Oc applications booklet headco october 2017

HeADCo October 2017 OC Applications OCP DDL: 3/09/17 OCVP DDL: 3/09/17

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.

The Hellenic AIESEC Development Conference (HeADCo) 2017 is the first national conference for MC Γίνεται with all the plenary of AIESEC in Greece and it will take place in middle of October. It is a conference that it will be the milestone for creating the outcomes on how we want to shape our entity.

Adrianos Kiassos MCVP F&L AIESEC in Greece 17-18

My personal commitment is to create a conference that every 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 Danae and I will have by our side in order to deliver an unforgettable conference experience to the Greek Plenary.

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 HeADCo 2017 will be the biggest challenge of your AIESEC Experience.

Best wishes and Good luck !

Message from Conference Manager Dear applicant,

It is with great honour and happiness that I am addressing you, to congratulate you for considering to apply for the position of OCP/OCVP! This is the first step in order to become the OC of HeADCo 2017.

The first step, in a journey full of new and exciting opportunities, that will leave you richer in knowledge and experience.My advice to you is not to hesitate, but rather make the most of this opportunity that is in front of you!

Danae Matakou Conference Manager AIESEC in Greece 17-18

Being part of an OC team in an AIESEC Conference is a special, intense and unforgettable experience. It is a constant journey of learning, challenging yourself and personal development.

As a Conference Manager my purpose is to make sure that the OC will exceed all expectations and deliver the best possible conference in AIESEC, that everyone will remember!

So, if you are a responsible, proactive, ambitious, creative individual… Somebody who doesn’t back away from challenges but instead says “Challenge Accepted”...If you are enthusiastic, willing to learn and develop yourself...Then you know what your next step should be.

Remember that all great things begun with a simple first step. As simple as saying yes to a great opportunity. So let this be the beginning of yours!

OC Structure

•OCP

OCP

OCVP ER

OCVP Logistics

Teamster ER

Teamster Logistics

OCVP Communications

OCVP Special Events

OCVP Delegate Services

IT Responsible

Teamster SE

Teamster DS

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

OCVP Roles And Responsibilities OCVP Roles: 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 elections.

Teamster: The role of a teamster despite the responsibilities is to be an active team member of the Organizing Committee.

There are tasks based on the specific role that supports the operations and responsibilities of the OCVPs. The full JD of every teamster will be finalized after the OC selection and it will be customized on the OC plan and conference needs. During the conference the OC plan and the JDs change in order to respond to the conference needs.The Teamster’s tasks are actually included in the OCVP’s JD. The amount of the tasks depends on the OC workload. *All the OC team have to be physical in Athens at least 2 weeks before the Conference. *The OC members may need to pick up International FACI’s from the airport if it’s needed

OCVP Roles And Responsibilities OCVP Delegate Services: -

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

Teamster Delegate Services: - Help the OCVP to complete the “Delegate Services� project.

OCVP Roles And 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, CM, MCVP F&L and MCVP BD for external actions Follow up with the partners after the conference.

Teamster ER:

- The JD of this teamster, its according to the needs of OCVP ER.

OCVP Roles And Responsibilities 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 sessions (with the teamster) - Responsible for logistics sustainability - Co operating with VP ER for sales plan - Co-ordinate the overall transportation plan (in synergy with the CM)

Teamster Logistics:

- The JD of this teamster, its according to the needs of OCVP Logistics.

- During the conference should be aware for the logistic plan.

OCVP Roles And Responsibilities OCVP Communications: -

Development and implementation of Communication Plan Promotion within AIESEC network Social Media management, capitalization and coordination Design and create promotional video and materials for the conference Online broadcasting of Conference Photos of EVERY session, coffee break and party during the conference.

Synergy with ER about the follow up with the partners after the conference.

IT Responsible:

- Help OCVP Comm before the conference.

- Be aware with EVERY IT related stuff during the conference (music, ppt, sound equipment etc.)

OCVP Roles And Responsibilities OCVP Special Events: - 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

Teamster Special Events:

- The JD of this teamster, its according to the needs of OCVP Special Events

Application Guide ▪

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

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After your application you will receive a confirmation mail with details about the procedure.

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You must fill in this application form: OCP Application: DDL of OCP Application: 3/09/17 OCP Application Forms - HeADCo October 2017

OCVP Application: DDL of OVCP Application: 3/09/17 OCVP/teamster Application Form - HeADCo October 2017

Conference Dates: 12-16 October 2017

Best Regards and Good Luck!

ADrianos And Danae