AMPLIFIED Conference Report

Page 1

REPORT


About AMPLIFIED National Conference: The AMPLIFIED conference 2012, Kenya was held in Cool Rivers- Nakuru from 1st to 4th November 2012 and continued to serve as a platform to bring together AIESEC leaders to map out the strategic way forward for the organization as well facilitate learning for new members as has always been in this conference platform. The conference was able to attract a delegation of 200 AIESEC Kenya members and 100 external delegates for the Youth to Business Forum. In addition, PULSE Experiential, the Kenya ICT Board, Kuna Vijana and Kabarak University were engaged by the Conference team as corporate and/ or in kind sponsors. AMPLIFIED Conference 2012, GOALS: The conference successfully sought to meet the following objectives:      

Draw young leaders’ opinions and ideas for innovation in developing our country and sustaining peace. Open cooperation for AIESEC Kenya, Uganda, Tanzania, Ethiopia and Rwanda. To promote and encourage cultural understanding, and diversity tolerance while being a role model for international cooperation. Promote youth empowerment in Kenya and regionally. To provide opportunities for networking and learning. Create a strong experience for AIESEC in Kenya, inspiring members to strengthen their AIESEC involvement to achieve positive societal impact.

Profile of Conference Participants:    

Corporate Partners AMPLIFIED Conference delegates AIESEC in Kenya Alumni Conference Team- Organizing Committee, Facilitators, Conference Chair


CONFERENCE PLANNING AND PREPARATION: The National Board appointed a Conference Manager –Jacqueline Kinyanjui (Vice President for Alumni Relations) assisted by Gathoni Mwangi (Vice President for Outgoing Exchange) to coordinate all activities pertaining to AMPLIFIED National Conference. It was the responsibility of the said conference manager to launch applications, interview and recruit a team from Kenyatta University, Jomo Kenyatta University of Agriculture and Technology and United States International University, for the Organizing Committee that she would work with to deliver AMPLIFIED Conference. After selection of the final team, training of these members was carried out by part of the National Board (Vice president Finance, Vice President Extensions and conference manager) at the AIESEC Kenya house to ensure the Organizing Committee was ready for the tasks ahead. In the weeks leading up to the conference and during the event itself, detailed planning and preparation was carried out by the Conference Team that was responsible for ensuring the successful delivery of the 4 day forum. The Conference Manager met with the Organizing Committee to draft a task list for the conference which was broken down into weeks in order of priority. The following section outlines the activities carried out and the persons responsible for them throughout the duration of the planning exercise as well as the actual conference dates.


ORGANIZING COMMITTEE (OC): Organizing Committee President (OCP) - Brian Gatune- Kenyatta University

Role: 

To ensure the Organizing Committee team perform their tasks within the stipulated timeline and liaise with the Conference Manager regarding team progress in planning and delivery of the conference.

WEEK 1

WEEK2

WEEK3

WEEK4

Led OC conf. planning meeting

Drafted week 1 progress report Led OC team meeting

Drafted week 2 progress report

Drafted week 3 progress report

OC rollcall

Led OC team meeting

Scheduled meetings with sales team Attended sales training Developed task plan spreadsheet

Undertook conf. site visits

Contacted AIESEC leaders in universities

WEEK5

Led OC team meeting

Drafted week 4 progress report Attended team meeting with Conf Manager

Led OC team building exercise

Confirmed number of Conference team

WEEK6

Drafted week 5 progress report Attended OC and national board meeting

WEEK7

WEEK8

Drafted week 6 progress report

Drafted week 7 progress report

Led Team meeting

Led team meeting allocation of job Collected Confirmed all description conf. session session s for actual requirements requirements conf. days


Vice President Sites and Logistics: Peter Njenga- Jomo Kenyatta University of Agriculture and Technology

Role:  WEEK 1

Drafted a list of prospective sites Worked on getting estimate delegates attending conf. Attended sales training Drafted Sites & Logistics checklist

To secure an appropriate conference site and transportation for delegates to and from the venue. WEEK2

WEEK3 Undertook site visits

Undertook site visits Sourced for conf. sponsorshipmarketing calls

WEEK4

WEEK5

Hired projector, Confirmed P.A the site system Finalized site and logistics check list Signed contract with site

WEEK6

WEEK7

WEEK8

Ran conf. logistics Confirmed Finalize check transporttransport list drivers, arrangements vehicles

Drafted Confirmed transport delegates schedule per package university

Confirmed schedule of transport


Vice President Communications: Gadson Gitonga-Kenyatta University

Role: 

WEEK 1

Created OC Google group

To ensure registration of all conference delegates, conference promotion on virtual and physical platforms and management of all communication regarding the conference. WEEK2

Developed conf. registration form

Created conf. event page on Facebook

Sourced for conf. sponsorship -marketing calls

Drafted 1st delegates mailer outline

Made frequent event page updates

WEEK3

Developed conf. promotion video Released 1st Delegates mailer

WEEK4

Collected photos for 1st delegates mailer Drafted Y2B/ conf. invitation letters to university clubs

WEEK5 Procured banners, posters, flyers for conf. promotion in universities

WEEK6

Undertook intense conf. promotions on online and physical platforms Procured video camera for conf.

WEEK7

WEEK8

Attended AIESEC weekly meetings in universities for major conf. promotion

Intensified conf. promotion on social media

Closed conf. Released 2nd registration delegates and mailer prepared delegates name tags Printed delegates name tags


Vice President Finance and Administration: Antonette Nyokabi-United States International University

Role: 

WEEK 1

Draft budget for OC expenses Source for contacts to procure merchandise devised the payment mode Discussed LC revenue sharing model Confirmed bank account details Estimated and planned for number of conf. delegates Attended sales training

Create and track the budget for the conference and organizing committee operations, collecting money from companies and delegates as well as issuing the receipts.

WEEK2

WEEK3

Drafted Redrafted conference conference budget budget 2 Finalized OC budget

Notified LCP's on payments Communicat ed paying requirements (if fee changes)

WEEK4

WEEK5

WEEK6

Finalized conference budget

confirmed delegates fee

Collection and confirmations for delegates fee

confirmed payment mode

Collected delegates fee

met with national board-finance

confirmation of the bank account Tracked OC and conf. budgets

Placed Tracked OC deposit for and conf. site budgets Tracked OC and conf. budgets

WEEK7

bought receipt book collection of delegates fees Tracked OC and conf. budgets

WEEK8

Tracked delegates adjustment in terms of fees collection of delegates fees Tracked OC and conf. budgets


Vice president External Relations: Rita Mwangi- Kenyatta University

Role: 

WEEK 1

Develop financing proposals for the conference; seek corporate funders of the event, maintain contact with participating companies and take care of partners during the event. WEEK2

Source for Drafted list of fundingprospective marketing companies calls Identification of products Drafted to sell to company companies database Drafted proposals Attended sales training

Finalized proposals

WEEK3

Undertook company visits

selling Identified targets for Y2B

WEEK4

company tracking & follow up selling/ promotion for Y2B delegates

WEEK5

confirmation on In kind sponsorship selling and sealing of materialized deals

WEEK6

WEEK7

WEEK8

Sales and selling

Confirmation of companies and selling

Selling and sealing deals/ closing


FACILITATORS TEAM:

The facilitators’ team comprised the National Board of AIESEC Kenya, the Conference Chair- a notable alumnus of AIESEC Kenya, and 7 high achieving and qualified members from AIESEC Ghana, Tanzania/China and Kenya. The Conference Agenda Manager- Kemboi Maiyo (AIESEC Kenya Vice President for Organization Development) launched applications for conference facilitators and selected the 7 best to join the National Board in facilitating sessions at the conference. In addition, he prepared the conference agenda with the National Board and allocated sessions to each member of the facilitators’ team.



CONFERENCE DELIVERY: DAY 1: 1st November

The facilitation team and part of the organizing team arrived at Cool Rivers Hotel early that morning and met to work out all the preparations that needed to be put in order before the start of the conference. The organizing committee prepared to receive delegates by registration and room allocation. 102 delegates arrived between 13.00hrs and 16.00hrs. The facilitation team was able to recover the time delay and successfully deliver all sessions that were scheduled.


DAY 2: 2nd November

The OC woke up the delegates to ensure that the agenda for the day begun on time and distributed meal vouchers for breakfast The OCP wasn’t in for the day and left OCVP Communications and OCVP Finance as the first contact persons in case the facilitation team and delegates needed anything. The day went on quite well with the major tasks being to assist the facilitation team in providing materials for their sessions.


DAY 3: 3rd November

Youth to Business Forum was scheduled for this day in Kabarak University and all necessary logistics for it were in place. The OC made sure to wake delegates early up ensure that everyone was up and ready to leave for Kabarak in time. The Kabarak University bus was delayed and the Conference chair made arrangements with the OC to secure alternative transport means to the venue on time. Some of the Forum speakers cancelled on the day and the conference manager and Facilitation team had to make arrangements to find alternative speakers.


The OC team distributed packed lunch to the delegates which had been delivered quite late by the hotel. The agenda was well covered and successfully delivered despite the delays and cancellations. Afterwards, all delegates were safely transported back to the venue though a bit late.


DAY 4: 4th November

The final day of the conference commenced well with the facilitation team closing off on the sessions. In the afternoon delegates had to pack and be ready to leave. The OCVP Finance informed the conference manager that we had a deficit amounting to KSH. 106000. The National Board Finance responsible was called in to resolve the matter which he took care of by speaking with the hotel manager and agreeing to send a cheque once the partner companies’ cheques had been cashed.


Transport arrangements that had been made fell through and the OC and conference manager had to collectively collaborate on procuring other means to ensure the delegates were safely transported back to Nairobi. The OCP was able to go to town and arrange for some vans to transport most of the delegates. However, some were still left waiting for a long time while other vans were procured seeing as it was a busy weekend and the weather was bad. Some of the delegates opted to be left at the hotel and leave very early the following day as the vans had arrived late. Despite this, most delegates were still pleased with the general delivery of the conference. CHALLENGES:    

Youth to Business speakers pulling out. Transport arrangements falling through. Cheques being collected too close to the conference dates hence not enough time to cash them. Not being able to recruit an external relations person in the Organizing committee team early enough to procure more sponsorship

RECOMMENDATIONS:  

Written agreements for all conference arrangements e.g. speakers, transport Timely confirmation and alternative plans to avoid delays and cancellations.


AMPLIFIED NATIONAL CONFERENCE AGENDA: TIME

1st Nov Thursday Inspire

8:30 - 9:00 9:00 - 9:30 10:00 - 10:30 10:30 - 11:00 11:00 - 11:30

Check in

12:00 - 12:30 12:30 - 13:00

13:30 - 14:00 14:00 - 14:30 14:30 - 15:00 15:00 - 15:30 15:30 - 16:00 16:00 - 16:30 16:30 - 17:00 17:00 - 17:30 17:30 - 18:00 18:00 - 18:30 18:30 - 18:45 18:45 - 19:00 19:00 - 19:30 19:30 - 20:00 20:00 - 20:30 20:30 - 21:00 21:00 - 21:30 21:30 - 22:00 22:00 - 22:30 22:30 - 23:00 23:00 - 00:00

3rd Saturday

4th Sunday

Innovate

Increase

Breakfast

Breakfast

Sleep in Breakfast

Check in / morning plenary

Check in / Morning plenary

Check in / Morning plenary

why to believe

11:30 - 12:00

13:00 - 13:30

KENYA YOUTH TO BUSINESS FORUM 2012: AGENDA

2nd Nov Friday Implement

Opening plenary

Personal development plan

Maximizing our impact

Break Creating a Exchange in sales @ culture efficient Strategic operations Thinking Lunch

Break Get to know What defines us? AIESEC Kenya History Reason to believe World in 2020

My SWAG

Integrated experiences

AIESEC Xp

Lunch

Lunch Exit strategy

Y2B Closing plenary

Dinner

Dinner

Edx

Xp customer experience

Social Agenda

Break

Past.Present.Future

AIESEC Kenya olympics

Social Agenda

10:00 - 10:30 10:30 - 11:00

11:30 - 12:00

12:00 - 12:30

soft skills academy

TtT

9:00 - 9:30

Functional track

Freshen up

Evening plenary Innovations and collaboration space

Money bags

11:00 - 11:30 Y2B

Travel back

Evening Plenary

8:30 - 9:00

Amplifiers

myaiesec.net 101

Functional track Dinner

LC Simulation

TIME

Evening plenary TtT Bond theme night

13:00 - 13:30 13:30 - 14:00 14:00 - 14:30 14:30 - 15:00 15:00 - 15:30 15:30 - 16:00 16:00 - 16:30 16:30 - 17:00 17:00 - 17:30 17:30 - 18:00 18:00 - 18:30 18:30 - 18:45 18:45 - 19:00 19:00 - 19:30 19:30 - 20:00 20:00 - 20:30 20:30 - 21:00 21:00 - 21:30 21:30 - 22:00 22:00 - 22:30 22:30 - 23:00 23:00 - 00:00


9.00-9.30

DELEGATES ARRIVAL AND REGISTRATION

9.00-9.30

9.30-10.00

Opening address of the Kenya Youth to Business Forum

9.30-10.00

10.00-11.00

Business to Youth:

Business to Youth:

Business to Youth:

Write the future-effective education system

In pursuit of peace

Entrepreneurship

10.00-11.00

11.00-11.50

Partner presentations/ Short speeches

11.00-11.50

11.50-12.50

Speakers’ panel discussion

11.50-12.50

12.50-14.00

Lunch Break

12.50-14.00

14.00-14.10

Workshop Briefing and Group Breakout

14.00-14.10

14.10-15.30

Business to Youth:

Business to Youth :

Business to Youth :

Write the future- effective education system workshop

In pursuit of peace workshop

Entrepreneurship workshop

15.30-15.50

15.50-16.20

Networking break

14.10-15.30

15.30-15.50

Youth and Business:

Youth and Business:

Youth and Business:

Write the future-effective education system workshop output

In pursuit of peace workshop output

Entrepreneurship workshop output

15.50-16.20

16.20-16-30

Closing Plenary

16.20-16-30

16.30

Departure

16.30


FINANCIAL REPORT The conference team was able to procure sponsorship amounting to Ksh. 100000 from the Kenya ICT Board and PULSE Experiential which was used to cover the conference costs and offset the balance at the Cool Rivers Hotel. The following breakdown details both overall conference transactions as well as the Organizing Committee’s.


Conference Budget Income

KES750,000.00

Finance Delegate fees other income (LC) External relations DLINK ICT PULSE ASKOKA MINISTRY OF EDUCATION

Expenses

KES 650,000.00 ######### KES 15000.00 KES 100,000.00

KES 50000.00 KES 50000.00

KES764,600.00

Sites and Logistics expense for the weeks on planning Name tags and Flipcharts Notebooks and stationery

22100 4100 12000 6000

Communication Posters Envelopes Ribbons and dĂŠcor Weekly expenses White tape

5900 2000 800 2500 200 400

External relations Weeks expenses

1050 1050

OCP OC team budget Weeks expenses Receipt book Faci Team Transport and accomodation Delegates costs

15550 15000 450 100

96000 624000

96000 624000


Income

OC operating Budget KES 15000.00

Finance USIU 33% KU 33% JKUAT 33%

KES

Expenses

KES7,900.00

Sites and Logistics Expense 1 Expense 2 Expense 3

4700 Airtime Internet Transport

200 4500

Communication expense 1 expense 2 expense 3 expense 4 expense 5

1200 Internet airtime

1000 200 0 0 0

External relations expense 1 expense 2 expense 3 expense 4 expense 5

1050 Transport Internet Airtime

750 100 200 0 0 0

OCP expense 1 expense 2 expense 3 expense 4 expense 5 Finance expense 1 expense 2 expense 3 expense 4 expense 5

-

KES 5000.00 KES 5000.00 KES 5000.00

650 Transport Airtime Internet

350 100 200 0 0 300

Airtime Transport

100 200


YOUTH TO BUSINESS FORUM

Kenya Youth to Business Forum at Kabarak University Auditorium

By AIESEC Kenya November 3rd 2012


Introduction and Background information on the Event Introduction Brief background history Youth to Business is a forum for conversation between a cross section of the youth, development experts and business leaders with a goal of creating lasting societal impact. Youth to Business Forum is a unique event which connects youth and national business leaders to explore the topics of leadership, innovation and corporate responsibility, and the impact we can have in the world through our positive actions. It’s organized worldwide by AIESEC to facilitate the economic development of countries through serious discussion and workshops between businesses and young talent from universities. Our ambition this year is to create more impact on youth as regards their direct contribution to the development of the country and sustainable peace with an emphasis on the education system, career orientation and the way to do business.

The Kenya Youth to Business Forum has been held twice, all in the year 2012. The event was held o the 3rd of November 2012 at Kabarak University Auditorium. It was run by a team from AIESEC Kabarak University in conjunction with AIESEC Kenya. The event attracted over 300 university students in Kenya and the broader East African region who attended the event. The domestic attendees summed to 98, that is, students from Kabarak University. This was an improvement from previous event whose domestic attendees were 40 in number. The organizing committee was composed of the following individuals from AIESEC Kabarak University; 1. 2. 3. 4.

Donatus Waruiru Denis Gikundi Joseph Mokano Dorcas Kareithi

The team was generally responsible of the logistics, administrative, and promotional matters of the event. They promoted the event university students using various strategies.


Major Events Development Fund Funding was mainly spent on advertisement on printing of posters and travelling to neighboring campuses to sell the event to students in those universities. Other areas were funds were spent include:  Transport  Printing  Hiring of AV  Lunch On promotion of the event we used the social media and word of mouth as our main instruments. We used Facebook event feature to create an event and the invited potential delegates to join. We engaged in conversations with the potential delegates using Facebook and YouTube. An online form was also available were one could register with us online.

In Kabarak University we organized for an info desk were the students could converse with us, ask relevant questions and also register with us. We managed to register over 200 willing attendees although not all attended the event due to collision with other events happening the same day. Organizational Structure and framework

Overall operational success Original Expected Attendance: 400 Total Pre-Registered Attendance: 550 Total On-Site Registrations: 38 Number of Exhibitors Attending: 10 *Actual Attendance (including exhibitors): 300 Number of Domestic Attendees: 98 Percentage of Domestic Attendees: 32.7% Number of International Attendees: Percentage of International Attendees:


CONCLUSION: Generally the event can be termed to be successful although having various challenges. It brought together over 300 young men and women from different regions and of different ethnicity. The topics discussed were PEACE, EDUCATION, and ENTREPRENIUESHIP. This seemed to be some of the areas that greatly affect the youth especially in Kenya at the time.

The event provided opportunities for key Kenyan government, among them including ways to bring peace in our nation and how we can shun tribalism which is Kenya’s worst enemy. The attendees also learnt and discussed on various way to engage in enterprises for the mutual benefit of themselves and the country.

The event is likely to be happening again in 2013 around the month of May to July here in Kenya. The event is expected to attract a lot of youth judging on the feedback we receive during last event.

Report Compiled by Jacquie Kinyanjui AMPLIFIED Conference Manager jacquie.kinyanjui@aiesec.net +254728769545


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