Hosted by AIESEC SISU
OCP Words
Dear AIESECers,
When AIESEC SISU successfully bid this summer NatCo, we all knew that this summer would be total...
Content
With this report, Organization Committee of 2013 NatCo presents the evaluation of this conference based on differe...
HR Management
OCP
Finance
Hotel
Communication
Sponsor
Communication
Design
Logistics
Sponsor
*We also have 10 da...
HR Management
WAS GOOD
TO IMPROVE
 Completed promotion materials(Email, booklet)
 Diversified promotion channels
 S...
HR Management
WAS GOOD
TO IMPROVE
 Completed promotion materials(Email, booklet)
 Diversified promotion channels
 S...
Sponsorship
 Raise sponsors for the conference, including monetary sponsorships and
merchandise sponsorship (delegate bag...
Sponsorship
WAS GOOD
TO IMPROVE
 Target company was quickly approached and
followed in a short time;
 Onsite promotio...
Logistics
 In any conference, Logistics is always one of the core part, for it is responsible for food, transportation
an...
Logistics
WAS GOOD
TO IMPROVE
 Tasted all the food before deciding to buy it for
conference, including three meals and ...
Logistics
CHALLENGE AND TIPS
 The projectors and sound system in the main plenary is provided by hotel, so it is quite im...
Logistics
WAS GOOD
TO IMPROVE
 Prepare each day’s materials one day before and
put them in a box to ensure no omission....
Hotel
WAS GOOD
TO IMPROVE
 The main plenary is large enough to hold all
delegates
 Sound system in the main plenary i...
Hotel
CHALLENGES AND TIPS
 The biggest challenge we faced during this conference is about the hotel venue. Because we did...
Hotel
 Every sudden change about the session rooms needs informing in advance much. It takes time to communicate
with hot...
Delegates Service
 Serve delegates before, during and after conference
 Food catering
 Delegate bag preparation and del...
Delegates Service
 We prepared common drugs for delegates. They can come to souvenir desk for
medicine if they feel not v...
Finance
 Ongoing finance and budget management
 Internal and external financial policy making
 Financial relevant decis...
Finance
 Read the contracts (MC – LC, MC - Sponsor) fcarefully, put it in mind especially the financial items.
 Take any...
Communication
 Online platform design and update (WeChat, KD Weibo)
 Delegate mailing and booklet design
 Registration ...
Communication
WAS GOOD
TO IMPROVE
 Delegate mailings are well-designed, easy to
arouse interest with them.
 In order ...
Communication
 Usually we collect the information of the delegate about 1 month before the event to inform the basic
info...
OC Events – Y2B
Y2B session of 2013 SH NatCo is opened to the public.
The OC Comm’s communication work facing the public t...
OC Events – Y2B
TIPS
 We recommend team of 3 – 4 to promote this event.
 Sponsors of NatCo and MoC may need a platform t...
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Nat co report

Published on: Mar 3, 2016
Published in: Business      Technology      
Source: www.slideshare.net


Transcripts - Nat co report

  • 1. Hosted by AIESEC SISU
  • 2. OCP Words Dear AIESECers, When AIESEC SISU successfully bid this summer NatCo, we all knew that this summer would be totally different to us. A big challenge was accepted! On this conference, we have 338 delegates from 32 LCs, 6 EIs and 8 SUs in mainland of China. We have a core OC team of 9 excellent people and 14 MC team members. Here, I would like to thank all the delegates, NatCo partners, conference team and OC members to have this amazing event happened. Together we managed to organize the highest level of AIESEC’s national conference! It was the second time that AIESEC SISU held National Conference. But it was the first time that we held it independently, so it was really a important conference to show AIESEC SISU to national plenary. We made up our mind to present delegates the best ever one. What we had been working hard was on delegate service, we cared about delegates’ feeling and their experience. Nothing is impossible to a willing heart. I think this is the best conclusion for all our effort. On behalf of Organization Committee of 2013 NatCo Jovia Fang Organization Committee President 2
  • 3. Content With this report, Organization Committee of 2013 NatCo presents the evaluation of this conference based on different functions. We tried to keep it short and shared the brief and key conclusions. Hope it would be useful for following conferences. 4 7 9 HR management Sponsorship Logistics 13 Hotel 16 Delegates service 18 Finance 20 Communication 23 Oc events 3
  • 4. HR Management OCP Finance Hotel Communication Sponsor Communication Design Logistics Sponsor *We also have 10 daily OCs helping core organization committee during conference in terms of registration, catering and session assistance. 4
  • 5. HR Management WAS GOOD TO IMPROVE  Completed promotion materials(Email, booklet)  Diversified promotion channels  Smooth selection process  More communication with daily OC candidates  Customized application form for OC and daily OC  Timely communication with candidates during selection WAS GOOD TO IMPROVE  Clear OC session responsible arrangement  Not enough involvement of daily OC  Rational rotation in sessions  Daily review after evening plenary  Timely communication with candidates during selection 5
  • 6. HR Management WAS GOOD TO IMPROVE  Completed promotion materials(Email, booklet)  Diversified promotion channels  Smooth selection process  More communication with daily OC candidates  Customized application form for OC and daily OC  Timely communication with candidates during selection WAS GOOD TO IMPROVE  Filled out risk plan draft together with OC team  Still left out some situations and they occurred during conference like hotel problems Reference: 1. NatCo OC Application form 2. NatCo OC booklet 3. NatCo Daily OC application link 4. NatCo Operation plan 6 5. NatCo Risk Plan  Took most situations into consideration  Relevant prevention actions were taken
  • 7. Sponsorship  Raise sponsors for the conference, including monetary sponsorships and merchandise sponsorship (delegate bag, food, notebook, pen, ect.)  Coordinate with MC member responsible for conference sponsor  Partner and external servicing WAS GOOD TO IMPROVE  Diversified channels of approaching companies (Online MR, CC, Commercial talks, campus activities)  Internal communication was no efficient enough;  Flexible pricing policy depending on needs of sponsor  Lacking for tax law knowledge has caused a lot of problems  Skill of making a standard contract need to improve  Sales training from LC VPER  Positive and timely communication with sponsors 7
  • 8. Sponsorship WAS GOOD TO IMPROVE  Target company was quickly approached and followed in a short time;  Onsite promotion need to improve  Needs of our team and the target company was well balanced.  Online promotion specially for our sponsor was well done.  Onsite reception for externals is not well organized.  Thank you letter for externals should be sent after the conference.  3 months’ rasing;  The biggest deal: 10,000 RMB  6 partners (3 monetary partners)  Monetary partners: Chcedo – 10,000 RMB; Careerfrog – 7,500 RMB; Toastmaster – 1,000 RMB  Merchandise partners: Polly Cone; Spring Airlines; YesHJ 8
  • 9. Logistics  In any conference, Logistics is always one of the core part, for it is responsible for food, transportation and materials preparation. Logistics should be planned as detailed as possible.  Thanks to the good location of the hotel, we don’t need to deal with transportation problem, which save us a lot of time and money. And we pay all our effort in the other two areas, also have some good experience and still need to improve. BEFORE CONFERENCE DURING CONFERENCE  Session materials communication with MC and purchasing  Venue logistics management  Conference materials purchasing  Food and tea break delivering and management  Deliveries and storage management  Ensure security  Cleaning and waste coordination 9
  • 10. Logistics WAS GOOD TO IMPROVE  Tasted all the food before deciding to buy it for conference, including three meals and tea break.  Quantity of food should be estimated more accurate. At the beginning days, should order more food than delegate number, at the last two days, can have less quantity.  Chosen a catering company to provide us with food to ensure delivery on time and food safety.  Designed different snack package for delegates according to every day's session to meet delegates’ need.  Delivery process of meals should be more ordered. OVERVIEW  On NatCo the main equipment we needed are projectors, screens, lights, sound system and clicker.  The information about equipment is communicated and decided before conference with conference team.  Hotel, MC and OC all provided projectors, but we still rent one more to meet the need. 10
  • 11. Logistics CHALLENGE AND TIPS  The projectors and sound system in the main plenary is provided by hotel, so it is quite important to check if it corresponds to our needs. The sound system in the plenary in NatCo didn’t work very well; its volume is not loud enough and noise sometimes appeared which highly affected the quality of session.  Each equipment should be tested before use. Delegate bag contained the following stuff:  Notebook – Sponsored by ARETE;  Two pens – Sponsored by ARETE and CareerFrog  Delegate booklet – in A5 loose-leaf notebook  Cosmetics sample – Sponsored by CHANDO 11
  • 12. Logistics WAS GOOD TO IMPROVE  Prepare each day’s materials one day before and put them in a box to ensure no omission.  Allocate materials in time order before the conference would be better.  Label markers with LC names to make them reusable and less waste.  Not enough communication with MC, resulted in over purchasing. 12
  • 13. Hotel WAS GOOD TO IMPROVE  The main plenary is large enough to hold all delegates  Sound system in the main plenary is not very well  Each breakout room is equipped with projectors  Should ensure air-condition works well in hot weather.  Each floor had public area for delegates to chat  Don’t have enough time breaking session rooms.  Rooms are arranged near to each other and allocated in the floors near to the plenary  Waiting area outside the plenary is not big enough. CHALLENGES AND TIPS  If the stage is at the longer side of the plenary would be better. This can make session deliverer and delegate closer. In the graphs below, plenary A is better than plenary B. stage stage Plenary A Plenary B 13
  • 14. Hotel CHALLENGES AND TIPS  The biggest challenge we faced during this conference is about the hotel venue. Because we didn’t have clear confirmation about the hours that we use the plenary and didn’t set proper expectation with hotel manager, we need to pay more money for the use of venue.  Keep an eye on the area outside the plenary. It should be big enough to let all the delegate wait outside.  Before choosing the hotel, ask the hotel manager the time that they need to break the plenary into small rooms and let conference team know that. WAS GOOD TO IMPROVE  Room allocation was done before delegate arrived  Should have all delegates show their ID Cards, not just collect two for each room.  Conference registration and Y2B registration desks were set separately  Need more people for registration desk, we only have 3  Ordered registration process 14
  • 15. Hotel  Every sudden change about the session rooms needs informing in advance much. It takes time to communicate with hotel managers.  To select a qualified hotel , the plenary is the most important element. Meanwhile, location and hotel rooms also matter.  It would be better to find someone working in hotel industry to help OC Team negotiate with the hotel ,especially about financial conflict.  Mention every detail of those special points of AIESEC Conference before signing the contract, like having meals in the plenary and the party time which will last till midnight.  Get used to the way to go to the hotel by yourself before the conference .Don’t rely on online maps so much.  When the busiest day of OC Hotel comes, that is to say ,the day for check-in, OC Hotel do needs an assistant to help her avoid mistakes as many as possible.  Ask every delegate to show their ID Card when they are doing check-in stuffs.  Calculate the time between two sessions which served as changing the distribution or the layout of rooms.  Confirm one hour earlier with the hotel manager to ensure the projector and the sounding system is prepared perfectly. 15
  • 16. Delegates Service  Serve delegates before, during and after conference  Food catering  Delegate bag preparation and delivering TIPS  The principle we allocated rooms for delegates was LC first, then function second.  We have 4 international delegates this time and we arranged them separately.  Allocation list should be done before delegates arrive. 16
  • 17. Delegates Service  We prepared common drugs for delegates. They can come to souvenir desk for medicine if they feel not very well.  Most delegate who asked for medicine is about getting cold and cough and indigestion.  There should be one OC who know how to do first aid. TIPS  The principle we allocated rooms for delegates was LC first, then function second.  We have 4 international delegates this time and we arranged them separately.  Allocation list should be done before delegates arrive. 17
  • 18. Finance  Ongoing finance and budget management  Internal and external financial policy making  Financial relevant decision making  Cash flow management  Financial report WAS GOOD TO IMPROVE  Constant OC work checking to keep budget updated.  OC Finance should help to think about new ways to generate revenue.  Good communication with OC team about financial items.  Can be more involved in negotiation with hotel  Used B2C (taobao.com) as sales channel to sale souvenirs  Too optimistic with the budget  Unclearness about the inventory after daily sales 18
  • 19. Finance  Read the contracts (MC – LC, MC - Sponsor) fcarefully, put it in mind especially the financial items.  Take any possible expenses, including emergency, into consideration when making budget.  Keep synergy with teammates (OCP, hotel, logistics, design, communication, sponsor)  Collect the accounts of VPF when collecting check-in information will be convenient for future work.  Separate the reserved souvenirs from which can be sold on site  Take more care of the inventory  Loss: 45014 CNY 19
  • 20. Communication  Online platform design and update (WeChat, KD Weibo)  Delegate mailing and booklet design  Registration information collection  Delegate communication  Online promotion  Conference information service WAS GOOD TO IMPROVE  Made good use of WeChat in interaction with delegates and information announcement, followers number up to 525.  Still need to use platform after conference to communicate with delegates.  Use online platform to do OC Team showcasing.  Need to push news on time during conference.  Release interactive topic with delegate to keep them active towards the conference.  Make WeChat as a information center for delegates’ convenience. 20
  • 21. Communication WAS GOOD TO IMPROVE  Delegate mailings are well-designed, easy to arouse interest with them.  In order to promote KD Weibo, we put mailings on it instead of sending emails directly, so need to inform delegates after release mailings on KD Weibo.  Mailings are released on time. WAS GOOD TO IMPROVE  Made registration link as information collector  Need to constantly track LC CDs to fill in information accordingly.  Use just one link to hold everything on track  Can take sponsor’s requirement into online registration, sometimes sponsor need extra information about delegates. 21
  • 22. Communication  Usually we collect the information of the delegate about 1 month before the event to inform the basic information and give time for delegates to prepare.  The registration link is also the information collector, so be considerate when first creating the registration link form. And don’t forget to set password to keep personal information safe.  Please confirm whether your sponsor needs special information from delegates. The concerning is that delegates may not interested in filling in the sponsor’s questionnaire link you attached below your email. Collecting the information on the registration link can raise attention. But assure you explain the reason of collecting extra personal information (like address).  Information related to Finance – It’s a channel for communication between OC Finance, OC Comm and the delegates. I recommend OC Finance tag every financial statement besides the LCdelegate concerned to confirm the fee submission completion. Be sure that OC Finance create a backup form.  To confirm the attendance and accuracy of the info – This can be detected by the completeness of the information. 22
  • 23. OC Events – Y2B Y2B session of 2013 SH NatCo is opened to the public. The OC Comm’s communication work facing the public thus is done for the first time. The promotion work refers to former Y2B Event in Nanjing a lot. This report will emphasize on some essential parts of the work that fits in similar circumstance like SH NatCo. WAS GOOD TO IMPROVE  Unite with other two LCs (SJTU, SISU) to do online promotion.  Promotion could have begun earlier;  Design a series of photo of introducing speakers.  Help to promote sponsors during promoting Y2B.  Use diversified promotion channels (Renren, weibo, huodongxing [click for link]). 23
  • 24. OC Events – Y2B TIPS  We recommend team of 3 – 4 to promote this event.  Sponsors of NatCo and MoC may need a platform to advertise and broadcast and this is the opportunity.  Speakers use Weibo much more frequently than Renren, while half of the students gather information on Renren. You may extend the approach according to your needs. SH NatCo used Huodongxing (活动行) as the online signing up channel. The website helps to collect basic information and sign-up fee, sending entrance ticket at the same time. We also send our own confirmation letter including Y2B basic info and notification to the person who has registered. Special attention should be paid to Y2B workshop registration. It is related to room allocation and onsite blocking avoiding. So a survey about which workshop delegate is attending should be done in advance. Crisis may rise because not all delegates will fill in the form. 24

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