AIESEC in Sweden - Conference Bid Booklet

Conference Bid Booklet ENGAGE & LEAD 2015/2016

AIESEC in Sweden 2015/2016

Introduction During the term in AIESEC in Sweden there are four conferences with different focuses. This is a meeting space for the whole network where delegates can change ideas and share their experiences. It is an educational space where they learn about AIESEC and different functional areas as well as develop personally. But behind all of this there is an OC team that plan, prepare and make it all happen. It is a hands on experience which requires a sharp mind and solution oriented approach and it is also among one of the most valuable experiences in AIESEC. AIESEC in Sweden is proud to open the bid for the two first conferences in the conference cycle, ENGAGE and LEAD. In this Conference Bid Booklet you will find information about the conferences, the timelines and what is required in the bid. We are looking forward to see which LCs dares to be the one and face this challenge.

With love, MC BeIT

Bid Should Contain: 1. Site description

Provide a list of at least two possible venues for the conference including information about number of beds, kitchen availability, price and location.

2. Plan for external relations Present a plan with possible partners and sponsors for the conference and for Y2B in case it is part of the conference.

3. Financial projections Include a budget with worst, ideal and best case scenario of the conference explaining the possible risks.

4. OC positions with a recruitment timeline JDs for the different OC roles that will be in the OC team and also a recruitment timeline for creating the OC team.

The conference bid should be sent to the MCP (francis@aiesec.se), MCVPF (susanna.vuorela@aiesec.se) and Conference Manager (raymond.ke@aiesec.se) by latest 19th of July 23:59.

Bid Open 24th of June

Bid Timeline

Bid Close 19th of July

Announcement 1st of August

To be discharged the OC team needs to submit the following documents and be approved by the ordinary legislative meeting at the next conference: • Budget follow-up.

• Income and expense statement.

• List of external contacts taken for the conference.

• An evaluation of the conference.

Discharge of Hosting Entity

ENGAGE Date: 29th oct - 1st nov Delegates: EB, TL, TMP Number of delegates: 70 - 100 Conference team approximation: 5 OC, 5 MC, 1 Chair, up to 5 international facis Y2B Date: Thursday 29th of October Together with MCVP ICX, Maria, NST External Relations, the OC team will arrange Y2B on Thursday 29th

Conferences

Engage

Y2B

LEAD Date: 22nd - 24th jan Delegates: EB and TL Number of delegates: around 50 Conference team approximation: 5 OC, 5 MC, 1 Chair, up to 3 international facis

Conferences

LEAD

OC responsibilities The organising committee is responsible for: • Accommodation for all delegates throughout the entire conference.

• Venues for all activities throughout the conference.

• All transportation for delegates and facilitators during the conference.

• Food and beverage for all delegates throughout the conference.

MC responsibilities The Member Committee is responsible for: • Communicating all venue requirements by the latest four months ahead of the conference.

• Communicate all requirements for the pre-meeting and the number of people attending the pre-meeting one month ahead of the conference to the OC team.

• Planning the Agenda and the content for the conference.

Conference Manager Responsibilities The Conference Manager is responsible for: • Support for the OCP. • Registration and approval of delegates for the conference.

• Communicating the final registered amount two weeks ahead of the conference.

• Communicating between the organising committee and the Member Committee.

Conference Responsibilities

Conference Budget The proposed budget should contain a worst, ideal and best case scenario of the conference and a written summary identifying possible risks in the process.

The budget for the conference should cover the following expenses: • Conference venue • Travel cost for the chair of the conference • Material costs during the conference and for the sessions • Transportation costs for the delegates during the conference • Food and beverage throughout the conference • Transportation and food costs for the pre meeting

Conference Budget

Financial Support In case the OC team has followed the financial guidelines given by the MC and the Conference Manager the hosting LC will be financially supported with the following: Engage - If a loss is made in the conference, MC will sponsor the loss up to 20 000 SEK. In case of a loss bigger than 20 000 SEK, the exceeding part will be covered by the hosting LC up to 10 000 SEK and the rest will be divided according to the profit & loss sharing in the National Compendium.

- If the conference breaks even the hosting LC will be sponsored with 2500 SEK by the MC. - If the conference ends with a profit the hosting LC will keep the profit up to 10 000 SEK according to the compendium and in addition to this MC will reward the LC with 5000 SEK. Lead - If a loss is made in the conference, MC will sponsor the loss up to 15 000 SEK. In case of a loss bigger than 20 000 SEK, the exceeding part will be covered by the hosting LC up to 10 000 SEK and the rest will be divided according to the profit & loss sharing in the National Compendium.

- If the conference breaks even the hosting LC will be sponsored with 2500 SEK by the MC. - If the conference ends with a profit the hosting LC will keep the profit up to 10 000 SEK according to the compendium and in addition to this MC will reward the LC with 5000 SEK.

Profit & Loss sharing According to the National Compendium the profit or loss of the conferences will be shared accordingly: • All profit from a conference goes to the LC hosting the conference.

• Loss up to 10 000 SEK is covered by the hosting LC. • If loss is over 10 000 SEK, any amount exceeding the first 10 000 SEK is split between all the Members of the association if the hosting LC requests it.

• All profit from a conference goes to the LC hosting the conference up to 10 000 SEK. Any profit exceeding 10 000 SEK will be allocated to the National Fund.

Contact List Raymond Ke NST Conference Manager raymond.ke@aiesec.se Francis Kweku Ansah MCP francis@aiesec.se Quynh Nguyen MCVPICX quynh.nguyen@aiesec.se Dean Ivancevic MCVPOGX dean.ivancevic@aiesec.se Maria Hattya/karienova NST External Relations maria.karienova@aiesec.se Susanna Vuorela MCVPF&GPM susanna.vuorela@aiesec.se Klara Peic MCVPTM&COMM klara.peic@aiesec.se