OC APPLICATION
In December as local entities executive boards we need to: â–Ş Empower the membership for fish peak delivery and the next term. â–Ş Create strategies to accomplish our peak goals and assure growth in the next term. â–Ş Sinergy and performing in all the areas among all the leadership bodies In our highway we change constantly the driver and the destination, but all new beginning comes from some end of the road, and the link between them is essential to assure success.
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.
Premeeting (for the CT) December 9 - 10
NST academy December 11 - 12
Event Dates Crossway December 15 - 19
PM/VPM/TLM December 13 - 14
World Largest Lesson December 15
Launch Application September 5
Deadline Application September 12
Interviews September 14 -16
OC Announcement September 17
OC Election
Timeline
OC Structure
OCP Daniel Rubio
OCVP * OCVP * OCVP DX * * * OCVP OCVP OCVP SE LOG DE
ER
FL&M
ER manager ER manager
*
LOG manager
DE manager IT manager
These roles must be at Bogotรก at least a month and a half before the conference
DX manager
To apply to OC Crossway 2018 and have a valid application, you are expected to send one PDF file (just one) with the name: “yourname_OC_role_Crossway2018” to conferencias@aieseccolombia.org and presidente.eventos@aieseccolombia.org before September 12th at 11:11 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 and AIESEC experience. - First page: your Profile and Executive Summary (Include name, LC, mail, phone number, social media links) - Endorsements: - Your LCP 2018 - Someone who you led - External
ER Job Description
KPI
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 Background: • Sales skills • OC experience • ER experience • Team management
Pre
During Post
• To create an effective team structure. • To work in synergy with DE, SE & 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. • 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.
FL&M
KPI
Job Description
Pre
•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.
During
•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.
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 create a risk plan. Accountable to: OCP and CM Background: • Financial knowledge. • Organized and proactive. • Strategic thinking. • Solution oriented.
Post
•Final activity report. •Conferences financial closing. •Transition for next OCVP F&M
LOG
Job Description Logistic 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.
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.
During
• To execute every logistical detail during the event. • To handle and manage the OC as logistics support.
Accountable to: OCP and CM Background: • Sales skills • OC experience • ER experience • Team management
Post
• Final activity report. • Materials inventory. • Transition for next OC LOG
DE
KPI
Job Description
Delegate 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
SE Job Description
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. • Synergy 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.
Special Events He/she will be responsible of delivering, on time and in the right way, the special events such as PM, VPM & TLM and possible extra agendas that need to be developed before Crossway. Also responsible of the integration activities and the Gala night. 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
DX Job Description
KPI
Digital Experience Principal responsible of the conferences image, the content generation, digital strategies and diffusion in all the AIESEC and external networks. Accountable to: OCP and CM Background: • Design knowledge and video editing. • Organized and proactive. • Social Media. • Administration of the information. • Creative thinking.
Pre
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) • 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
IT
KPI
Job Description
Information Technology OC IT Manager is responsible of process automation for the conference, Set and optimize application processes, automate applicants CRM and manage the conference website
Pre
Accountable to: OCP, CM & MCVP IT Background: • EB/OC Experience. • Podio Knowledge • Globiflow and/or Zapier Knowledge • WordPress Knowledge
During
Post
• 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 • 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 is your vision as OC for Crossway 2018? How would you align that vision with that of the MC (team stand and purpose)? 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
ER 1.
2.
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?
F&LM 1.
2.
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.
LOG 1.
2.
List 3 GCPs and 3 BCPs (logistically) from previous events. What would be your plan to prevent the BCPs from happening? Mention 3 strategies you would implement to reduce costs (ex. hotel, transportation, food for special events and materials)
Specific Questionnaire
DE 1.
2.
Reflect 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.
SE 1.
2.
Imagine you don’t have a budget to buy the food for PM, VPM & TLM, what sponsors would you contact to cover this requirement (food)? What would be the value-added element you would like to have in special events? Explain what elements would you like to see (including integration spaces in Crossway)
Specific Questionnaire
DX & IT 1. 2. 3.
DX: Create an image, a GIF and a video where you show the graphic line you will use for the event Both: Create a content grid where you establish the publications on the social networks of the event in order to ensure a goal of 450 delegates and satisfy the requirements of your synergies IT: How would you ensure that membership spend a minute or less applying to the conference. Would you make other improvements to the role? Which ones?
Contact information
Daniel Rubio OCP Crossway 2018.2 presidente.eventos@aieseccolombia.org +57 300 3912251
Natalia Vega MĂŠndez Conference Manager conferencias@aieseccolombia.org +57 300 2163901