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THE 61ST INTERNATIONAL PHARMACEUTICAL STUDENTS’ FEDERATION – WORLD CONGRESS 2015 – INDIA! ARE YOU GAME TO BE A PART OF IT? IF YES, YOU CAN IN 3 SIMPLE STEPS! STEP 1: GO THROUGH THE GENERAL GUIDELINES AND MAKE SURE YOU ARE ELIGIBLE! STEP 2: HAVE A LOOK AT WHAT YOU WANT TO WORK AS BY GOING THROUGH THE PROFILES STEP 3: APPLY BY FILLING IN THE APPLICATION FORM AND SEND IT TO nehaipsf2015@gmail.com BY 11th NOVEMBER 2015 Once all applications are received, we will inform you the day, time and mode of the interviews; and if we find you to be the best candidate, you could be a part of the historic event! So put on your thinking caps, and start filling in! Good Luck  GENERAL RULES FOR APPLICANTS – IPSF WORLD CONGRESS 2015  TRAVEL: • You should be able to (financially afford) attend the IPSF World Congress

in 2014 to be held in Portugal. The registrations for the same would be over by May 2014. This is very important as you would get a first hand experience of how the Congress is conducted, understand your role and profile better, and get to meet the Core committee of the Portugal Team.


Besides being a learning experience, we guarantee it to be a lifetime memory for you on the basis of experiencing the culture, youth and the real Pharmacy spirit along with students from 60-80 countries – a gathering, a journey of 11 days you would never forget. • You should be able to attend the IPC-2013 and 2014 at your own expenses for registration and travel. This is important for sponsorship, team building and marketing point of view. •

 HOURS OF WORK: • You should be able to devote 10-12 hours a week, from the joining of the

team till May 2015 – sincerely and dedicatedly • From June – September 2015, you may be expected to devote more time to the Congress work, depending on the preparations and the requirements, and you may also be required to be in Hyderabad 2-3 weeks prior to the starting of the Congress ( a very situational requirement). So if you will be working / interning / studying, you will have to take time off. For students, getting official permission letters from the IPA &IPA-SF will be provided. You should inform your college / workplace atleast 8-10 months in advance to avoid last minute rejections.  ACCESSIBILITY & PROFESSIONALISM: • The IPSF asks for monthly / bi-monthly reports about the updates of the

• •

work done by each committee. In order to make work easy, every member of the team will be responsible to help the committee officer to prepare and submit the final authentic report on time. All the committee reports will then be clubbed to present the final report. Every committee should be in regular touch with the same committee of the Netherland’s (59th IPSF World Congress) reception committee, and the Portugal (60th IPSF World Congress) Reception Committee. The Officer/ one member appointed by the officer should be present for the meetings that would be conducted by the IPSF with the Porto RC, as these meetings will be guidelines and suggestions for us to follow for our Congress. Good internet access at your place for convenient accessibility to mails. We may sponsor you with a small amount of money every month from JuneAugust 2015 for your phone bills and travel, but it is subject to a good raise in sponsorship You should not leave the country for higher studies/ job/ any reason whatsoever which might lead to you discontinuation of your role in the committee till September 1st 2015. You are expected to respond to any mails sent to you within 48 hours of receiving it. You are expected to respond to phone calls within a day if not immediately.


Whatever team you belong to, the duration upto September 2014, You would be expected to co-ordinate with the sponsorship team, and help raise money for the Congress. • As a group officer, you are expected to take onus of your work. Once your team is formed, you are still responsible to the Chairperson, Vice Chairperson & Secretary to represent your work, and make sure you get it done. However you are not expected to push the work onto your team completely. You need to delegate with good planning and give your team members enough time to complete it. Be a good leader, friend and Manager.  FUN AT WORK: • We want you to take working for this Congress as an enjoyable learning experience and giving you a chance to know professionalism and responsibility • This is not just going to be all work and no play. Occassionally we will be having get togethers, weekend plans and short trips so that the whole team gets to know each other well and increase bonding. •

You are welcome to be a part of the fun-filled journey! Good Luck.

PROFILE FOR THE TREASURER: 1) Development Fund and Sponsorship Packages • Designing, creating and evaluating sponsorship packages for the Congress 2) Raising Sponsorships Arranging meetings with CEO’s and important Managers of different companies for sponsorship Attending these meetings along with the chairperson or vice chair person / Financial Secretary whenever needed/ suggested. 3) Assist in Financial Administration • A detailed budget will be planned and maintained throughout the term as Treasurer. We will be appointing a CA with who you will have to meet along with the treasurer once a month and update and check your Budget with. • The first detailed budget will be sent to IPSF in January 2014, and the second one prior to the 2014 World Congress. You should assist the treasurer with the same. 4) Maintaining relations with the bank and the Chartered Accountant • You should be well aware of every income that occurs during the next two years until the end of the Congress. You will be responsible for the incoming money. 5) Account and maintenance of all official bills, cheques, events’ contracts and expenses.


• You will have to assist the treasurer for maintaining and updating the above. All of these will also have to be presented in front of the IPSF Executive committee. 6) Communication skills and networking capabilities • Should be suave, smart, well learnt of the congress events and should be convincing enough to raise money • You might be sent along with or without the Chairperson / Vice Chairperson / Public Relations Officer at various conferences, CEC meetings or assemblies as representative of the Congress. You would be the face of the congress. 7) Professional communication with the executive team Writing mails to the entire team and making sure everyone is aware and responsive of the finances you deal with. 8) Monthly updates As regular updates within the team are very important to keep the motivation on a high level, a spreadsheet will be updated once a month, to self-evaluate one's work and strengthen motivation by showing results. You will have to present a combined report with the treasurer. The overall response rate should be improved in the future. 9) Update and maintain Contacts and Friends for the congress

Investigate the possibility to approach former IPA-SF, IPSF members to gather more Friends of the Federation with the aim of financial stability of IPSF but moreover to keep the contact with people of particular interest for IPSF WC. 10)

Self evaluation

PROFILE FOR THE REGISTRATION, ACCOMODATION AND CATERING OFFICER: 1) Registration • The most important role of your team will be to handle the registrations that will start

flowing in from the end of December and will go until the month prior to the Congress. You and your team will have to study the entire website, be available with the PRO and the website developer to know each and everything about handling the website. • Once the registrations start, you will have to maintain a back up every few hours especially during the first 3 months of registration, in order to avoid any data loss. • You will also have to simultaneously maintain excel sheets with all the data of the registered students. ( The systems will be bought and developed for your ease with the help of the website developer, which is why you need to be constantly in touch with the PRO and website developer) • You will need to thoroughly study all the rules and regulations that IPSF and we set up for registration ( i.e student limitation per country, etc) • You and your team may have to be constantly online on the first few days when the registration starts and continuously back up all the data. Official Letters You and your team will be responsible to send out all official letters of confirmed registration, the Pre - Congress Booklets, the registration queries that would be asked, 2)


and the certificates post congress, and any such data to be forwarded to the incoming participants ( Indian and international) 3) During the Congress • You will have to study the entire venue, design proper arrangements and placing the

students in the rooms ( preparing a list of roommates) once registration is 80% complete, and once finalized by us, send out this information to the students. • There will be a registration desk that would be manned 24X7 by atleast two of your team members. • On the first day of the Congress, you and your team (and other supporting RC) will be responsible for registration of the participants, giving out of kit bags and providing accommodation to the students. • You will also appoint a Registration Officer, an Accommodation officer and a Catering Officer from your team who will report to you, and with the collective information, report to the Chair/ Vice Chair/ Secretary of the Congress. These individual officers will be responsible for the respective duties they are assigned, and will have subordinates working with them. Monthly updates As regular updates within the team are very important to keep the motivation on a high level, to create a Monthly Update Document, a spreadsheet to be updated once a month by every Executive Committee member, to self-evaluate one's work and strengthen motivation by showing results. You will have to write mails to the entire team and make sure everyone is aware and responsive, updating the minutes of the meet and maintaining records, once registrations start. The overall response rate should be improved in the future. 4)

5)

Google drive and online storage • Together with Media and Publication officers, an online and offline storage should be figured and maintained; a Google drive structure is to be maintained for real-time access. Maintain the Masterlist of Passwords

Meetings with IPSF and the Netherlands and Portugal registration, Accommodation and Catering Committees. Being in constant touch with the Porto RC, attending meetings conducted by IPSF for the Porto RC, and taking advice from the Netherlands Registration, accommodation and catering committees will be highly beneficial for you and your team to understand the nuances of your duties and to take all precautions whatsoever that might occur. You should also insist your three officers atleast to attend the Congress in Portugal. 6)

Update and maintain Contacts and Friends for the congress Investigate the possibility to approach former IPA-SF, IPSF members to gather more Friends of the Federation with the aim of financial stability of IPSF but moreover to keep the contact with people of particular interest for IPSF WC. 7)


8)

Self-evaluation

PROFILE FOR THE PUBLIC RELATIONS OFFICER: Website Management - Work on a one on one basis with the website developer and know the technical know hows about the website. Help in creating the website pages and designs. - Design and implement uniform banners and templates in all subdomains, including the Regional Offices’ and Executives Blog; - Ensure everyone’s access to their subdomains and create a step-by-step guideline on how to make updates, including the IPSF WC 2015 Blog; - Update members’ statuses and on the ipsf.org google Doc; - Add Social Media icons to the websites and different subdomains; 1)

2) Team-working tools - Find and implement a tool that allows easy task scheduling (co-ordinate with the secretary for the same) - Find and implement a tool that allows file sharing for the whole team (co-ordinate with the secretary for the same) - Find and implement a tool that allows the safe storage of Executives' files and other files; - Keep all used tools organized; 2.1 Google Apps - Ensure all email accounts have enough free space; - If necessary, use a tool like Thunderbird - Maintain the Masterlist of Passwords and E-groups updated and ensure access to all subdomains and email accounts. 3) IPSF WC 2015 Blog - Ensure a regular posting (at least two posts every month); - Advertise the IPSF Blog on social media and websites like Facebook, twitter, etc. 4) Raising sponsorship Offer advertising space in IPA-SF and IPSF WC 2015 publications and media website to pharmaceutical and non-pharmaceutical companies and pharmaceutical publishers in collaboration with the Treasurer 5) Professional Development (PD) - Add LIT’ers database on the website;


- Complete the designs of the PD events guidelines; - Ensure promotion of all the PD events, in collaboration with Mr. Eric So, IPSF Chairperson of Professional Development. Role in Registration for the Congress: Since you will be the main person in developing the Congress website, you will have to be highly involved with the registration team during the period from December 2014 to May 2015 when the registrations open to help with all technical responsibilities. You are expected to back up the system twice a day to ensure no viruses or hackers create a loss of data. 7) Updating on Social networks 6)

8) Communication skills and networking capabilities • Should be suave, smart, well learnt of the congress events and should be creative

enough to publicize the congress Professional communication with the executive team Writing mails to the entire team about your work 10) Monthly updates As regular updates within the team are very important to keep the motivation on a high level, a spreadsheet will be updated once a month, to self-evaluate one's work and strengthen motivation by showing results. The overall response rate should be improved in the future. 11) Update and maintain Contacts and Friends for the congress Investigate the possibility to approach former IPA-SF, IPSF members to gather more Friends of the Federation with the aim of financial stability of IPSF but moreover to keep the contact with people of particular interest for IPSF WC. 9)

12)

Self evaluation

PROFILE FOR THE SOCIAL EVENTS OFFICER: Are you a party person? Ready to plan the biggest parties of your life? The social events at the IPSF WC 2015 will not only cater to portraying the Indian night life and culture, but it will be catering to a fusion of almost 700 people from around 80 countries world over. We already have the themes for the social events decided. But as a Social events officer, you will have to come up with planned details of every night, including the logistic arrangements. The different social night themes that will be a part of our Congress are:


Opening Night Holi Party Lab Coat Party International Night Indian Night Bollywood Night Party by the Pool Excursion Day Gala Night ( Closing Night) 1) Each of these nights will have the DJ mostly. You will have to help arrange the DJ , create different music lists for every night 2) Once you are selected, we will give you a detailed description of how the parties at the previous congresses have occurred all these years, how do they go about, and also how you should plan all the above mentioned ones. You are also expected to collect information from your end. 3) Get your creative wild party person out, come up with creative schedules, games for different nights and the excursion day, suggestions for the type of food, dressing code, party accessories, etc for each event. 4) You will have to travel to Hyderabad atleast once to have a check on the actual places these events will occur and get a clear idea of what you are supposed to do. 5) You will also be in-charge of helping with the overall budgeting of these nights with the treasurer, and get the best deals possible for everything. 6) Since your actual field work will be only in the Congress, other than coming up with ideas and arrangement of all the party stuff, you and your team will be expected to help the Sponsorship Committee or the Media and Publications Committee for the next one year. 7) Professional communication with the executive team Responding to the mails communicating your work updates, especially before every meeting. 8) Communication skills and networking capabilities You should be suave, smart & well learnt of the congress events 9) Update and maintain Contacts and Friends for the congress Investigate the possibility to approach former IPA-SF, IPSF members to gather more Friends of the Federation with the aim of financial stability of IPSF WC 2015 but moreover to keep the contact with people of particular interest for IPSF WC 2015.         

10)

Self evaluation


PROFILE FOR THE TRANSPORTATION OFFICER: 1) Arranging all types of travel arrangements for everyone who is a part of the congress – students, Executives and guest speakers. Completely responsible for all travel arrangements ( including Leaders in Training program and Pre & Post Congress Tour ) and responsible to deal with the travel companies and drivers. The exact schedules will be final once the number of participants and the guest invites will be finalized in 2015. 2) Assist in raising Sponsorships Since till the Congress actually starts, you will not have much to do except making the travel arrangements, and helping budget for the same, we would want you and your team to be assisting the Sponsorship Committee. Also if any other committee would need assistance, you could volunteer or we could place you to help them for the same. 3) Assist in Financial Administration • A detailed budget will be planned and maintained throughout the term by the Treasurer. You will have to take charge to prepare budget regarding travelling . 4) Account and maintenance of all official bills, cheques, contracts and expenses involved in travelling. • You will have to assist the treasurer for maintaining and updating the above. All of these will also have to be presented in front of the IPSF Executive committee. 5) Communication skills and networking capabilities • Should be suave, smart, well learnt of the congress events and should be convincing enough to raise money. 6) Professional communication with the executive team Writing mails to the entire team and making sure everyone is aware and responsive of the finances you deal with and the contracts you bring across. 7) Monthly updates As regular updates within the team are very important to keep the motivation on a high level, a spreadsheet will be updated once a month, to self-evaluate one's work and strengthen motivation by showing results. You will have to present your report to the treasurer. The overall response rate should be improved in the future. 8) Update and maintain Contacts and Friends for the congress


Investigate the possibility to approach former IPA-SF, IPSF members to gather more Friends of the Federation with the aim of financial stability of IPSF but moreover to keep the contact with people of particular interest for IPSF WC. 9)

Self evaluation

PROFILE FOR THE LEADERS IN TRAINING AND PRE & POST CONGRESS TOUR: Co-ordinate with the Tours and Travels: Once you are selected, you will be in – charge of helping finalize the schedule the pre and post congress tour, the Tour and travel company, and be the main co-ordinator with them. 1)

Attending the PRE & POST Congress tour : You and your team will be attending the pre and post congress tour. So make sure you are available for the same. 2)

During the Congress, you will be a part of the Social events Committee, Registration or Hospitality Committee, or as needed. 3)

Raising sponsorship: Offer advertising space in IPA-SF and IPSF WC 2015 publications and media website to travel companies, hotels, restaurants (which will be a part of the tour) in collaboration with the Treasurer, and other means ( like providing travel kit bags, arranging Indian gifts from the different places on the tour, etc) in co-ordination with the marketing personnel appointed for IPSF WC 2015 to raise sponsorship 4)

Updating on Social network sites This will be in co-ordination with the Media and Publications Committee. You will help them publicise the tourism of India and also write posts on the PCT and LIT. 5)

Communication skills and networking capabilities You should be suave, smart, well learnt of the congress events and should be creative enough to publicize the congress, and also encourage your team for the same. 6)

Professional communication with the executive team Writing mails to the entire team about your work as and when possible 8) Monthly updates As regular updates within the team are very important to keep the motivation on a high level, a spreadsheet will be updated once a month, to self-evaluate one's work and strengthen motivation by showing results. The overall response rate should be improved in the future. 9) Update and maintain Contacts and Friends for the congress 7)


Investigate the possibility to approach former IPA-SF, IPSF members to gather more Friends of the Federation with the aim of financial stability of IPSF but moreover to keep the contact with people of particular interest for IPSF WC. 10)

Self evaluation

Nomination Form for IPSF World Congress 2015 positions Please feel free to use up to 2 pages. Do note this form might be publically displayed Name of the Candidate

Pharmacy Organisation you belong to (if any) and State

Nominated for the post of

Would you be willing to work on another position if necessary? If yes, which?


Have you had any previous experience in any student organisations? Please detail.

Why do you want to be a part of this Congress? And why this particular post?

Do you have any special experience relevant to the position you are applying for? Is there any further information or skills you would like to add that you think may be relevant to your application? Please detail.

What is your plan and new ideas for the position besides the portfolio description? Please detail.

Signature of Candidate Date and Place This form must be completed and signed by the nominee. Completed forms must be submitted to the Chairperson by email (nehaipsf2015@gmail.com) no later than Monday, 11th of November 2013, at 00:00h For Chairperson’s use only: Date and time received:


61st IPSF WC  

guidelines and nomination forms for the Reception Committee

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