OC Structure

OCPRole and responsibilities:

• Create and manage the operational plan
• Team management
• Constant communication between OC and conference manager
• Run selection of the applicants for the conference
• Deliver a plan for the conference and a budget to the MC within the deadlines agreed (together with F responsible)
• Present a report of the conference periodically within the timelines agreed with the MC responsible for the conference
• Make a final financial and activities report of the conference within the deadlines agreed

Personal Skills and Qualities: Planning and Tracking, Team Management & Communication Skills

Availability:

It’s highly recommended that the OCP can come to work in Ljubljana before the conference starts (couple of days before the conference, accommodation will be provided).

OC Finances

• Manage SIMS financial resources in the most effective way to support SIMS hosting  LC's financial sustainability and to ensure participation of members in the conference
• Design a real budget and keep track of it during the whole preparation and development of the conference
• Take care of legality of procedures and ensure that all the legal obligations of SIMS hosting LC are met by collecting all the documents needed for auditory
• Issue invoices and collect fees
• Apply for grants and follow all the necessary steps from grant and to issue final report
• Return to the delegates the unspent money of the Damage deposit

Personal skills and qualities: Ability to deal with multiple tasks, Work well under pressure, and resistant to stress, Inter-personal and communication skills, Results oriented & Accurate

oc external relations

• Creating products and proposals to sell SIMS to partners*
• Selling SIMS partnerships – sponsorship, selling events (gala dinner...)*
• Selling in-kind partnership*
• Servicing and delivering to SIMS partners and externals participants
• ER Logistics during SIMS
• Prepare final report for partners
• Other OC Team related activities

* All selling must be aligned beforehand with MC responsible for SIMS

Personal Skills and Qualities:  Dynamic and Outgoing,  Effective and Responsible,  Good Communication Skills,  Experience on selling and partner servicing & Multifunctional and flexible

Availability: It’s required that OC ER attends all the meetings with partners, related to selling SIMS.

OC communications

• Ensure communication between the OC and delegates is clear before and during the conference
• Create promotional material for the conference and ensure that LCs are properly and in high volume promoting the conference in order to captivate a great number of members to participate (align it with MC)
• Be responsible for design and delivery of delegates’ booklet (content is provided by MC)
• Be responsible for the design of all materials of the conference (badges, T-shirts, folders...)
• Research some options of new products to be sold on the conference
• Assure that the message of the SIMS is properly promoted before and on the conference
• Work closely with Logistics and Events teamster so that the spirit of the conference is present during events and on the conference.

Personal skills and Qualities: Excellent communication skills – oral and written English, Persistent, High level of innovation and creativity, Ability to deal with multiple tasks, Inter-personal and communication skills.

OC Logistics and Special Events

• Search for a site to host the conference
• Ensure the overall logistics of the conference run smooth
• Ensure the quality of the sessions – regarding materials and infra-structure
• Ensure pleasant stay for the delegates
• Help every other teamster especially regarding logistical needs
• Be responsible for the transportation before and during the conference (conference team and other possible transports)
• Be responsible for the themes of the parties, decoration, for creating the environment for people to have fun. Negotiate with the staff of the hotel everything about the parties and the dinner, such as special meals, drinks available, available places
• Assure that the Official Dinner will be a great, successful event, will impress our partners, alumni and all the members
• Ensure the logistics of the awards, deciding, coordinating and using the best resources (humans and materials) and conditions to deliver a great ceremony

Personal skills and Qualities: Work well under pressure, Inter-personal and communication skills (physical and virtual communication), Creative, Very meticulous and careful & Dynamic.