Final Report
AIESEC Iberoamerican Leadership Congress ilc2010@aiesec.org.pe www.ilcperu2010.org www.aiesec.org/peru
Contents
ILC & RAC Congress Committee President Letter AIESEC in Peru
Iberoamerican Leadership Congress
ILC Numbers
Congress Committee
Regional Alumni Congress
Planning and Goals
Delegate Service & Promotion External Relations
Special Events Logistics Finance Recommendations
CCP Letter Congress Committee President
AIESEC is a voluntary association of young leaders interested in global issues, management and leadership. Beyond any ideology, our members construct reality of that dream in their daily work. And that work is valued and taken to achieve results that make both the individual and the organization get the best of doing things right. AIESEC work is not easy, it is very challenging, and this is the attraction that makes us always give the best of ourselves. Those who have more than one year or more in AIESEC may say that his/her experience was really worth it because “AIESEC changed my life.� This time, Peru was selected host of the Iberoamerican Leadership Congress 2010, an event that brings together top leaders from over 30 countries of the organization in order to build strategies and acquire leadership tools. The success of this conference is reflected in the satisfaction and positive feedback shown by delegates from different countries. Similarly, youth are grateful for having participated in an event as big as this, which gave them the opportunity to live a unique experience in a competitive and globalized environment, discussing issues relevant to their countries and acquiring tools for personal and professional development. I want to thank AIESEC in Peru, for giving me the opportunity to lead the organizing committee team that was responsible for carrying out such an important event, being able to recruit an excellent group of people who worked for many months to not only provide the best experience to our delegates, but also to increase AIESEC in Peru positioning as a country with great potential that has much to offer.
The achievement of this success is yours! Thank you and congratulations!
Claudia Terry Toledo Congress Committee President Iberoamerican Leadership Congress 2010 AIESEC Peru claudia.terry@aiesec.net
AIESEC in Peru In partnership with organizations and institutions of higher education, AIESEC in Peru has more than 45 years of experience in developing high-potential students into responsible stewards of global consciousness. AIESEC in Peru has developed numerous high-impact professional experiences, leadership opportunities and global learning environment. AIESEC in Peru active leadership in university students since 1962. Today with the participation of over 350 students from leading universities in the country. Lima Universidad del Pacífico Universidad de Lima Pontificia Universidad Católica del Perú Universidad Nacional Mayor de San Marcos Universidad de Piura Arequipa Universidad Católica de Santa María Universidad Católica San Pablo
Iberoamerican Leadership Congress Peru 2010 ILC Peru 2010
Iberoamerican Leadership Congress – was the annual regional conference in which selected members of AIESEC in Iberoamerican countries came together to build common strategies, acquire leadership tools and discuss issues relevant to their communities, developing strategic perspective not only regarding the association, but also about the challenges faced by their countries. Place: El Pueblo Resort & Convention Center - Thunderbird Resorts, Ate – Lima (Carretera Central Km 10. Santa Clara, Perú) Date: March 13th - 19th, 2010
Regional Alumni Congress Peru 2010 RAC Peru 2010
The Iberoamerican Congress of AIESEC Alumni (AAIB-RAC) - was the annual gathering of multi generational Alumni of AIESEC in Iberoamerica, where more than 30 leaders who belonged to AIESEC since its foundation in 1948 met and reconnected. Place: El Pueblo Resort & Convention Center - Thunderbird Resorts, Ate – Lima (Carretera Central Km 10. Santa Clara, Perú) Date: March 13th - 15th, 2010
ILC Numbers
7
Days
15
12
Facilitators Organizing Committee
+250 Delegates
+30 COUNTRIES
Peru - Costa Rica - Brazil - Panama - Colombia Uruguay - Mexico - Argentina - United States Guatemala - Salvador - Ecuador - Spain - Venezuela - Chile - Puerto Rico - Bolivia - Portugal - Dominican Republic - The Netherlands - Switzerland - France - Israel - India - Germany - Japan - Rusia - Austria Korea - Japan - Poland
+20 External Guests
Official Event
+40 Partners & Sponsors
Official Ministerial Resolution by Peruvian Government RM201-2010 - Attached File
Congress Committee
Planning and Goals
Main Challenges Faced: - Peru was chosen as host, according to the BID presented the year before, which according to my opinion was not realistic. There was only one venue as cheap as the BID said, but months later the half part of the hotel came into remodeling. We really did not have many options, and those were really expensive. After 5 months of a hard negotiation we could sign the contract with ILC 2010 venue: El Pueblo Resort & Convention Center - CCP was chosen with a little bit more than half a year in advance to prepare this congress. The CC team started working with many challenges in advance and not so much time to do all work, according to our expectations. - There was an important lack of positioning of AIESEC in Peru. The approach to government and other organizations was very difficult, but eventually it could be made and we got their support, but not as expected. - ILC 2010, was not one of the main priorities of AIESEC in Peru plan, taking into consideration the lack of MC support. The CC team worked alone until a couple of weeks before the congress. - There was not good communication between all parties: CC, MC and AI. Also, because the representative from AI, responsible for ILC, changed many times. - The contract was not respected, above all, the DDLs for main tasks: agenda, materials needed, guests, etc. This became a huge problem for logistics team and affected the budget. - It was also quite hard, at the beginning, to work with people that were not in Lima, because schedules were hard to match, but it was manageable. - Lack of tact in dealing CC team members. Most of them were discouraged by the attitude of AI and part of the faci team members, who rather than asking for things in a good way, they made their demands with signs of superiority.
DS&P
Delegate Services & Promotion
Team
CCVP DS&P – Adrian Rodriguez Amat y Leon CC Team Leader DS&P – Sara Romero Becerra CC Teamster DS&P – Jorge Luis Obregon Peralta
Objectives
- Give the best quality of service to the ILC&RAC participants. - Give the right information to the right objective public. - Provide personal attention to each delegate, alumni, facilitator, and organization. - Produce the best quality of promotion, material and virtual for the ILC&RAC. - Promote ILC&RAC as the best AIESEC Congress experience, and Promote Peru as a destination.
Distribution of functions CCVP - Promoting Booklets and Cooperation Proposals. - Production of printed, written, graphic, video and virtual material. - Manage e-mail account ilc2010@aiesec.org.pe. Answer questions from delegates and from externals. - Supervise and support the promotion of ILC&RAC in Social Networks - Support to the delegates about migratory situation and best ways to arrive to Peru. - Promote ILC&RAC, pre and post services. CCTL - Develop Invitation Letters from ILC & RAC delegates upon request. - Promotion RAC on Facebook and Twitter. Answer the comments and questions on virtual spaces. - Promote RAC special events. - Promote Study Tours, and information about Peru. CCTS - ILC & RAC official website production and maintenance. www.ilcperu2010.org - Answer to the delegates and external questions from the shoutbox of the official website - Production of the ILC & RAC wiki on myaiesec.net - Promotion ILC on Facebook and Twitter. Answer the comments and questions on virtual spaces.
Results Obtained - More than 250 participants in ILC&RAC - Top service before, during and after ILC&RAC - Satisfaction of the delegate after the congress. - More than 1660 fans on ILC facebook fan page. - More than 130 followers on twitter account. - More than 475 fans on RAC facebook fan page. - More than 4000 views of the ILC&RAC videos on YouTube’s channel. - Top quality on every promotional material. Email account - ilcperu2010@aiesec.org.pe More than 500 e-mails received and sent. Invitation Letters More than 150 invitation letters sent. Website www.ilcperu2010.org Wiki http://www.myaiesec.net/content/viewwiki.do?contentid=10101034 Cooperation Proposals Main Partner & Sponsor - http://issuu.com/ilcperu2010/docs/aiesec_ilcperu2010_propuesta_participaci_n_sociopr Sponsor & Collaborators - http://issuu.com/ilcperu2010/docs/aiesec_ilcperu2010_propuesta_participaci_n_auspici Special Events - http://issuu.com/ilcperu2010/docs/aiesec_ilcperu2010_propuesta_participaci_n_eventos Booklets - ILC Congress Booklet I http://issuu.com/ilcperu2010/docs/ilc_peru_2010_congress_booklet_i http://www.myaiesec.net/content/viewfile.do?contentid=10112503 - RAC Congress Booklet I http://issuu.com/ilcperu2010/docs/rac_peru_2010_congress_booklet_i http://www.myaiesec.net/content/viewfile.do?contentid=10112497 - ILC Congress Booklet II http://issuu.com/ilcperu2010/docs/ilc_peru_2010_congress_booklet_ii http://www.myaiesec.net/content/viewfile.do?contentid=10118938 - RAC Congress Booklet II http://issuu.com/ilcperu2010/docs/rac_peru_2010_congress_booklet_ii http://www.myaiesec.net/content/viewfile.do?contentid=10118939
Social Media Facebook*
ILC Peru 2010 http://www.facebook.com/pages/ILC-Peru-2010/180172339466?ref=ts
RAC Peru 2010 http://www.facebook.com/pages/RAC-Peru-2010/213259215985?ref=ts
Twitter*
ILCperu2010 http://twitter.com/ILCperu2010รง
RACperu2010 http://twitter.com/RACperu2010
*Facebook and Twitter accounts were connected to each other. YouTube ILCperu2010 http://www.youtube.com/ILCperu2010 Linkedin Group ILC Peru 2010 http://www.linkedin.com/groups?home=&gid=2432347&trk=anet_ug_hm
Group RAC Peru 2010 http://www.linkedin.com/groups?home=&gid=2659150
Orkut Community ILC Peru 2010 http://www.orkut.com/Main#Community?cmm=95680081&mt=7
Community RAC Peru 2010 http://www.orkut.com/Main#Community?cmm=97726743
ISSUU ILCperu2010 http://issuu.com/ilcperu2010
Printed Material Banners
Official Banner ILC
Official Banner RAC
Banner Global Village
Banner AIESEC
Badges
Presentation Cards For every member of the CC team
ER
External Relations
Team
CCVP ER – Amparo Nalvarte CC Team Leader ER – Francis Oyarce Encalada CC Teamster ER – Karol Bellido Ramos
Objective
Collect the amount of $ 50,000 dollars to cover the venue. All this during 5 months and a half.
Assignment - Identify market research - Identify needs of the ILC - Create a list of companies - Business segment as needed - Gather information for marketing Proposal - Prepare the proposal - Find a company to print - Deal the material - Event formalize (CCP support) - Sells, contact principal partners - Contact sponsors - Agree interviews and meetings - Close treatment - Mobilize material from companies to MC flat - Mobilize material from MC flat to Venue -During the conference, provide promotional material - Place banners on the site agreed - Take pictures of the sponsors - Give back companies’ material - Prepare final report from companies - Deliver the final report to companies
Results Main Partners
- El Pueblo: discount from accommodation - Centrum: $ 5,000 dollars - LAN: $ 3,000 dollars & promotional material - Aprenda: partner from Peruvian Night
Sponsors
- Ernst & Young: $2,500 dollars - Secretaria Nacional de la Juventud: print material (banners) and contacts - Telefónica: internet coverage - Grupo ACP: $1,000 dollars
Sponsors
- Exprinter Inversiones: $ 1,5000 dollars - Segracsa: material print, papers, envelopes - Inteligencia Creativa BTL: levels and distribution from Global Village - Pontificia Universidad Católica del Perú: material from Global Village - Cuy Arts: $500 dollars in products - AJE: beverages, soda and juices - Apropo: products and information - De Paris: free passes
Support
- Bembos: S/. 750 nuevos soles in products - Universia: difussion - Baso Velarde: food products - Alicorp: food products - Alianza Francesa: 3 scholarships - Perfumerías Unidas: products - Nestlé: chocolates and coffe - Prochincha: products - La Ibérica: chocolates - Ransa: promotional material and office supplies - REX: promotional material - Nosotras: promotional material
SE
Special Events
Team
CCVP SE – Pamela Lozano CC Team Leader SE – Stefany Gomez Salazar CC Teamster SE – Juliana Mendo Tejada CC Teamster SE – Andrea Salas
Events
- Opening Ceremony - Global Village - Peruvian Night - ILC Gala Diner - Alumni Gala Diner - Corporate Social Responsibility
- Corporate Social Responsibility - Alumni Talk Show - Haiti, a proposal AAIB - Networking - Business Round - Iberoamerican Leadership Forum
Opening Ceremony Date: Saturday March 13th, 2010 Time: 11:00 hrs Objective: The official opening ceremony of AIESEC Iberoamerican Leadership Congress 2010. Description: The Opening Ceremony was one of the most significant events of the Conference which was held the official aperture of the ILC 2010. The event was took place in one of the largest audiences of the Republic Congress.
Global Village Date: Saturday March 13th, 2010 Time: 16:00 hrs Objective: Fair of Nations of all international delegations. Description: The Global Village is an open fair full of cultural diversity and was open to the local community in which more than 300 young participants showed the aspects of culture, art, music, food and dances of their countries. This event took place in one of the main parks of our city, the Exhibition Park.
Peruvian Night Date: Sunday March 14th, 2010 Time: 21:30 hrs Objective: Show the delegates the Peruvian culture, through typical Peruvian food, Peruvian music and dances. Description: Peruvian Night was made possible thanks to an important sponsorship from “Aprenda” that made the dinner decoration and the recruitment of an Afro-Peruvian dance group. Thanks to this group and its great experience, the show encourage all the delegates to have a good time with Afro-Peruvian music. The dinner was presented by an AIESEC alumni member and executive of “Aprenda”, Mr. Giancarlo Cafferata.
ILC Gala Diner Date: Wednesday March 17th, 2010 Time: 22:00 hrs Objective: Integration and award dinner of the best countries. Description: This event was one of the most important in the agenda of the congress, where the best countries were awarded with prizes in the region in relative growth and absolute growth. The event took place inside the hotel in the main hall, this event was a black night show consisting of a halogen light show.
Alumni Gala Dinner Date: Saturday March 14th, 2010 Time: 22:00 hrs Objective: To reward the most outstanding alumni in the region for their contribution to AIESEC. Description: Gala Dinner held during the evening of the first day of the event which recognized the contributions of other Alumni of the region during 2009 giving them the Alumni Hall of Fame awards.
Workshops Date: Tuesday March 16th, 2010 Time: 10:00 hrs Objective: to develop innovative and new ideas on world global issues proposed by AIESEC Global Partners. Description: This space allowed participants to realize about world Global Issues. AIESEC Global Partners for ILC: IE Business School - Vale - Artemisia - Deutsche Post DHL - Tata Consultancy Services.
Corporate Social Responsibility Date: Sunday March 14th, 2010 Time: 11:00 hrs Objective: Discuss the topic of CSR. Description: The chair introduced all the Alumni on the topic of CSR and how it can be applicable to its various businesses and the multiple realities of each country.
Alumni Talk Show Date: Sunday March 14th, 2010 Time: 13:00 hrs Objective: Interaction between alumni and delegates of the ILC. Description: In this space several alumni were presented to delegates of the ILC telling anecdotes of their passage through AIESEC and achievements in their professional life after his departure from the association. Through this session, delegates sought to harness the knowledge and tools that can offer its Alumni to implement them in various projects that may have within AIESEC or in your own life.
Haiti, a proposal AAIB Date: Sunday March 14th, 2010 Time: 15:30 hrs Objective: To outline a project related to the issue of support for Haiti Description: Space in which diverse alumni, led by William GarcĂa (Director of Corporate Social Responsibility AAIB), discussed and considered on the current situation in Haiti and how AAIB could start building a project using its support for Haiti network.
Networking Date: Monday March 15th, 2010 Time: 16:30 hrs Objective: To discuss the issue of trust networks. Description: Ms. Rosario Almenara, Senior Consultant and Executive Coach of DBM Peru, gave a talk on trusted networks.
Business Round Date: Sunday March 14th, 2010 Time: 10:00 hrs Objective: To facilitate interaction between Alumni to generate business opportunities. Description: This space allowed the Alumni to interact with each other by presenting their company, business ideas, etc. establishing contacts and support to various initiatives related to business ideas that can benefit from the network of AIESEC Alumni Iberoamerica.
Iberoamerican Leadership Forum Date: Monday March 15th, 2010 Time: 19:00 hrs Objective: Create a space for interaction between alumni and Peruvian society on issues of common interest / Increment position of AIESEC in Peru. Description: Realized at the premises of the Swissotel in Lima. In this Leadership Forum, Dr. Fernando D’Alessio, general director of Catholic Centrum Business School, spoke on “Importance of Leadership and Strategy in Organizations”, Dr. José Pereyra, a professor of Catholic Centrum made a presentation on “Leadership for Sustainability: A Call to Action” Oscar Ayala, Manager of Change Management for Latin America, participated with the theme “Integral Leadership,” and Juan Manuel Ferron, Partner Leader Line Business Advisory Services at PricewaterhouseCoopers, spoke on “Training Needs of Successful Business Leaders.”
LOG Logistics
Team
CCVP LOG – Ricardo Muñoz Garzon CC Team Leader LOG – Luis Alarcón
Distribution of functions CCVP - Transportation - Agenda - Food - Stationary - Accommodation CC Support 1 - Transportation - IS Infrastructure - Agenda CC Support 2 - Agenda - Transportation
Initial Plan Accommodation Pre-Accommodation Delegates Conference Team Post - Accommodation Delegates Conference Team Food Conference Conference Rooms # Rooms
Transportation Pre-Transportation Delegates Arriving to Lima During Extern Day To and back the venue Delegates Stationary Office Articles Conference
Final Plan Accommodation Pre-Accommodation Delegates Conference Team Accommodations RAC Delegates ILC Delegates Post-Accommodation Delegates Conference Team Results - +255 delegates pre-accommodation (Conference Team, RAC delegates and ILC delegates) - +200 delegates post-accommodation - +200 ILC Delegates meeting accommodation - +30 RAC Delegates meeting accommodation - +30 Conference team + CC accommodation - AIESEC members of Lima hosting more than 50 delegates
Food Pre-meeting Breakfast, Lunch, Dinner, Coffee Breaks External Day Coffee Breaks, Lunch Conference Breakfast, Lunch, Dinner, Coffee Breaks Post-meeting Dinner, Breakfast Results - Pre-meeting: 3 meals (breakfast, lunch and dinner) + coffee break continuous (water, coffee, fruits) - 2 coffee breaks in the external day (check-in venue, official opening) - 3 meals (breakfast buffet, lunch and dinner) + 2 coffee breaks per day meeting (morning: Coke and bread, afternoon: Coffee and Cookies provided by Nescafe), all the day: water - 1 meal post-meeting (Dinner)
Agenda Pre-meeting Facilities Stationary Extern Day Conference Conference Rooms Rooms Facilities Rooms Stationary Allocation of Rooms Post-meeting Facilities Results - 3 days pre-meeting. IS infrastructure and office materials - Extern Day – Day 0 successfully realized - Conference. IS infrastructure and office materials - Post-meeting
Transportation Pre-Transportation Delegates ILC RAC Conference Team Transportation Check-in Oficial Opening Global Village Conference Staffs
Post-Transportation Delegates ILC RAC Conference Team
Results - +230 people pre-transportation (Buses, Taxis, AIESECers cars) (Delegates and Conference Team) - 6 buses for day -1 and 0, coordinated by DS&P and provided by Catolica University - Day 0: 5 buses for ILC delegates, 1 for RAC Delegates, 1 van for Conference Team. 2 buses for staffs, 1 truck for baggage, 2 buses for baggage (one for ILC stuff and 1 for RAC stuff). - Day 2: 1 bus return for RAC Delegates - Day 6: 1 bus return for ILC Delegates - Day 6: 1 small bus for Conference Team, conference venue to post-meeting venue - Day 7: 1 small bus for Conference Team, post-meeting venue to Lima - Extra transports: Taxis for externs, conference pickups, delegates pick up and return
Stationary Pre-meeting Facilities IS infrastructure Conference Facilities IS Infrastructure Agenda Post-Meeting Facilities Special Events Galas Dinner IS Infrastructure Results - IS (Beamer, sound, internet) and office materials provided in pre-meeting - IS (Beamer, sound system, internet) provided in conference, 5 Beamers and 3 sound systems - Office materials (Flipcharts, markers, pens) provided in conference - IS (Beamer, internet) provided in post-meeting - IS (Beamer, sound system) in special events
Delegate Services Arriving and Transportation Conference Team Delegates Check-in Check-in Official Check-in Venue Check-Out Check-out Venue Results - Check-in Day 1, +200 personas Check-in Venue - Check-in Hotel Day 0, +250 people - Check-Out, +250 people
FIN Finance
Team
CCVP FIN – Luis Rojas Crisostomo CC Team Leader FIN – Freddy Chiclote Moncada
Distribution of functions CCVP Was responsible for keeping track of deposits by the delegates. Also, was aware of development planning and budgeting for inputs (such as sponsorships and loans), and outflows of cash (such as logistics and other costs) before, during and after the event. Finally produced the final states of the congress. CCTL Was responsible for preparing budgets. Make traces of sponsorships. Bring cash flow. Develop items for sale before and during the ILC. Collect sponsorships of investment partners and make deposits. Finally we also prepared the final stages of ILC.
Results The projected losses were reduced by 98 percent, leaving only debts with LC’s, which will be covered by sponsors. On the other hand, it generated considerable revenue through the sale of items during the ILC and the sale of drinks during the parties.
Financial Report Attached File
Recommendations For AI
- Verify the accuracy of the information written on the BID. - Ensure that the process of country host and CCP selection does not take much time, so the organizing team has enough time to organize the event. Or at least, make it sooner. - Maintain a single person in charge of communication by AI, and if it’s necessary to change of representative, make the corresponding download of information to avoid complications.
For MC
- Provide facilities to the CC team to do their job: place to work, etc. - Give them support on promoting the event, using their communication channels. - Provide them access to MC organizations, working together for strategic alliances. - Maintain all MC members informed about ILC work, because members use to ask about ILC to the MC, and it happens that they really do not know about what is going on, because of a lack of communication between them.
For CC
- There must be a very good communication between different areas and especially among the members that make up. For this, it’s very important the weekly reports, and weekly meetings: by area, core CC and all the team. - Finance area is a prime area, therefore, must submit a weekly report with the budget evolutions, according to other areas work, to avoid problems. - Ensure that CC members work in an order manner. Preferably, develop templates for their daily work and delivery of reports, to maintain all the information in a right way, which could be use at any time. - For logistics, during the event, it is very important to have a daily check list for things to be done before each activity starts.
AIESEC Iberoamerican Leadership Congress ilc2010@aiesec.org.pe www.ilcperu2010.org www.aiesec.org/peru