2. Recommendations on:
1. Session Logistics
2. BD Logistics
3. General Logistics
4. Conference Team Effectiveness
5. IT
6. IC Live/Livestreaming
3. Session Logistics
• AI Project Manager (PM) should create a logistics procurement
timeline to recommend to AI during ILM preparation. Based on
previous ILM logistics, the PM should work with the CC to identify a
range of costs, ease of procuring, and how much time it will take to
procure special logistics.
• Improved availability of extra logistics needs more time in between
agenda creation and the start of ILMs, compared to the current
timeline. In the long-term AI should review its planning/re-planning
timeline in connection with ILMs to ensure enough time to prepare
agenda, sessions, and logistics.
4. BD Logistics
• The CC is responsible to arrange transportation to and from the
airport to the main venue for externals (partners, guest speakers,
Internal Auditor, and Supervisory Group).
• Having a partnership/agreement with a professional car company is
required to minimize risk and liability for the CC, host entity, AI, and
AIESEC overall.
• There should be specific CC HR allocated to BD delivery and Y2B
delivery:
– These CC members should be managed by the BD team and
Y2B responsible.
– They can be the same people but not limited to them, in order to
cover all the HR needs to deliver BD activities and Y2B.
5. General Logistics
• CC should have an organized logistics
management system to ensure safe
storage and ease of access to specific
materials per each day.
• Partner Logistics should be stored
separately from general session and
conference logistics.
6. Conference Committee
Effectiveness
Project Manager(s)
• PM selection should follow the timeline below:
– IC: at least 3 months before
– IPM: at least 2 months before
• Clear transition between AI Conference Responsibles and PMs should happen as soon as PMs are
selected.
•
CC
• CC should have an HR Manager or one person fully responsible for all HR planning and decisions,
separate from the CCP
• CC structure should be clear and reflective of the needs of ILM stakeholders
• CC structure should be planned in the following phases
– Core team creation
– Core team, team leaders, teamsters (pre-conference)
– Core team, team leaders, teamsters (on-site)
• AI/CC/ILMB should define the characteristics needed for key CC roles and incorporate this into
conference management education and preparation
• Conference preparation should include trainings or coaching to increase CC TLs capacity for tracking
and driving performance
• PM should be involved in CC structure decisions: pre-conference and on-site
• There should be specific CC HR allocated to BD delivery and Y2B delivery
– These CC members should be managed by the BD team and Y2B responsible
– They can be the same people but not limited to them, in order to cover all the HR needs to deliver BD activities and
Y2B
7. • CC-Facis
• 2 weeks before AI pre-meeting starts, CC should send
AI an organizational chart with names, sub-teams,
JDs, roles & responsibilities clearly defined .
• There should be clear responsibilities for CC servicing
• There should be defined communication flows for on-
site management.
• Intro/G2K time in pre-meeting for sub-teams working
together is highly recommended.
• Daily feedback meeting should happen between CC/AI
(CCP, HR Manager, AI Agenda Manager, AI Project
Manager).
8. Information Tecnology
• CC should have an IM team of at least 3+
people with sufficient expertise to manage
all the necessary IT activities needed to
deliver the conference.
• IM equipment should be stored safely to
prevent damages and loss.
9. IC Live/Livestreaming
• ICTV/IC Live/Live Streaming can bring immense value to
AIESEC network by enabling virtual participation in the
conference. However, in order to be effective, the
following elements must be in place:
– Clear HR specifically dedicated to IC Live during the
conference, with sole responsibility connected to IC
Live and managed by AI IC Live responsible.
– Sufficient knowledge and expertise of equipment is
necessary by responsible CC members.
– Professional quality camera should be used and
approved by AI.
