OC APPLICATION
In Skyline the objectives of the event are:
Is what we see in the horizon, it is our final goal as entity the final step to create a true legacy
▪ Last Touchpoint as national team with all the EBs of Colombia ▪ Strategies and Preparation to create and deliver Fruit Peak ▪ Performing in all our executive boards at local level ▪ Recognition Night
Launch Application February 8
OC Election
Timeline
Deadline Application February 13
Interviews February 14 - 15
OC Announcement February 17
OCP*
OCVP FL&M*
OCVP LOG*
OCVP ER*
LOG* MANAGER
ER MANAGER*
OCVP DE
LOG* MANAGER
*These roles must be at Bogotรก at least a month before the conference
OCVP DX
DX MANAGER
To apply to OC Skyline 2020 and have a valid application, you are expected to send one PDF file (just one) with the name: “yourname_OC_Skyline2020” to conferencias@aieseccolombia.org, before february 13th at 11:59 PM (GMT-5). Any late applications, even by 1 minute, and even for technical reasons/ laptop failure/ website problems won’t be accepted.
Application Package
Check List - Minimum font size 10. It should be all answered by the candidates in no more than 10 pages and in English. - CV: Include your most important information, personal, academic. (1 Page) - First page: your Profile (Include name, LC, mail, phone number, social media links, and AIESEC experience) - Endorsements: - Your LCP 20.21 - Someone who you led - Someone who led you
Responsibilities
KPI
OCP JOB DESCRIPTION -
OCP will be responsible for choosing and tracking the OC team. She/He has to ensure a great conference for the OC, Delegates and Conference Team. Also, the OCP has to deliver a sustainable Conference and work with ER to ensure sponsors for the event.
Pre
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Accountable to: Conference Manager During
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Ensure the quality of the conference. Attend pre and post meetings with the CT and ensure the OC attendance
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Present the final report and the finance execution report to the MC and Assembly. Transition for next OCP.
Background: • OC Member experience • VP experience • TL experience
Create an OC management and report system, and share it with the Conference Manager Be accountable for the OC team work and have weekly meetings with the Conference Manager Create and share a weekly report with updates and next steps for the Conference Team Visit the venue at least two weeks before the conference. If it’s necessary to make other visits, the OCP has to assist (the OCP has to cover the travel ensures). Have weekly meetings with the OCVP ́s. The OCP and the ER team have to share with the CM and BD any propose for sponsors to approve it before sending it.
Post -
OCP 1. 2.
Specific Questionnaire
3. 4.
5.
Propose two strategies to ensure the attendance of all EB’s ER is the biggest source of incomes to make a sustainable event possible, what would be the ER goal you will set? Explain your strategies to achieve it. Mention potential partners you would love to see participating in the event. Make the planning of your management as OCP, from February 17th to April 25th. Make two proposals of hotels/fincas for the following scenarios: Low cost (Crossway 2019 format - cost per person no more than 250,000) High cost (Format of all conferences - Cost per person not exceeding 350,000) Make a risk plan for the two scenarios mentioned, Low Cost and High Cost
F&LM JOB DESCRIPTION
Responsibilities
KPI -
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 create a risk plan.
Pre -
Accountable to: CM & OCP During
Background: • • • •
Financial knowledge. OC Member experience VP experience TL experience
Post
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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
Responsibilities
KPI
LOG JOB DESCRIPTION To respond for 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. Also, will be responsible of delivering on time the special events (EST, PM)
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Pre
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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 guarantee the spaces for the development of the special events
Accountable to: CM & OCP
Background: • • • •
OC Member experience TL experience Team Management ER/Sales Experience
During
Post
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To execute every logistical detail during the event. To handle and manage the OC as logistics support.
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Final activity report. Materials inventory. Transition for next OC LOG
ER JOB DESCRIPTION Responsibilities
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
Accountable to: CM & OCP
Background: • • • • •
OC Member experience VP experience TL experience Team Management ER/Sales Experience
KPI -
Pre
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During
Post
To create an effective team structure. To work in synergy with DE & LOG To create a new strategic segmentation of new companies and potential sponsors To execute and have meetings with companies with the purpose of establishing sponsorships. To make sure closed sales have all the legal documentation requested by the MC.
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To ensure the best conference for the delegates. To ensure the best experience for the sponsors. To support Logistics.
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Final activity report. To close or continue every established relation with a company or sponsor. Transition for next OC ER.
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DE JOB DESCRIPTION
Responsibilities
KPI -
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.
Accountable to: CM & OCP
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Wow moment for the delegates during the conference. Logistical support. Lost and found strategies. VIP conditions. EPs communication.
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Final activity report. Transition for next OC DE
Pre -
During
Background: • Organized and Proactive • Team management. • Sales and negotiation speech. • Service attitude
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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 To do ER for the welcome package. Create a housing strategy.
Post
DX JOB DESCRIPTION Principal responsible of the conferences image, the content generation, digital strategies and diffusion in all the AIESEC and external networks.*
Responsibilities -
Pre
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*Must have an available computer and camera for the event
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Accountable to: CM & OCP During
Background: • Design knowledge and video editing. • Organized and proactive. • Social Media. • Administration of the information. • Creative thinking
KPI
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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.
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Final activity report. Generate a photo album and the final video. Transition for next OC DX
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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)
1.
Propose What is your vision as OC for Skyline 2020? What are your MOS’s that will determine the success of this conference?
2.
Do a Start, Stop & Continue matrix of national events (at least from 3 previous events). What should we start to do, what should we stop doing and what should we continue doing?
3.
Under a realistic scenario, how would ensure the finance break-even point (“punto de equilibrio”) at the end of the conference? Mention 3 strategies
General Questionnaire
F&LM 1.
SpeciďŹ c Questionnaire
2. 3.
Create a tool you would use to track incomes and outcomes. Have in mind the responsibilities of each area and the timeline Mention at least 3 strategies you would implement in synergy with other areas to make a sustainable event. Make a budget for the conference
LOG 1.
2.
SpeciďŹ c Questionnaire
3.
Create a contingency/action plan in case the number of sessions is greater than the number of OC members. Mention 3 strategies you would implement to reduce costs (ex. hotel, food for special events and materials) Make a risk plan for the conference
ER 1.
2.
3.
Set an ER goal (including incomes in cash and in kind) and explain your strategy to achieve it, mentioning potential sponsors. What sponsors from previous events would you contact again and what would you expect to get from them? Make a segmentation of at least 10 companies in BogotĂĄ so that we can contact at the time of being elected.
DE 1.
2.
SpeciďŹ c Questionnaire
3.
Reect in a timeline how would be your synergy with DX, writing down your priorities in order to achieve the goal of delegates. Put your goal of delegates. What makes an event memorable for delegates? Explain what would you do, including wow moments and welcome package. Have in mind you have a limited budget, so be creative. Propose 2 organized and innovative strategies to manage the process of conďŹ rmation, denial and change of spots for the conference.
DX 1.
2.
3.
Propose a brand for the conference (using the logo proposed in the highway) and create the expectation campaign for the event. Make a plan of showcasing for the conference. Take into account the days before de conference, the conference and after-conference. Also, organice it from your top to your less priority. Make a plan of how you are going to work with your top synergies: DE and ER. For ER, have in mind all the partners management that a DXer must have with them. For DE, have in mind the accomplishment of delegates goal. The plan must include timelines, deliverables and social media management.
Contact information
Tefy Navarro Conference Manager conferencias@aieseccolombia.org +57 304 3533384