OC APPLICATION AIESEC FOR COLOMBIA
In Action Way the objectives of the event are: ▪ Last sprint to prepare Fish Peak. ▪ How are we gonna deliver our Fish Peak? ▪ Legacy and pipeline at local level: the generation of new leaders in our local entities. The event is for VPs, TLs, TMs & ESTs. And it will have a duration of 3 Days.
¿Quiénes entregan el evento?
MC StandUp
¿Cuál es la fecha del evento?
¿En donde será el evento?
18 - 20 Octubre
ZoE - Bogotá ZoN Barranquilla ZoC y ZoS Medellín
Timeline OC APP Launch
Cierre APP OC
Entrevista
13 de Agosto
19 de Agosto
20-22 de Agosto
Elecciรณn OC
Capacitaciรณn
DDL Planeaciรณn
23 de Agosto
26 - 30 de Agosto
1 de Septiembre
Estructura OC OCP OCVP F&LM
OCVP LOG
OCVP ER
OCVP DE
OCVP DX
OCVP FL&M
KPI
Job Description Finance Legal and Management In charge of managing and controlling the financial resources, incomes and expenses of the event, in order to guarantee and deliver a sustainable event. Also responsible of verifying agreements with sponsors and creator of a risk plan. Accountable to: OCP and CM Background: • Financial knowledge. • Organized and proactive. • Strategic thinking. • Solution oriented.
Pre
During
Post
•To create the budget for the event. •To train the OC about the expenses processes and the payments to suppliers. •To verify and keep a track of the OCVPs budget. •To manage the cash in everything related to purchases and materials needed. •To ascertain and keep safely every invoice ticket. •To present a weekly financial report. •Responsible of maintaining the accountability of the event. •To support ER activities.
•To do a follow up of the budget: executed vs. planned. •To manage the cash in everything related to the purchase of the materials needed. •To verify and keep safely every invoice ticket. •To support the events logistic. •To deliver products and do the financial closing of the store.
•Final activity report. •Conferences financial closing. •Transition for next OCVP F&M
OCVP LOG
KPI
Job Description Logistics To respond to all logistic necessities for the event, that mainly include the luggage, transport, food, materials, audiovisuals, appetizers and the different needs for each session, responsible of guaranteeing the flow of each session and the logistics satisfaction.
Pre
Accountable to: OCP and CM Background: • Sales skills • OC experience • ER experience • Team management
During
Post
• To create an effective logistics team structure. • To create a sustainable budget for all the logistical needs. • To create a tool to request the materials and to keep track of them. • Guarantee a risk plan. • To coordinate all the logistical necessities for the event (video beam, sound system, gifts, materials, nice meals for the delegates, etc.) • ER activities for the materials. • To execute ever logistical detail during the event. • To handle and manage the OC as logistics support. • Final activity report. • Materials inventory. • Transition for next OC LOG
OCVP ER
KPI
Job Description External Relations In charge of establishing alliances and sponsorships to guarantee the sustainability of the event; meanwhile to manage a team to make more massive the consecution of resources in different cities.
Pre
Accountable to: OCP and CM Background: • Sales skills • OC experience • ER experience • Team management
During
Post
• To create an effective team structure. • To work in synergy with ER & LOG and Logistics. • To create a new strategic segmentation of new companies and potential sponsor. • To execute and realize meetings with companies with the purpose of establishing sponsorships. • To make sure that the relations with companies that are already established, have all the legal documentation in order requested by the MC.
• To ensure the best conference for the delegates. • To ensure the best experience for the sponsors. • To support Logistics. • Final activity report. • To close or continue every established relation with a company or sponsor. • Transition for next OC ER.
KPI
OCVP DE Job Description Delegates Experience In charge of the registration, attention and communication with the delegates. He/ she should propose fast and effective solutions to each delegate, guarantee the risk plan and deliver the best experience.
Pre
Accountable to: OCP and CM Background: • Organized and Proactive • Team management. • Sales and negotiation speech. • Service attitude
During
Post
• Guarantee the best accommodation conditions and experience to the delegates. • Guarantee a risk plan. • To communicate with the EPs and delegates. • In synergy with DX to do the registration of the delegates. • To create a tool to request the letters or permission for the assistants • In synergy with IT manager co-create the application system • To do ER for the welcome package. • Create a housing strategy. • Wow moment for the delegates during the conference. • Logistical support. • Lost and found strategies. • VIP conditions. • EPs communication. • Final activity report. • Transition for next OC DE
KPI
OCVP DX
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Job Description
• •
Digital Experience Pre
Principal responsible of the conferences image, the content generation, digital strategies and diffusion in all the AIESEC and external network.
• •
•
•
To generate a daily bulletin or video to inform the delegates and the AIESEC network about every day of the congress. To organize the official congress picture with all the delegates. To generate a dynamic communication during the conference with all delegates. To participate in the logistical part of the event.
• • •
Final activity report. generate a photo album and the final video. Transition for next OC DX
Accountable to: OCP and CM Background: • Design knowledge and video editing. • Organized and proactive. • Social Media. • Administration of the information. • Creative thinking.
• During
Post
Generation and diffusion of the promotional material (hashtags, social networks) To promote the conference to all local committees. To work in synergy with ER to generate sales material. To work in synergy with DE to do the production and diffusion of materials to all delegates. Responsible of the audiovisual material (imagen, GIF, video, wix)
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Questionnaire http://bit.ly/ActionWayOCAPP DDL: 19 de Agosto 11:59PM
Maria Fernanda Cassiani OCP ZoE mariafernanda.cassiani@aiesec.net 318 577 2295 Daniel Valdivieso OCP ZoN daniel.valdiviesomola@aiesec.net 301 741 1095 Camilo Velez OCP ZoC y ZoS camilo.velezhenao@aiesec.net 3138228686
Tefy Navarro Conference Manager conferencias@aieseccolombia.org 304 353 3384
OC APPLICATION AIESEC FOR COLOMBIA