YS15 Application Kit

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AIESEC in Hong KongYouth to Sustainability Summit 2015 (11st-14th June)

Conference Team RecruitmentApplication PackageConference Committee Team,Marketing & PR Team, Sales & ER TeamApplications to: [email protected], CC: [email protected]

Youth Summit 2015 - Conference Team RecruitmentApplication Package

Applications to: [email protected], CC: [email protected]

What is Youth to Sustainability Summit?An international platform for youths to transform into action-driven leaders with global mindset through exploring and discussing global and local issues with current leaders from various fields. By the end of the summit, young leaders will be inspired in generating impactful and sustainable solutions with chances to get their voice heard by the society.

ObjectivesYouth to Sustainability Summit is an AIESEC international conference which aims to:1. Awaken youth to their ability and role in being a change agent and thus making positive changes in our society2. Provide a platform where young leaders come together to voice their concerns on major world and local issues and generate new, actionable ideas about the future with a creative and critical mindset.

We wish to create a

IMPACFUL - PURPOSEFUL - INNOVATIVEConference



What does Youth to Sustainability Summit 2015 about?

Theme: A Journey for ChangemakersThrough the chosen topics, we wish to empower and inspire current youth to innovate sustainable solutions for the societal development.

Social InclusionsBeing one of the most densely populated city in the world, Hong Kong is a city of diversity. While our economy flies, are people with different ethnicity, sexual orientation or background given a fair opportunity to grow and contribute?

Green LifestylesHong Kong has been developing world class green technology and architecture around the city. Yet surprisingly, we are a slower adoptor of a greener lifestyle which small changes in our habits can create a strong impact to the environmental sustainability. What are the challenges we are facing and what is the long term solution?

Cultural Preservation & DevelopmentFrom the good old Cantonese culture to 1980s when Hong Kong became the production hub of music and movies to Chinese communities around the world... where are we now towards a cullturally sustainable environment to inspire creativity and cultural development in the city?



Timeline (tentative)*The timeline is presented here to give you a brief impression of the overall flow of the conference preparation. It is subjected to changes. Ask conference manager in any enquiries.

October November December January February March April May June

CC & FaciRecruitment

Sponsorships and partners raising

External speakers and guest raising

Promotion (for delegates)

Youth Summit

2015

Kick O�Day

Early Bird Delegates Application Regular Delegates Application



Conference Team Structure

Ti�any HoConference Manager

David TcheAgenda Manager

Facilitator Team

Dickson WongConference

Committee Manager

Conference Committee Team

Corane ChuSales & ER Manager

Fiona SoGuest Relations

Manager

Phoebe NgaiMarketing & PR

Responsible

PR & MarketingTeam

Katherine YikExternal Relations

Coordinator

Welfred ChengO�cers

Alan NgO�cers

Jane ChanO�cers

Jacqueline LeungSposnorship

Relations Manager

Evan LiuFinancial Executive

SponsorshipRelations Team

Guest RelationsTeam

Carmen SuenCCVP (DS)



Recruitment Procedure

Application Form• Personal Information• Questions• Format: A4 (landscape or portrait),

one single PDF File, Free Design (layout is up to you) • Deadline: NOV 10th

Interview• Motivation and Commitment• Attidute, skills, knowledge• Virtual• Interviewed by Respective Team Leader• Interview Period: NOV 11th - 14th



Job Descriptions



Conference Committee Vice President (Logistics) Team PurposeManage the logistics and ensure a smooth rundown of Youth Summit 2015 to provide delegates with high quality conference experience

Job DescriptionPreparation Phase• Create and keep track the logistics team timeline• Responsible for CC logistics team member recruitment• Facilitate communication among conference team, CC team members and delegates• Ensure CC logistics team operation aligning with CC team and conference objectives• Assist marketing team in promotion• Responsible for venue, accommodation, meal, transportation and HR planning• Conduct site visit and dry run• Conduct stocktaking • Ensure all required materials and equipment are well-prepared• Prepare contingency plans • Design party and fun events during the conference

Execution Phase• Execute the HR and logistics plan effectively and smoothly• Support the session delivery in conference• Closely cooperate with Conference Team Manager and Conference Committee • President in crisis management • In-conference daily evaluation and post conference evaluation

Key Performance Indicators• # of delegates• Delegates’ satisfaction• Facilitators’ satisfaction• Conference expenses

Target Profile• (Former) CCP• (Former) CCVP• (Former) CC logistics

Skills & Qualities• Stress resistance • Leadership skills• Dedication and Passion• Detail-minded • Task-driven



Guest Relation OfficersTeam Purpose• External representation of Youth Summit 2015 in different fields expertise• Develop external recognition and positioning of AIESEC in Hong Kong

Job DescriptionThe Account Management (Guest Relations) Team will be handling the relations with all guest and speakers, and expand the recognition of AIESEC in Hong Kong from different fields expertise. The main focus of the team will be the entire speak-ers raising and account delivery process. The team will be working closely with

the Agenda Team to align the speakers content with the session objectives. OFFICERS• Follow sub-team raising timeline and plan• Attend Account Management team and sub-team meeting

• Weekly update to team executive

Preparation Phase• Raise guest speakers for sessions in Youth Summit 2015• Work closely with Agenda Team and align speakers content with the ses-sion agenda• Introduction of AIESEC (AIESEC values) through delivery process, i.e. emails, physical/phone meetings, on-event reception

Execution Phase• Coordinate guest speakers’ arrival and reception• Receive and assist guests throughout event• Evaluate guest speakers’ satisfaction and retention rate

Key Performance Indicators• # successful guest speakers raising• # guest endorsement• % customer (guest) satisfaction and retention rate

Target Profile• BD/ER/ICX experience (preferred)• YS2014 L&D/Group faci experience (Suggested)

Skills & Qualities• Customer centric mindset• Communication skills• Goal and results oriented



Sponsorship Relations OfficersTeam Purpose• External representation of Youth Summit 2015 in different fields expertise• Develop external recognition and positioning of AIESEC in Hong Kong

Job DescriptionHandling the relations with all sponsorship and partnership accounts, and expand the recognition of AIESEC in Hong Kong from corporates and NGOs fields. The main focus of the team will be the entire sponsorship and partnership raising, and account delivery process. It will be working closely with the National Conference Committee and YS PR and Marketing Team to align the sales con-tent with the national conference (external relations) and YS marketing timeline.

OFFICERS• Follow sub-team raising timeline and plan• Attend Account Management team and sub-team meeting

• Weekly update to team executive

Preparation Phase• Form sponsorships to support YS 2015 financial needs in corporates areas• Work closely with National Conference Committee and align the pitching con-tent with national conferences• Form partnerships and source supporting organizations for the PR and mar-keting needs • Work closely with PR & Marketing Team and align the partnership con-tent with the marketing timeline

• Be responsible for the entire raising process, including cold email, cold call, sales meeting and remaining delivery process• Introduction of AIESEC (AIESEC values) throughout delivery process

Execution Phase• Coordinate guests’ arrival and reception• Receive and assist guests throughout event• Evaluate guests’ satisfaction and retention rate

Key Performance Indicators• # successful sales raising• # guest endorsement• % customer satisfaction and retention rate

Target Profile• BD/ER/ICX experience (preferred)

Skills & Qualities• Customer centric mindset• Communication skills• Goal and results oriented



Marketing & PR officersTeam PurposeHandle all social media channels especially Facebook Page and the national website in order to secure the virtual reach for YS 2015As the image builder of YS 2015 and AIESEC Hong Kong to public

Job Description1) Social Media Channels: • Manage and analyse the Facebook Page - Youth to Sustainability Summit (publications, message delivery, design) • Update the website of Youth Summit • Conduct online marketing campaigns• On site updates of Facebook Page

2) Video Making and Photo Editing:• Utilise photos from previous YS for internal and external promotion• Produce videos for events

3) Physical On site promotion: • Conduct physical marketing campaign for secondary school students• Conduct physical marketing campaign in universities”

4) Media exposure:• Engage public media in increasing exposure and promotion of YS 2014 and showcase the impact of AIESEC Hong Kong on youth development

• Conduct and analyse YS 2015 survey• Manage social media updates over conference • Handle media reception

Key Performance Indicators• # of registrations• # of Facebook fans and likes• # of media coverage

Target Profile• Past/Current LC Manager MarComm/BD/ER (Preferred)• Past/Current LC Member BD/ER/MarComm (Preferred)• Past/Current NST Member BD/PR/ER/MarComm (Preferred)

Skills & Qualities• Adobe creative suite skills (Preferred)• Website Management skills• Effective written communication skills• Marketing skills• Customer centric mindset



Application QuestionsGeneral Questions1. Please state your personal details: Name, LC, Email, Phone, Skype2. Please outline your complete AIESEC experience (positions, conferences, etc)3. What is your motivation to become part of the YS conference team?4. What will be your unique contribution to YS 2015?

CCVP (Logistics)1. Please propose a timeline for CC logistics team working schedule from now on until 1 week after YS 15 (11-14th June)2. Please state the bottlenecks of YS 14 in terms of logistics and your suggestions for next year.3. What is your biggest failure/crisis encountered in your past conference management experience? How did you tackled and what was your learning?4. What are the differences between national conference and YS? How would these differences affect your work?



Guest Relations Officers1. What are the value propositions to externals to be our guest speakers in Youth Summit?2. Based on the topics of Youth Summit 2015, i.e. Green LifestyLe, sociaL incLusion, cuLturaL Preservation & DeveLoPment,

suggest one potential speaker for two of the topics and state the reasons.3. List out and explain your expected speakers delivery process, from preparation to event follow up.

Sponsorship Relations Officers1. What are the value propositions to externals to be our sponsorships and partnerships respectively in Youth Summit?2. Suggest three potential supporting organizations for Youth Summit 2015 and explain the reasons.3. Suggest two potential corporates to the sponsors of Youth Summit 2015 and explain the reasons.

Marketing & PR Team1. Please state the value preposition of Youth Summit to the youth and media and reasons for youth to join YS15. 2. Suggest ONE physical promotion campaign EACH in secondary school and university campus with the alignment of

our brand position : innovative, purposeful and impactful.3. Suggest ONE social media campaign i.e. Facebook in aim of increasing brand exposure of YS15.



Interview Available Timeslots

Time 11/11 Tuesday 12/11 Wednesday 13/11 Thursday 14/11 Thursday

10:00-11:00

11:00-12:00

12:00-13:00

13:00-14:00

14:00-15:00

15:00-16:00

16:00-17:00

17:00-18:00

18:00-19:00

19:00-20:00

20:00-21:00

*Indicate your unavailability by a cross “X”



Deadline of Application: 10th November (23:59)+ Include your interview availability+ Save your application as a PDF format with the name: “Youth Summit 2015_*Position*_*your name*.pdf“+ Send your application to [email protected] and CC: [email protected]

For any question, please contact Tiffany Ho (Conference Manager) at [email protected]!

Best of luck!

YS15 Application Kit

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Transcript of YS15 Application Kit