national conference booklet

NATIONAL CONFERENCE CYCLE & CONFERENCE MANAGEMENT

January 2014

RENEWAL OF CONFERENCE

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

Type Regional Conference

National Conference

Regional Conference

National Conference

National Conference

Name NFS MBC IYLC NEC 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 2 Tracks 2 Tracks Undefined Undefined 2 Tracks Day 3 Days 4 Days 4 Days 4 Days 6 Days Objective •  Review Q4

•  Equipment (MC to LC transition)

•  Review Q1 •  Bring back IC •  Winter Peak Preparation

•  Strategy Alignment

•  National Induction •  Skill development for winter peak

•  Review Q2 •  Replanning •  Summer Peak Preparation

•  Election

•  Review Q3 •  Planning •  Equipment Elect •  Summer final sprint •  LLC Preparation

The right to bid or host

•  LC(s) in each region •  LC(s) in Jogja, Bandung, Semarang, or Jakarta area

•  LC(s) in each region •  Any LC •  LC(s) West Java or Jakarta area

BIDDING INFORMATION

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:


National Conference

Regional Conference

National Conference

National Conference

Name NFS MBC IYLC NEC NSC Profile EB, MB EB, MB NM, LCP, TM EB, MB Ebc, Ebe Quota 175-‐200 200-‐250 165-‐200 200-‐250 250-‐300 The right to bid or host



  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   Financial statements and bank statements

4.  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

5.  Draft budget realistic (based on validated price and investment)

  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:   products, prices, timeline of raises,   Person(s) responsible for the sales, and   List of high potential partners

8.  Endorsements   Endorsement dari 1 LC (didalam atau diluar region)   Endorsement dari BoA atau Rector si applicant

9.  Special event plan

MINIMUM STANDARD

RESPONSIBILITY BEFORE THE CONFERENCE

Minimum Logistics in The Plenary Minimum Criteria for Venue Minimum Criteria for Rooms Minimum Standard Service for Delegation

Minimum Standard Service for Conference Delivery Team

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 Single bed for 1 person Approved sanitation, health/nutrition content,

and food variety by Conference Manager

Meal (3 times a day) for chair and facilitators for pre-‐meeting, conference, and post-‐meeting

Amount of plenary equals to amount of track

Approved accessibility and safety of the venue by the Conference Manager, external/partners responsible, and Agenda Manager

2 single beds can be for 3 people or less

Lunch and dinner has to contain minimum Rice (or its substitute), proteins (meat/eggs/soybean cake), fruit/vegetables, and enough drinks for the amount of delegation

Proper accommodation for chair and facilitators for pre-‐meeting, conference, and post-‐meeting

Proper AC and air circulation in each plenary for the upcoming amount of delegation Queen size bed can be for 3 people or less Breakfast can be served in a normal western

breakfast or Indonesian breakfast Meeting room and internet connection during pre-‐meeting

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 bathroom near the bedrooms equals to number of delegations in the venue divided by 4)

Menu of the meal has to be served differently each day

Pick up from airport/station/terminals to pre-‐meeting venue

Internet connection in main plenary 1 time coffee break (minimum) each day Transportation to conference venue

2 Projectors and 1 screen for each plenary Pick up from airport/station/terminals to temporary point venue, H-‐24 hours

Transportation from conference venue venue

Speaker for each plenary that is strong enough to be heard clearly in every corner of the plenary room

Transport from airport/station/terminals/ temporary point venue to conference venue

Coordination room for Conference delivery team during the conference

2 Mics for each plenary Accommodation and meeting room for post-‐meeting

Chairs enough for number of delegates Providing logistical needs for the agenda (sessions) during pre-‐meeting Rug wide enough for number of delegates (if

there is no chair)

MINIMUM STRUCTURE

OCP

OCVP Logistics and Special Events

Sales and negotiation to find the right venue for pre meeting, conference, and post meeting

Ensuring minimum standard of venue, logistics, plenaries, and

food

Decoration and concept of special events (if needed)

OCVP Delegates Service

Delegation Marketing (delegation booklet and design)

Ensuring minimum service for delegation and conference

delivery team (pick ups and all)

Managing LO (Liaison Officer)

OCVP BD

Sales plan (product, sales for financial partners, in kind

partners)

OCVP Finance & Fundraising

Cash flow management

Managing fundraising



National Conference

Regional Conference

National Conference

National Conference







•  Election





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



National Conference

Regional Conference

National Conference

National Conference







•  Election





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.  NFS – Total Q4 exchange performance 2.  MBC– Total Q1 exchange performance 3.  IYLC – Total Q1 exchange performance 4.  NEC – Total Q2 exchange performance 5.  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:

1.  Binus confirms to come with current structure of 10 people and elect structure 12 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

elect structure 8 people, x performance: 70

10.  Surabaya confirms to come with current structure of 8 people and elect structure 10 people, x performance: 70

  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

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