HOSTED BY AIESEC WINDSOR
Coming together is a beginning, keeping together is progress, working together is success.
Henry Ford Organizing Committee Application Booklet
Congratulations! If you are reading this, it means you are looking for a challenging and exciting Organizing Committee experience! Every year, AIESEC holds numerous conferences a year, bringing together AIESEC chapters in Canada. At these conferences, members have the opportunity to receive training sessions, develop strategies for the future of the organisation, discuss mattering world issues, and demonstrate active leadership. AIESEC Windsor is honored to be able to be the ďŹ rst to host SouthON, a sub-regional 3-day conference for Southern Ontario. It is time to show Southern Ontario what Windsor has to offer, to make a larger impact on the map. It will be a huge challenge for all of us. That’s why we need the most passionate, committed students who are willing to create an impact by the pure act of working hard. On return, I promise you the experience of a lifetime, an incredible journey, team experience and self-development. I encourage you to be a part of this incredible challenge and enrich your undergraduate career and apply for a position on the Organizing Committee! Looking forward to your applications, Jason Aguilar Organizing Committee President SouthON
Applications officially open: Thursday, October 24, 2013 Applications officially close: Tuesday, October 29, 2013 at MIDNIGHT All applications must be submitted in PDF format along with all supporting documents (Questionnaire and Resume) All candidates go through the following procedure: Submit application by Tuesday, October 29, 2013 at MIDNIGHT to the Organizing Committee President, Jason Aguilar (jason.aguilar@aiesec.net) Interviews: Wednesday, October 30, 2013 Please go to (http://jasonaguilar.youcanbook.me/) to select interview preferred time. First come first serve. Only select one slot. Questions? Contact Jason Aguilar
Organizing Committee Vice President Logistics Role Overall responsible to provide the logistics needs for: venue, accommodation, food, delegates, welcome package, agenda and special events for SouthON. Responsibilities Management of overall logistics required for the conference Ensure an appropriate location to attend all the needs for the agenda and delegates, food, agenda arrangements, and delegates needs. Coordinate and oversee onsite logistics including, but not limited to, set up and tear down, registration, and delegate servicing Manage a team to accomplish the difference aspects of the conference Create a report for logistics after the conference Work with a team to see the completion of a three-day conference Other duties as needed ProďŹ le required Self-driven and proactive Strong organizational and planning skills Solution oriented Attention to detail Results orientated Time management Team management Project management Strategically thinking Weekly workload: 8-10 hours. Expect more workload in January. Measure of Success 100% logistics needs covered during the event % Feedback from team and delegates Logistics report delivered Key Learning Points Negotiation Project and team management skills Decision-making and problem solving skills Resource management Results Orientation Work under pressure
Organizing Committee Vice President Finance Role Overall responsible for managing the financial sustainability of the event Responsibilities Create and maintain a budget together for the conference Create and track budget by areas together with OCVPs and control the cash flow of the event Manage the expenses by areas and maintain accurate records of all transactions Manage delegatepayments Create a financial report Constant coordination with VP Sponsorship Work with a team to see the completion of a three-day conference Other duties as needed Profile Required • Analytical and organized • Self-motivated and self-driven • Accountable • Knowledge of accounting • Ability to work independently Weekly workload: 8- 10 hours. (Please note that this is an average – the time commitment will increase closer to the conference.) Measure of Success % Budget achieved Proper tracking record of total revenue of the conference % Feedback from other areas Key Learning Points Financial management Creation of financial statements and budgeting Teamwork Planning and prioritizing Attention to detail Stakeholder focus
Organizing Committee Vice President Sponsorship Role Raise the strategic partnerships that will ensure the financial sustainability of the conference therefore bringing the impact we want to deliver. Responsibilities Create with Organizing Committee President and Vice President of Corporate Relations (AIESEC Windsor) the strategy to create strategic partnerships Create together with the OC President the implementation of partner’s strategy Develop levels of support and proposals for funding Obtain fund and in-kind sponsorship for the conference Servicing and hosting the external guests throughout the conference Ensure the correct follow up after the event: thank you letters, photos, and opportunities for further cooperation Create a report for sponsorship after the conference Work with a team to see the completion of a three-day conference Other duties as needed Profile required Self-driven, proactive, and creative Strong interest in marketing Sales experience, experience in event related fundraising an asset Results oriented Negotiation Stakeholder focus Attention to detail Strategically thinking Weekly workload: 8-10 hours. Expect more workload in November and December Measure of Success $ Raised in cash and in-kind # Companies participating in the project # Of strategic partnerships created before and after the conference 100% sales work tracked in the CRM (Salesforce account) Key Learning Points Marketing skills Client relationship management and servicing Project management Networking Work under pressure
Organizing Committee Vice President Communications Role Overall responsible for the internal and external communications for SouthON Responsibilities Develop and track the general communication strategy especially with the other southern local committees Update and execute the communication and media plan Develop promotional materials for the conference Assist in the development of a delegate’s package Work with a team to see the completion of a three-day conference Other duties as needed Profile required Self-driven and proactive Creative Strong organizational and planning skills Time management Strong communication experience Ability to multitask and prioritize Strategically thinking Weekly workload: 8-10hours. Expect more workload in September & October Measure of Success # Delegates attending the event Traffic on the webpage # Interactions in Social Networks # Apparitions in Mass media and related publications Key Learning Points Communication skills Project management Results Orientation Market reality Networking Work under pressure Innovation
I can’t promise it will be easy, but I promise it will be worth it