1st SOUTH – WEST REGIONAL TRAINEE CONFERENCE, BANGALORE

ORGANIZING COMMITTEE APLICATION BOOKLET

MESSAGE FROM LA FAMILIA

Dear Applicant “Be Proud of who you are, because that is what will define you.” It is a brave step that you are taking, and your role will be pivotal for the AIESEC Bangalore and South-West Regional Trainee Conference being the first Non-Local Conference hosted by AIESEC Bangalore in the last 5 years , it will be pristine. This conference will pave the experience of all the foreign trainees who will be a part of this massive event, and YOU will play a crucial role in making their Experience worthwhile. With that said, we would like to wish you al luck and hope that you take the most out of it. - La Familia

ORGANISING COMMITTEE APPLICATION BOOKLET

SOUTH – WEST REGIONAL

TRAINEE CONFERENCE

SWRTC

South-West Regional Trainee Conference is the first conference of the year 2014 and is an important part of defining a Trainees' experience in India. This Conference is a platform for all the change agents who have come to India, know more about each other’s country, tradition and beliefs along with showcasing the impact they are creating on the society. Trainee Conferences throughout the world are known for redefining the though process of the delegates. Not only the delegates go through an intense “INDIA Experience” but also get to know more about this beautiful organization and at the same time get closer to the Social Business World of our country. SWRTC is thus one of the most crucial conference of the year and delivering the best delegate experience is our responsibility.

CONTENTS

1. ABOUT… 1.1 ABOUT SWRTC 1.2 AIMS OF THE CONFERENCE 1.3 OBJECTIVES OF THE CONFERENCE 1.4 TENTATIVE DATES 1.5 ATTENDANCE 2. CORE-ORGANIZING COMMITTEE STRUCTURE

3. JOB ROLES

4. PROCESS

5. NOTE

ABOUT…

About SWRTC. South – West Regional Trainee Conference is a conference hosted by AIESEC Bangalore for the foreign Trainees (GIP+GCDP) of the Southern and Western LC’s of AIESEC India. This will see around 100 foreign nationals for 3 days, getting to know more about India, the social scenario of India, presenting a Global Village among a few exhilarating activities. The tentative dates of the conference are 24th January-26th January.

AIMS OF THE CONFERENCE: To Boost the NET PROMOTER SCORE (NPS) of all the participating LC’s. Stakeholder Management Forum. Re-Branding of incoming GCDP and GIP of India in International Network . Collaboration between LC’s.

HIGHLIGHTS

1. GLOBAL VILLAGE The Global Village is an

international cultural festival hosted by AIESEC. About 100 young talents from over 20

different countries will present their culture, showcasing their customs and diversity of their

countries and breaking the geographic boundaries through cultural performances and stalls

set up by them.

2. EP INDUCTION The Foreign Trainees get

inducted into India as well as AIESEC, which makes sure that

they have a smooth and integrated AIESEC Internship

Experience.

OBJECTIVES OF THE CONFERENCE: After the Conference each delegate must have; An Informed AIESEC Internship Experience. Build a Network of other Foreign Trainees in the social sector. Showcase the impact created by them on the society and learn from others.

3. YOUTH TO IMPACT

Youth to Impact Forum is an exciting platform for a special

dialogue between representatives of youth and the social business

world to discuss and explore issues around burning social topics.

Social Businesses will gain access to a congregation of global youth

from a wide variety of educational backgrounds. The event includes

workshops, discussion forums conducted by a team of speakers

who are experts in their respective fields. This will enhance the knowledge of the delegates

present and will evoke a lot of innovative thoughts and ideas in

various social topics. This will also be a platform for all the foreign trainees to showcase their impact and come up with

feasible solutions to global problems.

TENTATIVE DATES: 24TH JANUARY, 2014 – 26TH JANUARY, 2014

ATTENDEES: Around 70 internationals from 20 different countries . (Trainees doing their internships in the South – West LC’s of India.) Core + Onsite Organizing Committee . LA FAMILIA Incoming Executive Body ( Portfolio Dependant) Clients and Partners

EBC

OCP (BD + Marketing)

OC VP BD (2) OC VP MARKETING

(1)

OCP ( CIM + Logistics +

Delegate Servicing)

OC VP CIM (1) OC VP LOGISTICS

(2)

OC VP DELEGATE SERVICING and INVENTORY (1)

CORE – ORGANISING

COMMITTEE STRUCTURE

NOTE: An Extended/On-Site Organizing Committee will be selected 3 weeks prior to the conference.

JOB ROLES

BUSINESS DEVELOPMENT(BD)

The BD team will be responsible for creative partnerships through existing and prospective

partners. The Team will be responsible for fundraising for the conference and securing sponsorship as well as delivery of all partnerships at the venue. The team will also be managing external sessions at the conference.

MARTKETING(M)

The Marketing manager will be responsible for proper positioning of the conference as a product

in the external forums. The manager will be responsible for Media Coverage (All forms),

Outreach, Public Relations, sourcing sponsorship and advertising.

COMMUNICATIONS AND INFORMATION

MANAGEMENT(CIM)

The CIM Crew will be responsible for

Communication and Internal Branding of the conference. They will be promoting the conference in the internal forums and manage the

knowledge/information hub. The Crew will be responsible for EP preparation through

newsletters and groups, live streaming of the event, designing campaigns,

photography at the venue and creation of Event

Reports.

LOGISTICS(L)

The Logistics Team will be responsible for coordinating all logistics prior to, during and post

the conference which includes but is not limited to itinerary management, venue coordination and

recreation planning.

DELEGATE SERVICING AND INVENTORY(DSnI)

The Inventory Management and Delegate Servicing Team will be responsible for raising, procuring and disposing the stock, They will

coordinate inventory throughout the conference and manage adequate levels of the same. They will be responsible for Transportation, Delegate

Experience and Crisis Management at the venue.

ORGANIZING COMMITTEE PRESIDENT(OCP)

The Organizing Committee President will be the Team Leaders of

the respective teams witch a job role which

includes everything which their members are responsible of. They will

be responsible for managing the teams, talent utilization and culture development. They will be playing a

strategic role and will be responsible for documentation.

PROCESS

APPLICATION QUESTIONNAIRE:

The Application Questionnaire needs to be filled. Open this link to fill it: https://podio.com/webforms/6162674/480492. The Application should be filled by 22nd November, 2013 (Friday), 11:59pm. Applications received post the deadline will be rejected.

INTERVIEWS:

Interviews shall be conducted on 23rd November, 2013 (Saturday) and 24th November, 2013 (Sunday).

ANOUNCEMENTS:

The OC announcement will take place on 25th November, 2013 (Monday) through email. Opening Meeting on 27th November, 2013 (Wednesday).

TENURE:

The OC Term will commence on 27th November, 2013 till the competition of SWRTC.

1. This application is open to everyone in the LC. Both General Body and Managerial

Body. 2. Those selected for the OC for Annual Stakeholders Dinner (ASD) can also apply for

this opportunity. Apply! Do Not Worry. 3. For Further information/doubts contact your EBC:

SOUMlL KAR (+91) 8123106406 soumil.kar2000@gmail.com || soumil.kar@aiesec.net

NOTE