August of 2008 and based in San Francisco, California, Airbnb is a trusted community marketplace for people to list, discover, and book unique accommodations around the world — online or from a mobile phone or tablet. Airbnb with a major brand presence and engagement plan at International Congress strongly supported the mission of core team of bringing the world home. Indian School Of Business as Global Citizenship Partners - THE INDIAN SCHOOL OF BUSINESS (ISB) evolved from the need for a world-class business school in Asia. The founders, some of the best minds from the corporate and academic worlds, anticipated the leadership needs of the emerging Asian economies. The esteemed educational institute also on board of advisors of AIESEC In India supported AIESEC International Congress by engaging in various brand activities and by delivering a valuable workshop at youth speak forum. Fortis as healthcare partners - Fortis Healthcare Limited is a leading integrated healthcare delivery service provider in India. The healthcare verticals of the company primarily comprise hospitals, diagnostics and day care specialty facilities.The company operates its healthcare delivery services in India, Dubai, Mauritius and Sri Lanka with 54 healthcare facilities. Fortis with its massive brand presence at AIESEC International Congress provided all medical assistance, financial assistance and 24*7 Doctors and ambulances support throughout the conference. Calvin Care as supporting partners - CavinKare is an Indian conglomerate headquartered in Chennai, India. The company was formed in 1983 as Chik India. Calvin Care for the first time partnered with AIESEC International Congress and AIESEC India and provided financial support for brand coverage throughout the conference. Bacardi as Presenters of Club Night and Sustainability Partners- Bacardi Limited is the largest privately held, family-owned spirits company in the world. Founded in 1862, and family-owned for seven generations, Bacardi employs 6,000 people, manufactures at 27 facilities in 16 markets on four continents, with sales in more than 150 countries.Bacardi added immense value to AIESEC International Congress by providing financial support, sponsoring artists and production costs during club night and supporting the sustainability theme of the conference.
Partnership Delivery Plan Product Portfolio Structuring
Product Segregation
Product Requirement Communication to other departments
Strengths 1. 2. 3. 4. 5. 6.
Strong Delivery Plan Strong Engagement plan for all the partners Vast venue with ample branding spaces Co-operative AI and Project Managers Prior expectation setting Dedicated people in the Logistics team to assist the BD team with Partner transportation, accommodation, Global partner logistics and deliverable printing. 7. Effective communication inside the team 8. Distinct responsibilities allotted to every member 9. Strong market research and product knowledge for Fundraising] 10. Good leverage from AIESEC India and International Congress Board of Advisors for Fundraising
Deadlines
Weekly Followup Emails
Improvement Areas 1. Increase touchpoints during the conference 2. Late confirmation of partnerships led to unpreparedness for delivery with the CC Partners 3. Prioritization between CC and Global Partners 4. Less interaction with other teams during the conference. 5. Printed deliverables arrived at the last moment 6. Prioritization among partners 7. 1 person handling too many partners 8. Planning was not done keeping in mind the days of delivery at the conference but according to the type of partners
Strengths (Logistics) 1. Clear demarcation of projects between the two end responsible handling logistics. 2. Constant communication between the AI Project Managers and the Core Committee 3. Quick and easy Adaptability 4. Procurement of all items at the best rate in the market 5. Technical were outsourced to a Production house 6. Detailed initial planning resulted in effective cost cutting in most projects. 7. Team efficiency (more productivity with less members), efficient communication inside the team. 8. Transportation movement 9. Raising of partners
Improvement Areas (Logistics) 1. Delayed Compilation of all Print Requirements hence compromising on quality of a few print materials. 2. Some of the procured items were misplaced in the warehouse during transportation. We were unable to track back every item that was sent for sessions. 3. Procurement during IC for agenda. Coordination with AI at least 45 days in advance is must.
Logistics Partners Partners Logistics
The beginning of 2020 A mid-term ambition is a milestone towards the achievement of AIESEC’s mission of Peace and Fulfillment of Humankind’s Potential We want to create a mid-term ambition that shows us a clear strategic direction with measurable progress, challenges AIESEC and refreshes the ambition and excitement, and aligns what we do with the worlds needs. At International Congress 2015, India 800 delegates came together to co-create the AIESEC 2020 ambition statements for the next 5 generations. AIESECers from all over the world will came together to dream about a bigger and better AIESEC on behalf of their entities and answer the power question:What do we want AIESEC to become by 2020 in order to move closer to engaging and developing every young person in the world? Online delegates followed the process live to share their insights. We also started a discussion on the AIESEC experience evolution, looking into how different stages and programs should evolve based on the AIESEC 2020 Statements.
Hugo Pereira President of AIESEC International, 2010-11
Victor Loewenstein FIrst President of AIESEC International
What are the elements of AIESEC 2020? AIESEC 2020 Ambition: The Statements which answer what we want AIESEC to become by 2020. AIESEC 2020 Strategy: A roadmap that tell us how to get there, the main focus areas for every entity and the kind of AIESEC Experience we want to deliver to our customers AIESEC 2020 Goal Setting: Clarity on the goal setting logic and redefined measure of success for the organizations so we understand if we’re being successful, know our targets and can measure our impact.
From here, we will begin collecting input on the AIESEC 2020 Strategy. We start by clarifying meaning behind the 2020 Ambition statements and ways in which we can achieve the statement along side input on the AIESEC Experience.
CSR Initiatives DPDHL shipped all the leftover stationary and lost and found clothing to the following NGO NGO-1: Chetanalaya. They help ragpickers earn money through making of recycled paper products NGO-2: Through Hyatt Regency /The NGO is into education of underpriviledged.
Coca-Cola as part of supporting the sustainability theme transported all the used plastic bottles and cans in their recycling plant which were used by all the delegates in the conference.
For more information: Sahil Chopra Congress Committee President, IC 2015 chopras.sahil@gmail.com