OC APLICATION 2018
In January as local entities executive boards we need:
In our highway we change constantly the driver and the destination, but all new begging comes from some end of the road, and the link between them is essential to assure success.
ยง Empower the membership for fish peak delivery and the next term. ยง Create strategies to accomplish our peak goals and assure growth in the next term. ยง Sinergy and performing in all the areas among all the leadership bodies That is the reason of Crossway, aiming to have spaces of empowerment for all the leaders of each entities, fastening the process of downloading new strategies and piloting strategies for fish peak and next term goals achievement.
Launch Application August 25 Deadline Application September 3 Challenge and Interviews September 4 to 7 OC Announcement SEPTEMBER 8 Duration Role SEPT 9 to january 25
OC ELECTION
Timeline
To apply to the OC Crossway 2018 and have a valid application, you are expected to send one PDF file (Just one) with the name: “yourname_OC_Crossway_2018” to conferencias@aieseccolombia.org, presidente.eventos@aieseccolombia.org, and finanzas@aieseccolombia.org before September 3rd at 10:00 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. Should be all answered by the candidates in no more than 13 pages (10 for summary, general and specific questionnaire and 3 for the endorsements) and in English. - CV: Include your most important information, personal, academic and AIESEC experience. - The First page will be your Profile and Executive Summary (Include Name, LC, mail, phone number, Facebook link) - Endorsements: - Your LCP 2017 - Someone who you led - External
OC Structure
OCP
Jessica Avella
OCVP SE* OCVP FL8M* OCVP ER SE manager
* * OCVP LOG OCVP DE OCVP DX
ER manager
LOG manager
ER manager
LOG manager
DE manager
DX manager IT manager
*These roles must be at Crossway City at least a month and a half before the conference
SE JOB(Special DESCRIPTION Events ) He/she will be responsible of delivering, on time and in the right way, the special events such as Y4GG day, PM&VPM and possible extra agendas that need to be developed before Crossway. Also responsible of the integration activities and the Gala night.
Responsibilities
KPI
Pre
• To guarantee the spaces for the development of the special events. • To develop tools for the registration of the assistants. • To create a logistic plan that guarantees the success of the event. • To create a contingency plan. • If needed, to create in synergy with DX&COMM the promotional material and diffusion of the events. • In synergy with DE, to make sure all the delegates have the information of the special events. • Sinergy with ER to guarantee the basic needs.
During
• To execute a logistical plan: check in, spaces location, materials, delegates and CT meals, check out. • WOW moments during the agendas.
Accountable to: OCP and CM
Background: • • • • •
EB/OC Experience Organized and Proactive Team management Sales and negotiation skills Service attitude
Post
• Final activity report. • Transition for next OC SE
fl8m 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: Accountability, MCVP FL&M, OCP and CM
Responsibilities
• • • • Pre
Financial knowledge. EB/OC Experience. Organized and proactive. Strategic thinking. Solution oriented.
• • • • • •
During
Background: • • • • •
KPI
Post
• • • • • •
To create the budged 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
ER 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.
Accountable to: OCP and CM
Responsibilities
KPI
Pre
• To create an effective team structure. • To work in synergy with DE, SE 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.
During
Background: • • • •
Sales skills EB/OC experience ER experience Team management
Post
• 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
LOG JOB(Logistic) DESCRIPTION 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 guarantying the flow of each session and the logistics satisfaction.
Responsibilities
KPI
Pre
• 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.
Accountable to: OCP and CM During
Background: • • • •
EB/OC Experience Organized and Proactive Team management. Sales and negotiation speech.
Post
• 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
DE JOB DESCRIPTION (Delegate Experience ) In charge of the registration, attention and communication with the delegates. He/ she should propose fast and affective solutions to each delegate, guarantee the risk plan and to deliver the best experience.
Responsibilities
KPI
Pre
• 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.
Accountable to: OCP and CM
Background: • • • • •
EB/OC Experience Organized and Proactive Team management. Sales and negotiation speech. Service attitude
During
Post
• • • • •
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
DX JOB DESCRIPTION (Digital Experience) Principal responsible of the conferences image, the content generation, digital strategies and diffusion in all the AIESEC and external network.
Responsibilities
KPI
Pre
• 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)
During
• 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.
Accountable to: OCP and CM
Background: • Design knowledge and video editing. • Organized and proactive. • Social Media. • Administration of the information. • Creative thinking.
Post
• Final activity report. • generate a photo album and the final video. • Transition for next OC DX
IT(Information JOB DESCRIPTION Technology Manager) OC IT Manager is responsible of process automation for the conference, Set and optimize application processes, automate applicants CRM and manage the conference website
Responsibilities
KPI
Pre
• Automate application process • Manage Applicants data, guarantying data protection • Automate applicants CRM through mail flows • Manage conference website • Generate constant applicants reports • Report new data flows to Conference Manager & MCVP IT
Accountable to: OCP, CM and MCVP IT
Background: • EB/OC Experience. • Podio Knowledge • Globiflow and/or Zapier Knowledge • WordPress Knowledge
During
Post
• Applications process optimized (Done/Not Done) • # Applications Reports • CRM Flow Implemented (Done/Not Done) • # Touchpoints with MCVP IT • Website Implementation (Done/Not Done) • Final activity report. • Transition for next OC IT Manager
1. What are the main challenges for Crossway 2018 and how would you tackle them? 2. What is your vision as OC for Crossway 2018? What are your MOS’s that will determine the success of this conference? 3. Under a realistic scenario, how would you ensure at least the finance break-even point (“punto de equilibrio”) at the end of the conference? Mention 3 strategies to develop from your role.
general questionnaire
FL8m 1. 2.
Create a tool that you would use to keep a record in real time of the budget; before and during the event mainly. How do you think the authorization of every expense should be inside de OC? If 400 delegates assist to the event and each of them pays a fee of $455.433 COP, how would you distribute the operative expenses of each area? How will you quantify the occasional risks during the event per area?
SE 1. 2.
How are you going to generate earnings through Youth For Global Goals Day? Justify your answer and create a timeline. Create a flow where you demonstrate your work in synergy with ER and LOG to generate incomes for the event without touching the same company.
ER 1.
2. 3.
ER is the biggest source of incomes to make possible the sustainability of the event, what would be the goal of ER that you would put? How would you really make possible this goal in your three months? also make a plan that shows how ER's revenue would be generated. Imagine you are contacting a company that is interested in participating in our event. Write a sales speech (or letter). Create a flow where you demonstrate your work in synergy with SE and LOG to generate incomes for the event without touching the same company.
Specific questionnaire
log 1. 2.
List 3 GCPs and 3 BCPs from previous Events and how are you going to prevent the BCPs from happening again? What will be your action plan to attack those BCPs. Create a flow where you demonstrate your work in synergy with ER and SE to generate incomes for the event without touching the same company.
DE 1. 2.
Reflect on a timeline how your synergy with DX and IT is going to be, taking into account and writing down your top priorities to accomplish your applicants goal and write it down. (Your goal). Mention what would be your wow moment per conference day, taking into account that you must be sustainable in order to do them; this means do not generate more expenses. Be creative, think big, be innovative and think of your synergies.
DX and IT 1. 2.
3.
(Just DX) Create an imagen, a GIF and a 10 seconds video where you show the graphic line you will use during the event. (both) Create a content grid where you establish from September 15 until January 13 the way you will manage the publications on the social networks of the event in order to assure the assistance of 450 delegates and to satisfy the needs of your main synergies. (Just IT) List 3 GCPs and 3 BCPs from previous Events and how are you going to prevent the BCPs from happening again? What will be your action plan to attack those BCPs.
Specific questionnaire
Contact information
Miguel Hernรกndez Galvis Director Nacional de Conferencias Conferencias@aieseccolombia.org +57 315 266 2161
Jessica Avella OCP Crossway 2018 presidente.eventos@aieseccolombia.org +57 313 8259559