2019
In April local entities executive boards need to:
Is what we see in the horizon, it refers to our midterm goal the first step to create a true legacy
April 13 - 17
▪ Empower and develop our membership, especially our middle managers. ▪ Create strategies to accomplish our peak goals. ▪ Create a performing stage in our executive board by bounding and team building. ▪ Sinergy and performing in all the areas among all the leadership bodies. That is the reason of Skyline: aiming to have spaces of empowerment among the main leadership bodies of each entity, fastening the process of downloading new strategies, and creating space for team building.
Launch Application February 1
Deadline Application February 10
Interviews February 11 and 13
OCP Announcement February 14
OC Election Timeline
Application package
To apply to OCP Skyline 2019 and have a valid application, you are expected to send one PDF file (just one) with the name: “yourname_OCposition_Skyline2019” to conferencias@aieseccolombia.org, financemanager@aieseccolombia.org and finanzas@aieseccolombia.org before February 10th 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.
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 2019 - Someone who you led - External
OC Structure
OCP OCVP OCVP * * * * OCVP DX OCVP OCVP LOG DE FL&M
ER
ER manager
LOG manager
DE manager
DX manager
ER manager
* These roles must be at Bogotรก at least two weeks before the conference
Responsibilities
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.
KPI -
Pre -
Create the OC structure, with the help of the Conference Manager 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 (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 the PD team any propose for sponsors to approve it before sending it.
Accountable to: Conference Manager
Background: • OC Member experience • VP experience • TL experience
During
-
Ensure the quality of the conference. Attend pre and post meetings with the CT and ensure the OC attendance
-
Present the final report and the finance execution report to the MC and Assembly. Transition for next OCP.
Post -
1.
What is your vision as OCP for Skyline 2019? How would you align that vision with that of the MC (team stand and purpose)?
2.
Present a plan for team standards delivery with the OC team, having in mind the OC structure and timeline
3.
Propose a delegates goal. How would you achieve it? Mention at least 3 strategies you will execute and explain which areas would be involved.
4.
Mention 3 GCPs and 3 BCPs from previous events (financially). Taking into account this, how would you ensure at least the break-even point at the end of the conference? Mention a strategy for each OC area.
5.
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.
OCP Questionnaire
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
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
1. What is your vision as OC for Skyline 2019? 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*
*Must be answered by OC members applicants, except OCP
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 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 and mentioning specific activities. 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.
DX 1. 2.
Create an image, a GIF and a video where you show the graphic line you will use for the event Create a content grid where you establish the publications on the social networks of the event in order to ensure a goal of 245 delegates and satisfy the requirements of your synergies
Specific Questionnaire
Contact information
Natalia Vega MĂŠndez Conference Manager conferencias@aieseccolombia.org +57 300 2163901