MEETINGCS+AINS : vTools Events

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MEETINGCS+AINS

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WHO DO YOU THINK WORKED THE MOST IN THE LAST EDITION’S OC?
fayez: 11/13/1
makki: 3/2
kacem: 5/4
The NRW committee was quite large and had a hierarchical structure with leaders and managers.
Flouki, the project manager, did an outstanding job in overseeing the project.

Each manager has specific responsibilities:
Event Content Manager: Responsible for designing event materials such as shirts and pens, as well as overseeing printing and other related items.

Contact Manager: Handles communication with speakers and ensures their participation in the event.
Community Manager: Manages social media posts and engagement to build and maintain the community's interest.

Communication Manager: Manages external contacts and media relations, including handling press
and media outreach.
Accommodation Manager: Oversees all matters related to hotel arrangements for attendees and staff.

Key Issues from Last Year’s Congress
Waste of Funds:
Significant financial mismanagement occur
Media work consumed 4,000 DT, deemed unnecessary and unproductive.
Remaining budget depleted from 22,000 DT to 1,200 DT due to last-minute expenses.
Inactive Members:
Committee members with "red dots" under their roles in picture were inactive.
Inactivity resulted from lack of access to necessary tools and tasks being reassigned.
Sponsorship Challenges:
Sponsorship contracts were not signed, delaying payments.
Novation City owes 2,000 DT.
Disorganized Financial Records:
No event-specific financial sheets everything compiled under a general CS sh

Lessons Learned:

Trust in Team Members:
Tasks were centralized, and only select individuals were trusted, leading to inefficiencies.
Responsibilities were not evenly distributed, overwhelming certain roles.
Documentation and Reporting:
Sponsorship and event reports were not prepared post-event, failing to secure future
collaboration.
No thorough documentation for future committees.
Coordination Issues:
Last-minute planning hindered efficiency
Overlapping responsibilities (treasurer handling sponsorships) caused delays.

Recommendations for the New Committee

Organizational Structure:

Clearly define roles and responsibilities to ensure each member has ownership of their tasks.
Avoid unnecessary hierarchy to ensure transparency and accessibility across all levels.
Consider merging similar roles (Media On and AV with printing tasks).

Task Management and Tools:

Use tools like ClickUp to assign and track tasks effectively.

Provide detailed role descriptions and ensure members can view others’ progress.
Allow modification access only to project/program managers while others have view access.

Sponsorships:

Develop and finalize sponsorship files well in advance of events.
Assign sponsorship tasks immediately and ensure thorough follow-up with sponsors.
Focus on building creative media content to attract sponsors.

Workshops and Training:

Host preparatory workshops a month before the congress to avoid overlaps during the event.
Introduce online training sessions as part of event preparation.
Appoint a Training Manager to manage workshops and reduce the load on other managers.

Event Timeline and Content:

Ensure a flexible but well-documented timeline, including task deadlines like the specifications.
document.
Introduce selective processes for specific activities (Data Science sessions based on CVs).

Communication and Collaboration:

Form autonomous subcommittees for sponsorship and media while maintaining overall
accountability.
Regularly communicate updates and progress to the entire team to ensure alignment.
Resolve conflicts respectfully, prioritizing the event's success.

Event Strategy:

Congress Goals:

Incorporate both national and international participants for broader engagement.
Focus on technical content such as poster sessions, hackathons, and talks with industry experts.
Allocate debate sessions for participants to voice opinions on technical issues.

Guest Management:

Cover full expenses (plane tickets, accommodation) for distinguished speakers.
Utilize IEEE’s Distinguished Lecturer Program to invite experts with partial IEEE funding.

Future Congress Considerations:

Schedule events strategically to avoid overlap with other major events like NRW in June.
Create an accessible timeline to accommodate participants from other universities with varying exam periods.

Action Items for Next Meeting
Sponsorship:
Identify and approach potential sponsors, finalizing the sponsorship dossie
Roles and Teams:
Decide on whether teams (media, sponsorship) will be part of the organizing committee or independent.
Select team members based on compatibility and alignment with defined standard
Workshops:
Develop an outline for preparatory workshops and assign a Training Manager.
Documentation:
Begin drafting comprehensive task descriptions and project timelines.
Plan to create a post-event report for future committees.

Create a clear vision.
Organize the posts and each post with all the detailed tasks.