Initiate 2017 OC Booklet

Initiate 2017 OC APPLICATIONS Deadline: OCP 2/12/2016 OCVP 5/12/2016

Index • Message from MCVP F&L

• Message from Conference Manager • OC Structure • OCP Roles and Responsibilities • OCVPs Roles and Responsibilities • Application Guide

Message from MCVP F&L Hello dear Applicant, Congratulations ! You made a step forward to become the Leader organizing the unique conference of AIESEC in Greece.

Initiate 2017 is the second national conference for MC Ithaca , that will take place in January, welcomes the new generation of AIESEC in Greece and aims to boost their leadership development path.

Maria Tzanaki – MCVP F&L My personal commitment is to create a conference that every AIESEC in Greece 16-17 delegate has a story to share after this . But I can not do it by my own . A new , remarkable OC team is needed that Thanos and I will have by our side in order to deliver an unforgettable conference experience to the Greek Plenary. A team that by the end of January would have achieved their goal and have reached their own Ithaca.

Do you believe that you can lead this team ? Are you are afraid ?

Don’t be !

Challenges is what we came for and for leading Initiate 2017 will be the biggest challenge of your AIESEC Experience.

Best wishes and Good luck !

Message from Conference Manager Hello dear applicant,

Thanos Gklinavos Conference Manager AIESEC in Greece 16-17

With great honor and a big smile in my face I would like to congratulate you for opening this application.

This is the first step in order to become the OC of Initiate 2017.

Initiate 2017 is the conference that let all the people imagine, dream and travel.

I would like to make an analogy. How Columbus discover America? With a ship! National conferences are exactly the same. We can tell that all the conferences are that ship that travel you, help you to make more than the biggest dreams that you can imagine and make sure that you gonna bring them to reality when you return from this amazing trip!

As a Conference Manager is my purpose to make sure that the OC will give the 100% of him/herself in order to create the BEST conference that AIESEC in Greece can imagine. Being part of mine #ParadeiOC in an AIESEC Conference is something special, an intense and dynamic experience awaits. So, if you are a responsible, proactive, ambitious, have a creative approach, multi-focused attention and enthusiastic person you ought to start preparing for a powerful journey which will make you exceed your limits.

I know you will have an amazing time and remember " When you are dreaming the limits don't exist".

OC Structure

OCP

OCVP ER

OCP OCVP Logistics

OCVP Special Events & IT Responsible

OCVP Delegates Services

OCP Roles and Responsibilities Role: The role of OCP is to be the team leader of the OC, he/she is responsible for all the tasks to be done on time by the OC. Also the OCP has to make sure that all the OC members are living a unique and unforgettable experience.

He/She has to communicate effectively with the Conference Manager in order everything to be perfect!

Responsibilities: Before the conference -Select the OC members -Keeping all the deadlines -Complete weekly tracking tool -Organize the weekly meetings -Responsible for all the tasks to be done -Personal meetings with CM

During Conference: -Build the daily OC’s program -Responsible for the parties and the coffee breaks to be on time – Responsible for the wake ups - Take feedback for and from all the OC, from the CM -Wake up on time

OCVPs Roles and Responsibilities Role: The role of an OCVP despite the responsibilities is to be an active team member of the Organizing Committee. There are general tasks and tasks based on the specific responsibilities that the OCVP has to deliver on time, based on the OC plan.

Differentiations on the job description of the OCVP apply only for the period before the conference, during the Conference the OC plan and the JDs change in order to respond to the conference needs.

OCVP ER and OCVP Logistics are mostly physical positions and they need to be in Athens from the start of the working period, the earliest possible after the selection .

OCVPs Roles and Responsibilities Responsibilities:

OCVP Delegates services: Coordinate Delegate Registration.

Check in of delegates & Room Allocation Managing delegate information pre, during, and post conference Compile and manage a delegate database - Ensuring all the communication and manage all relations with delegates before during and after the conference: Creation of Delegates booklet Budges creation Sugarcubes creation Responsible for Registrations Responsible to answer delegates questions

OCVPs Roles and Responsibilities Responsibilities:

OCVP ER (Physical position): Survey creation with relevant to the conference potential companies Creating and sustain conference partnerships Ensure in-kind partnerships (synergy with logistics) Manage OC CRM account and keep detail tracking Reports to OCP, MCVP F&L and MCVP BD for external actions

OCVP Logistics (Physical position): Responsible for the tracking of the conference logistics before, during and after the conference Responsible for logistics plan and distribution to the sessions Responsible for logistics sustainability Co operating with VP ER for sales plan Co-ordinate the overall transportation plan

OCVPs Roles and Responsibilities Responsibilities:

OCVP SPECIAL EVENTS & IT RESPONSIBLE:  Coordination of major events (Delegates Welcoming, Opening Plenary Event, Parties, Official Dinner, Coffee breaks, other innovative events)  Responsible for everything about audio-visual, music, videos, decoration, preparation and execution for every event during conference.  Co operation with ER team as to sell parties to partners  Reassure security for all events

Application Guide  You must answer all the questions in English, otherwise your application won’t be accepted.

 After your application you will receive a confirmation mail with details about the procedure.  You must fill in this application form: OCP Application:

https://goo.gl/forms/CxOt2JLPCX50J93l1

DDL of OCP Application: 2/12/2016

OCVP Application:

https://goo.gl/forms/y2TqNOybKqrR3jIG3

DDL of OVCP Application: 5/12/2016

Conference Dates: 26 – 30 January

BEST REGARDS AND GOOD LUCK! MARIA & THANOS