2nd Round OC Application ActionWay 19.1

OC APPLICATION 2nd round AIESEC FOR COLOMBIA

En el marco del Ciclo Nacional de Conferencias, Action Way tiene como objetivo descargar las herramientas necesarias para la ejecución de actividades que terminen de apalancar los resultados del semestre.

De igual forma, en esta conferencia se educa en estrategias que permitan entregar el pico operacional o FruitPeak con los más altos estándares para AIESEC en Colombia.

Se trata de una conferencia que invita a la acción, y que se entrega en formato regional a la membresía de AIESEC en Colombia en los roles de miembro de equipo (TMs) y líder de equipo (TLs).

Sin duda, Action Way es una conferencia fundamental para la entrega de más y mejores resultados en las entidades locales, pero también para afianzar el trabajo entre las regiones y para seguir articulando un sólo movimiento de liderazgo en nuestro país.

¿Quiénes entregan el evento?

MC Caravana & MC 19.20

¿Cuál es la fecha del evento?

¿En donde será el evento?

26 - 28 Abril

ZoE - Bogotá (MC) ZoN - Santa Marta ZoC y ZoS Popayán

Timeline OC APP Launch

Cierre APP OC

Entrevista

27 de febrero

4 de marzo

5 - 7 de marzo

Elecciรณn OC

Capacitaciรณn

8 de marzo

9 - 15 de marzo

DDL Planeaciรณn

16 de marzo

Estructura OC OCP * OCVP F&LM

OCVP LOG

OCVP ER

OCVP DE

OCVP DX

ER Manager

*

Este rol solo estรก disponible para Bogotรก

Roles 2da ronda

# de roles disponibles Roles disponibles

Bogotรก

Santa Marta

Popayรกn

5

2

2

Todos

LOG, F&LM, DX

OCVP ER, DX

KPI

OCP

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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.

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Pre

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Accountable to: Conference Manager

Background: • OC member experience • VP experience • TL experience

During Post

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.

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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.

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OCVP 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 creator of 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

OCVP ER

KPI

Job Description

Pre

• 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.

During

• To ensure the best conference for the delegates.

• To ensure the best experience for the sponsors.

• To support Logistics.

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

Post

• Final activity report.

• To close or continue every established relation with a company or sponsor.

• Transition for next OC ER.

OCVP LOG

KPI

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.

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

KPI

OCVP DE

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

OCVP DX

KPI

Job Descriptión

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.

Digital Experience Principal responsible of the conferences image, the content generation, digital strategies and diffusion in all the AIESEC and external network.

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

Cuestionario

IMP: solo responde las

https://podio.com/webform s/22326504/1570093

preguntas del rol al que estรกs aplicando.

DDL: 4 de marzo, 11:59pm

Natalia Vega 300 2163901 Conference Manager conferencias@aieseccolombia.org

Joel Pacheco 310 6558102 OCP Zona Norte joeldpacheco.aiesec@gmail.com

Claudia Solarte 316 8250936 OCP Zona Centro - Sur claudia.solarte@aiesec.net

Dudas

OC APPLICATION AIESEC FOR COLOMBIA