wg leader: gerhard gevelmann (germany, lc bochum)
TRANSCRIPT
WG leader: Gerhard Gevelmann (Germany, LC Bochum)
Overview
„What do we need to run an IAESTE LC?!“
- Staff: different project groups, certain structure
- Office equipment, office hours…
- LC economy, budget
- Contacts to professors, headmasters, companies…
- „helpful“ things
Overview
- Staff & Structure -
Money → Treasurer
Summer reception → Reception officer/general staff
Staff and structure
What are the things we have to take care of in a LC?
General overview
Lodging/accomodation
Outgoing
Incoming
Company contacts
Public relations
→ President
→ Accomodation responsible
→ Exchange coordinator - Outgoing
→ Exchange coordinator - Incoming
→ Company contactor
→ PR officer
Whom do we need for that?
Staff and structure
President:
keeps general overview – somehow involved in everything
coordinates/distributes tasks
gives support wherever/whenever it is neccessary
represents the LC to „the rest of the world“
leads regular meetings
- Should know something about/have experience in everything related to LC work -
Motivates people!
+
takes care for PublicRelations
Coordinates payments with other „LC institutions“rents (accomodation)
advertisment materials (PR) trips (exchange)
events (exchange, president)…
Staff and structure
Treasurer:
Administers the cash money + bank accountlists income/spent
collects/organizes receiptssigns contracts, cheques, transfers…
pays the bills
Makes the year´s statement!
Inofficial head of the LC – money rules the world ;-)
Staff and structure
Exchange officer
Coordinates incoming and outgoing
sets up/keeps contact to incoming trainees
contact person for all questions related to the exchange
organises information events
organises local distribution of outgoing-offers
coordinates incoming with the one responsible for accomodation
outgoing
keeps contact to NC to be up to date permanently
incoming
coordinates incoming with the one responsible for summer reception
Staff and structure
Company Contactor
Responsible for jobraising and fundraising
establishes/keeps contact to companies and university departments
Represents LC at company/student fairs
Evaluation of company´s and incomer´s feedback
Sets the basics for the next year´s exchange programme
Staff and structure
Accomodation responsible
organises accomodation for incomers
coordinates her/his work with the exchange officer
makes lists for rents to pay to support the treasurer´s work
gets the keys for the rooms/organises check out
Signs rental contracts (depending on local situation)
administers rental deposits
Staff and structure
Summer reception
Organisation of different summer activities
.
.
.more details see workgroup „summer reception“
President
Treasurer
Company Contactor Exchange Officer
Incoming responsible
Outgoing responsible
Accomodation
Summer reception
Members Random people
Staff and structure
Possible structure in a LC
Staff and structure
Always keep in mind:
Always try to make teams work on every subject:One who is mainly responsible
(there has always to be one single person to sign) andsome people to support
Make project groups
Include new members as soon as possible – make them choose something they are interested in -
Staff and structure
Treasurers at work:
- The office -
Office
Basic „ingredients“ for an office:- Desks
- Computer (mainstation, screen, printer, scanner, internet connection)
- Phone
- Fax machine
- Contact list, addresses, phone numbers
- Files
- Blackboard/Flipcharts
- something lockable for important documents
- office material: paper, pens, scrapbook, glue, envelopes, stamps…
- Calculator
Inofficial but mostly welcome:
- coffee machine
- Number of local Pizza-service
- fridge (always filled ;-) )
- Beer and other anaesthetics
- Aspirin
- First aid kit
- LC economy – how to make a budget -
2. Make a list of costs for „basic needs“:PaperPhone billsmailPens, rulers, glue…Ink, toner, printer equipmentFiles, covers, envelopes…Service/maintenance costsCDs, DVDs…
1. Make a list of fix costs: rent phone basic fee energy insurance …
3. Make a list of replacement costs: New computer componentsNew fax machineNew phoneCopier…
4. Do not forget about member´s motivation:Snacks, foodDrinksBBQ equipmentradio
1. Make a list of fix costs: rent phone basic fee energy insurance …
2. Make a list of costs for „basic materials“:PaperPens, rulers, glue…Ink, toner, printer equipmentFiles, covers, envelopes…Service/maintenance costsCDs, DVDs…
3. Make a list of replacement costs: New computer componentsNew fax machineNew phoneCopier…
LC economy - budget
How to make a budget?!
5. Make a „wish-list“:Member´s trip, partyLaptopBeamer, projectorSofaChristmas BBQ/dinnerNew T-shirts…
4. Do not forget about member´s motivation:Snacks, foodDrinksBBQ equipmentradio
LC economy - budget
Start planning your budget as soon as possible!
Some tips:
Involve all members - devide the budget on the several teams in your LC
Base your calculation on the numbers of the last year(s)
Pay attention that you don´t cross your limits during the year!
Check your budget frequently (e.g. every 3 months) – make all teams communicate constantly→ keep the overview!
Write down the reasons for changing your budget during the year
Maybe: give rewards/fines for (not) keeping the budget
- Contacts to professors, headmasters… -
Contacts to Prof., headmaster…
Which contacts might be useful?
1. To Professors
2. To the head of your university
3. To other organisations (bonding, best, departmental student organisation, AIESEC...)
4. To university/local media (newspapers, magazines, radio stations…)
5. To students in general
6. To companies
Contacts to Prof., headmaster…
How to approach the different people/how to establish connections?
1. Professors: - personal contact through your studies
- ask friends/other students who know professors to get the first contact
- write an invitation letter where you describe IAESTE work,
your aims and requests
- invite Professors/members of the chairs to an information
event where you present yourselves
- prepare in advance and in detail your strategy!
- be aware of strengths and weaknesses
Examples at: www.rub.de/iaeste - downloads - JUMP!2006
Contacts to Prof., headmaster…
How to approach the different people/how to establish connections?
2. Head of your university: - Try to use your contacts to Professors and/or other oganisations, maybe also your NC to get the first contact
- write a letter where you describe yourself, IAESTE work, chances you offer, your aims and what you expect of the headmaster
- make a Professor your spokesman
Examples at: www.rub.de/iaeste - downloads - JUMP!2006
Contacts to Prof., headmaster…
How to approach the different people/how to establish connections?
3. Other organisations: - Invite representatives to an information meeting
- give a common BBQ
- try to establish regular meetings (e.g. every 3 months)
- exchange your ideas, share ressources
- benefit from each other (common company fairs, PR…)
Contacts to Prof., headmaster…
How to approach the different people/how to establish connections?
4. University / local media : - collect information about the topics of the different media and sort out which might be suitable
- try to use your connections via friends, relatives…
- go to the contact person or write a letter where you rise interest
- ask for the chance for an interview
- write a short general article, traineeship report, incomer´s report and offer for free
- invite someone to special events you organised (company fair, exchange information meeting, culture live…)
- ask your NC for help
Contacts to Prof., headmaster…
How to approach the different people/how to establish connections?
5. Students: - tell your friends
- use tutorials to spread your information
- set up flyers and posters you put in public areas (cafeteria, auditorial buildings…)
- ask professors for some time in their lectures to give a short presentation (maybe they even agree on supporting you)
- use local media
- set up information meetings, parties, BBQ, student fairs…
6. Companies: - detailed information see „marketing on companies“
Contacts to Prof., headmaster…
Or…
19.10.2006
- Helpful things -
„helpful things“
Examples of some documents for:
treasurers
PR/marketing
contact letter
general purpose
Thanks for your attention…
…and have a lot of fun!
Remarks
Remarks:
PPT-file available in the INTRAWEB or at:
www.rub.de/iaeste - download - JUMP!2006
Further questions?Email me at: