REPORT
About AMPLIFIED National Conference: The AMPLIFIED conference 2012, Kenya was held in Cool Rivers- Nakuru from 1st to 4th November 2012 and continued to serve as a platform to bring together AIESEC leaders to map out the strategic way forward for the organization as well facilitate learning for new members as has always been in this conference platform. The conference was able to attract a delegation of 200 AIESEC Kenya members and 100 external delegates for the Youth to Business Forum. In addition, PULSE Experiential, the Kenya ICT Board, Kuna Vijana and Kabarak University were engaged by the Conference team as corporate and/ or in kind sponsors. AMPLIFIED Conference 2012, GOALS:
The conference successfully sought to meet the following objectives:
Draw young leaders’ opinions and ideas for innovation in developing our country and sustaining peace.
Open cooperation for AIESEC Kenya, Uganda, Tanzania, Ethiopia and Rwanda. To promote and encourage cultural understanding, and diversity tolerance while
being a role model for international cooperation. Promote youth empowerment in Kenya and regionally. To provide opportunities for networking and learning. Create a strong experience for AIESEC in Kenya, inspiring members to strengthen
their AIESEC involvement to achieve positive societal impact.
Profile of Conference Participants:
Corporate Partners AMPLIFIED Conference delegates AIESEC in Kenya Alumni Conference Team- Organizing Committee, Facilitators, Conference Chair
CONFERENCE PLANNING AND PREPARATION:
The National Board appointed a Conference Manager –Jacqueline Kinyanjui (Vice President
for Alumni Relations) assisted by Gathoni Mwangi (Vice President for Outgoing Exchange)
to coordinate all activities pertaining to AMPLIFIED National Conference. It was the
responsibility of the said conference manager to launch applications, interview and recruit
a team from Kenyatta University, Jomo Kenyatta University of Agriculture and Technology
and United States International University, for the Organizing Committee that she would
work with to deliver AMPLIFIED Conference.
After selection of the final team, training of these members was carried out by part of the
National Board (Vice president Finance, Vice President Extensions and conference
manager) at the AIESEC Kenya house to ensure the Organizing Committee was ready for
the tasks ahead.
In the weeks leading up to the conference and during the event itself, detailed planning and
preparation was carried out by the Conference Team that was responsible for ensuring the
successful delivery of the 4 day forum.
The Conference Manager met with the Organizing Committee to draft a task list for the
conference which was broken down into weeks in order of priority.
The following section outlines the activities carried out and the persons responsible for
them throughout the duration of the planning exercise as well as the actual conference
dates.
ORGANIZING COMMITTEE (OC):
Organizing Committee President (OCP) - Brian Gatune- Kenyatta University
Role:
To ensure the Organizing Committee team perform their tasks within the
stipulated timeline and liaise with the Conference Manager regarding team
progress in planning and delivery of the conference.
WEEK 1
WEEK2 WEEK3
WEEK4 WEEK5 WEEK6 WEEK7 WEEK8
Led OC conf. planning meeting
Drafted week 1 progress report
Drafted week 2 progress report
Drafted week 3 progress report
Drafted week 4 progress report
Drafted week 5 progress report
Drafted week 6 progress report
Drafted week 7 progress report
Scheduled meetings with sales team
Led OC team meeting
Undertook conf. site visits
Led OC team meeting
Attended team meeting with Conf Manager
Attended OC and national board meeting
Led Team meeting
Led team meeting
Attended sales training
OC rollcall
Led OC team meeting Led OC
team building exercise
Confirmed number of Conference team
Collected conf. session requirements
Confirmed all session requirements
allocation of job descriptions for actual conf. days
Developed task plan spreadsheet
Contacted AIESEC leaders in universities
Vice President Sites and Logistics: Peter Njenga- Jomo Kenyatta University of
Agriculture and Technology
Role:
To secure an appropriate conference site and transportation for delegates to
and from the venue.
WEEK 1
WEEK2 WEEK3 WEEK4 WEEK5 WEEK6 WEEK7 WEEK8
Drafted a list of prospective sites
Undertook site visits
Undertook site visits
Confirmed the site
Hired projector, P.A system
Finalize transport arrangements
Ran conf. logistics check list
Confirmed transport-drivers, vehicles
Worked on getting estimate delegates attending conf.
Sourced for conf. sponsorship-marketing calls
Finalized site and logistics check list
Confirmed delegates package
Drafted transport schedule per university
Confirmed schedule of transport
Attended sales training
Signed contract with site
Drafted Sites & Logistics checklist
Att
Vice President Communications: Gadson Gitonga-Kenyatta University
Role:
To ensure registration of all conference delegates, conference promotion on
virtual and physical platforms and management of all communication
regarding the conference.
WEEK 1
WEEK2 WEEK3 WEEK4 WEEK5 WEEK6 WEEK7 WEEK8
Created OC Google group
Developed conf. registration form
Developed conf. promotion video
Collected photos for 1st delegates mailer
Procured banners, posters, flyers for conf. promotion in universities
Undertook intense conf. promotions on online and physical platforms
Attended AIESEC weekly meetings in universities for major conf. promotion
Intensified conf. promotion on social media
Created conf. event page on Facebook
Sourced for conf. sponsorship-marketing calls
Released 1st Delegates mailer
Drafted Y2B/ conf. invitation letters to university clubs
Procured video camera for conf.
Closed conf. registration and prepared delegates name tags
Released 2nd delegates mailer
Drafted 1st delegates mailer outline
Made frequent event page updates
Printed delegates name tags
Vice President Finance and Administration: Antonette Nyokabi-United States
International University
Role:
Create and track the budget for the conference and organizing committee
operations, collecting money from companies and delegates as well as issuing the
receipts.
WEEK 1
WEEK2 WEEK3 WEEK4 WEEK5 WEEK6 WEEK7 WEEK8
Draft budget for OC expenses
Drafted conference budget
Redrafted conference budget 2
Finalized conference budget
confirmed delegates fee
Collection and confirmations for delegates fee
bought receipt book
Tracked delegates
Source for contacts to procure merchandise
Finalized OC budget
Notified LCP's on payments
confirmed payment mode
Collected delegates fee
met with national board-finance
collection of delegates fees
adjustment in terms of fees
devised the payment mode
Communicated paying requirements (if fee changes)
confirmation of the bank account
Placed deposit for site
Tracked OC and conf. budgets
Tracked OC and conf. budgets
collection of delegates fees
Discussed LC revenue sharing model
Tracked OC and conf. budgets
Tracked OC and conf. budgets
Tracked OC and conf. budgets
Confirmed bank account details
Estimated and planned for number of conf. delegates
Attended sales training
Vice president External Relations: Rita Mwangi- Kenyatta University
Role:
Develop financing proposals for the conference; seek corporate funders of the event, maintain contact with participating companies and take care of partners during the event.
WEEK 1
WEEK2 WEEK3 WEEK4 WEEK5 WEEK6 WEEK7 WEEK8
Drafted list of prospective companies
Source for funding-marketing calls
Undertook company visits
company tracking & follow up
confirmation on In kind sponsorship
Sales and selling
Confirmation of companies and selling
Selling and sealing deals/ closing
Identification of products to sell to companies
Drafted company database selling
selling/ promotion for Y2B delegates
selling and sealing of materialized deals
Drafted proposals
Finalized proposals
Identified targets for Y2B
Attended sales training
FACILITATORS TEAM:
The facilitators’ team comprised the National Board of AIESEC Kenya, the Conference
Chair- a notable alumnus of AIESEC Kenya, and 7 high achieving and qualified members
from AIESEC Ghana, Tanzania/China and Kenya.
The Conference Agenda Manager- Kemboi Maiyo (AIESEC Kenya Vice President for
Organization Development) launched applications for conference facilitators and selected
the 7 best to join the National Board in facilitating sessions at the conference. In addition,
he prepared the conference agenda with the National Board and allocated sessions to each
member of the facilitators’ team.
CONFERENCE DELIVERY:
DAY 1: 1st November
The facilitation team and part of the organizing team arrived at Cool Rivers Hotel early that
morning and met to work out all the preparations that needed to be put in order before the
start of the conference.
The organizing committee prepared to receive delegates by registration and room
allocation.
102 delegates arrived between 13.00hrs and 16.00hrs.
The facilitation team was able to recover the time delay and successfully deliver all
sessions that were scheduled.
DAY 2: 2nd November
The OC woke up the delegates to ensure that the agenda for the day begun on time and
distributed meal vouchers for breakfast
The OCP wasn’t in for the day and left OCVP Communications and OCVP Finance as the first
contact persons in case the facilitation team and delegates needed anything.
The day went on quite well with the major tasks being to assist the facilitation team in
providing materials for their sessions.
DAY 3: 3rd November
Youth to Business Forum was scheduled for this day in Kabarak University and all
necessary logistics for it were in place. The OC made sure to wake delegates early up
ensure that everyone was up and ready to leave for Kabarak in time.
The Kabarak University bus was delayed and the Conference chair made arrangements
with the OC to secure alternative transport means to the venue on time.
Some of the Forum speakers cancelled on the day and the conference manager and
Facilitation team had to make arrangements to find alternative speakers.
The OC team distributed packed lunch to the delegates which had been delivered quite late
by the hotel.
The agenda was well covered and successfully delivered despite the delays and
cancellations.
Afterwards, all delegates were safely transported back to the venue though a bit late.
DAY 4: 4th November
The final day of the conference commenced well with the facilitation team closing off on the
sessions.
In the afternoon delegates had to pack and be ready to leave.
The OCVP Finance informed the conference manager that we had a deficit amounting to
KSH. 106000. The National Board Finance responsible was called in to resolve the matter
which he took care of by speaking with the hotel manager and agreeing to send a cheque
once the partner companies’ cheques had been cashed.
Transport arrangements that had been made fell through and the OC and conference
manager had to collectively collaborate on procuring other means to ensure the delegates
were safely transported back to Nairobi.
The OCP was able to go to town and arrange for some vans to transport most of the
delegates. However, some were still left waiting for a long time while other vans were
procured seeing as it was a busy weekend and the weather was bad.
Some of the delegates opted to be left at the hotel and leave very early the following day as
the vans had arrived late.
Despite this, most delegates were still pleased with the general delivery of the conference.
CHALLENGES:
Youth to Business speakers pulling out.
Transport arrangements falling through.
Cheques being collected too close to the conference dates hence not enough time to
cash them.
Not being able to recruit an external relations person in the Organizing committee
team early enough to procure more sponsorship
RECOMMENDATIONS:
Written agreements for all conference arrangements e.g. speakers, transport
Timely confirmation and alternative plans to avoid delays and cancellations.
AMPLIFIED NATIONAL CONFERENCE AGENDA:
1st Nov Thursday 2nd Nov Friday
3rd Saturday 4th Sunday
Inspire Implement Innovate Increase
8:30 - 9:00
Check in
Breakfast Breakfast Sleep in
8:30 - 9:00 Breakfast
9:00 - 9:30 Check in / morning plenary
Check in / Morning plenary
Check in / Morning plenary 9:00 - 9:30
10:00 - 10:30 why to believe
Y2B
LC Simulation Money bags 10:30 - 11:00 10:00 - 10:30
11:00 - 11:30 Personal development
plan
Maximizing our impact
Amplifiers 10:30 - 11:00
11:30 - 12:00 11:00 - 11:30
12:00 - 12:30 Break Break 11:30 - 12:00
12:30 - 13:00 Exchange in
@
Creating a sales
culture Functional track
12:00 - 12:30
13:00 - 13:30 Opening plenary
efficient operations
Strategic Thinking
Past.Present.Future 13:00 - 13:30
13:30 - 14:00 Lunch Lunch Lunch 13:30 - 14:00
14:00 - 14:30 14:00 - 14:30
14:30 - 15:00 Break myaiesec.net 101
Y2B
Exit strategy 14:30 - 15:00
15:00 - 15:30 Get to know 15:00 - 15:30
15:30 - 16:00 What defines us?
My SWAG Integrated
experiences Closing plenary
15:30 - 16:00 16:00 - 16:30 16:00 - 16:30
16:30 - 17:00 AIESEC Kenya
History
soft skills academy
Travel back
16:30 - 17:00 17:00 - 17:30 Reason to
believe Freshen up
17:00 - 17:30
17:30 - 18:00 17:30 - 18:00
18:00 - 18:30 World in 2020
AIESEC Kenya olympics
18:00 - 18:30
18:30 - 18:45 18:30 - 18:45
18:45 - 19:00 Functional track 18:45 - 19:00
19:00 - 19:30 19:00 - 19:30
19:30 - 20:00 Dinner Dinner Dinner
19:30 - 20:00
20:00 - 20:30 20:00 - 20:30 20:30 - 21:00
AIESEC Xp Edx
Xp customer experience
20:30 - 21:00 21:00 - 21:30 21:00 - 21:30
21:30 - 22:00 Evening Plenary 21:30 - 22:00
22:00 - 22:30
TtT
Evening plenary Evening plenary 22:00 - 22:30
22:30 - 23:00 Innovations and
collaboration space TtT 22:30 - 23:00
23:00 - 00:00 Social Agenda Social Agenda Bond theme
night 23:00 - 00:00
TIME KENYA YOUTH TO BUSINESS FORUM 2012: AGENDA TIME
9.00-9.30 DELEGATES ARRIVAL AND REGISTRATION 9.00-9.30
9.30-10.00 Opening address of the Kenya Youth to Business Forum 9.30-10.00
10.00-11.00
Business to Youth:
Write the future-effective
education system
Business to Youth:
In pursuit of peace
Business to Youth:
Entrepreneurship
10.00-11.00
11.00-11.50 Partner presentations/ Short speeches 11.00-11.50
11.50-12.50 Speakers’ panel discussion 11.50-12.50
12.50-14.00 Lunch Break 12.50-14.00
14.00-14.10 Workshop Briefing and Group Breakout 14.00-14.10
14.10-15.30
Business to Youth:
Write the future- effective
education system workshop
Business to Youth :
In pursuit of peace workshop
Business to Youth :
Entrepreneurship workshop
14.10-15.30
15.30-15.50 Networking break 15.30-15.50
15.50-16.20
Youth and Business:
Write the future-effective
education system workshop
output
Youth and Business:
In pursuit of peace workshop
output
Youth and Business:
Entrepreneurship workshop
output
15.50-16.20
16.20-16-30 Closing Plenary 16.20-16-30
16.30 Departure 16.30
FINANCIAL REPORT
The conference team was able to procure sponsorship amounting to Ksh. 100000 from the
Kenya ICT Board and PULSE Experiential which was used to cover the conference costs and
offset the balance at the Cool Rivers Hotel.
The following breakdown details both overall conference transactions as well as the
Organizing Committee’s.
Income Delegates fee 4400 5000
Subsidy 600
#########
KES 15000.00 Expenses 4800
Food 3300
100,000.00KES Accomodation 900
KES 50000.00 Transport 600
KES 50000.00 Others 0
Surplus 200
MINISTRY OF EDUCATION
Expenses22100
expense for the weeks on planning 4100
Name tags and Flipcharts 12000
Notebooks and stationery 6000
5900
Posters 2000
Envelopes 800
Ribbons and décor 2500
Weekly expenses 200
White tape 400
1050
Weeks expenses 1050
15550
OC team budget 15000
Weeks expenses 450
Receipt book 100
Faci Team
Transport and accomodation 96000 96000
Delegates costs 624000 624000
Surplus/deficit KES14,600.00
OCP
KES764,600.00
External relations
ICT
PULSE
Conference Budget Per HEAD
Communication
External relations
KES750,000.00
DLINK
Sites and Logistics
Delegate fees
other income (LC)
ASKOKA
Finance 650,000.00KES
Income-KES
KES 5000.00
KES 5000.00
KES 5000.00
Expenses4700
Expense 1 Airtime
Expense 2 Internet 200
Expense 3 Transport 4500
1200
expense 1 Internet 1000
expense 2 airtime 200
expense 3 0
expense 4 0
expense 5 0
1050
expense 1 Transport 750
expense 2 Internet 100
expense 3 Airtime 200
expense 4 0
expense 5 0
0
650
expense 1 Transport 350
expense 2 Airtime 100
expense 3 Internet 200
expense 4 0
expense 5 0
Finance 300
expense 1 Airtime 100
expense 2 Transport 200
expense 3
expense 4
expense 5
Communication
External relations
OC operating Budget
OCP
KES 15000.00Finance
USIU 33%
KU 33%
JKUAT 33%
KES7,900.00Sites and Logistics
YOUTH TO BUSINESS FORUM
Kenya Youth to Business Forum at Kabarak University
Auditorium
By
AIESEC Kenya
November 3rd 2012
Introduction and Background information on the Event
Introduction
Brief background history
Youth to Business is a forum for conversation between a cross section of the youth, development
experts and business leaders with a goal of creating lasting societal impact.
Youth to Business Forum is a unique event which connects youth and national business leaders to
explore the topics of leadership, innovation and corporate responsibility, and the impact we can have in
the world through our positive actions. It’s organized worldwide by AIESEC to facilitate the economic
development of countries through serious discussion and workshops between businesses and young
talent from universities.
Our ambition this year is to create more impact on youth as regards their direct contribution to the
development of the country and sustainable peace with an emphasis on the education system, career
orientation and the way to do business.
The Kenya Youth to Business Forum has been held twice, all in the year 2012. The event was held o the
3rd of November 2012 at Kabarak University Auditorium. It was run by a team from AIESEC Kabarak
University in conjunction with AIESEC Kenya. The event attracted over 300 university students in Kenya
and the broader East African region who attended the event. The domestic attendees summed to 98,
that is, students from Kabarak University. This was an improvement from previous event whose
domestic attendees were 40 in number.
The organizing committee was composed of the following individuals from AIESEC Kabarak University;
1. Donatus Waruiru 2. Denis Gikundi 3. Joseph Mokano 4. Dorcas Kareithi
The team was generally responsible of the logistics, administrative, and promotional matters of the
event. They promoted the event university students using various strategies.
Major Events Development Fund
Funding was mainly spent on advertisement on printing of posters and travelling to neighboring
campuses to sell the event to students in those universities. Other areas were funds were spent include:
Transport
Printing
Hiring of AV
Lunch On promotion of the event we used the social media and word of mouth as our main instruments. We
used Facebook event feature to create an event and the invited potential delegates to join. We engaged
in conversations with the potential delegates using Facebook and YouTube. An online form was also
available were one could register with us online.
In Kabarak University we organized for an info desk were the students could converse with us, ask
relevant questions and also register with us. We managed to register over 200 willing attendees
although not all attended the event due to collision with other events happening the same day.
Organizational Structure and framework
Overall operational success
Original Expected Attendance: 400
Total Pre-Registered Attendance: 550
Total On-Site Registrations: 38
Number of Exhibitors Attending: 10
*Actual Attendance (including exhibitors): 300
Number of Domestic Attendees: 98
Percentage of Domestic Attendees: 32.7%
Number of International Attendees:
Percentage of International Attendees:
CONCLUSION:
Generally the event can be termed to be successful although having various challenges. It brought
together over 300 young men and women from different regions and of different ethnicity. The topics
discussed were PEACE, EDUCATION, and ENTREPRENIUESHIP. This seemed to be some of the areas that
greatly affect the youth especially in Kenya at the time.
The event provided opportunities for key Kenyan government, among them including ways to bring
peace in our nation and how we can shun tribalism which is Kenya’s worst enemy. The attendees also
learnt and discussed on various way to engage in enterprises for the mutual benefit of themselves and
the country.
The event is likely to be happening again in 2013 around the month of May to July here in Kenya. The
event is expected to attract a lot of youth judging on the feedback we receive during last event.
Report Compiled by Jacquie Kinyanjui
AMPLIFIED Conference Manager
+254728769545