AMPLIFIED Conference Report

REPORT

About AMPLIFIED National Conference: The AMPLIFIED conference 2012, Kenya was held in Cool Rivers- Nakuru from 1st to 4th November 2012 and continued to serve as a platform to bring together AIESEC leaders to map out the strategic way forward for the organization as well facilitate learning for new members as has always been in this conference platform. The conference was able to attract a delegation of 200 AIESEC Kenya members and 100 external delegates for the Youth to Business Forum. In addition, PULSE Experiential, the Kenya ICT Board, Kuna Vijana and Kabarak University were engaged by the Conference team as corporate and/ or in kind sponsors. AMPLIFIED Conference 2012, GOALS:

The conference successfully sought to meet the following objectives:

Draw young leaders’ opinions and ideas for innovation in developing our country and sustaining peace.

Open cooperation for AIESEC Kenya, Uganda, Tanzania, Ethiopia and Rwanda. To promote and encourage cultural understanding, and diversity tolerance while

being a role model for international cooperation. Promote youth empowerment in Kenya and regionally. To provide opportunities for networking and learning. Create a strong experience for AIESEC in Kenya, inspiring members to strengthen

their AIESEC involvement to achieve positive societal impact.

Profile of Conference Participants:

Corporate Partners AMPLIFIED Conference delegates AIESEC in Kenya Alumni Conference Team- Organizing Committee, Facilitators, Conference Chair

CONFERENCE PLANNING AND PREPARATION:

The National Board appointed a Conference Manager –Jacqueline Kinyanjui (Vice President

for Alumni Relations) assisted by Gathoni Mwangi (Vice President for Outgoing Exchange)

to coordinate all activities pertaining to AMPLIFIED National Conference. It was the

responsibility of the said conference manager to launch applications, interview and recruit

a team from Kenyatta University, Jomo Kenyatta University of Agriculture and Technology

and United States International University, for the Organizing Committee that she would

work with to deliver AMPLIFIED Conference.

After selection of the final team, training of these members was carried out by part of the

National Board (Vice president Finance, Vice President Extensions and conference

manager) at the AIESEC Kenya house to ensure the Organizing Committee was ready for

the tasks ahead.

In the weeks leading up to the conference and during the event itself, detailed planning and

preparation was carried out by the Conference Team that was responsible for ensuring the

successful delivery of the 4 day forum.

The Conference Manager met with the Organizing Committee to draft a task list for the

conference which was broken down into weeks in order of priority.

The following section outlines the activities carried out and the persons responsible for

them throughout the duration of the planning exercise as well as the actual conference

dates.

ORGANIZING COMMITTEE (OC):

Organizing Committee President (OCP) - Brian Gatune- Kenyatta University

Role:

To ensure the Organizing Committee team perform their tasks within the

stipulated timeline and liaise with the Conference Manager regarding team

progress in planning and delivery of the conference.

WEEK 1

WEEK2 WEEK3

WEEK4 WEEK5 WEEK6 WEEK7 WEEK8

Led OC conf. planning meeting

Drafted week 1 progress report







Scheduled meetings with sales team

Led OC team meeting

Undertook conf. site visits

Led OC team meeting

Attended team meeting with Conf Manager

Attended OC and national board meeting

Led Team meeting

Led team meeting

Attended sales training

OC rollcall

Led OC team meeting Led OC

team building exercise

Confirmed number of Conference team

Collected conf. session requirements

Confirmed all session requirements

allocation of job descriptions for actual conf. days

Developed task plan spreadsheet

Contacted AIESEC leaders in universities

Vice President Sites and Logistics: Peter Njenga- Jomo Kenyatta University of

Agriculture and Technology

Role:

To secure an appropriate conference site and transportation for delegates to

and from the venue.

WEEK 1

WEEK2 WEEK3 WEEK4 WEEK5 WEEK6 WEEK7 WEEK8

Drafted a list of prospective sites

Undertook site visits

Undertook site visits

Confirmed the site

Hired projector, P.A system

Finalize transport arrangements

Ran conf. logistics check list

Confirmed transport-drivers, vehicles

Worked on getting estimate delegates attending conf.

Sourced for conf. sponsorship-marketing calls

Finalized site and logistics check list

Confirmed delegates package

Drafted transport schedule per university

Confirmed schedule of transport


Signed contract with site

Drafted Sites & Logistics checklist

Att

Vice President Communications: Gadson Gitonga-Kenyatta University

Role:

To ensure registration of all conference delegates, conference promotion on

virtual and physical platforms and management of all communication

regarding the conference.

WEEK 1


Created OC Google group

Developed conf. registration form

Developed conf. promotion video

Collected photos for 1st delegates mailer

Procured banners, posters, flyers for conf. promotion in universities

Undertook intense conf. promotions on online and physical platforms

Attended AIESEC weekly meetings in universities for major conf. promotion

Intensified conf. promotion on social media

Created conf. event page on Facebook

Sourced for conf. sponsorship-marketing calls

Released 1st Delegates mailer

Drafted Y2B/ conf. invitation letters to university clubs

Procured video camera for conf.

Closed conf. registration and prepared delegates name tags

Released 2nd delegates mailer

Drafted 1st delegates mailer outline

Made frequent event page updates

Printed delegates name tags

Vice President Finance and Administration: Antonette Nyokabi-United States

International University

Role:

Create and track the budget for the conference and organizing committee

operations, collecting money from companies and delegates as well as issuing the

receipts.

WEEK 1


Draft budget for OC expenses

Drafted conference budget

Redrafted conference budget 2

Finalized conference budget

confirmed delegates fee

Collection and confirmations for delegates fee

bought receipt book

Tracked delegates

Source for contacts to procure merchandise

Finalized OC budget

Notified LCP's on payments

confirmed payment mode

Collected delegates fee

met with national board-finance

collection of delegates fees

adjustment in terms of fees

devised the payment mode

Communicated paying requirements (if fee changes)

confirmation of the bank account

Placed deposit for site

Tracked OC and conf. budgets


collection of delegates fees

Discussed LC revenue sharing model




Confirmed bank account details

Estimated and planned for number of conf. delegates


Vice president External Relations: Rita Mwangi- Kenyatta University

Role:

Develop financing proposals for the conference; seek corporate funders of the event, maintain contact with participating companies and take care of partners during the event.

WEEK 1


Drafted list of prospective companies

Source for funding-marketing calls

Undertook company visits

company tracking & follow up

confirmation on In kind sponsorship

Sales and selling

Confirmation of companies and selling

Selling and sealing deals/ closing

Identification of products to sell to companies

Drafted company database selling

selling/ promotion for Y2B delegates

selling and sealing of materialized deals

Drafted proposals

Finalized proposals

Identified targets for Y2B


FACILITATORS TEAM:

The facilitators’ team comprised the National Board of AIESEC Kenya, the Conference

Chair- a notable alumnus of AIESEC Kenya, and 7 high achieving and qualified members

from AIESEC Ghana, Tanzania/China and Kenya.

The Conference Agenda Manager- Kemboi Maiyo (AIESEC Kenya Vice President for

Organization Development) launched applications for conference facilitators and selected

the 7 best to join the National Board in facilitating sessions at the conference. In addition,

he prepared the conference agenda with the National Board and allocated sessions to each

member of the facilitators’ team.

CONFERENCE DELIVERY:

DAY 1: 1st November

The facilitation team and part of the organizing team arrived at Cool Rivers Hotel early that

morning and met to work out all the preparations that needed to be put in order before the

start of the conference.

The organizing committee prepared to receive delegates by registration and room

allocation.

102 delegates arrived between 13.00hrs and 16.00hrs.

The facilitation team was able to recover the time delay and successfully deliver all

sessions that were scheduled.

DAY 2: 2nd November

The OC woke up the delegates to ensure that the agenda for the day begun on time and

distributed meal vouchers for breakfast

The OCP wasn’t in for the day and left OCVP Communications and OCVP Finance as the first

contact persons in case the facilitation team and delegates needed anything.

The day went on quite well with the major tasks being to assist the facilitation team in

providing materials for their sessions.

DAY 3: 3rd November

Youth to Business Forum was scheduled for this day in Kabarak University and all

necessary logistics for it were in place. The OC made sure to wake delegates early up

ensure that everyone was up and ready to leave for Kabarak in time.

The Kabarak University bus was delayed and the Conference chair made arrangements

with the OC to secure alternative transport means to the venue on time.

Some of the Forum speakers cancelled on the day and the conference manager and

Facilitation team had to make arrangements to find alternative speakers.

The OC team distributed packed lunch to the delegates which had been delivered quite late

by the hotel.

The agenda was well covered and successfully delivered despite the delays and

cancellations.

Afterwards, all delegates were safely transported back to the venue though a bit late.

DAY 4: 4th November

The final day of the conference commenced well with the facilitation team closing off on the

sessions.

In the afternoon delegates had to pack and be ready to leave.

The OCVP Finance informed the conference manager that we had a deficit amounting to

KSH. 106000. The National Board Finance responsible was called in to resolve the matter

which he took care of by speaking with the hotel manager and agreeing to send a cheque

once the partner companies’ cheques had been cashed.

Transport arrangements that had been made fell through and the OC and conference

manager had to collectively collaborate on procuring other means to ensure the delegates

were safely transported back to Nairobi.

The OCP was able to go to town and arrange for some vans to transport most of the

delegates. However, some were still left waiting for a long time while other vans were

procured seeing as it was a busy weekend and the weather was bad.

Some of the delegates opted to be left at the hotel and leave very early the following day as

the vans had arrived late.

Despite this, most delegates were still pleased with the general delivery of the conference.

CHALLENGES:

Youth to Business speakers pulling out.

Transport arrangements falling through.

Cheques being collected too close to the conference dates hence not enough time to

cash them.

Not being able to recruit an external relations person in the Organizing committee

team early enough to procure more sponsorship

RECOMMENDATIONS:

Written agreements for all conference arrangements e.g. speakers, transport

Timely confirmation and alternative plans to avoid delays and cancellations.

AMPLIFIED NATIONAL CONFERENCE AGENDA:

1st Nov Thursday 2nd Nov Friday

3rd Saturday 4th Sunday

Inspire Implement Innovate Increase

8:30 - 9:00

Check in

Breakfast Breakfast Sleep in

8:30 - 9:00 Breakfast

9:00 - 9:30 Check in / morning plenary

Check in / Morning plenary

Check in / Morning plenary 9:00 - 9:30

10:00 - 10:30 why to believe

Y2B

LC Simulation Money bags 10:30 - 11:00 10:00 - 10:30

11:00 - 11:30 Personal development

plan

Maximizing our impact

Amplifiers 10:30 - 11:00

11:30 - 12:00 11:00 - 11:30

12:00 - 12:30 Break Break 11:30 - 12:00

12:30 - 13:00 Exchange in

@

Creating a sales

culture Functional track

12:00 - 12:30

13:00 - 13:30 Opening plenary

efficient operations

Strategic Thinking

Past.Present.Future 13:00 - 13:30

13:30 - 14:00 Lunch Lunch Lunch 13:30 - 14:00

14:00 - 14:30 14:00 - 14:30

14:30 - 15:00 Break myaiesec.net 101

Y2B

Exit strategy 14:30 - 15:00

15:00 - 15:30 Get to know 15:00 - 15:30

15:30 - 16:00 What defines us?

My SWAG Integrated

experiences Closing plenary

15:30 - 16:00 16:00 - 16:30 16:00 - 16:30

16:30 - 17:00 AIESEC Kenya

History

soft skills academy

Travel back

16:30 - 17:00 17:00 - 17:30 Reason to

believe Freshen up

17:00 - 17:30

17:30 - 18:00 17:30 - 18:00

18:00 - 18:30 World in 2020

AIESEC Kenya olympics

18:00 - 18:30

18:30 - 18:45 18:30 - 18:45

18:45 - 19:00 Functional track 18:45 - 19:00

19:00 - 19:30 19:00 - 19:30

19:30 - 20:00 Dinner Dinner Dinner

19:30 - 20:00

20:00 - 20:30 20:00 - 20:30 20:30 - 21:00

AIESEC Xp Edx

Xp customer experience

20:30 - 21:00 21:00 - 21:30 21:00 - 21:30

21:30 - 22:00 Evening Plenary 21:30 - 22:00

22:00 - 22:30

TtT

Evening plenary Evening plenary 22:00 - 22:30

22:30 - 23:00 Innovations and

collaboration space TtT 22:30 - 23:00

23:00 - 00:00 Social Agenda Social Agenda Bond theme

night 23:00 - 00:00

TIME KENYA YOUTH TO BUSINESS FORUM 2012: AGENDA TIME

9.00-9.30 DELEGATES ARRIVAL AND REGISTRATION 9.00-9.30

9.30-10.00 Opening address of the Kenya Youth to Business Forum 9.30-10.00

10.00-11.00

Business to Youth:

Write the future-effective

education system

Business to Youth:

In pursuit of peace

Business to Youth:

Entrepreneurship

10.00-11.00

11.00-11.50 Partner presentations/ Short speeches 11.00-11.50

11.50-12.50 Speakers’ panel discussion 11.50-12.50

12.50-14.00 Lunch Break 12.50-14.00

14.00-14.10 Workshop Briefing and Group Breakout 14.00-14.10

14.10-15.30

Business to Youth:

Write the future- effective

education system workshop

Business to Youth :

In pursuit of peace workshop

Business to Youth :

Entrepreneurship workshop

14.10-15.30

15.30-15.50 Networking break 15.30-15.50

15.50-16.20

Youth and Business:

Write the future-effective

education system workshop

output

Youth and Business:

In pursuit of peace workshop

output

Youth and Business:

Entrepreneurship workshop

output

15.50-16.20

16.20-16-30 Closing Plenary 16.20-16-30

16.30 Departure 16.30

FINANCIAL REPORT

The conference team was able to procure sponsorship amounting to Ksh. 100000 from the

Kenya ICT Board and PULSE Experiential which was used to cover the conference costs and

offset the balance at the Cool Rivers Hotel.

The following breakdown details both overall conference transactions as well as the

Organizing Committee’s.

Income Delegates fee 4400 5000

Subsidy 600

#########

KES 15000.00 Expenses 4800

Food 3300

100,000.00KES Accomodation 900

KES 50000.00 Transport 600

KES 50000.00 Others 0

Surplus 200

MINISTRY OF EDUCATION

Expenses22100

expense for the weeks on planning 4100

Name tags and Flipcharts 12000

Notebooks and stationery 6000

5900

Posters 2000

Envelopes 800

Ribbons and décor 2500

Weekly expenses 200

White tape 400

1050

Weeks expenses 1050

15550

OC team budget 15000

Weeks expenses 450

Receipt book 100

Faci Team

Transport and accomodation 96000 96000

Delegates costs 624000 624000

Surplus/deficit KES14,600.00

OCP

KES764,600.00

External relations

ICT

PULSE

Conference Budget Per HEAD

Communication

External relations

KES750,000.00

DLINK

Sites and Logistics

Delegate fees

other income (LC)

ASKOKA

Finance 650,000.00KES

Income-KES

KES 5000.00

KES 5000.00

KES 5000.00

Expenses4700

Expense 1 Airtime

Expense 2 Internet 200

Expense 3 Transport 4500

1200

expense 1 Internet 1000

expense 2 airtime 200

expense 3 0

expense 4 0

expense 5 0

1050

expense 1 Transport 750


expense 3 Airtime 200

expense 4 0

expense 5 0

0

650




expense 4 0

expense 5 0

Finance 300



expense 3

expense 4

expense 5

Communication

External relations

OC operating Budget

OCP

KES 15000.00Finance

USIU 33%

KU 33%

JKUAT 33%

KES7,900.00Sites and Logistics

YOUTH TO BUSINESS FORUM

Kenya Youth to Business Forum at Kabarak University

Auditorium

By

AIESEC Kenya

November 3rd 2012

Introduction and Background information on the Event

Introduction

Brief background history

Youth to Business is a forum for conversation between a cross section of the youth, development

experts and business leaders with a goal of creating lasting societal impact.

Youth to Business Forum is a unique event which connects youth and national business leaders to

explore the topics of leadership, innovation and corporate responsibility, and the impact we can have in

the world through our positive actions. It’s organized worldwide by AIESEC to facilitate the economic

development of countries through serious discussion and workshops between businesses and young

talent from universities.

Our ambition this year is to create more impact on youth as regards their direct contribution to the

development of the country and sustainable peace with an emphasis on the education system, career

orientation and the way to do business.

The Kenya Youth to Business Forum has been held twice, all in the year 2012. The event was held o the

3rd of November 2012 at Kabarak University Auditorium. It was run by a team from AIESEC Kabarak

University in conjunction with AIESEC Kenya. The event attracted over 300 university students in Kenya

and the broader East African region who attended the event. The domestic attendees summed to 98,

that is, students from Kabarak University. This was an improvement from previous event whose

domestic attendees were 40 in number.

The organizing committee was composed of the following individuals from AIESEC Kabarak University;

1. Donatus Waruiru 2. Denis Gikundi 3. Joseph Mokano 4. Dorcas Kareithi

The team was generally responsible of the logistics, administrative, and promotional matters of the

event. They promoted the event university students using various strategies.

Major Events Development Fund

Funding was mainly spent on advertisement on printing of posters and travelling to neighboring

campuses to sell the event to students in those universities. Other areas were funds were spent include:

Transport

Printing

Hiring of AV

Lunch On promotion of the event we used the social media and word of mouth as our main instruments. We

used Facebook event feature to create an event and the invited potential delegates to join. We engaged

in conversations with the potential delegates using Facebook and YouTube. An online form was also

available were one could register with us online.

In Kabarak University we organized for an info desk were the students could converse with us, ask

relevant questions and also register with us. We managed to register over 200 willing attendees

although not all attended the event due to collision with other events happening the same day.

Organizational Structure and framework

Overall operational success

Original Expected Attendance: 400

Total Pre-Registered Attendance: 550

Total On-Site Registrations: 38

Number of Exhibitors Attending: 10

*Actual Attendance (including exhibitors): 300

Number of Domestic Attendees: 98

Percentage of Domestic Attendees: 32.7%

Number of International Attendees:

Percentage of International Attendees:

CONCLUSION:

Generally the event can be termed to be successful although having various challenges. It brought

together over 300 young men and women from different regions and of different ethnicity. The topics

discussed were PEACE, EDUCATION, and ENTREPRENIUESHIP. This seemed to be some of the areas that

greatly affect the youth especially in Kenya at the time.

The event provided opportunities for key Kenyan government, among them including ways to bring

peace in our nation and how we can shun tribalism which is Kenya’s worst enemy. The attendees also

learnt and discussed on various way to engage in enterprises for the mutual benefit of themselves and

the country.

The event is likely to be happening again in 2013 around the month of May to July here in Kenya. The

event is expected to attract a lot of youth judging on the feedback we receive during last event.

Report Compiled by Jacquie Kinyanjui

AMPLIFIED Conference Manager

[email protected]

+254728769545

AMPLIFIED Conference Report

Documents

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