GLOBAL CHRISTMAS OC APPLICATION

GLOBAL CHRISTMAS OC APPLICATION

1.  About GLOBAL CHRISTMAS

2.  You need to know…

3.  OC structure

4.  QuesBonnaire

5.  MOF (Manual Of FuncBons)


ABOUT GLOBAL CHRISTMAS

Global Christmas is going to be the biggest Global Village ever organized by AIESEC in Colombia and AIESEC Andes where people from Bogotá will get the chance to know and experience different cultures by the hand of 200 trainees that will be parBcipaBng and sharing the tradiBon of their countries for Christmas Bme.

OUR OBJECTIVE

The main objecBve is to raise money for our IGCDP projects in order to make it sustainable to impact more people in our city, support social projects and improve AIESEC brand posiBon via different mass media channels.

OUR IMPACT

Different sponsors and community from our foundaBons partner will be part of it with cultural events. More than 40 allies will parBcipate with stands and sponsorships and actors from TV will perform a Christmas manger. More than 1500 a\endees the event day it’s our goal.


You need to now….

So, If you are applying you need to know: Applica>on launch: 14 October Applica>on Deadline: 17 October 6pm §  Timeframe: 18 October -‐ December 15 §  The event realizaBon will be next 6 December. §  Reade MOF (Manual of FuncBons) and check OC

structure before starBng your applicaBon. §  Make a maximum 4 minutes video where explain your

answers, please a\ach a pdf document for required quesBons. *aFach required

§  In case you are selected to be part of the OC you need

to a\end the first OC meeBng next Saturday 18 October at 8:30 in cll 165 # 54C -‐45

§  Send your applicaBon to next link: h\ps://podio.com/webforms/9752993/710324


OC STRUCTURE

§  OCP

§  OCVP EXTERNAL RELATIONS §  OCVP EXTERNAL RELATIONS/CULTURAL

EVENTS §  OCVP INTERNAL LOGISTICS §  OCVP EXTERNAL LOGISTICS §  OCVP MARKETING DIGITAL §  OCVP FINANCES §  OCVP DELEGATE SERVICE

*Please check MOFs

GLOBAL CHRISTMAS OC APPLICATION QUESTIONNAIRE

OCVP EXTERNAL RELATIONS *If you want to apply to become OCVP ER of this event please read descrip>on in the MOF according to the general structure of the team. Choose OCVP ER or ER/CULTURAL EVENTS and explain why. 1.  MenBon what kind of allies would buy a stand in a Global Village or be sponsor of the event?

Make a 10 companies segmentaBon (Include at least 2 parBcipants for cultural events.) 2.  Propose a sales strategy with prices and benefits for companies or sponsorships.*aAach

required 3. Explain briefly your ER strategy in order to raise money and make a sustainable event.

OCVP FINANCES 1. Make the event budget under these three scenarios: realisBc, pessimisBc and opBmisBc. *aAach required 2. What strategy would you implement to assure a successful follow-‐up of the incomes and expenses and ensure opBmal resource uBlizaBon?. 3. Explain briefly your financial strategy in order to assure a sustainable event. (Take into account the three scenarios from first point)

OCVP LOGISTICS *If you want to apply to become OCVP Logis>cs of this event please read descrip>on in the MOF according to the general structure of the team. Choose internal or external logis>cs and explain why. 1. Propose a weekly Bmeline to run all the logisBc requirements of the Global Village: Consider place, transportaBon, staff allocaBon, etc. 2. Which companies could provide you with chairs, tables, and carps for the event? Make 2 quotes. *aAach required 3. Explain briefly your main 3 prioriBes in order to make a successful event.


QUESTIONNAIRE

OCVP DIGITAL MARKETING 1. Create a markeBng strategy to assure the successful promoBon of the event and assure a high rate of assistance. (at least 1500 people) 2. What you propose to get successful crowdfunding strategy and assure people make donaBons the event day? 3. Propose a new idenBty (logo) of the event. *aAach required

OCVP DELEGATE SERVICE *English required

1. Explain briefly your strategy to guarantee a successful and saBsfactory event for all the parBcipants. (Actors, sponsors, trainees) 2. Create a risk plan in case 1 day before the snacks order is incomplete and missing for 50 people. 3. Propose a strategy to assure 200 trainees take part in the Global Village gepng an excellent experience.

OCVP PUBLIC RELATIONS AND MEDIA 1. Explain briefly your strategy to generate AIESEC brand posiBon from this event ? What media channels would you use to promote the event? 2. How would you assure the media presence the event day? 3. Create a press release to invite media channels to the event. *aAach required


MOF (Manual of funcNons)

AIESEC in Colombia: Local Committee ANDES Job Description OCVP FINANCES

Area: GLOBAL CHRISTMAS - GV Report To: OCP & MCVP PR

Position Name: OCVP FINANCES Timeframe: OCT 17- DIC 15

Level/grade: 1

Type of contract: ( ) Full Time ( X ) Part Time ( ) CEEDer ( ) Out sourcing

Hours: 15/ week

Job Description: As OCVP Finances you will manage financial resources, track incomes and expenses in order to make a sustainable event. Also, you will be responsible of verifying the deals with the sponsors. It is necessary to create a risk plan. During GV you will manage, coordinate, evaluate and execute strategies and processes to ensure and deliver the logistical needs of the event with high quality. Main Functions: 1. To create the budget for the event taking into consideration 3 possible scenarios: pessimistic, normal and optimistic according to the number of sponsors. 2. Budget Follow-Up : Executed/Planned 3. Handle the cash in everything related to the purchases of materials needed. 4. Check and save all the quotes and bills 5. Guarantee all invitations delivered on time 6. Present financial report per week Critical Success Factors 1. Budget veracity 2. Order in managing money 3. Have a risk plan 4. # of OC Meetings attendance 5. Deliver a sustainable event 6. GV’s profits Leadership Competences

Competencies Required

Little Evidence Some Evidence Regular

Evidence Strong Evidence

Global Mindset X Entrepreneurial Outlook X

Social Responsibility X Emotional intelligence X

Proactive Learning X Specific Knowledge &Technical Skills

Technical Competencies/Skills

required

Little Evidence Some Evidence Regular Evidence Strong Evidence

Team Management X Assertiveness X Training Skills X Performance Management

X

Listening Skills X Decision Making X

Project Management X Time Management X Meeting Facilitation X

Conflict Management X Approved by: Position:

Approved by: Posi>on:



AIESEC in Colombia: Local Committee ANDES Job Description OCVP EXTERNAL LOGISTICS

Area: GLOBAL VILLAGE - GV Report To: OCP & MCVP PR

Position Name: OCVP OCVP EXTERNAL LOGISTICS Timeframe: OCT 17- DIC 15

Level/grade: 1


Hours: 15/ week

Job Description: As OCVP Logistics you will respond for all the external logistical needs for the event, which mainly includes: get and organize stands, chairs, tables, sound system, stage, transportation and allocation for stuff before and after GV. Also you be responsible for roles distribution for all the OC and staff at event day and successful performance of the event. Main Functions: 1. Look for the place with enough space for the expected number of assistants and assure good sound system. 2. Coordinate all the logistic needs for the event day (microphones, sound system, transportation of the materials, etc.) 3. Assure transport system for stuff before and after even 4. Allocate stands and all materials in the event place. Critical Success Factors 1. Budget Veracity 2. Successful transportation and allocation strategy 3. Successful sound system deliver 5. # OC Team Meeting assistance 6. # of Reports Leadership Competences








required



X



Conflict Management X

Approved by: Posi>on:



AIESEC in Colombia: Local Committee ANDES Job Description INTERNAL LOGISTICS


Position Name: OCVP INTERNAL LOGISTICS Timeframe: OCT 17- DIC 15

Level/grade: 1


Hours: 15/ week

Job Description: As OCVP Logistics you will respond for all the internal logistical needs for the event, which mainly includes: stands material, sponsors and trainees organization, snacks, allocation for stuff before and after GV, organization of the manger, backstage and pickups for the actors. Also you be responsible for the program and successful performance of the complete event. Main Functions: 1. Coordinate all the logistic and material needs for the stands and manger organization. 2. Assure pickups and snacks for actors, trainees and sponsors. 3. Coordinate the program and allocate the staff at the event day. Critical Success Factors 1. Budget veracity 5. # OC Team Meeting assistance 2. Materials Checked 6. # of Reports 3. Successful transportation strategy for actors 4. successful manger, backstage and materials organization Leadership Competences








required



X






AIESEC in Colombia: Local Committee ANDES Job Description OCVP EXTERNAL RELATIONS


Position Name: OCVP EXTERNAL RELATIONS Timeframe: OCT 17- DIC 15

Level/grade: 1


Hours: 15/ week

Job Description: As OCVP ER you will be the external relations manager, you will have the huge responsibility to sale stands and establish strategic alliances in order to assure the sustainability of the event. Also, during GV you will manage, coordinate, evaluate and execute strategies and processes to ensure and deliver the logistical needs of the event with high quality Main Functions: 1. Assess and manage the Local Committee prior contacts (parents, family members, universities, allies, sponsors) In order to obtain different kind of resources, useful for the development of this event. 2. Create a strategic segmentation of new companies and potential sponsors. 3. Perform company meetings in order to establish sponsorships and stand sales. Critical sucess factors: 1 # of Calls 2 # of Sales Meetings 3 # of Sponsorships achieved

4 # of OC Meetings attendance 5 #of Reports

Leadership Competences








required



X






AIESEC in Colombia: Local Committee ANDES Job Description OCVP EXTERNAL RELATIONS – CULTURAL PROGRAM


Position Name: OCVP EXTERNAL RELATIONS – CULTURAL PROGRAM Timeframe: OCT 17- DIC 15

Level/grade: 1


Hours: 15/ week

Job Description: As OCVP ER you will be the external relations manager, you will have the responsibility to establish strategic alliances with cultural organizations, embassies, etc. in order to assure their participation in the program of the GV. Also, during GV you will manage, coordinate, evaluate and execute strategies and processes to ensure and deliver the logistical needs of the event with high quality. Main Functions: 1. Assess and manage the Local Committee prior contacts (parents, family members, universities, allies, sponsors) In order to obtain different kind of resources, useful for the development of this event. 2. Create a strategic segmentation of new organizations and potential participants in the cultural agenda of the event. 3. Perform company meetings in order to establish sponsorships and stand sales. Critical Success Factors 1 # of Calls 2 # of Sales Meetings 3 # of participants in the cultural agenda achieved. 4 # of OC Meetings attendance 5 #of Reports









required



X






AIESEC in Colombia: Local Committee ANDES Job Description OCVP MARKETING DIGITAL


Position Name: OCVP MARKETING DIGITAL Timeframe: OCT 16- DIC 15

Level/grade: 1


Hours: 15/ week

Job Description: As OCVP Marketing Digital you will have the responsibility to design and deliver a crowdfunding strategy and assure the successful promotion of this event. Also you will be the person responsible for manage social media before and during GV and create promotional material for the event. You will be the person with the responsibility to promote the event and assure a high rate of assistance Main Functions:

1. Create a fundraising platform 2. Create promotional material and deliver marketing strategy for the GV 3. Social Media and information Technology Management 4. Assure showcasing of the event.

Critical Success Factors 1. Campaigns veracity 2. Money collected in fundraising campaign 3. # promotional material pieces 4. # of OC Meetings attendance 5. # new followers in social media









required



X






AIESEC in Colombia: Local Committee ANDES Job Description OCVP DELEGATE SERVICE


Position Name: OCVP DELEGATE SERVICE Timeframe: OCT 17- DIC 15

Level/grade: 1


Hours: 15/ week

Job Description: As OCVP Delegate Service you will be the person responsible for create trainee and staff lists, assure actors backstage and pickups, provide snacks for participants. Also, you will create a risk plan in order to guarantee a successful and satisfactory event for all the participants. During GV you will manage, coordinate, evaluate and execute strategies and processes to ensure and deliver the logistical needs of the event with high quality. Main Functions:

1. Create staff and trainees list 2. Assure snacks, water, and need materials for participants 3. Create a risk plan for the event

Critical Success Factors 1. Snacks for participants 2. Tracking lists. 3. Have a risk plan 4. Actors pickups Leadership Competences








required



X






AIESEC in Colombia: Local Committee ANDES Job Description OCVP PUBLIC RELATIONS AND MEDIA


Position Name: OCVP PUBLIC RELATIONS AND MEDIA Timeframe: OCT 17- DIC 15

Level/grade: 1


Hours: 15/ week

Job Description: As OCVP PR you will be the public relations manager, you will have the responsibility to contact mass media channels as newspapers, TV channels, radio etc. in order to assure the event promotion and diffusion. Promote the event and assure a high rate of channel media assistance. Establish strategic alliances and keep ongoing communication with media partners to assure AIESEC brand position. Main Functions:

1. Create communication strategy in order to have an effective and llamative proposal for allies.

2. Contact media to stablish strategic alliances, assure AIESEC brand position 3. Assure showcasing the event Day

Critical Success Factors 1. # media apparitions 2. Order in communications strategies 3. # Strategic alliances with media channel 4. Have a successful communications plan 5. # of OC Meetings attendance Leadership Competences








required



X





HAPPY APPLYING !!!

Contact: [email protected] [email protected]

GLOBAL CHRISTMAS OC APPLICATION

Documents

ocvp logistics

ocvp er

ocvp logiscs

check oc structure

christmas bme

christmas manger

oc meebng

sustainable event