YS2015 Conference Team Recruitment

Youth Summit 2015 - Conference Team RecruitmentApplication Package

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

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

Conference Team RecruitmentApplication PackageConference Committee Team,Sales & ER Team, Agenda TeamApplications 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 gen-erating 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 - INNOVATIVE Conference



What does Youth to Sustainability Summit 2015 about?

Theme: A Journey of 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*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.

December January February March April May June

Session Outline

Youth Summit

2015

Kick O�Day

Early Bird Application Regular Delegates Application

Agenda Team-Speakers Communication

YS-Delegates engagement- monthly newsletter, international DG promotion, DG mailer etc.

Logistic Planning

Agenda Re�ning

Home Group Faci Coordination and training



Conference Team Structure

Ti�any HoConference Manager

David TcheAgenda Manager

Facilitator Team

Dickson WongConference

Committee Manager

Corane ChuSales & ER Manager

Fiona SoGuest Relations

Manager

Phoebe NgaiMarketing & PR

Responsible

PR & MarketingTeam

Katherine YikExternal Relations

Coordinator

Jacqueline LeungSposnorship

Relations Manager

Evan LiuFinancial Executive

SponsorshipRelations Team

Guest RelationsTeam

Home Group Faci Team

ExternalRelations Team

Carmen SuenCCVPDS

Anthony ChanCCVPL

CC (Delegate Servicing) Team

CC(Logistics)Team



Recruitment Procedure

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

one single PDF File, Free Design (be creative) • Deadline: JAN 11th

Interview• Motivation and Commitment• Attidute, skills, knowledge• Virtual• Interviewed by Respective Team Leader• Interview Period: JAN12th - 14th



Job Descriptions



Conference Committee 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• Attend all functional team meetings and CC Team meetings• Proactively contribute to the team• omplete the tasks delegated by CCVP and report accordingly• Assist Marketing Team in doing promotion• Ensure and book all conference venues• Arrange transportation for delegates and materials• Arrange storage of in-kind sponsors and conference materials• Plan and purchase conference materials• Create Human Resources (HR) Plan for conference• Create overall conference logistics plan• Ensure clear communications of logistics and HR arrangements among the OC team• Provide briefing sessions and guidelines to helpers (helpers will be recruited to help with on-site logistics of the Summit)• Ensure all venues are accessible by clear briefing and road-signs postin

Execution Phase• Ensure smooth running in between sessions and within sessions with right venue settings and materials preparation• Vennue Setting and materials transporting• Reorganise leftover materials and transport back to storage

Key Performance Indicators• Delegates’ satisfaction• Facilitators’ satisfaction• Time between session transitions

Target Profile• Past CC experience in any national/local conferences (preferred)• Event management experience (preferred)• Attended at least one national conference (required)

Skills & Qualities• Stress resistance • Able to work from January 2015 - June 2014• Positive mindset• Problem solving skills• Team player• Detail-mindedness



Conference Committee Delegate ServicingTeam PurposeTake care of the delegates experience and ensure Youth Summit 2015 is provid-ing delegates with high quality delegates centric conference experience

Job Description Preparation Phase• Assist Marketing Team in doing promotion• Plan and organize parties in the conference• Responsible for souvenirs design and ordering• Publish monthly newsletters, delegate mailers and delegate booklet• Create delegate application forms and monitor applicants on Accupass• Handle questions and inquiries from delegates• Handle special requests from delegates (meals, accommodation, etc)• Create HR plan for delegate registration and logistics• Search for and recommend pre-accommodation to international delegates• Plan Post trip activities

Execution Phase• Pick up international delegates and take care of their needs• Assist Logistics Team in logistic arrangement during the conference• Responsible for delegates registration and take care of delegates requests

• Execute post trip in bringing the best delegate servicing to internationals

Key Performance Indicators• Delegates’ satisfaction• Facilitators’ satisfaction• Time used for registration

Target Profile• Past CC experience in any national/local conferences (preferred)• Event management experience (preferred)• Attended at least one national conference (required)

Skills & Qualities• Put delegates as 1st priority• Effective communication skills• Caring, patient & responsible



Guest Relations OfficerTeam Purpose• External representation of Youth Summit 2015 in different fields expertise• Develop and sustain accounts of Youth Summit 2015• Gate-keeper of the branding of AIESEC in Hong Kong in Youth Summit 2015

Job Description External Relations Officer will be closely working with the Sales Team in han-dling tasks to sustain the sponsors, partners and speakers of Youth Summit 2015 through external communication channels including external newsletter and customer retention survey. Led by the External Relations Coordinator, they will also be in-charge of the event management of all Youth Summit 2015 spe-cial events in external basis.

Preparation Phase• Issue the external e-Newsletter to all partners• Plan and design the customer retention survey• Prepare on-site agenda and logistic plans for guest reception and special events which are in external basis• Plan and organize Post trip activities

Execution Phase• Coordinate all special events that are in external basis, including Opening/Closing Ceremony, Youth to Sustainability Exhibition and Youth Impact Forum

• Coordinate external guests’ arrival and reception• Receive and assist externals’ throughout eventts• Collect and analyse customer retention survey results• Issue the external e-Newsletter and e-Report to all partners• Assist in Sales Team’s account transition

Key Performance Indicators• # of newsletters issued• % of customers’ satisfaction rate

Target Profile• BD/ICX/ER profile preferred• Non-leadership profile is suggested

Skills & Qualities• Design and design software skills required (Photoshop/InDesign/Illustrator)• Customer centric mindset • Communication skills• Willing to learn and strong time devotion



Home Group Facilitator Team Purpose• As the final goal for each home group is to create their own funded project according to their interest of social issues, Home Group Facilitators will be vital to enrich delegate’s idea, consolidate session learnings and ensure the final product’s quality• To allow the delegates to experience the ‘AIESEC conference culture’ apart from external sessions

Job Description• Attending 2 trainings for YS HGF• To work with agenda manager and FACI team on conference development• To deliver sessions based on the conference objectives, session objectives and outline, including:

• To conduct in-depth research in relevant topics and delegate profile• To study the agenda and session design• To facilitate team-bonding games, brainstormings, night activities

• To contribute to a productive and positive conference atmosphere, including:• To understand delegate’s needs and feedbacks• To participate in external sessions

• To attend briefings/ dry-runs to the group facilitators to optimise session flow• To participate all pre-conference and post-conference meetings

• To physically participate in the whole conference

Key Performance Indicators• No. of constructive feedbacks towards session design / conference experience• Ranking of responsible home group’s final project submission• Delegates’ satisfactions

Target Profile• Team leader/HGF experience (preferred)• Participated in a TtT/TtG Seminar (preferred)• Participated in an international conference (preferred)

Skills & Qualities• Moderation skills• Brainstorming skills• Team-bonding skills• A strong entrepreneurial mindset• Knowledge in Hong Kong current social problems and being able to analyse it from different viewpoints



Chief Facilitator Team Purpose• To ensure conference experience quality, a number of sessions will be deliv-ered by a team of chief facilitators to transfer necessary skills and knowledge as well as consolidation workshops for them to come up with a feasible funded project by the end of the conference• To allow the delegates to experience the ‘AIESEC conference culture’ apart from external sessions• To lead the group facilitator teams

Job Description• To work with the agenda manager and Chief Facilitator team on conference development• To design and deliver sessions based on the conference objectives and ses-sion objectives, including:

• To conduct in-depth research in relevant topics and delegate profile• To design the suitable session flow and activities• To design session materials (e.g. PPTs, flipcharts, videos, games, etc.)• To coordinate with group facilitators, CCs to ensure key message clearly conveyed

• To contribute to a productive and positive conference atmosphere, including:• To create a PR friendly fun team experience• To understand delegate’s needs and feedbacks• To participate in external sessions

• To conduct briefings/ dry-runs to the group facilitators to optimise session flow• To participate all pre-conference and post- conference meetings• To physically participate in the whole conference

Key Performance Indicators• Ability to send out a fully-completed session drafts/outlines on time• Accuracy of time duration of sessions delivered• Delegates’ satisfactions

Target Profile• Conference Facilitator / Session delivery experience (required)• Team leader experience (required)• Participated in a TtT Seminar (preferred)• Participated in an international conference (preferred)

Skills & Qualities• Session design and delivery skills• A strong entrepreneurial mindset• Enjoy a fast paced and dynamic teamwork environment• Be able to work under pressure and deadlines



Application QuestionsGeneral Questions (Required)1. 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?

CC (Logistics)1. What is the role of logistic in a conference and why is it important?2. What is the consequence if the Logistic Team is not performing well in the preparation and during the conference?3. What are the key challenges of Logistic in YS?4. Please tell us one of your past experiences (AIESEC conferences, AIESEC events, or other event management experiences) as an organizer or helper. What have you learnt? What can u improve?

CC (DS)1. What kind of skills or personalities should a DS CC have?2. What are the challenges of handling high school delegates? How would you deal with that?3. What do you need to consider when you are handling the application of an international delegate?



Guest Relations Officer1. An effective e-Newsletter can help us to keep in touch with our clients before the Summit.

Explain TWO interesting topics you suggest to include and the way of delivery. (Hints: they can be announcement, facts or any other interesting information about AIESEC/Youth Summit; satistics, games or any other engaging ways of presentation)

2. Design a survey (Maximum of 6 questions) to be distributed to guests after the Summit that can evaluate their satisfaction towards AIESEC and Youth Summit 2015.

3. Identify 5 major procedures in the on-site guests reception.

Home Group Facilitator1. What is your ideal conference experience of Youth Summit 2015? (150 words max.) 2. What are your expectations towards the Agenda Manager, Conference Manager, Facilitator team, and CC? (100 words max.) 3. State 3 important lessons you have learned from your conference experiences as a delegate/facilitator. How would you apply them to YS 2015 as a group facilitator? (200 words max.) 4. Among the 3 main topics of YS2015 (Green Lifestyle/ Social Inclusion/ Cultural preservation & development), choose ONE to elaborate on the struggles faced by Hong Kong society currently and how can youth participation contribute to a positive change with real-life examples.(200 words max.)



Chief Facilitator1. What is your ideal conference experience of Youth Summit 2015? (150 words max.) 2. What are your expectations to the Agenda Manager, Conference Manager, Facilitator team, and CC? (100 words max.) 3. How would you describe your facilitating style? (100 words max.) 4. State 3 important lessons you have learned from your conference experiences as a delegate or a facilitator. How would you apply them to YS 2015? (200 words max.) 5. Among the 3 main topics of YS2015, choose ONE to elaborate on the struggles faced by Hong Kong society currently and how can youth participation contribute to a positive change with real-life examples. (200 words max.) 6. Please prepare a session outline on ONE of the following sessions (Use the Session Outline attached).

Name Objective Key Message Attitude / Skills / Knowledge

Duration/ hr

Why you’re here?

- To let delegates from different backgrounds to reflect their personal goals and connect it to the conference content- To deliver our expectation on delegates about their final outputs- To set the correct tone and mood for later sessions

Delegates are joining YS for a reason and they are going to help their group mates to create a solution that fulfils their passion as well as solving a social prob-lem

A 1



Youth Stories - Delegates will get to understand the power of youth movements through getting to learn and know more about people of their similar age can already create huge changes- Delegates can learn from these young change makers and challenge themselves to breakthrough their current ideas

Youth, everyone of us, has the power to make huge impact in a different way than the older generation

A,K 2

Changemaker 1.0: The De-sign Thinking Model

- Delegates will learn a basic project management model for their own final work- Delegates will know how to solve problem with a human-centred approach (Design thinking model)

Creating a solution is more than creativity - it is a combination of a human-centered solution and execution strategies

S 1.5

* Delegate Profile: Total: 350 (10 people/ home group)Per Home Group: 1 Home Group Faci, 1 int’n delegate (@er), 1 local @er delegate, and the rest high school students/ non-@er univ students



Interview Available Timeslots

Time 12/1 Monday 13/1 Tuesday 14/1 Wednesday 15/1 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” *Reminders to OC applicants: Please reserve 18 Jan for first meeting if you are chosen as part of the CC team



Deadline of Application: 11th Jan (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!

YS2015 Conference Team Recruitment

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