AMERICAS CONGRESS 2020
CongressCommittee APPLICATION
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TABLE OF CONTENT ! ! ! ! ! ! !
A WORD FROM MC COLOMBIA. ABOUT AMCO & TIMELINE CONGRESS COMMITTEE STRUCTURE APPLICATION PACKAGE GENERAL QUESTIONNAIRE JDs AND SPECIFIC QUESTIONNAIRE CONTACT INFORMATION
A WORD FROM MC COLOMBIA In the pursuit of achieving peace and fulfillment of human kinds potential in a country as Colombia and understanding the huge responsibility of our entity in the development of youth leadership in our country we decided to stand up today for our region to deliver our most important regional touchpoint. Apart from the strategical location of Colombia in our region, inexpensive costs and visa facilities we are committed to deliver this conference with the best that we have: the talent of our people. We are in a time of reinventing the way we do AIESEC in our entity for the future generations that’s why we dare ourselves to do something we really love, deliver conferences. We’ll be more the happy to welcome you all in our country and create for your MCs, EBs and Members an unforgettable experience. Let’s break borders for Americas!. This time, reunited in the land of the magical realism. MC STAND UP! Siempre Presente
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ABOUT AMCO ! PLACE Bogotá, Colombia APPLICATIONS TIMELINE ! DATES OF THE EVENT ! PREEMETING : March 15th & 16th ! LAUNCH September 25th ! YSF March 17th ! DEADLINE October 9th ! CONFERENCE: March 18th to March 22th ! INTERVIEWS October10th to 12th ! POSTMEETING March 22nd. * One month before of the event we might need you in the city where AMCO will be hosted. Don’t worry, we will help you to find host and everything.
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CC STRUCTURE
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LOG MANAGER
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DE MANAGER
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DX MANAGER
BD MANAGER*
DX MANAGER
BD MANAGER*
*This roles are available just for colombians.
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APPLICATION PACKAGE To apply to CC AMCO 2020 and have a valid application, you are expected to send one PDF file (just one) with the name: “yourname_CC_AMCO2020”, for example: “LuisaDiaz_CCVPDE_AMCO2020” Send your application to finanzas@aieseccolombia.org and luisa.diaz2@aiesec.net before October 9th at 11:00 PM (GMT-5). Any late applications, even by 1 minute, and even for technical reasons/ laptop failure/ website problems won’t be accepted. The application must be answered in English.
APPLICATION PACKAGE - CV: Include your most important information, personal, academic and AIESEC experience. - First page: your Profile and Executive Summary (Include name, LC, mail, phone number, social media links) - Endorsements: - Home LC. - Someone who led you. - A Co-Worker
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GENERAL QUESTIONNAIRE 1.
What role and why are you applying for be part of CC team? If you are applying to more than one (1) role, please rank them in terms of preference.
2.
What are your current responsibilities in AIESEC, or outside AIESEC, since november 2019 until 2020 march semester?
3.
Define 3 strengths and 3 weaknesses and explain how they help/affect your term as CC.
4.
When would you be available to be in Colombia- Bogotรก (work full time for the conference) and how long could you stay? (max. 3 lines)
5.
How would you make each one of the delegates feel the culture of "Colombianisimo" during the conference?
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CCP jOB DESCRIPTION ACTIVITIES
! Manage the CC Team before, during and after the AMCO. ! Ensure the sustainability of the congress with the CCVP !
Finance and Conference Manager. Report and accountability for the MC Colombia and AIESEC International.
EXPERIENCE AND SKILLS REQUIRED
! Competences: Team work, ability to work under pressure, ! ! !
developed communication skills, sales skills, argumentative skills, resilience, creativity. Experience with Team Management. Experience with AIESEC events. Hard Skills: Advanced English Level
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CCP QUESTIONNAIRE 1.
What is your motivation for running for this position? What differentiate you as a leader?
2.
What are the main focuses of an CCP? What are the three points that guarantees the success of a Conference? List this three points and comment them.
3.
What are your strengths and how will they contribute to your success in the role? What are your weaknesses and how will you manage these?
4.
How will you effectively utilize your CC team, and what roles do you plan on implementing within the team structure?
5.
What do you think will be your main challenges to be CCP?
6.
What would be the brand of a conference that has YOU as an CCP?
7.
What strategies would you use to guarantee more than 1.000 USD in BD?
CASE: Quote two hotel options for 300 delegates
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CCVP FIN jOB DESCRIPTION ACTIVITIES
! Manage the CC Team before, during and after the AMCO. ! Manage Americas Congress financial resources in the
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most effective way to support AIESEC in Colombia financial sustainability and to ensure participation of its members in the conference. Ensure all the the legal obligations of AIESEC in Colombia are met by collecting all the documents needed for auditory. Build congress budget and keep track of it during the whole preparation and development of the conference. Manage the cash related to all congress spending budgeted and otherwise.. Collect and account delegate fees with MCVP Finance and legal. Receipt and control records of financial transactions during the congress with the hotel external on a daily basis.
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CCVP FIN jOB DESCRIPTION EXPERIENCE AND SKILLS REQUIRED ! Skills of oral and written comunication. ! Podio and Wave knowledge. ! Previous finance management, accountability and !
reporting experience. Advanced English Level.
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CCVP FIN QUESTIONNAIRE 1.
Present a budget with 300 delegates, FEE 50 USD per day (5 day), 50 USD Damage Fee, 28 Conference Team, Youth Speak Forum for 300 delegates and 2 international Tickets Fly.
2.
What would be the work plan with CCP, Conference Manager Colombia and Conference manager Regional Office?
3.
Present a strategy for the payment deadline taking into account cash flow.
4.
How can you reduce costs without affecting delegates experience? Mention at least 3 strategies you will implement to make a sustainable conference.
5.
How will you ensure a full control of budget execution and legal aspects of the conference? Design an action plan to achieve 100% of accounting and auditing. Feel free to use tracking systems, standardization methods or other tools.
Case: Fees payment deadline is within 48 hours and 50% of delegates did not pay yet. How will you guarantee that all delegates pay on time? Make a risk management planning two sceneries: pessimistic and the other optimistic. Bring solutions to both cases.
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CCVP DE jOB DESCRIPTION ACTIVITIES
! Plan and execute the flow of the check-in and check-out of ! ! ! ! ! ! ! ! ! !
all the delegates. Ensure pleasant stay for the delegates. Make special and social events happen without setbacks. Understand protocols and emergency plans. Develop reception systems and work to maintain delegate help desk during the event Provide assistance to delegates: for the delegates needs during the congress (health, safety, etc.). Organize the allocation of the delegates in the hotel, with the logistics team. Develop and implement delegate feedback systems. Ensure that each delegate goes back with a WOW! experience. Provide assistance help with visa point for delegates and invitation letters for embassy Ensure interaction between virtual and physical delegates.
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CCVP DE jOB DESCRIPTION EXPERIENCE AND SKILLS REQUIRED ! ! ! ! !
Skills of oral and written comunications. Skills with Gmail, G-Docs and mail tools. Advanced English level. Have managed a team within an aiesec experience. Be strategic with the channels of communication with the delegates.
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CCVP DE QUESTIONNAIRE 1.
How will you ensure a good experience for the delegate?
2.
How will you ensure all delegates have a great experience during AMCO?
3.
How will you guarantee an effective and efficient communication with delegates and chief delegates?
4.
How will you plan to work with the Logistics and DX team to deliver an amazing experience before, during and after the conference ?
5.
How will you plan to work with Finance for guarantee sustainability?
6.
Describe the JD of your Manager within your area?
Case: make a risk plan in a case of theft, sick delegates, luggage loss etc. what would be action steps of the CC!
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CCVP LOGISTICS jOB DESCRIPTION ACTIVITIES
" Ensure the overall logistics of every event of the " " " " " " "
Congress. Ensure the quality of the events, regarding materials, infrastructure, and facilities for delegates. Plan and execute the flow of the check-in and check-out of all the delegates with the Delegates Team. Make special and social events happen without setbacks. Create a pleasant stay for the delegates. Understand protocols and emergency plans. Develop reception systems and work to maintain delegate help desk during the event. Organize the allocation of the delegates in the hotel, with the delegates team. Ensure interaction between virtual and physical delegates.
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CCVP LOG jOB DESCRIPTION EXPERIENCE AND SKILLS REQUIRED " Skills of oral and written comunications. " Skills with Gmail, G-Docs and mail tools. " Have managed a team within an aiesec experience.
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CCVP LOGISTICS QUESTIONNAIRE 1.
Make a timeline for one day of the conference. What should be happening and who has to be in charge of each activity?
2.
Create an evacuation plan in case of emergency.
3.
What synergies with other CCVP do you think are the most important? Why and how would you complement each of them?
4.
What would be the strategy to track inventory during the conference?
5.
Make a timeline for the materials: DDL for the FACIs, to buy the materials and organize them by session
CASE: The regional office or AI asks you a few weeks before the conference to start materials that were not budgeted, how would you complement the area of finance and how would you solve it? What would be your strategy to manage all the materials required for the conference and have them on time
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CCVP BD jOB DESCRIPTION ACTIVITIES
! Charge of the sustainability of the congress ! Getting sponsorships according to the budget. ! Responsible for the relationship with government ! !
agencies and private companies generating alliances, and coordinating with other CCVPs to fulfill sustainability. Segmentation, prospection and contact to possible sponsoring companies and alumni Ensure that partners have a good experience during the congress
* Keep in mind that if you do not meet the USD goal you will not attend the event.
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CCVP BD jOB DESCRIPTION EXPERIENCE AND SKILLS REQUIRED " Skills of oral and written comunications. " Skills with Gmail, G-Docs and mail tools. " Have managed a team within an aiesec experience.
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CCVP BD QUESTIONNAIRE 1.
Make a proposal of possible sponsorships for the event, what can we get from our sponsors and what will them obtain from working with AIESEC, Be specific.
2.
How would you work with BD Team in order to obtain better sponsorships for the conference?
3.
In your opinion, what's the priority of BD to benefit the congress?
4.
Make a timeline for: contact the sponsors (mail - call´s), meeting´s and contract signature
5.
What would be the strategy to sell the event to a company? (spaces, products, etc.)
Cases: One of the most important sponsors cancel three days before the conference start, what will be your action plan to solve this? What would you do if two weeks before the event there is no venue for Youth Speak Forum?
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CCVP DX jOB DESCRIPTION ACTIVITIES
" Support the design, and implementation of every communication " " " " " " " "
channel used with delegates, such as mailing, facebook tools, web pages, booklets, skype accounts, etc. Support CC Team with any graphic design requirements during congress preparation. Support Conference Team in the production of audiovisual material needed for the congress. Support Logistics Team during the congress with stuff related to audiovisual content. Design main materials of the conference (badges, T-shirt, folders, etc.) Ensure internal promotion strategy execution (conference promotion, online promotion, etc.) Create audiovisual material before, during and after the congress. Gather audiovisual material throughout the whole congress, by taking pictures and videos, collection testimonials, etc. Be responsible to manage the presence in media of their congress during and after the event.
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CCVP DX jOB DESCRIPTION EXPERIENCE AND SKILLS REQUIRED " " " " " "
Skills of oral and written comunications. Skills with Gmail, G-Docs and mail tools. Skills with photo and video editing programs. Design Skills. Have managed a team within an aiesec experience. Must have an available camera by the time of the event.
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CCVP DX QUESTIONNAIRE 1. What would you do differently in the promotion of the congress to ensure the inscription of the delegates? 2. What would you innovate in the technology part of a conference to improve the experience of the delegates? 3. How would you lead your designer team? Show us an action plan and goal for each one of the members. (Including you) 4. What strategies would you use to standardize the audit process and invitation letters with IT tools? 5. Create the timeline of the grid of publications for the conference? Case: Propose the graphic line for the event. Attach your design portfolio
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CONTACTS
Laura Florez MCVP Finance AIESEC in Colombia + 57 312 568 5240 finanzas@aieseccolombia.org
Luisa Diaz Regional Office Conference Manager +57 322 366 4488 luisa.diaz2@aiesec.net