IC 2015 Global Youth Conference Bid Package
Delegate Profile: Education: Students and recent graduates of state universities
Positions held:
Ages: 18-27 years
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Goal:
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The conference will gather talented youth for joint project creation. The platform is also a beginning for cooperation between organizations and young entrepreneurs all over the World.
Heads of social and business projects from around the world Heads of youth public organizations Heads of students councils Social entrepreneurs
Participants: 400 Heads of social and business projects from around the world
200 Indian Delegates 200 International Delegates Dates of Conference
st 21
– 25 AUG ‘15
The Hosting Entity must meet have… • •
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Membership of more than 50 Reserves/ bank balance/ fixed deposits should be cumulatively more than 5 lacs No external financial liabilities BD market potential of more than 5 lacs
The Bid Should Include: • • • • • • • •
Prospective Venue with #Rooms , Plenary Size and Food Menu Transportation plan for International Delegates Transportation plan for Global Y2B from Venue (Y2B is at Hyatt Gurgaon) Anticipated Delegation fees Feasibility of the City Value Proposition for your Local Chapter Endorsement from two LBoA members for the support of event Event report of the most successful event done in past
The thing about Finances.. • •
The total profit from the conference shall be split into 70-30% (70 for LC and 30 for CC) Delegation fees to be paid for Global Youth to Business Forum – 4000 per person
Bid Deadline
th 5
JAN ‘15
January February
March April May June July August
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Selection of EBC’s for coordination with GYC and OCP of GYC Planning, budgeting and BD strategy development Approach local board for support Event concept note and blueprint in coordination with conference delivery team Final approval by CC team ( review of plans)
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Venue Confirmation Delegation fees amount finalization Digital marketing & PR strategy implementation Finalize theme and agenda of the conference External speakers confirmation
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BD raising In-kind partners Media and Café partners CIM – delegate mailer , page management through IC website Study tour planning Invites to project heads of other youth run organization in India and world External Speaker confirmation Press Conference
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Delegate confirmation Travel plans Visa and embassy management Partner servicing Study tour confirmations
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Conference dry runs Venue management team International CC and Faci team Conference closing reports Financial accounting with CCVP F and CCVP HR
The TIMELINE
Guidelines • •
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The LC shall be held financial accountable by CCVP F & CCP of IC 2015 The LC shall be responsible for adhering all brand guidelines, BD guidelines and financial policies. (In matter of dispute the decision of MCP, CCP and project responsible of IC Team shall be considered final) Marketing, finance and business development will have mutually defined policies that would be binding to the core team of GYV Financial transparency shall be maintained by hosting LC – it includes monthly expense plus income reports and auditor report by end of the conference The delegation list and agenda shall be mutually created and to be facilitated by the conference delivery team The logistics for agenda execution shall be confirmed by the conference team 1 month in advance, logistics expense will be borne by the hosting LC. The delegation list shall be confirmed and locked by the hosting LC one month in advance. No external visitors / LC members/ Alumni be allowed at the venue without consent from the CC team The total profit from the conference shall be split with the IC team in 70-30% proportion (70% being LC profit)
Advantages to the hosting local chapter • • • • •
Opportunity to build International relations within the AIESEC Global Network Improved brand presence in the market Profits leading to financial sustainability for the local chapter Government relations leading to increased credibility Opportunity to service long term local business development partners in best manner
Key POINTERS