Good Luck

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DearApplicant,
YouhavejusttakenthefirststeptowardsapplyingfortheOrganizingCommieefor
theNaonalConferenceofSeptember2015.Itiswithourgreatpleasurethatwe
opentheapplicaonfortheOCPandOC.Thisbookletcontainsallthenecessary
informaonabouttheapplicaonprocedure,generalconferenceinformaonand
jobdescriponofthedifferentOCfuncons.Inthisbookletyouwillfind
-Gene-Generalconferenceinformaon
-OCPandOCJobDescripon
-OCPandOCapplicaonform.
Foranyfurtherquesons,donothesitatetocontactus:
GoomanyIrfaan–MCP:irfaan.goomany@aiesec.net
BehonavaStanislava–MCVPIGCDP:stanislava.behanova@aiesec.net
NathanArvind–MCVPOGX:arvind.nathan@aiesec.net-
TTaneniAbhishek–MCVPBD:abhishek.taneni@aiesec.net
RuhomaunMushiirah–MCVPTM:mushiirah.ruhomaun@aiesec.net
JasonBholanauth–MCVPMaC:jason.bholanauth@aiesec.net

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Allapplicaonsshouldbesenttoirfaan.goomany@aiesec.netCCmushiirah.ruhomaun@aiesec.net.
YourapplicaonshouldcontainyourAIESECCVwhichshouldconsistsofyourfullname,phonenumber,
email,skype,currentposioninAIESEC,yearofjoiningAIESEC,threethingsyouhavelearntinAIESEC
conferencesandyourapplicaonform.
DeadlinetosubmityourapplicaonisonSunday12July2015at23.59.
Wewishyouallthebestofluck!Striveforexcellence,candidate!!!
THEPROCESSTHEPROCESS

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OCPisapersonfinallyresponsiblefortheorganizaonoftheconferencein
meansoflogiscsandorganizaonalgoalsoftheproject.
Responsibilies:
-Planningtheconferencepreparaon(meline,aconplan)
-CollectandleadOCteam
-Planning,trackingandexecungthebudgetoftheconference
-Trackingraisingandservicingofpartnersinvolvedtotheconference
--Trackingthepromoonoftheconferenceandregistraonofdelegates
-Ensuretheorganizaonalandlogiscalneedsoftheconference
-Ensureandeffecverunoftheconference
-CoordinatewiththeMC(mainlywiththeappointedConferenceManager)
andtheChair
-Coordinatewiththevenue.
-Trackingtheexecuonofcoffee-breaksandpares
--Postevaluaonoftheconference
Measurementsofsuccess:
-Numberofpartnersengaged
-Profitoftheconference
-%ofAconPlanRealizaon
-%A endanceofoldies
-Levelofsasfaconofdelegates
Benefits:
-CreangNetworkamongbusinessandAIESECin
Mauriusmembers
-Developmentofselling&negoaonskills
-Developmentofcommunicaonskills
-Developmentofleadershipskills
--Teammanagementskills
JOBDESCRIPTION (OCP)

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OCFinance
-OverallresponsibleforbudgetofWinterNatCo
-CollectDelegateFees
-Planning&Execuonofa ghtfinancestrategy
-On-goingfinance&budgetmanagement
-On-siteinventorymanagement
-Co-o-Co-ordinaonwithOCERforSponsorshipmanagement.
-AssistancetotheOCLogiscs
-Post-Conferenceaudit
OCCommunicaon
-ImplementaBrandandalogoforconference
-Executeallcommunicaonacvies,bothinternaland
external(onlineregistraon,delegatebooklet,pressrelease)
-WorkcloselywithOCRecepontoprepareDelegateBooklet
-Communicatetodelegatesallpreciousinformaon
--WorkcloselywithOCERtoraiseT-shirtpartner
-Overallinchargeforpromoonbothphysicalandvirtual
OCExternalRelaons
-Researchoncompaniesandpartners
-Researchandworkonsellingtheconferenceasaproduct
topartnersandsponsorsandcreangaconceptnote.
-Contacngcompanies
--RaisingMoneyforconferencetoensuresustainabilityof
conferenceandgrowfinanceofAIESECMaurius
-WorkcloselywithOCFinancetoachievebudget
-Raisein-kindsandworkincollaboraonwithOCLogiscs
andCommunicaon
OCLogiscs
-Organizingallthedetailsofconferencesite,
transportaon,registraonofdelegatesetc.
-Developingdailyplansoflogiscaldetailsforeachdayof
conference.
-Registraonandroomplacements
-Ensuringth-Ensuringthatallaudio/visualequipmentoperates
properly.
-Coordinatelogiscrequirementofeachsession.
-Ensurethatalldelegateshavecleardataonhow to
behaveinrisksituaons.
-Co-ordinaonwithOCERforIn-kindfundraisingrequire-
ments
JOBDESCRIPTION (OC)

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OCDelegates
-Communicaonwithdelegates
-Developreceponsystemsonfirstdayofconferenceandworkin
closesynergywiththeOCLogiscs
-Maintaindelegatehelpdeskduringthecongress,provideassistance
todelegates,beingawareofallrelevantinformaon
--Ensureallsystemsareinplacefordelegates’needsduringthecon-
gress-health,personal,safetyetc.
-Inchargeofparesandgiveawaygisfordelegates,workingwith
OCLogiscs
-Ensuringthateachdelegategoesbackwithanunforge ableexperi-
ence
JOBDESCRIPTION (OC)

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1.Whichposionareyouapplyingfor?Ifyouareinteresnginmorethanoneposion,rankit.
2.WhyhaveyoudecidedtorunfortheOrganizingCommieeofNaonalConference?
3.Give3goodand3badpointsofthelastNaonalConference.
GeneralQuestions

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1.WhatisyourmovaontobecomeNatCo’sOCP?
2.AsOCP,whatdoyouhopetoachieveforNatCO?(PleaseincludeyourgoalsaccordingMoSandresultsyouhave
achieved)
3.HowyouwillensurethatallmembersofAIESECinMauriuswillaendthisconference?
4.Createanesmatedbudgetand melineforaNaonalConferencewhichusuallyaccomodatearound140mem-
bers.(Menonfood,transport,accomodaonanddelegatefee)
OCPQuestions

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1.Menon3areaswerecostscouldbecutwithoutaffecngthequalityoftheconference?
2.Theinabilitytosecurefundspriortotheconferencedatese.g.Assumeitiswearelessthan1week
beforeconferencestartsandyouonlyhave20%ofConferencebudgetfundraised(FinancefromDelegate
Fees),whatwouldyoudo?
3.Developaforeseenexpencesbudgetfor100delegates.
OCFinance

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1.DevelopapromooncampaignforNaonalconference.
2.Comeupwitharoughideaforthefollowing(Graphicillustraonwouldbegood)
a.TentaveNaonalConference2015Logo
b.ConferenceOne-linetheme/slogan
3.Whatarethechannelsyouwillusetopromotetheconference?
OCCommunication

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1.Accordingtoyou,whatarethebiggestsellingpointsofNaonalConference2015?
WriteaboutONEmostrelevantproducttosellbasedoneachoftheseUniqueSellingPoints.
2.Describebrieflyhowwouldyouapproachthefollowingcompaniesandwhatwillyouproposethem.
i. Abeverages/so drinkcompany(egCocaCola)
ii. Abiscuitcompany(egSubana,esko)
iii. AFinancecompany
FForeachcompanymenonthefollowing:
a.AIESECProductsofferedtocompany
b.Reasonforchoiceofthoseproducts
c.ExpectedFinancialRaisefortheAIESECproductssold
d.ExpectedIn-kindstoreceive
e.Anyextrarelevantinformaon.
OCExternalRelations

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1.ImagineDay1ofconference.TheagendaoftheDayis:
a.TransportaonofDelegatesfromthepick-uppointtotheConferenceVenue
b.Physicalregistraonofalldelegates
c.Roomallocaon
d.OpeningPlenary
e.Coffeebreak
ff.Lunch
g.Dinner
h.Party
Presentanoverallplanforthedayensuringthatthereissmoothmovementwithminimumwasteof
me,effecveulizaonof metoensurenoneoftheconferenceobjecvesarebeingcompromised
upon(youcanincludetentave meandaconplan).
2.2. Whatmajorchallengesdoyouexpectintermsoflogiscsbefore,duringandaerconference
itself?Howwouldyouovercomeeachchallenge?
OCLogistics

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1.WhatdoyouthinkistheroleoftheOCReceponbeforetheconferenceandhowwillyouensurethat
delegatesareextremelywellpreparedcomingintotheconference?
2.Outlinethe5mostimportantcricalsuccessfactorsthatwouldenhancethedelegates’experience
(youcantakefeedbackfromthedelegatesandOCfrompastconferences).
OCDelegates

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