National Conference AIESEC in Greece

1. NLM 2014
vol.2

2. INDEX
— Message from the Conference Manager
— Application Guide
— OC Structure
— Roles and Responsibilities

3. Message
Dear candidate,
Congratulations for taking the first step to apply for a challenging position of a powerful OC for such a significant
conference of all.
National Legislation Meeting is the most important national conference for AIESEC in Greece, where all of our
leadership bodies will gather and take the most important decision for our entity. NLM aims to elect the new
Members Committee that will lead AIESEC in Greece in the next term. Members Committee President and
Members Committee Vice Presidents are elected, if they get the vote of confidence from all Local Committees Vice
Presidents and Presidents. Also, Legislation is being revised for the Organization and changes may be
implemented. Delegates get education about national direction, develop practical leadership skills and meet each
other in a constructive way.
My aim is to organize and deliver a conference that will be memorable to every single person who will be part of
it, enjoy it and feel something more than satisfied; feel valued, my actions be a meaningful point of their
development and finally impact positively their whole life.
Being part of an OC 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.
Best regards and good luck!!!
Vassilis Georgopoulos
Conference Manager of AIESEC in Greece 1415

4. Application Guide
The selection process is the following:
Application package
release
15/11
OCP
Applications
Deadline
22/11
Interviews &
Announcement
23/11
OCVP
Applications
Deadline
24/11
Interviews &
Announcement
25-26/11
Transition
27– 28/11
▪ You must send your application package to Conference Manager (vassilis.georgopoulos@aiesec.net) and you must
answer all your questions in English otherwise the application will not be accepted.
▪ In case you are applying for OCP position you should add MC VP Finance & Legal (vassia.traiforou@aiesec.net)
▪ After your application you will receive a confirmation mail with details about the procedure.
▪ The working period of the OC starts immediately after the elections.
▪ Differentiations on the Job Description of the OCVPs and Teamsters 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.
▪ The OC role is part time role (2-6h per day) before the conference and three weeks before the conference
full time role, when every member should be in Athens and work with the rest of the team in the MC office.
Conference dates 19/12– 23/12 and the OC must be in the venue from the 19th.
OC should be in Athens the latest until 30th of November.
Transportation costs and conference fee is covered for every OC member but personal costs before and after are not.
Accommodation is also covered in Athens.
For any questions do not hesitate to contact me:
Skype: vassilis.geo
e-mail: vassilis.georgopoulos@aiesec.net

5. Application Guide
The selection process is the following:
Application package
release
15/11
OCP
Applications
Deadline
22/11
Interviews &
Announcement
23/11
OCVP
Applications
Deadline
24/11
Interviews &
Announcement
25-26/11
Transition
27– 28/11
For any questions do not hesitate to contact me:
Skype: vassilis.geo
e-mail: vassilis.georgopoulos@aiesec.net
The application file must be named:
“Name_Surname_PositionApplyingFor_NLM2014vol2”
E-mail the application as an attachment to Conference Manager:
vassilis.georgopoulos@aiesec.net
(FOR OCP) MC VP Finance and Legal:
vassia.traiforou@aiesec.net
With the subject:
“NLM 2014 vol.2 OCP/OCVP Application_Name_Surname”
DEADLINE FOR OCP APPLICATIONS IS ON 22/11 AT 23:00 (GMT +2)
DEADLINE FOR OCVP APPLICATIONS IS ON 24/11 AT 23:00 (GMT +2)

6. OCP
OCVP Delegates
Servicing
Delegates
Teamster
OCVP Special
Events
Events
Teamster
OCVP
ER/Logistics
Logistics
Teamster
(IT Responsible)
OC Structure
The structure of OC NLM 2014 vol.2 is the following and it covers the needs of this conference:

7. 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!
Role
Roles & Responsibilities - OCP
Responsibilities
Before the conference During the conference After the conference
-Select the OC members
-Transition to the OC
-Keeping all the deadlines
-Complete weekly tracking tool
-Organize the weekly meetings
-Responsible for all the tasks to
be done
-Personal meetings with CM
-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
- Organize one last OC meeting
- Help with the conference
outputs
- OC Report
- Give feedback to CM

8. 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.
Role
Roles & Responsibilities – OCVP
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.

9.  Coordinate Delegate Registration:
›Check in of delegates & Room Allocation
› Managing delegate information pre, during, and post conference
›Compile and manage a delegate database
 Ensure 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
Responsibilities
Roles & Responsibilities – OCVP Delegates

10.  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
Responsibilities
Roles & Responsibilities – OCVP Special Events
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 SMS account and keep detail tracking
 Reports to OCP, Conference Manager and MCVP CR for external actions
Responsibilities

11.  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
Responsibilities
Roles & Responsibilities – OCVP Logistics (physical position)

12. 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.
There are three open positions you can apply (after the OCVPs positions are filled) :
Logistics, Delegates and Events Teamster.
Role
Roles & Responsibilities - Teamster