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:

gerhard.gevelmann@iaeste.org