Conference Committee Application Booklet AIESEC in Nigeria NTS 2015
Table of Content 1. 2. 3. 4. 5.
Introduction Role & JD Working Conditions Application Process Application Questionnaire
Role & Job Description The CC Structure will consist of a CCP and 5 CC VPs namely -
Accommodation & Delegate Servicing Sales & Marketing Public Relations & Communications Special Events & Feeding Logistics
CCP TEAM MANAGEMENT The CCP will lead the whole Conference Committee which will comprise of the core team (CCVPs) and extended team (CC TLs and Teamsters). Responsibilities include:
Establish structure of the CC Develop JDs and select CCVPs Facilitate selection of extended CC Track performance of the CC Enable execution of team plan to deliver NTS 2015 CONFERENCE MANAGEMENT
Responsible for timely execution of NTS 2015 plan Regular and seamless communication with the MC EB Accountable to the National Plenary & the Conference Manager Overall responsible for NTS 2015 to be executed as envisioned
CC VP Accommodation & Delegate Servicing The CCVP Accommodation and delegate servicing will be responsible for managing the effective hosting and accommodation of delegates during the conference.
Develop a proper accommodation plan for the conference Together with the CCVP sales, work in securing a good location (hotel) to host the conference. Responsible for all delegate packages needed for the conference. Exhibit creativity in developing new ideas for the content of delegate packages. Responsible for coordinating the CC teamsters during the conference to ensure proper service delivery. Accountable to the CCP and directly responsible for the performance of his/her teamsters. Over all responsible for ensuring a smooth and conducive atmosphere for learning and connection
CC VP Sales & Marketing The CCVP Sales and marketing is responsible for direct sale of the conference as a product and is responsible for fund raising to cover conference estimated budget.
Create, plan and execute an aggressive sales operation to raise funding for the conference. Working together with the MC VP DB and MC VP Marketing, responsible for product development and design, creating clear channels and messages to communicate the conferences’ unique value proposition to partners, sponsors and donors. Working with the CC VP Accommodation, secure a location to host the conference in Lagos. Accountable to the CCP and directly responsible for all Sales teamsters. Track and manage success of Sales strategy been executed.
CC VP Logistics The CCVP Logistics is directly responsible for procuring and prudently managing all logistical needs before, during and after the conference;
Develop a properly documented list of all logistical requirements for the conference and create a proper plan to procure them timely. Working with the CC VP Sales; plan and execute a sales operation to raise funding for purchase or tangible donation by sponsors for all logistical needs. Accountable to the CCP, directly responsible for all logistics teamsters, responsible for logistical support for a smooth conference delivery.
CC VP Public Relations & Communications The CCVP PR & Comm. is directly responsible for managing all communication and promotion channels for the conference, managing both internal communication and external communications and other Public Relations activities.
Directly accountable to the CCP and is required to work in constant synergy with the MC VP IM/COMM and MC VP Marketing. Plan and execute an aggressive communication and promotions plan before during and after the conference, defining and delivering clear messages for different audiences using our communication channels. Responsible for social media promotion of the conference to the national plenary. Responsible for securing and managing media partnerships for the conference. Managing of the conference promotion website and all social media handles used for conference promotion. Design of all promotional materials, posters, delegate mailer etc. to be used in promoting the conference. Responsible for proper documentation and reportage of all conference proceedings during the conference.
CC VP Special Events & Feeding The CCVP Special events and food is responsible for feeding of delegates and guests during the conference, also responsible for the successful delivery of all planned conference special events (External Day, OML, themed parties etc.).
Create and execute a proper feeding plan for the conference with a good balance of recipes and a reasonable budget. Coordinate other members of the CC team in ensuring perfect delivery of all special events during the conference. Working with the CCVP Sales; execute a strong sales drive to source funding for conference special events. Come up with VERY FRESH Ideas for conference social agenda and fun activities. Accountable to the CCP and responsible for CC Teamsters. Directly responsible for coordinating delegate involvement and coordinated engagement during all special events.
General Information The position is open to Alumni, Ex-LC VPs, Ex-LCPs and current members with experience in Conference Management at least at National Level. Candidates for the positions (particularly the CCP, CC VP Sales, and CCVP Special Events) have to have a very good understanding of Lagos’ business environment and must also be willing to be physically present in Lagos state for the major part of the working term. The CC will be provided with accommodation for the duration of term if not originally resident in Lagos, other requirements for smooth start of operations will also be provided by the MC (largely dependent on availability of funds). Interested applicants should please consider existing personal commitments from now till October when applying and please communicate this schedule (if possible) to the application responsible so the MC is clear on the level of availability for the job if selected.
Application Process
14th July 2015 – Application Opening 21st July 2015 (23:59 GMT +1) – Application Closure 22nd & 23rd July 2015 – Interview with MC EB 24th July 2015 – Results Announcement
Application Package 1. CV containing all your relevant working experience, within and outside AIESEC (Max. of 2 Pages) 2. Application Questionnaire (Maximum of 11 pages, minimum font size of 11) 3. An Endorsement letter – an endorsement letter with contact details of the authors (signed), this endorsement should be from the LCP of your home entity.
Application Submission 1. Submit dully completed application packages on or before 25th July 2015 (23:59 GMT +1), to James Akume – MC VP OD (james.akume@aiesec.net) and Ayowale Obineye – MC VP iGCDP & Non-Corporate Sales (ayowale.obineye@aiesec.net) 2. Send the Zip File with all the documents in the format; “Role_NTS2015_NAME_SURNAME.ZIP.” You will receive confirmation within 12 hours. 3. If you have any questions regarding the application process or the role, please contact James Akume or Ayowale Obineye.
Application Questionnaire GENERAL QUESTIONS 1. Why are you applying to be on the Conference Committee of NTS 2015? 2. List the 3 most important experiences in AIESEC you’ve had, what did you do and what were your achievements, how will they contribute to the role you are applying for? 3. What are your key strengths and weaknesses? How will they affect the role you’re applying for? What according to you will be your biggest personal challenge in the role of a CCP/CCVP? 4. What is your vision of NTS 2015? What are the Measures of Successes by which you will consider it to be a successful event?
ROLE-SPECIFIC QUESTIONS CCP 1. What do you see as the impact of NTS 2015 on AIESEC Nigeria and Nigeria as a country? 2. Please create a calendar of main milestones of the conference starting from 1st August till the start and end of the conference (22nd – 28th September, 2015).
3. Suggest ideas or strategies on how you would use the special events to enhance AIESEC’s visibility in the student, corporate, government & NGO sectors. Please feel free to add any inputs for Special events (confirmed special events are; Omolayole Management Lecture Series, Career Fair, Partnership Launch) 4. Please evaluate the last two National Conferences hosted by AIESEC Benin & Ife, what are the biggest learning points and how will you ensure their implementation for NTS 2015’s realization? 5. What is your personal magic formula for effectively managing your team? List the competencies you think are most important to you that team members should possess to ensure a rewarding and productive team experience?
Accommodation & Delegate Servicing 1. What should be the top priorities of the Conference management team as regards accommodation and delegate welfare? 2. What are the important criteria/factors to be considered when choosing a location for the conference and how are these factors critical to effective conference delivery? 3. Access delegate servicing and accommodation in the last 3 conference hosted in AIESEC in Nigeria, what were the key challenges experienced and how do you intend to strongly improve on service delivery?
4. What are the expected minimums that every delegate package should contain and what other perks, plusses and incentives do you suggest should be added to improve delegate experience during the conference?
Sales & Marketing 1. What are the current bottle necks and opportunities for AIESEC in Nigeria in selling National Conferences? 2. Access the level of sponsorship and funding received in the last 2 conferences, how can we improve on product packaging and strategic marketing to bring about increased funding and stakeholder engagement in the conference? 3. Assess the crucial financial sources of income/funding, how do you plan to properly service these sources, propose the timeline of those activities and point out all crucial points? 4. How can we ensure sustainable partnership management across conferences, ensuring long term partners for conferences?
Logistics 1. Explain briefly what you understand the role of the CC VP Logistics to be. What innovative ideas will you bring to the table?
2. Access logistics delivery in the last 2 conferences hosted in AIESEC in Nigeria, what were the key challenges experienced and how do you intend to strongly improve on service delivery? 3. What will be your key Measure of Success as CC VP Logistics? 4. How do you intend to secure partnerships to cover the cost of logistics during the conference?
Special Events & Feeding 1. Suggest ideas or strategies on how you would use the special events to enhance AIESEC’s visibility in the student, corporate, government & NGO sectors. Please feel free to add any inputs for Special events (confirmed special events are; Omolayole Management Lecture Series, Career Fair, Partner Launch) 2. What are two major goals you would want to accomplish if selected for this position? What action steps will you take in other to achieve them? 3. As CC VP Special events and food you will have to manage very stressful situations, working with tight deadlines and under pressure while still delivering on commitments. How do you intend to manage and overcome these obstacles? 4. Prepare a 5 day feeding plan for the conference. Prepare a list of companies that we can partner with for sponsorships to cover feeding.
Public Relations & Communications 1. Through Public relations and promotions for the conference, how can we strategically position AIESEC in Nigeria as a major player in Youth Leadership Development in Nigeria? 2. What are two major goals you would want to accomplish if selected for this position? What action steps will you take in other to achieve them? 3. Do you think AIESEC in Nigeria is at its best in Public Relations and brand positioning for our National conferences? If No, What are the areas in which we are lacking behind and please do mention some of the innovations that can improve our visibility and reach as a credible youth voice? 4. Suggest ideas on how we can drive huge traffic to our online media channels and how do you intend to increase brand awareness through social media?
Good luck! And don’t forget to Contact Us for More Information; james.akume@aiesec.net, ayowale.obineye@aiesec.net