Fwd: [IMP][RIC]Checklist for conference manager for RIC Finance

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Tiger XU

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Mar 11, 2011, 12:27:11 PM3/11/11

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你们清楚了张慧说的要求不？如果有任何问题要联系我哦

---------- 已转发邮件 ----------
发件人： Hui Zhang <hui....@aiesec.net>
日期： 2011年3月11日下午11:45
主题： [IMP][RIC]Checklist for conference manager for RIC Finance
收件人： Bob <bobshao.cn@aiesec.net>, Cactus <cactus...@aiesec.net>, Cicy <cicy...@aiesec.net>, Daisy <daisyh...@aiesec.net>, Florent <flore...@aiesec.net>, Gasho <nikolay...@aiesec.net>, Jacy <jian...@aiesec.net>, JC <jayce...@aiesec.net>, Jerry <jerry...@aiesec.net>, Maggie <maggie.ma@aiesec.net>, Rex <rex....@aiesec.net>, Tiger <tige...@aiesec.net>, Tony <tony...@aiesec.net>, Yoyo <yo....@aiesec.net>, Gene <genegen...@gmail.com>, Yvonne Lu <yvonne...@gmail.com>, Weina <aiese...@gmail.com>, Elyn <hujiangch...@gmail.com>, Morgan zhouqin <Morg...@gmail.com>, Zachary LUO Min <zachary...@aiesec.net>, Melody SISU <melodych...@gmail.com>, Cindy <lilu...@gmail.com>, Sophia <fanxuefe...@gmail.com>, Olivia <olivi...@aiesec.net>

Dear all

Check list before RIC

Contract should be signed by hosting LCPs and LC VP Finance and sent bank to me before GMT 10:00 a.m, Mar14, 2011
Conference budget should be sent to conference manager and me asap
Hotel contract should be approved by conference manager and me asap
Conference finance regulation for delegates should be approved by conference manager and me
Cash jounal should be filled with by OC on DAILY basis (MUST DO!!) link: http://www.editgrid.com/user/aiesec_mainland/2011_Spring_RIC_OC_Cash_Journal
Sponsor contracts should be approved by conference manager and Tony

Let me know if you have any questions of any kind!

JIA YOU!

Viola

张慧
Viola Zhang

Vice President Finance 2010/2011
AIESEC in Mainland of China

Simple and Powerful - Promise Delivered

Mobile: +86 1348865 3323| Phone: +86 10 8286 6532 | Website: www.aiesec.cn
Room 1800, Tower E, No. 16, Haidian Middle Street, Haidian District | Beijing |P.R. China
---
AIESEC is an international platform for young people to explore and develop their leadership potential.

P Please Consider the Environment before printing this Email

There is no doubt that financial management is one of the most essential parts for organizing a successful conference, and hence I hereby set the following request and requirements for LCs and OC Team.

1. Conference Contract (attachment)

For LCPs and LC VP Finance from RIC hosting LCs, If you don't have any questions for the contract, please sign on the contract and send it back to me by GMT+10 a.m. Mar14, 2011.

Highlights of the contract:

1.1 General-

Conference is Non-For-Profit;
Facilitators shall submit 150RMB as delegate fee; subsidies for facis will be decided after conference, depending on the financial performance of the conference.

1.2 Conference logistic quality standards

There are minimum requirements for the logistic quality, OC Team shall take both the quality standards and LC finance capacity into consideration and make reasonable investment on the conference.

1.3 OC Responsibilities

The host LC shall be ultimately responsible to MC and financially accountable to itself;
OC shall submit conference budget to MC VP Finance at least 90days prior to the conference;
OC shall submit conference financial report to MC VP Finance no later than 10 days after the conference;
OC shall provide a list of all damages and calculate the amount of the rest of damage deposit and then return the rest damage deposit to LC account no later than 10 days after the conference.
The National Partnership and Conference partnership raised by MC is independent from OC and hence the revenue from MC National Partners and Conference Partners is self-governed and not related to OC budget.
The sponsorship raised by OC must be approved by MC VP ER before any confirmation otherwise 2,000RMB will be fined.

1.4 Please refer to the budgetary expenses list enclosed in the contract.

1.5 Conference profit and loss

This fixed reserves fund is to be created to aid conferences that make losses. If the conference achieves a profit of above 9,999RMB, 1/3rd of the additional profit above this amount is allocated to the conference rolling fund.
In the event of a loss of over 2,999RMB, 1/3rd of any additional loss above this amount is covered by the Conference rolling fund if the fund has the sufficient amount.

2. Hotel Contract

OC shall submit the hotel contract to MC VP Finance and conference manager before confirmation with the hotel. and OC shall sign the contract in the name of Local Committee.

3. OC Cash Journal

Cash Journal is one of the most important accounting tools that can improve the accuracy, efficiency of financial report and enable the national plenary to hold OC Finance accountable. OC Finance needs to open new bank account for conference use only and update any cash inflows and cash outflows as long as any transactions happen, both cash in hand and cash in bank. And hence I require that each OC Finance update all the cash transactions via the following link on daily basis: http://www.editgrid.com/user/aiesec_mainland/2011_Spring_RIC_OC_Cash_Journal

Should you have any questions, please contact me at any time.

Regards

Viola

张慧
Viola Zhang

Vice President Finance 2010/2011
AIESEC in Mainland of China

Simple and Powerful - Promise Delivered

P Please Consider the Environment before printing this Email

Regional_Inductionl_Conferenc_Contract_2011_Spring_Contract_AIESEC_Mainland_of_China.pdf

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