NCYM 2016 - Diocese of Dipolog

1. NATIONAL CONFERENCE OF
YOUTH MINISTERS
ORGANIZATIONAL
STRUCTURE

2. The spirit that prevails
in the organization
is that of collaboration
and of community,
characterized by support and
encouragement.
CHARACTERISTIC OF THE ORGANIZATION

3. Guide, in the form of principle, objective, or theme
Structures, with leader and members
Defined functions, as well as specific ones
Strategies in the form of a comprehensive plan
Logistics, materials and equipment needed
Events and activities that build positive
spirit and promote community
experience among the members
CHARACTERISTIC OF THE ORGANIZATION

4. The NCYM working groups are called TEAMS.
A “team” has the following key variables:
• GOALS: Objectives are clearly defined. Individual
members of the organizers understand and own the goals.
• ROLES: Members are aware of their identity and tasks in
relation to the organization. They know what others want
and expect from them.
• PROCEDURES/PLANS: All members must know how to
get things done together.
• RELATIONSHIPS: Put simply, people who like and/or
respect one another usually work together more
effectively.
TEAMS

5. Team Composition
Each team has a team head, assistant
team head, team secretary and members
who come from both the ECY and the
Diocese of Dipolog. They are appointed,
respecting preference and skills of the
individual.

6. NATIONAL CONFERENCE OF YOUTH MINISTERS
TEAM COMPOSITION
TEAM HEAD
ASSISTANT
TEAM HEAD
TEAM
SECRETARY
TEAM
MEMBERS

7. TEAM HEAD leadership functions
Organizes and manages the work of the team
Acts as a liaison with the Steering Team
Concerned with the larger picture, looks after the entire operations
of the team
Leads the team in implementing decisions and initiatives
Focuses the team’s attention on the responsibilities assigned to them
Incorporates quality tools and techniques into the work of the team
Convenes team meetings
Establishes team interaction
Encourages participation of all team members
Holds a "tie down" meeting on the day before a major activity

8. TEAM HEAD logistics & finance functions
Looks after the logistical (and financial) requirements specific to
his/her team
Prepares budget for the team and coordinates this with the
Finance Team
If there is a need, is entrusted with petty cash for the financial
needs of the team
Keeps accurate records and supporting documents that will
provide a clear audit trail for all transactions
Submits terminal financial report to the Finance Team

9. ASSISTANT TEAM HEAD
Works with the Team Leader in planning meetings, structuring tasks and
assignments, and incorporating quality tools and techniques into the work of the
team
Maintains a climate conducive to listening, understanding, learning, participating
and creating
Assists the team in coming to a consensus, in defining and committing to the
next steps and in reaching timely closure
Challenges team members to be open and focused
Keeps the team on track (and on time) by following team agreement and
principles
Helps the team make process changes or revisions
Encourages the team to evaluate its own effectiveness by leading an assessment
activity at the end of a phase in the process or at the conclusion of a meeting

10. TEAM SECRETARY
Directly coordinates with the Secretariat Team
Responsible for recording the team’s ideas, decisions and recommendation
Writes down ideas or suggestions verbatim, making sure not to interpret ideas
but instead ask for clarification of vague points
Maintains the “team memory” by recording and keeping a file of the minutes of
the meeting – the minutes is an important document to help the team recall
their ideas, decisions, rationales behind the decisions, actions to be taken, and
who is responsible for the actions
Distributes the minutes immediately after the meeting to remind everyone in
the team of the actions they are responsible for and give them enough time to
complete the assigned task before the next meeting
Submits copies of the Minutes of Team Meetings to the Secretariat

11. TEAM MEMBERS
Share in the responsibility of achieving results
Participate in discussions, decision-making, and other team
tasks
Work closely with one another especially in carrying out
between-meeting tasks

12. ORGANIZING TEAM
EPISCOPAL COMMISSION ON YOUTH
DIOCESE OF DIPOLOG
PROGRAM TEAM
SECRETARIAT TEAM
FINANCE
TEAM
GENERAL SERVICES
TEAM
NYCC2016
TEAM

13. ORGANIZING TEAM
 Event agenda, theme, goals, venue
 Organization guidance and management
 Collaboration with local government
 Venues for the conference events
 Contracts and memorandum of agreements on
behalf of the whole organization

14.  Strategic direction of the whole organization
 Event management
 Event masterplan and timeline
 Event theme song and logo
 Budget approval and monitoring
 Activities and events that promote community
experience
 Event evaluation, celebration and thanksgiving
 Teamwork across the organization

15. PROGRAM TEAM*
program concept and planning
detailed activities of the event
engagement of speakers, guests and facilitators
program implementation and management
liturgy
workshops and special events

16. PROGRAM TEAM
Liturgy
Workshops
Special Events
Technical

17. PROGRAM TEAM functions
Program concept and planning
Preparatory program
Detailed activities of the event
Engagement of speakers, guests and facilitators
Program implementation and management
Daily account in view of morning recaps

18. LITURGY TEAM functions
Liturgy as a central, important element of the conference
NCYM themes and sub-themes
Meaningful, inculturated and proper celebrations
Plans for daily morning and evening prayer
Prayer moments with host-family

19. WORKSHOPS TEAM functions
Format, contents, and flow of workshops
Appropriate workshop venues and physical setups
Details of facilitators (mostly coming from the host-diocese)
Workshops evaluation

20. SPECIAL EVENTS TEAM functions
Exhibit
Welcome and Closing ceremonies
Welcome dinner or activity
Encounter with host families and parishes
Fellowship night

21. TECHNICAL TEAM functions
PowerPoint presentations
Sound system
Music
Lights

22. SECRETARIAT TEAM*
keeper of all NCYM2016 information
minutes of organizing team
registration and welcome
event documentation
engagement of volunteers and staff

23. SECRETARIAT TEAM
Registration and Welcome
Documentation
Volunteer and Staff
Speakers, Facilitators and
Guests

24. SECRETARIAT TEAM functions
Official invitation to participants
All vital NCYM information; info-desk
Two-way communication to ensure input up the chain of command
Suggestion and feedback processes
Event ideas and recommendations
Paper work: minutes of the meetings (organizational or team)
Lost and found items
Event incidents
Weekly organizational updates
Media relations: press releases or conferences

25. REGISTRATION AND WELCOME TEAM functions
Ensure qualified participation
Event kits and IDs
Details of participants, i.e. arrivals, departures, accommodations etc.
Monitoring of arrivals
Reception of participants
Festive welcome time and departure time
Daily registration
De-registration
Directory of participants

26. DOCUMENTATION TEAM functions
Documents the event (pre-, actual, and post-event)
Homilies, talks, inputs and sharing
Event processes, e.g. gathering of workshop results
Event files, e.g. session modules, talks, handouts, etc.
Daily recaps

27. VOLUNTEERS AND STAFF TEAM functions
Engagement of volunteers
Orientation and recollection of volunteers and staff
Plans and carries out events and activities that build a positive spirit
among teams
Sense of belonging to the organization and ownership of the
conference
Records details of team members and volunteers
Recognition of skills of volunteers and match them with teams
Awards or certificates

28. SPEAKERS, FACILITATORS, AND GUESTS TEAM functions
Details of speakers, facilitators and guests
Transportation and accommodations

29. FINANCE TEAM*
budget management
accountability within the organization
cash flow, disbursements, cash advances
proper use of resources
final financial statement
logistics and procurement
fund sourcing
merchandise and promotional items

30. FINANCE
Budget Management
Logistics and Procurement
Fund Sourcing
Merchandise

31. BUDGET MANAGEMENT TEAM functions
Cash flow, disbursements and cash advances policies
Cash advances
Financial statement
Accountability within the organization

32. LOGISICS AND PROCUREMENT TEAM functions
Procurement of office supplies
Acquisition of equipment: LCD projectors
Proper use of resources

33. FUND SOURCING TEAM functions
Sponsorships
Partnerships with community organizations

34. MERCHANDISE TEAM functions
Selling of souvenir items

35. GENERAL SERVICES TEAM
accommodations
transportation
physical set-up
proper use of resources
food
security
medical

36. GENERAL SERVICES
Accommodations
Transportation
Food
Medical
Security
Physical Arrangement &
Environment

37. ACCOMMODATIONS TEAM functions
Provision of accommodations of delegates and guests
Details of foster families
Strategic accommodations of delegates, working teams, guests, etc.

38. TRANSPORTATION TEAM functions
Provision of transportation
Traffic management
Parking areas, if necessary

39. FOOD TEAM functions
Nutritious meal provisions for working teams, guests, delegates
Food distribution

40. MEDICAL TEAM functions
Medical assistance, First aid
Collaboration with local hospital

41. SECURITY TEAM functions
Safety of the organizers, volunteers and participants
Crowd control
Collaboration with local police

42. PHYSICAL ARRANGEMENT AND ENVIRONMENT TEAM functions
Physical setups
Cleanliness of the venue
Signages

43. NYCC2016 TEAM
Agenda and Program
Secretariat
Finance
General Services

44. PROGRAM TEAM
Liturgy Workshops
Special Events Technical
SECRETARIAT TEAM
Registration and Welcome
Documentation
Volunteers and Staff
Speakers, Facilitators & Guests
FINANCE TEAM
Budget & Management
Logistics & Procurement
Merchandise
Fund Sourcing
GENERAL SERVICES TEAM
Accommodations
Transportation
Food
Physical Arrangement
Security
Medical
NYCC2016 TEAM
Agenda & Program
Secretariat
Finance
General Services
ORGANIZING TEAM