Airport Meet & Greet • Outgoing, confident, reliable – will need to be alert and aware of the incoming flights and meet all delegates in Arrivals and direct/take to the waiting transfers.
• Ensure that the Transfers are in place and have direct contact with the drivers – mobiles
• Ensure that the Transfer Hosts are in position and can assist with directing to the waiting transfers
Transfer Hosts • Outgoing, confident, reliable – to ensure that the correct delegates are on the correct transfers to the correct hotels, venues, locations throughout the event.
• Ensure that the transfers are in position at the correct timings, dates
• Some experience as Tour guides would be a bonus!
• Ensure at the various venues working at the delegates get on the correct coaches for the destinations
• Could also be used to work on the Boats for the Opening Ceremony
VIP Transfer Hosts – same hosts for role all event • Meet and Greet VIPS, ensure the car/coach is ready and escort VIP to waiting transfer during all event.
• An Agenda will be given of movements of VIPS
Hotel Hosts • Outgoing, enthusiastic, hardworking, be able to work alone and use own initiative, mature student- with life experience – to assist with the check in process, ensure that the delegate knows location of the room and has everything they need.
• To attend the Welcome Desk in the Hotel and be a point of contact throughout the event.
• Have a good knowledge of the event and the Agenda – Information Point for the delegates
• Direct contact with the Transfer company – drivers to ensure that the transfers are in position according to the Logistics Plan
• Ensure a good rapport with the Hotel Reception Staff to ensure that all is ok with the rooming allocation, may have to instigate room drops
• To ensure that No delegates are to leave the Hotels unless they are using the Transfer Services.
VIP Hotel Hosts – same hosts for role all event • Experienced, confident, assured, outgoing, patient and complete discretion
• Assist with check in, room drops if necessary
• Ensure the Counsellors have everything during their stay – answer any queries they may have
• Information Point – a good knowledge of the event and the Agenda
Opening Ceremony / Closing Ceremony • Meet & Greet – outgoing, Welcoming
• Directional – Outgoing, Information point – good knowledge of event and Agenda
• Flag Team – knowledge of the World Countries Flags – confident, outgoing – to be in control of the flags for Opening Ceremony and to position in the next venue.
Must ensure that all are returned and accounted for during and after the event
• Seating Team for Ceremony – outgoing, assertive, to ensure that every seat is taken – no chairs to be left vacant (Could use the Breakout – Room monitors for this role)
Venue Hosts • Meet & Greet – outgoing
• Directional – outgoing, Information Point – good knowledge of event and the Agenda
• Information Desks – Confident, outgoing – Mature student – Must know all Information with regards to event, locations, Agenda – venues (Key role)
• Hosts to operate the lifts
• Registration – must be confident, Good understanding of the English Language, also speak other languages – Spanish, French,Italian, Mandarine, German, Arabic – will need to work quickly on registering the delegates, small IT knowledge
• Breakout/Room Monitors / Keynote Seating – will again need languages, small IT knowledge – outgoing, confident – will need to scan badges on entry of the Breakout Rooms and also be confident to seat the delegates to ensure all chairs are taken. Will need to work on the Q&A (Question and Answer) Time during each Session – be confident to give the Microphone to the delegate and take it back when the question has been asked.
Translator Distribution at the doors for each session
Keynote Seating – loud, assertive to assist with the seating of the delegates, to ensure that every seat has a delegate sitting on it for the main plenary session.
• Video Assistants – outgoing, IT , Video Technology knowledge to video Ambassadors, ask questions – short clips for use during the event.
• Exhibition Support – outgoing, personable character to engage with the delegates to bring them onto the stand/booths
Sponsor Hosts – to engage and assist on Stand during the Expo – outgoing, enthusiastic
Theatre – outgoing, personable character – loud and gregarious – will need to engage and encourage delegates to attend the presentations at the Theatre
Engagement Wall – outgoing, enthusiastic character to encourage delegates to add their thoughts onto the Wall
Legacy Walk – outgoing, Information Point of the history of the OYW legacy
Youtube Booth – outgoing, enthusiastic to encourage delegates to enter the booth
Debating Desks – outgoing, encourage delegates to sit and debate the subjects they are passionate about
• Counsellor Host – Good interactive skills, initiative – be confident to introduce delegates to Counsellors for interview/chats in the Green Room (List and Agenda will be given to them)
• Green Room Hosts – Will need to be experienced, diplomatic, calm experienced, and have good common sense to work in the Green room organising catering, Counsellors during and after their Sessions on Stage
VIP Hosts – Various roles • To report to Helen Simmons VIP Manager – at all times
• Elegant, sophisticated, diplomatic, hardworking, good looking, good communication skills, enthusiastic
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All Bar None Team • Various conference roles to fulfil to work with this event.
• Must be outgoing, patient, confident proactive – languages are essential
Ambassador Team • Mature, experienced conscientious, good time keeping lots of common sense to manage the Ambassador’s and the duties they will have during the event – meetings, Sessions, Video – interviews –
Leads/Supervisor • To be mature, experienced in events, to be able to problem solve and have solutions for any eventuality that will occur on site.
• Trustworthy and loyal, hardworking with high standards and very good work ethics
• Not to complain and get on with the job
• Good timekeeper, to work until the job is done!
• Conscientious, to be mindful of the Teams needs – especially during the long shifts.
• Duty of care for the Teams they are Leading and supervising.
• To ensure that the Team they are working with are working to the best of their ability.
• To ensure that the Team are happy – if the Team members have any issues to come directly to your Manager
• To be a good delegator – to give clear instructions to the Team.
• To be respectful to your team and your Peers
• To be able to converse with all – from the cleaners to the VIP’s
• Ensure that you are aware of the Health & Safety Guides in each venue and know the locations of the muster points etc…
• Ensure that breaks and lunch/dinner are allocated to your Team
• Patience and restraint is needed to work under the pressures of this event.