Asia Pacific Conference 2013 Singapore CC Application Information Booklet (2nd Round)

Asia Pacific Conference 2013 (Singapore)

Congress Committee Application Information Booklet 2nd Round

Introduction Hello there!

It is exactly 5 months to the most exciting, most impactful and most anticipated AP conference of the year –

except that we are now running not just 1, but 3 conferences, with a few major events in between!

The Congress Committee team has taken up the challenge of not only hosting the potentially largest ever

flagship conference, Asia Pacific Conference 2013, but also the finale of the AP ER Summit series in the

2012/2013 term as well as the inaugural Youth Leaders Summit that will reach out to primarily Singapore

youth leaders beyond AIESEC. To say that this is a very exciting time for us is an understatement indeed!

In order to ensure the wild success of all 3 conferences that we are expecting, the Congress Committee

team is expanding! If you want to be part of the team that will be remembered forever for its awesomeness,

apply to join us today!

We sincerely wish you all the best in the application process and really look forward to working with you

very soon!

Cheers,

“The Dream Architects” Congress Committee team

AIESEC Singapore

Congress Committee (CC) Structure

Following the decision to host 3 conferences, the Congress Committee team has undergone some

restructuring that has led to this round of recruitment. Please refer to the revised Congress Committee team

structure as follows.

This round of application is looking at recruiting the Organising Committee Presidents (OCPs) of Youth

Leaders Summit and AP ER Summit as well as a few more Congress Committee Team Leaders (CCTLs) who

will be working under the department portfolios on any of the 3 conferences – the Volunteers will only be

recruited sometime in December 2012-January 2013 to be on-site conference support on a per-need basis.

The Organising Committee Presidents (OCPs) and Congress Committee Team Leaders (CCTLs) are required to

fulfil the following expectations:

Positions open to members of AIESEC Singapore (or AIESEC members from other entities currently

residing in Singapore) ONLY, on a part-time basis

Recent alumni (defined as having left your last AIESEC leadership position not more than 2

years ago) may apply for this position

• Able to commit to the position from the point of selection in early November 2012 to early April 2013

Working commitment is approximately 15-20 hours per week for OCPs and 10-15 hours per week for

CCTLs, on average (some evening and weekend work to be expected), with more hours expected as

the actual conference approaches and as the need arises

Attendance to at least 1 national conference required; attendance to regional and international

conferences preferred but not required

Event management experience is preferred but not required

Congress Committee (CC) Responsibil it ies

The Congress Committee (CC) is collectively responsible to provide conference direction and organization

and ensure synergy between Asia Pacific Conference 2013, AP ER Summit and Youth Leaders Summit,

involving the AIESEC Singapore membership, Singapore community and the Asia Pacific (AP) region at large

where appropriate in aspects related to the 3 events.

The portfolios that are open for the Organising Committee Presidents (OCPs) are as follows:

Youth Leaders Summit

AP ER Summit

The portfolios that are open for the Congress Committee Team Leaders (CCTLs) are as follows:

Finance

External Relations

Operations & Logistics

Marketing

Delegate Servicing

Special Events

The exact job description of each OCP and CCTL will be clearly defined only upon successful selection,

based on the individual’s skills/experience and desired development as well as the CC team dynamics and

needs.

Each applicant will therefore indicate his/her top preference or top 2 preferences in the application form.

Organising Committee Presidents (1 for Youth Leaders Summit and 1 for AP ER Summit)

Job Scope (Non-exhaustive)

Organising Committee team management

Conference Management

Agenda Delivery

Finance (1 more CCTL)


Cost management

Process grant applications

Financial claims process

Revenue stream management

External Relations (2 more CCTLs)


• Sell the conferences for partnerships with corporates, organizations, universities etc

• Service partners & product delivery

• Acquire in-kind sponsorship such as catering, venue and attractions

Operations & Logistics (5 more CCTLs)


• Create functional operational plan, contingency plan and emergency evacuation plan

• Source for accommodation, venues, catering, transport, printing materials and other equipment

required for the conference

• Execute operations on the conference and implement risk management framework

Marketing (2 more CCTLs)


• Design marketing collaterals

• External website, social media, newsletter and other platform creation and management (for

positioning in Singapore and the network)

• Public relations

• Broadcast media

*Knowledge of design and IT platforms highly desired

Delegate Servicing (3 more CCTLs)


• Responsible for all immigration-related support for delegates

• Plan to facilitate delegate accommodation, team groupings and reception systems (with logistics team)

• Develop and execute systems and SOPs for registration, reception, feedback etc

• Ensure that delegates are well-received and taken care of during the conference

*Some design skills preferred

Special Events (1 more CCTL)


• Responsible for each individual special event to be created

• Coordinate the other departments in the planning and execution of the special event

• Agenda Delivery

Application Process

The application form can be assessed here: https://docs.google.com/a/aiesec.net/spreadsheet/viewform?formkey=dFBIR3ZTbU1TdGFYWHB5S0x4YUF6Q0E6MQ#gid=0 Other Important Information

• All applications must be submitted only through the link provided above • Deadline for the submission of all applications will be 31st October 2012, Wednesday, 2359

hrs (GMT +8) • Any applications received after the application deadline WILL NOT be accepted and no exceptions

will be made • Applicants who submit COMPLETE applications will receive a confirmation email within 24 hours

of the application deadline

Selection Procedure

Date Description Remarks

22nd Oct 12 Release of APC 2013 CC Application (2nd Round) Information can be downloaded from myAIESEC.net

31st Oct 12 Application Deadline Application closes at 2359 hrs (GMT +8)

1st Nov 12 Confirmation Email sent out to Candidates Only for completed applications 1st Nov 12-7th Nov 12

Selection Interview Exact date and time to be determined by CCP/each CCVP

8th Nov 12 Release of APC 2013 CC Application (2nd Round) Result 9 th Nov 12 Attend the 2nd APC Dialogue Session with MC and LCPs

Contact Us For any general enquiries and recruitment-related enquiries, please contact:

Name Designation Email Yuvan Mohan CCVP Internal Ops & Admin [email protected]

For any OCP enquiries, please contact:

Name Designation Email Amanda Ong Jie-Mei CCP [email protected]

For any department portfolio-specific enquiries, please contact:

Name Designation Email Rebecca Li Xiaoyan CCVP Finance [email protected]

Danielle Hong Mingyi CCVP External Relations [email protected] Vincent Wang XiaoYang CCVP Ops & Logs [email protected]

Ong Chah Yiin CCVP Marketing [email protected] Vincere Zeng Xiaoyun CCVP Delegate Servicing [email protected]

Sufiartie Sudyono CCVP Special Events [email protected] Additional References For more information on some of the conferences and events we will be organising, please refer to the following proposals: Conference Overview: http://issuu.com/apc2013/docs/asia_pacific_conference_2013_overview/1?zoomed=&zoomPercent=&zoomX=&zoomY=&noteText=&noteX=&noteY=&viewMode=magazine Youth Leaders Summit: http://issuu.com/apc2013/docs/youth_leaders_summit_2013_proposal/1?zoomed=&zoomPercent=&zoomX=&zoomY=&noteText=&noteX=&noteY=&viewMode=magazine Global Village: http://issuu.com/apc2013/docs/asia_pacific_conference_2013_global_village_propos/1?zoomed=&zoomPercent=&zoomX=&zoomY=&noteText=&noteX=&noteY=&viewMode=magazine Asia Pacific Youth to Business (Y2B) Forum: http://issuu.com/apc2013/docs/asia_pacific_youth_to_business__y2b__forum_proposa/1?zoomed=&zoomPercent=&zoomX=&zoomY=&noteText=&noteX=&noteY=&viewMode=magazine

Asia Pacific Conference 2013 Singapore CC Application Information Booklet (2nd Round)

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