PUBLIC RELATIONS NATIONAL STRATEGIC PLANNING
PR for AIESEC in INDONESIA
STRATEGIC ALLIANCE
LOUD & PROUD
STRATEGIC ALLIANCE
STRATEGIC ALLIANCE MEDIA & COMMUNITY ENGAGEMENT
OGIP OGCDP
IGCDP
you must be wondering
why PR suppor,ng GCDP-‐GIP ?
STRATEGIC ALLIANCE
remember that PR is
M A I N G A T E for all program. STRATEGIC ALLIANCE
OGCDP ONE SEA campaign
STRATEGIC ALLIANCE
COMMUNITY
OGCDP
ONE SEA campaign
So, we will do collaboration with PR and marketing responsible in SEA country to do CAMPAIGN. This is to attract people and raising the awareness on what happen in SEA Country and to help marketing. I will start talking with MCVP Marketing & PR. My idea is record a video from people who already been to SEA Country and what did they say about the country and why you need to go to SEA country instead. We record not only an AIESECer but also youth. They will say the issue that happen to SEA Country and why we need to help them. #ONESEA
STRATEGIC ALLIANCE
TARGET : Winter 3 EP RE Summer 2 EP RE *from our campaign *This target belong for PR National board (PR Commission) *This target is for the whole year. *This target has no specific entity/LC, all entity need to give contributions.
TIMELINE :
Winter peak & Summer peak
OGCDP
COMMUNITY
1.
We search communities that possibilities for it member to be a POOL of EPs.
2.
We search communities that has issue concern related to our concern, so its relevant. WHY? Before EP go exchange, EP will have BATCH PROJECT ; they need go to communities to learn about its communities, the issue and how they give contribution towards the issue itself.
STRATEGIC ALLIANCE
ogiP PPI PERSATUAN PELAJAR INDONESIA STRATEGIC ALLIANCE
COMMUNITY
OGIP
PPI (PERSATUAN PELAJAR INDONESIA)
So, we will do collaboration with LPDP, to search PPI in country abroad to do OGIP easily.
HOW?
I’ll be with you hand-on-hand searching for PPI & LPDP in country abroad. We contact them and give a booklet about OGIP program. Once they are interest they have SRB virtually by OGIP peeps.
TARGET : Target : 2 RE *from our partnership with LPDP & PPI. *This target belong for PR National board (PR Commission) *This target is for the whole year. *This target has no specific entity/LC, all entity need to give contributions.
TIMELINE :
STRATEGIC ALLIANCE
Winter peak & Summer peak
OGIP
1.
COMMUNITY
We search communities that possibilities for it member to be a POOL of EPs. example: IT Community, Marketing Community, Entrepreneur community etc.
STRATEGIC ALLIANCE
IGCDP EWA ATTRACTION
STRATEGIC ALLIANCE
GLOBAL VILLAGE
IGCDP
1.
EWA ATTRACTION
We search communiGes that has same concern interms of issue. We do collaboraGon through acGvity that we agree in both side; community & AIESEC.
example : (1) in Semarang, there’s a community named Seribu Nasi, they give 1000 rice to people in the street every sunday. this community concern to anak jalanan also. we can engage this kind of community to raised awareness of human rights & poverty. etc.
STRATEGIC ALLIANCE
IGCDP
GLOBAL VILLAGE
1. This GLOBAL VILLAGE we planned not only to make it huge but also to raising awareness of educaGon interns of cultural understanding and its behavior. we engage community to have booth here and they can also sent their representaGve from communiGes so then their member can also learn about making a project (project management), starGng by making this Global Village. s 2. In this Global Village we will also invite media (electronic & non-‐electronic), making press conference in order to showcase our events.
STRATEGIC ALLIANCE
MEDIA & COMMUNITY ENGAGEMENT MOS research meeGng with community potenGals MoU knowledge hub (intro to AIESEC) project plan project execuGon youth join aVracGon eWa database management maintenance saGsfacGon & evaluaGon • Create event press release & publicaGon in naGonal level • Monitoring press conference in naGonal & local • Ensure LC publicaGon & media partnership • Make sure brand saGsfacGon survey for event
KPI # research new media # research new community # media became partner # community became partner # re-‐raised partner # re-‐raised community # media appearance #press release published #arGcle created in naGonal #saGsfacGon survey for project & partnership distribute
TIMELINE : The whole year
LOUD & PROUD
Where is this
NEW PROJECT CAME FROM??
LOUD & PROUD
simply when I was applying for MCVP Innovation, one of my strategy is LOUD & PROUD. so far I didn't used it cause somehow I forgot when I did the MC Planning. But in the consolidation MC Planning last week, Hans remind me about one of my strategy that are even more relevant as MCVP PR.
WHAT IS LOUD & PROUD? I wanted to ask you before I explain it deeper.. How proud you are became an AIESECer?? How proud our partner that having partnership with us?? How proud our TN taker both GCDP/GIP as our partner? How proud our House Family for having EP/Interns in their house??
LOUD & PROUD
Can you answer that?
LOUD & PROUD
so, is a campaign after realization/event done from our stakeholder. We wanted to see the impact they get through having a partnership with us, AIESEC.
LOUD & PROUD
What will be the impact then?
LOUD & PROUD allow external shareholder to know about our organization from other people opinion; every stakeholder who became our partner/work with us. We are no longer shouting to the world; “hey, lets became the house family, you will get bla la la”
now everything is change. Let people do this! “I think you need to became AIESEC Partner, they will gave you this and this and this……’
LOUD & PROUD
How to do?
LOUD & PROUD
Working with BD, OGCD, OGIP, IGCDP, IGIP, TM, PRESIDENT is the main point! Ask them for every realization/project that have been done. ask the partner/TN taker/EP or any stakeholder; example:
-BD : after the collaboration project with any company, ask the company what is their opinion about this project and what do they think about AIESEC? -OGX : ask the EP what do they think about the being Global Citizen, what impact they have and how proud they are to be Global Citizenship. -ICX : Ask the TN after EP realization done/House Families, what do the company think about having partnership with AIESEC? -TMP/TLP : Ask the members how proud they are becoming Team member/leader what impact they have? etc.
TIMELINE : we post it every week with different stakeholder. This will raising the brand of AIESEC itself. We post in each social media.
LOUD & PROUD
we never done this before..
ARE YOU IN? LOUD & PROUD
your voice deserve to be heard!
Why You + AIESEC? To solve any global issues, we’re going to need young leaders who can be the change. We need to be educated on world issues and to OWN these goals. Because if we do not have ownership of these goals, they are simply goals on the wall.
How we will do that Through the YouthSpeak survey, it serves as a foundaGon for all of our
It also provides AIESEC’s programs the data it needs to understand how to beBer align with what young people need and want today. content, advocacy, engagement and forums to be shaped.
Regional Team JAKARTA UI PMBS BINUS PU BINUS
MALANG-
SURABAYA : UMM UB SURABAYA
BANDUNG JOGLOSEMAR UNDIP UGM UPNVY UNS
Coordinator
Ayu Kusumaningrum Youth Speak Coordinator RESPONSIBLE : -BANDUNG -MALANG-SURABAYA
Yuliana Harianja Youth Speak Coordinator RESPONSIBLE : -JAKARTA -JOG-LO-SEMAR
Host LC Jakarta - will be merge with MBC, Host MBC; LC UI Timeline: October Roadshow : PMBS, BINUS, PU Jog-lo-semar - will be merge with IYLC, Host IYLC; LC UGM/UNDIP Timeline: November Roadshow : UNS, UNDIP/UGM, UPNVY The rest (Bandung & Malang-Surabaya) can be merge with local event / made it in period of September (whole month) *you can choose the time on September Host LC : Surabaya Roadshow : UMM, UB & Malang sekitarnya
Our drive http://bit.ly/youthspeakdrive
Target Participants -‐youth 17-‐28 y.o -‐an AIESECer -‐community
Preparation Checklist -‐OC card name tag -‐Prizes and merchandise (for speakers and audiences) -‐Videos&PPT needed -‐SpeakersCV&PPT -‐Youth Speak decora?on -‐Backdrop -‐Youth Speak Standing banner (leC & right) -‐Workshop guideline printed -‐Work shop toolkit preparing good packaging -‐ Indonesia Youth Speak s?ckers -‐ Qcard for MC and prin?ng MC content -‐ LO for speakers, partners, and guests -‐ Prin?ng aJendance list -‐ Cer?ficate printed
-‐Briefing for all speakers, performers, and MC -‐Pre-‐Press release distributed to media -‐PIC and Job DescripGon distributed well for event -‐Prepare 1 slide ppt for introducing live tweet and instagram compeGGon -‐Photobooth -‐ MC minimum 2 persons -‐ Concept of audience mobilisaGon -‐ Prepare place for OC Corner and Backstage -‐ Rehearsal (MC,OC,performer,LO) -‐ Prepare ice breaking and performer -‐ Rundown (with plan A, B, C, D, etc) -‐ PrinGng direcGon, flow of aVendances and registraGon
Press Conference -‐Media invited to come at least 30 minutes before the event -‐ Speaker for press conference minimum consist of LCP, OCP, and 1 speaker of seminar -‐ Press release distributed to media -‐ Prepare table and chair for speaker and chair for media Rundown: 1. ExplanaGon about AIESEC from LCP 2. ExplanaGon about Youth Speak from OCP 3. ExplanaGon about the session from speaker -‐
4. Q&A
Event Execution -‐ OC dress code: full formal with blazer & Ge (should be black & blue) -‐AVendee list based on Online-‐Gcket / Online RegistraGon -‐ Event survey, workshop guideline + toolkit and snacks distributed ajer re-‐registraGon -‐ Press release event on registraGon desk for partners/community -‐ Indonesia Youth Speak sGckers for early aVendances, partners and community -‐ Opening Video about aim of Youth Speak -‐ Video explaining speakers & secGon -‐ PPT about introducing background issue of each topics/secGon -‐ Theme song for event start, break and session starts
-‐ OC / member/ VP responsible to accompany speakers -‐ Thanks leVer or picture/goodie bag for speakers -‐ Live tweet compeGGon for audience (prepare the prize): menGon @AIESECINDONESIA with hashtag #IndonesiaYouthSpeak #LetYourVoiceBeHeard Showcase live tweet compeGGon using visibletweets.com — Instagram compeGGon: Follow @aiesecindonesia -‐ RnR for proacGve audience -‐ Closing Video -‐ Photo booth tag to TesGmonials recording for parGcipant, partners, speakers and members
Post Event -‐
ParGcipant database has to be uploaded on Gnyurl.com/indoy2btracker (at least 1 day ajer event) -‐ Thanks leVer / merchandise to all partners (max. 1 week ajer event)
-‐
-‐ EvaluaGon sheet, saGsfacGon survey & tesGmonial from partners (max. 1 week ajer event, the result has to be aVached on Event Report)
-‐
-‐ Post-‐event publicaGon, press release sent to segmented medias (not only partners) (max. 1 week ajer event & every publicaGon has to be put on hVp://bit.ly/youthspeakdrive Post event publicaGon published by LC social-‐media accounts (right ajer event execuGon or at least 1 day ajer & report the link to PR Youth Speak Tracking line group)
-‐
-‐ DocumentaGon during event uploaded to google drive : hVp://bit.ly/youthspeakdrive (at least 3 days ajer event) -‐
-‐ Video post event Youth Speak tesGmonials should be edited & uploaded to hVp://bit.ly/ youthspeakdrive (at least 10 days ajer event)
*if you did regional youth speak, means that each entity/LC has to contribute through HR and help campaign.
OC Team OCP
OC SALES
OC MEDIA & COMMUNITY ENGAGEMENT
OC DIGITAL PR
*This is the standard OC Youth Speak. if you want to add more people on the structure, yes you can! Make sure the JD is clear to each of role you added!
ocvp delegates service
ocvp program
oc delegates service
OC PROGRAM OC ROADSHOW
host lc :
-ocp -finance -OCVP PROGRAM -OCVP LOGISTIC
ocVP LOGISTIC
oc LOGISTIC
OC FINANCE
Job Description Organizing Committee or usually called as an OC is a small team ranging about 8-16 individuals (minimum 8 maximum 16) who are led by the Organizing Committee President who have a responsibility in arranging the whole conference regarding technical matters. The role of the conference or meeting OC is to ensure all financial, logistical and delegate matters are properly and adequately taken care of before, during and after the conference. The OCP is accountable to the EST Youth Speak Coordinator regarding technical matters of the Youth Speak
Job Description OC PRESIDENT
OC CUSTOMER SERVICE
• Main Coordinator between OC team, Youth Speak Coordinator & MCVP PR
• Coordinate withOC Program in announcing the number of delegates • Publishing Delegates Mailer/News and sending it to all the delegates
• Stretegic to the implemetation of the forum
• Coordinating with Finance to control delegates' fee payment
• Managing financial expenses
• Delegates confirmation h-1
• Maintaining communication between delegates and OC & YS Coord.
• Controlling delegates' communication during the forum
• Making event report from each functions.
• LO management for partners.
• All OC team, OC onsite( if you have), YS Coordinator and YS reposnible need to wear Youth Speak T'shirt & blazer
• Printing attendance list for workshop classroom
• Maintaining team and personal development for each team member
OC DIGITAL PR
OC MEDIA & COMMUNITY ENGAGEMENT
• Continuously publishing info about the forum during the conference through social media
• Publishing promotional tools for delegates
• Social media maintanance; FB Fanpage, twitter, Instagram etc
(video teaser, posters, social media channel : Facebook, Twitter).
• Brand vision transition; making backdrop, X Banner, Posters, count down day reminder, workshop guideline • Delegates goodie bag; delegates booklet kit; sticker, pen, notes, synergy with Logictic • Creating press conference; day 0 before the forum or day of the forum itself • Creating article & press release, and publish it to website, synergy with LCVP PR.
• Responsible for the documentation and video before, during and after forum. • Together with OC DS spreading out delegates mail/news update to delegates
• Pre-Press release distributed to media
• Inviting media partner; non electronic & electronic.
• Certificate design & printed
• Collaborate with EST Media & Community Partnership Coordinator
• Inviting NGO, Community related to issue • Partnership with media partner; non electronic & electronic.
Job Description OC LOGISTICS • Providing all logistical materials before, during, and after forum. • Responsible for the transportation preparation before, during, and after conference. (requirement : being able to drive car). • Responsible for runner/on site • Cooperating with Youth Speak Coordinator to find a suitable venue. • Responsible for the the venue preparation + accommodation (plenary, place to stay, food and beverages, rooms). • Fulfilling logistical from partner • Preparing food & beverage durin the forum for delegates and partners. • Prepare place for OC Corner and Backstage • Printing Delegates goodie bag; delegates booklet kit; sticker, pen, notes, synergy with OC Digital PR
OC FINANCE • Responsible in creating the budget • Coordinate with OCP in deciding delegate’s fee • Coordinate with delegates servicing regarding delegate fee payment • Controlling expense & revenue • Responsible in finding funds from externals (sponsorships) fresh money, in-kind, cooperation with logistics in doing • Reporting financial expense & profit
OC PROGRAM & LOGISTIC • Alignment agenda with Youth Speak Coordinator & MCVP PR • Find external speaker for panel discussion, key note speaker, B2B • Creating Terms of Reference (TOR) for external speaker • Dry run management with partners, external speaker • Rehearsal (MC,OC,performer,LO) • Briefing for all speakers, performers, and MC • Creating physical appearance; photobooth • Concept of audience mobilisation • Creating Q card for MC (Master of ceremony) • Rundown (with plan A, B, C, D, etc) • Printing direction, flow of attendances and registration • All OC team, OC onsite( if you have), YS Coordinator and YS reposnible need to wear Youth Speak T'shirt & blazer
OC SALES • Bridging between OC Sales-LCVP BD & EST Regional Sales team • Selling youth speak • % satisfaction survEY from partner • Maintain relarionship with stakeholder • Inivite stakeholder for B2B • Reporting to partner & AIESEC
Sales percentage OC Sales <-> Sales Regional Team
REGIONAL SALES TEAM
What? Regional Sales is…. One of Sales Ini0a0ve held for expanding our each and having market collabora0on among each regions.
Why?
The reasons why we make it areâ&#x20AC;Ś.
1
We#have#innova*ve#product# that#need#to#be#sold# regionally#
2
Seizing# market# opportuni*es# for#having#regional#product#
3
Increasing#sales#capacity#and# enhancing#network#
4
Market#collabora*on#in#order# to#expand#our#reach#
We will have Regional Sales Team per region, and lead by EST Regional Sales Coordinator...
Izam
Nindia
Regional)Sales) Coordinator) (USU))
Regional)Sales) Coordinator) (East)Java))
Regional)Sales) Coordinator) (Joglosemar))
Who?
Regional)Sales) Coordinator) (Jakarta))
Regional)Sales) Coordinator) (Bandung))
When? Planning'and' Research' June'–'2nd' week'of'July'
Timeline…
Sales'ac0vity'
Youth'Speak' Execu0on''
July'4th'week'–' Sept'/'Oct'/'Nov' August/Sept'2nd' week'
Where? 5 region for 1 semtâ&#x20AC;Ś st
USU#
Bandung#
Jakart a#
Joglosemar#
East#Java#
HOW? Synergy Model Financial Model Product Understanding Educa0on Reward and Punishment Market SegmentaCon, Market Research and Market LimitaCon B2B Concept
1. Synergy Model
2. Financial Model PROFIT SHARING From Total All Youth Speak WORKING CAPITAL Forum Working Capital Youth Speak 60% for regional Forum : Divided into how may 40% for MC LCs join in each region Ex : Workcap Rp 1.500.000 in Per Region Youth Speak East Java. Profit sharing will be divided So we divided into : based on performance each -‐ Surabaya Rp 500.000 sales team member per LC -‐ UMM Rp 500.000 Financial partner : 60% -‐ UB Rp 500.000 Non-‐financial partner : 40% So it’s depend on your sales team member’s performance.
Criteria for The Best Youth Speak
Delegates per region based on Target Revenue per region Media Partner per region
3. Product Understanding
hOp://bit.ly/youthspeakdrive
4. Educa0on
Educa0on will be held through : Webinar NFS Synergy Mee0ng between PR, BD, EST
5. Reward and Punishment
&
DO
DON’T
5. Reward and Punishment DO# Be#Collabora*ve# Be#responsible#on#Regional#Youth# Speak#Forum# Be#Coopera*ve#especially#to#MC#and# EST# Provide#min#1#people#per#LCs#if#you# have#Regional#Youth#Speak#for#more# than#1#LC.# For#1#LC,#please#provide#min#3#people# for#regional#sales#team#member# Per#LC#sign#the#agreement#between#LC# and#MC#max#28th#June#2015#
DON’T# Sell#LC#product#when#you#stand#as# Regional#Sales#Team# Think#that#your#market#will#be#limited# Resist#on#change,#this#is#1st#ini*a*ves,# change#might#happen#some*me# Late#in#sending#HR#even#for#OC#Youth# Speak#Forum#or#for#Regional#Sales# Team#Member#
5. Reward and Punishment REWARD
The Best EST will go to one of SEA countries to do CEEDership The Best Sales Team will get Free NaConal Conference
PUNISHMENT
If regional sales team sell LC product, they wont be reimburse for 2 weeks If LC in fulfilling Regional Sales team member, they wont be reimburse for 2 weeks
6. Market SegmentaGon, Market Research and Market LimitaGon Ac0on Step : 1. EST will do market research for Regional Sales Team and give the research to LC to be reviewed 2. LC have to give feedback max . 3 days aYer EST send the research. If more than that means that Regional Sales Team has right to do sell there 3. If LCs already approved means that LC are not allowed to sell LC product to those company or stakeholders 4. Template market research aOach in email/ drive
Contact us! Nindya Paisan MCVP Public Relations & IM
Ayu Kusumaningrum Youth Speak Coordinator
Yuliana Harianja Youth Speak Coordinator
Ayu Uswatun Hasanah MCVP External Affair
Zamrud Gustian Regional Sales Coordinator
Nindia Swasti Putri Regional Sales Coordinator
your voice deserve to be heard!
PUBLIC RELATIONS NATIONAL STRATEGIC PLANNING