Congress Committee Vice Presidents

AIESEC in Poland Internat ional Congress 2016

- application booklet -

Table of contents

1. Introduction

2. Role/ Key responsibilities

3. Working conditions

4. Application process

5. Application questionnaire

When I heard of the idea of Poland hosting International Congress in 2016 for the first time I

thought: These people are crazy, it’s impossible to do it. Even though we organized it twice before, I

couldn’t believe we could do it again. Seeing the scale of International Congress in Taiwan and Egypt, I

thought it’s far beyond the reach of our entity. While collecting the memories from the International

Congresses in 1996 and 2006 that happened in Poland, and preparing my Congress Committee President

Application, I proved myself wrong.

We are ready. Period. It will be challenging, that’s true. But isn’t AIESEC here to challenge people and

provide them with opportunities to develop their potential to the fullest? You have now, a one of a kind

opportunity, to join me in making a dream come true. A dream that I call International Congress

happening in 2016 in Poland. How many chances in your life will you have to make something that

remarkable?

This conference, not only holds strong relevance for AIESEC as an organization but also for our country. Having 1000

young leaders from all around the world, we can bring polish citizens, THE government and other organizations closer to our mission

and values. We need a spark that will unite young people and make them care and do more for our country. I promise, I will do my best to

take this conference outside AIESEC and engage all possible sectors in making it happen. Poland simply deserves it.

If you are up TO this challenge, if you can dream beyond imagination, if you care for AIESEC and Poland as a country … what are you

waiting for?

Regards,

Magda Sowierszenko,

President | AIESEC 68th International Congress 2016, Poland

Dear Reader,

Proposed structure

Working conditions

• AIESEC provides office and flat for cc team from July 2015 till september 2016

• Every CCVP will receive 900-1050 PL per month upon revision and other social goods. The salary is enough to live, assuming you keep control over your expenses

• CCVP job is full-time since july 2015. Each of CCVP will be hired by AIESEC which implicates Tax declaration for Polish citizens

• From april till july 2015 work will be virtual and without salary

CCP

CCVP FIN CCVP BD CCVP LOG CCVP DECCVP

MARKETINGCCVP SE

• Budget Planning - quaterly review and returnassessment

• Budget Managament - budget tracking,ensuring proper cash flow and usage offinancial resources

• Creating & Implementing revenue models

• Registration Management - countries paymentchecking before and during the conference

• Venue management - contract adherence,financial payments , legal permissions

• Supporting other ares in legal and financialaspects of decision making process

• Post conference audit and legal review

• Public Funds raising from UE, government, citycouncil

Role of CCVP Finance

• Fund raising - product packaging of special events and market research for all business segments to create sales strategy

• Partnership management - delivery, servicing, partnership enhancement and communication

• Co-delivery with Aiesec International for global parnteship launches and partner servicing

• Communicating with company representatives to ensure all their needs are met and they are prepared for their workshops/partners stalls, feedback gathering

• Complete delivery of various stakeholder (for example: brand presence of companies to be delievered as promised)

• Global Y2B - selling workshops , workshop partner servicing, reporting and AI communication

Role of CCVP Business Development

• Planning all logistical activities before, during and after the IC - AI agenda logisitcs, Special Events and premeeting

• Planning and allocation of all resources needed for execution of conference

• Transportation management - cover the overall transportant for all stakeholders (AI, externals,delegates, press)

• Cooridnate the removal and transfer of all logisitcs from the congress and special event venues once activites are over

• Preparation of study tours

• Partnerships to be raised and management -venue, beverage, souvenirs, transportation & technology partners

• Logistics team and volunteers management

Role of CCVP Logistics

• Embassy relation and immigration management - preparing invitation letters, providing guide for visa preparation and migration registration to delegates

• Communication with delegates - issuing newsletters, creation of information database

• Coordinate delegates reception process -registration, pick ups, check in, drops

• Coordinate CC help desk during the conference

• Delegate Experience team and volunteers management

Role of CCVP Delegate Experience

• Designing agenda and flow of all SE- Opening Ceremony, Global Village, Youth to business, Polish Night, Gala dinner & Closing Ceremony

• Venue management - raising venue for special events, managing relations with venue partners

• Agenda Management - ensuring timely execution of all events and speakers management for special events (research on the artists/speakers for SE)

• Preparation of study torus

• Special Events team and volunteers management

Role of CCVP Special Events

• Creating and implementing PR strategy for the conference

• Traditional Media managament

• Social media management

• Conference brand creation and execution

• Managing all branding materials -newsletters, proposals designs , special event concept notes, IC website and marketing videos

Role of CCVP Marketing

Note – all ccvps needs to speak fluent polish due to many touchpoints with external stakeholders

1. The application is open for all the positions and is to be submitted by 1st OF march [8 pm, gmt+1]

2. All applications needs to be sent to sowierszenko@gmail and karolinamlenko@gmail.com

3. Together with application questionnaire [max 9 pages], attach your cv and 2 endorsment letters [At least one of them should be provided by customer/ external stakeholder that have cooperated with you]

Note – Any late or incomplete submission will lead to direct rejection of the application

- Submitting your application -

- Selection process -

1. APPLICATION > 4th feb – 1st of march

2. ASSESMENT CENTER > 4th of march in warsaw

3. INTERVIEWS > 9-11th of march

4. ANNOUNCEMENT > 16th of march

5. GENERAL ASSEMBLY > beginning of april

- General questions -

1. Why are you applying for CC Team of IC 2016? What do you want to learn from this experience?

2. List the 3 experiences in your life that will help you the most in role of CCVP. What did you do andwhat were your achievements? Howwill they contribute to the role you are applying for?

3. What do you think is the biggest challenge for a Poland in the upcoming years? Do you believe IC2016 can be a platform to assess and guide the country forward?

4. Name five measures of success which will make IC 2016 a successful event for Poland and AIESECin Poland.

- Functional questions -Choose two CCVP profiles; answer 3 questions of your first preference and 2 questions of your second preference

1. What role does CCVP finance of IC 2016 play to ensure sustainability of AIESEC inPoland?

2. What is your experience in finance so far? How would you evaluate it in terms of IC2016?

3. What will be the biggest threats in term of budget management of IC 2016? How willyou address them? Please create draft of budget for two special events.CCVP FIN

1. Pick one specific event from IC 2016 and design an agenda for it. Please mention 3 unique and exciting factors such event will be known for. Why you chose this Special Event?

2. Evaluate the recent event that has impressed you the most (can be out of AIESEC). What were the successful elements of the event and how can we learn and leverage it for IC 2016?

3. How will you make sure Special Events will be used to enhance visibility of AIESEC in our country? List specific actions for each Special Event.

1. Please create a calendar of main milestones of the conference logistics startingfrom 1st of April 2015 till the end of the conference in August 2016

2. Suggest three ways of ensuring cost cutting while getting logistics. What kind ofpartnerships can be raised by CCVP logistics?

3. Create a structure with sub-teams that will work under CCVP Logistics. Define keyresponsibility and roles of each team leader and team member

CCVP log

CCVP bd

1. What are the unique selling points that IC 2016 holds for different stakeholders?

2. What kind of market segments will you define for fundraising and what is your key strategy for each segment? List down two companies/organizations/institutions/private investors for each segment.

3. What kind of partnerships would you propose for IC 2016 Board of Partners? What will be the cirteria for each? How will you ensure maintenance of those relations with AIESEC after the Congress?

CCVP se

1. What kind of brand image you would like to create for International Congress 2016? Take into consideration global plenary, AIESEC in Poland and Poland as a country. Please create timeline of brand creation and implementation

2. How will you use IC 2016 for better AIESEC positioning in Poland? List specific ideas and actions you will undertake.

3. What channels would you use to run communication of IC 2016? Explain your choice.

Good luck!

CCVP DE

1. Mention 5 key factors that impacts a delegate experience at a conference. How will you make sure that delegates have the best experience possible?

2. Create a plan of communication with delegates, starting from the very first possible touchpoint What will be important for you as CCVP Delegate Experience in communication with AIESEC network?

3. What do you foresee as key challenges in the conference for CC VP Delegate Experience? How would you overcome these challenges?

CCVP MKT