[AIESEC Indonesia] National Conference updated

NATIONAL
CONFERENCE
CYCLE

&
CONFERENCE
MANAGEMENT

January
2014

REASONING

  As
AIESEC
Indonesia
grows
bigger
and
bigger,
the
renewal
of
conference
is

needed
to
ensure
that
Conference
Management
in
Indonesia
will
still
be

manageable
due
to
limitation
of
investment
and
HR.

  For
example,
managing
conference
whose
minimum
delegation’s
300
people
is
a
lot

harder
than
conference
whose
minimum
delegation
is
150
people.

  Details
of
conference
management
is
needed,
especially
things
related
to

minimum
standard
of
the
conference,
responsibilities
of
diﬀerent
part
of
the

management
(MC,
Hosting
LC,
CC,
and
Delegation
LCs)

TYPE
OF
CONFERENCE

1.  National
Conference

  A
conference
to
invite
all
LCs
in
AIESEC
Indonesia
to
one
Conference
event
hosted
by
an
LC
or

group
of
LCs

2.  Regional
Conference

  A
conference
to
invite
all
LCs
in
the
region
to
one
Conference
event
hosted
by
an
LC
or
group

of
LCs.
The
execution
will
be
at
the
same
time
(or
not
more
than
3
days
diﬀerence)
thus

facilitator
team
(especially
from
MC)
will
be
divided
into
these
2
regions.

  AIESEC
Indonesia
is
divided
into
2
regions:

  West
Regions:
Padang,
Jakarta,
Bandung,
and
around.
(West
Java
to
the
west
till
Sumatera)

  East
Regions:
Semarang,
Jogjakarta,
Surabaya,
Malang,
Celabes,
and
around.
(Central
Java
to
the

east)

CONFERENCE
IN
INDONESIA

Name

Regional

Conference

NFS

National

Conference

MBC

Regional

Conference

IYLC

National

Conference

NEC

National

Conference

NSC

Profile

EB,
MB

EB,
MB

NM,
LCP,
TM

EB,
MB

Ebc,
Ebe

Quota

175-‐200

200-‐250

165-‐200

200-‐250

250-‐300

Min

Tracks

Day

2
Tracks

2
Tracks

Undefined

Undefined

2
Tracks

Type

3
Days

Objective
•  Review
Q4

•  Equipment
(MC
to
LC

transition)

The
right
•  LC(s)
in
each
region

to
bid
or

host

• 
• 
• 
• 
• 

4
Days

4
Days

Review
Q1

•  National
Induction

Bring
back
IC

•  Skill
development
for

Winter
Peak

winter
peak

Preparation

Strategy
Alignment

LC(s)
in
Jogja,

•  LC(s)
in
each
region

Bandung,
Semarang,
or

Jakarta
area

• 
• 
• 
• 
• 

4
Days

Review
Q2

Replanning

Summer
Peak

Preparation

Election

Any
LC

• 
• 
• 
• 
• 
• 

6
Days

Review
Q3

Planning

Equipment
Elect

Summer
final
sprint

LLC
Preparation

LC(s)
West
Java
or

Jakarta
area

BIDDING
PROCESS

Application
Process

Bidding

Presentation
(to

LCs
and
MC)
during

legislation
fair

Selection
of

Conference
Host

through
Voting

THE
RIGHT
TO
BID

  The
entity
which
has
the
right
to
bid
is
LC
(despite
of
the
fact
they
are
full
member

or
not)

  Each
conference
has
its
speciﬁc
LCs
given
the
right
to
bid,
to
avoid
excessive
cost

for
future
delegation.
They
are
as
follow:

Name

Regional

Conference

NFS

National

Conference

MBC

Regional

Conference

IYLC

National

Conference

NEC

National

Conference

NSC

Proﬁle

EB,
MB

EB,
MB

NM,
LCP,
TM

EB,
MB

Ebc,
Ebe

Type

Quota

175-‐200

The
right
•  LC(s)
in
each
region

to
bid
or

host

200-‐250

165-‐200

•  LC(s)
in
Jogja,

•  LC(s)
in
each
region

Bandung,
Semarang,
or

Jakarta
area

200-‐250

•  Any
LC

250-‐300

•  LC(s)
West
Java
or

Jakarta
area

  Bidding
is
opened
by
the
latest
7
months
before
the
execution
only
for
the
LCs

who
have
the
right
o
bid

  LC
Host
is
selected
by
the
latest
6
months
before
the
execution

  If
no
LC
bids,
then
the
conference
will
be
mandated
through
a
direct
voting
of
MC

and
LCs

  Bidding
is
opened
every
6
months
for
the
conferences
to
be
held
for
the
next

semi-‐annual

WHAT
INFORMATION
HAS
TO
BE
PROVIDED

(BY
MC)
IN
BOOKLET
BIDDING

1. 

Information
of
the
bidding:

  The
process
of
biding

  The
LCs
who
have
the
right
to
bid

  The
criteria
of
decision
making

2.  Information
of
the
conference

  Name
and
type
of
the
conference

  Basic
concept
and
objectives
of
the
conference

  Possible
conference
dates
(also
amount
of

days
for
the
conference
and
pre-‐meeting)

  Possible
agenda
manager
and
conference

manager

  Delegation
proﬁle

  Expected
quota

  Minimum
tracks
(plenaries)

3. 

Minimum
CC
structure,
JDs,
and

development

4.  The
responsibilities
of
CC
or
hosting
LCs

  Minimum
criteria
for
the
venue

  Minimum
criteria
for
the
rooms
and

plenary(ies)

  Minimum
service
for
Delegations

  Minimum
service
for
Conference
Delivery

team

WHAT
HAS
TO
BE
PROVIDED
(BY
BIDDER)

IN
BIDDING

1. 

Information
about
potential
venue(s)
for
pre-‐
meeting,
conference,
and
post-‐meeting.

  The
venue
has
to
cover
all
minimum
criteria
defined
in

the
booklet
about
the
venue,
rooms,
and
plenaries.

  Pictures,

  Addresses,
and

  Contact
person
of
the
venue

2. 

Local/International
delegates
fee

3. 

LC
financial
condition

4. 

5. 

  Attachments
to
approve
the
validity
strength
of
the

budget:
Offering
letter
for
venue,
fundraising,
etc.
(All

prices
have
to
be
based
on
factual
price
that
the
bidder

finds,
for
example:
price
of
hotel
has
to
be
based
on

factual
offering
letter)

6. 

Solutions
to
solve
any
expected
cash
flow
challenges

7. 

A
sales
plan,
outlining:

  Financial
statements
and
bank
statements

HR
Plan
for
the
conference

  Profile
of
potential
OCP
candidate
(including
his/her

experience,
JD,
picture,
contacts)

  Contact
responsible
person
of
the
EB
(including
his/her

experience,
JD,
picture,
contacts)

  Proposed
CC
structure,
JD,
KPIs

  Timeline
OC
selection/election

  Proposed
tentative
working
timeline
of
Ocs

Draft
budget
realistic
(based
on
validated
price
and

investment)

8. 

9. 

  products,
prices,
timeline
of
raises,

  Person(s)
responsible
for
the
sales,
and

  List
of
high
potential
partners

Endorsements

  Endorsement
dari
1
LC
(didalam
atau
diluar
region)

  Endorsement
dari
BoA
atau
Rector
si
applicant

Special
event
plan

RESPONSIBILITY
BEFORE
THE
CONFERENCE

Minimum
Logistics
in
The
Plenary

Minimum
Criteria
for
Venue

Minimum
Standard
Service
for

Delegation

Minimum
Criteria
for
Rooms

Main
plenary
which
is
big
enough
to
cover

the
upcoming
number
of
delegations

Plenaries
and
rooms
have
to
be
in
the
same

hotel
area
or
building

Amount
of
plenary
equals
to
amount
of

track

Approved
accessibility
and
safety
of
the
venue

by
the
Conference
Manager,
external/partners
2
single
beds
can
be
for
3
people
or
less

responsible,
and
Agenda
Manager

Single
bed
for
1
person

Minimum
Standard
Service
for

Conference
Delivery
Team

Meal
(3
times
a
day)
for
chair
and
facilitators

Approved
sanitation,
health/nutrition
content,

for
pre-‐meeting,
conference,
and
post-‐
and
food
variety
by
Conference
Manager

meeting

Lunch
and
dinner
has
to
contain
minimum

Proper
accommodation
for
chair
and

Rice
(or
its
substitute),
proteins
(meat/eggs/
facilitators
for
pre-‐meeting,
conference,
and

soybean
cake),
fruit/vegetables,
and
enough

post-‐meeting

drinks
for
the
amount
of
delegation

Proper
AC
and
air
circulation
in
each
plenary

for
the
upcoming
amount
of
delegation

Queen
size
bed
can
be
for
3
people
or
less

Enough
water
for
number
of
delegation
in

the
main
plenary

1
Bath
room
can
be
used
for
queue
of
4
people

(so
if
its
going
to
be
in
dorms
where
rooms

have
no
bathroom,
make
sure
that
number
of
Menu
of
the
meal
has
to
be
served
diﬀerently
Pick
up
from
airport/station/terminals
to
pre-‐
bathroom
near
the
bedrooms
equals
to

each
day

meeting
venue

number
of
delegations
in
the
venue
divided
by

4)

Internet
connection
in
main
plenary

2
Projectors
and
1
screen
for
each
plenary

1
time
coﬀee
break
(minimum)
each
day

Speaker
for
each
plenary
that
is
strong

enough
to
be
heard
clearly
in
every
corner
of

the
plenary
room

2
Mics
for
each
plenary

Breakfast
can
be
served
in
a
normal
western
Meeting
room
and
internet
connection
during

breakfast
or
Indonesian
breakfast

pre-‐meeting

Transportation
to
conference
venue

Pick
up
from
airport/station/terminals
to

temporary
point
venue,
H-‐24
hours

Transportation
from
conference
venue
venue

Transport
from
airport/station/terminals/

Coordination
room
for
Conference
delivery

temporary
point
venue
to
conference
venue
team
during
the
conference

Accommodation
and
meeting
room
for
post-‐
meeting

Chairs
enough
for
number
of
delegates

Rug
wide
enough
for
number
of
delegates
(if

there
is
no
chair)

Providing
logistical
needs
for
the
agenda

(sessions)
during
pre-‐meeting

MINIMUM
STRUCTURE

OCP

OCVP
Logistics
and
Special

Events

OCVP
Delegates
Service

Sales
and
negotiation
to
find
the

right
venue
for
pre
meeting,

conference,
and
post
meeting

Delegation
Marketing
(delegation

booklet
and
design)

Ensuring
minimum
standard
of

venue,
logistics,
plenaries,
and

food

Ensuring
minimum
service
for

delegation
and
conference

delivery
team
(pick
ups
and
all)

Decoration
and
concept
of
special

events
(if
needed)

Managing
LO
(Liaison
Officer)

OCVP
BD

OCVP
Finance
&
Fundraising

Sales
plan
(product,
sales
for

financial
partners,
in
kind

partners)

Cash
flow
management

Managing
fundraising

RESPONSIBILITY
AFTER
THE
CONFERENCE

  Submission
of
conference
project
report
(to
be
sent
to
MC
and
spreaded
to
LCs)

  Evaluation
presentation
to
MC
and
LCs
based
on
Conference
accountability
report

(not
more
than
1
month)

DECISION
ON
DATES
AND

QUOTA

DECISION
ON
THE
DATES

The
conference
dates
is
defined
based
on
the
dates
when
majority
of
delegation
amount
of

the
LCs
confirmed
to
come
possibly
can
go.
For
example:

1.  for
IYLC
in
November,
3
among
4
LCs
confirmed
to
come,

2.  Binus
can’t
they
have
possible
exams
in
November,
and
will
recruit
100
new
members,

3.  UI
confirms
to
possibly
come
on
3rd
week
of
Nov
and
will
recruit

70
amount
of
new

members,

4.  Undip
confirms
to
possibly
come
on
3rd
week
of
Nov
and
will
recruit
90
amount
of
new

members,

5.  Bandung
confirms
to
possibly
come
only
4th
week
of
Nov
and
will
recruit
120
amount
of

new
member

Decision:
The
conference
is
define
to
be
held
in
weekend
of
the
3rd
week
of
Nov,
as
there
are

possible
160
people
can
come
to
the
conference.

DECISION
ON
THE
QUOTA

  The
definition
of
quota
can
only
be
calculated
after
conference
dates
is
defined.

 
The
LCs
are
expected
to
give
confirmation
if
the
offered
dates
allows
its
member
to
come

(no
exam,
or
such),
and
the
number
of
members
fit
the
profile
of
conference
delegation,

by
the
latest
1.5
month
before
the
conference.

  The
quota
will
be
calculated
only
among
the
LCs
confirm
to
come
along
the
information
of

amount
of
members
based
on
the
profile
of
the
conference.

  Thus,
definition
of
the
quota
will
be
given
by
the
latest
1
month
before
the
conference.

  The
MC
is
responsible
to
do
the
calculation
of
quota.

  Division
of
quota
will
be
divided
into
2
steps:

1.  Current
amount
of
the
delegation
profile
(based
on
myaiesec.net)

2.  Current
performance

FIRST
DIVISION
–
MINIMUM
QUOTA

1.  Minimum
quota
allocation
is
based
on
the
available
delegation
profile.
Which
means,

the
expected
quota
will
be
subtracted
first
with
the
minimum
quota
based
on

delegation
profile
that
has
to
be
fulfilled
by
each
LC.

2.  First,
MC
is
responsible
to
check
up
on
the
LCs
which
are
available
and
not
available
on

the
defined
conference
dates
by
MC.

3.  The
minimum
quota
is
as
follow:

 
 
 
 
 

NFS:
75%
EB
in
myaiesec.net

MBC:
50%
total
EB
MB
profile
in
myaiesec.net

IYLC:
50%
New
Member
in
myaiesec.net

NEC:
75%
EB
in
myaiesec.net

NSC:
90%
Elect
based
on
EB
Current
confirmation

4.  The
failure
of
fulfillment
for
this
quota
will
lead
to
additional
fixed
charge
(amounted

the
unfulfilled
delegations)
of
LCs
to
the
hosting
LC
(or
the
CC)

SECOND
DIVISION
–
SECONDARY
QUOTA

  Secondary
quota
allocation
is
based
on
the
remaining
quota
after
being
subtracted
from

the
minimum
quota,
multiplied
with
the
performance
of
the
LC.

1. 
2. 
3. 
4. 
5. 

NFS
–
Total
Q4
exchange
performance

MBC–
Total
Q1
exchange
performance

IYLC
–
Total
Q1
exchange
performance

NEC
–
Total
Q2
exchange
performance

NSC
–
Total
Q3
exchange
performance

  Formula:
((number
of
exchange
Performance
of
the
LC)/(Total
X
performance
for
the

quarter))
x
(total
quota
–
number
of
minimum
quota)

  If
there
are
unfulfilled
quota,
an
LC
can
offer
this
quota
to
the
LCs
which
need
it.

  The
failure
of
fulfillment
for
this
quota
will
not
lead
to
ay
consequence.
The
excess

delegation
compared
to
quota
will
lead
to
additional
charge
(extra
delegation
fee).

EXAMPLE
OF
QUOTA
DIVISION

For
NSC,
10
among
10
LCs
confirm
to
come:

elect
structure
8
people,
x
performance:
70

1. 

Binus
confirms
to
come
with
current
structure
of
10
people
and
10. 
elect
structure
12
people,
x
performance:
70

Surabaya
confirms
to
come
with
current
structure
of
8
people
and

elect
structure
10
people,
x
performance:
70

2. 

UI
confirms
to
come
with
current
structure
of
15
people
and
elect
 
structure
14
people,
,
x
performance:
325

3. 

Bandung
confirms
to
come
with
current
structure
of
16
people

and
elect
structure
20
people,
,
x
performance:
300

4. 

Undip
confirms
to
come
with
current
structure
of
12
people
and

elect
structure
14
people,
,
x
performance:
275

 

5. 

UB
confirms
to
come
with
current
structure
of
12
people
and
elect

structure
14
people,
x
performance:
120

6. 

UA
confirms
to
come
with
current
structure
of
12
people
and
elect

 
structure
14
people,
x
performance:
120

7. 

UGM
confirms
to
come
with
current
structure
of
7
people
and

elect
structure
8
people,
x
performance:
70

8. 

UPN
confirms
to
come
with
current
structure
of
7
people
and

elect
structure
8
people,
x
performance:
70

9. 

PMBS
confirms
to
come
with
current
structure
of
7
people
and

First
division
(minim
quota):
NSC
minimum
quota
is
90%
Elect
based
on
EB

Current
confirmation,

then
the
minimum
quota
will
be:

90%
x

(12+14+20+14+14+14+8+9+8+10):
123,
so
the
minimum
quota
will
54,

with
allocation:
Binus
11,
UI
13,
Bandung
18,
Undip
13,
UB
13,
UA
14,
UGM

7,
UPN
7,
PMBS
7,
Surabaya
9

 

The
failure
of
delivering
this
minimum
quota
will
lead
to
fixed
charge
of
the
quota

Second
division:
Maximum
quota
will
be
250-‐300,
taking
250
into
account

then
second
division
will
be:
(250-‐123)
x

(LC’s
X/1490),
thus:
Binus,
UGM,

UPN,
PMBS,
Surabaya
will
have
6
additional
quota,
UI
has
28
additional

quota,
Bandung
will
have
26
additional
quota,
Undip
will
have
23

additional
quota,
UA
and
UB
each
will
have
10
additional
quota.

Total
quota:
Binus
17,
UI
41,
Bandung,
44,
Undip
36,
UA
24,
UB
23,

Surabaya
15,
PMBS
13,UPN
13,
UGM
13

[AIESEC Indonesia] National Conference updated

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