A Letter from an OCVP to an OCVP :-)

Something universal and something we all the AIESECers believe in is *Sharing is caring* :)

Once I was an OCVP Delegate Servicing of a National Conference (NLDS 2009) and I learnt a lot I mean a LOT out of the conference for the personal and professional life and I thought of sharing some of them (not the problems itself but the methods of overcoming them) with another OCVP as it'll help her to do better and way better than I did back there.

Hope she'll continue to do it when there is another conference to be held.

This is what I wrote to her and guys there is a small difference from this one and the original one I sent specially the way I introduced myself and believe me you guys really don't want to see that :P
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Hey,

I was the OCVP Delegate Servicing at tha NLDS 2009 (National Leadership Development Seminar) which was the only conference for this term :) Lucky me eh? :D

From the things I leart I have few things to tell you which will be somewhat helpful for you to make your life a bit easier without much complains from the delegates.

• In whatever you do and how crappy the situation is SMILE to the delegates! Obvious right?

• Talk to the OCVP logistics and go to the venue at least once before the conference and find out the places/times where you'll be doing check ins and delegate registrations. (makes it easy to handle traffic :P and you can prepare their name tags LC wise and in alphabetical order to find them easily. Keep the OCVP Finance with you to collect delegate fees when the registration is going on and keep OCVP logistics ready for escorting delegates for their rooms)

• Keep a room leader to hold the room key and hold him responsible (Take the mobile number of him/her at the registration)

• If there are any bonds from the institute/hotel about what's inside the rooms you can ask the room leader to fill it out and give it to you later (This is logistics stuff but synergy makes things easy :) )

• Keep a box to put the key at the reception of near the conference hall or delegates will come to you to find them the room key without knowing who has it where is the room leader is (yeah this happens in like every single break :P)

• Keep the delegate packs prepaired and allocate rooms in a way that delegates will have a good diversity.

• Keep an continiously updating simple database about the delegates, Specially about allergies and dietary conditions if the food isn't a buffet :P

• Talk to the facis all the time and help them out in anything they need.

• Go for the ultimate goal (the end of the conference) as a TEAM! This was the most important one for me out of all the things I learnt
  

and to ensure some learning for yourself as well do participate in some sessions as well only if possible ! :)

It's not easy to do all those things along believe me so keep someone from the OC with you always for the help :)

Good luck OC!

Sameera Wimalaratne,
Vice President Outgoing eXchange (elect),
Colombo South Local Committee,
AIESEC in Sri Lanka.

email:sameera.wim@aiesec.net|Mobile: +94-77-3669571|skype: sameera31

* AIESEC the international platform for young people to explore and develop their leadership potential

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As we say sharing is caring I wanted to share the story with y'all as well.

I'll be back soon! Till then keep AIESECin' :)