ottawa executive application package

Project Pulse Spark

Contents A word from your regional directors ................................................................................. 3

Benefits of Working with Project Pulse Ottawa ................................................................. 4

Application Process .......................................................................................................... 5

Positions ............................................................................................................................ 6

Regional Director ........................................................................................................... 6

Logistics Director ........................................................................................................... 7

Outreach Director .......................................................................................................... 8

Graphics Designer ......................................................................................................... 9

Professional Panel Director.......................................................................................... 10

University Panel Director ............................................................................................. 11

Sponsorship Director ................................................................................................... 12

Financial Director ......................................................................................................... 13

Ambassador ................................................................................................................. 14

Project Pulse Spark

A word from your regional directors Hello,

First and foremost we, the Ottawa Regional Directors, Gayashan Tennakoon, Aditya Mohan, and Praveen Rajasagaren, welcome you to Project Pulse. We appreciate the interest you show in joining this organization.

Project Pulse is a Canada-Wide organization that hosts a yearly conference in various regions throughout Canada. This conference strives to familiarize motivated students (both secondary and post-secondary) with the world of health sciences. By attending, students can connect with professionals, university representatives and other distinguished individuals in the field. Each region operates independently; they are responsible for organizing their own executive team and executing their regional conference.

Project Pulse Ottawa began with its first conference on February 14th, 2015. Due to the successful and highly positive feedback, Project Pulse Ottawa is introducing its next conference, Project Pulse Spark.

Project Pulse Spark relies on same principles that made the first conference so successful, yet we felt the need to include more interactivity while reaching out to a far greater number of attendees. This means we aim to host a much larger conference along with several more workshops, hands-on experience and networking opportunities.

Our first conference could not have been possible without the help of a dedicated executive team. In order to reach the ambitious goals set out for Spark, we are looking to select several motivated individuals to undertake the positions that are required by the upcoming conference.

We hope that this package will help familiarize you to the positions that make up the Project Pulse Ottawa Executive team. Please ensure that you submit your application by September 30th at 11:59 pm. There is a link to access the application in the Application Process section of this package. If you have any questions, please do not hesitate to email us at [email protected] or call (613) 552-8058.

Regards,

The Project Pulse Ottawa Regional Directors

Project Pulse Spark

Benefits of Working with Project Pulse Ottawa

Connection to the Canada-Wide Project Pulse Community

Project Pulse Ottawa attracts some of the most ambitious and highly motivated students from across Ottawa. Not only will you be developing a top notch conference, but you will have the ability to keep in contact with these individuals. With resources being exchanged between Project Pulse regions across Canada including Winnipeg, Vancouver, Manitoba, Toronto, St.Johns and Halifax, you will get the opportunity to network with prominent students from across the country. Project Pulse Ottawa provides an alumni network for previous executive members. By joining Project Pulse Ottawa as an executive member, you will be instantly connected the executive team that created our first and highly successful conference.

A Phenomenal Learning Experience

Although previous experience is a benefit in the selection process, we really are seeking individuals who are willing to learn and work co-operatively. We and as well our alumni network strives to provide you with the most relevant resources, and mentorship to ensure that you are able to be an effective Executive member. As mentioned before, since Project Pulse seeks individuals who are co-operative and able to work in a team, you will always have assistance with any tasks.

Develop your own network with professionals, students, and distinguished individuals in the field

Project Pulse ensures that the contact information of sponsors, professionals, university students and other distinguished individuals who participate in the conference as panelists or guest speakers are shared exclusively among Executive members. This allows to you to keep in contact with these individuals and seek further opportunities as you desire.

Project Pulse Spark

Application Process

Task Due Date Description

Read over application package prior to submitting

the Executive Application

You can find the Executive Application in the link below:

https://projectpulseottawa.typefor

m.com/to/DnHOkd

Please discuss the Favourable Skills section of this package for the positions youve selected in the first long answer question in

the application.

Submit Executive Application September 30

th, at 11:59 pm

You will receive a confirmation email notifying that we have

received your application within 2-3 days.

Primary - Round Applicants Announced

October 13th, at 11:59 pm

You will be informed by email, whether or not you had passed the first round of applicants. If you did

not pass, we will attempt to consider your application for the Ambassador position. You will be

notified via email if this is the case.

Secondary - Round Applicants Announced

October 17th, at 11:59 pm

You will be informed if we have selected you for the interview. In a few circumstances, we may offer the position immediately without

an interview.

Confirm your Interview

October 24th, at 11:59 pm If you were selected to be

interviewed, you will receive a link to book an interview slot via email.

Attend the interview October 25th - 27th, time will

depend on interview slot you had selected

We will conduct a 10 minute interview via skype or google hangouts. Please be ready to

attend at the time you selected.

Executive Team is Announced

October 31st, at 9:00pm We will send you a confirmation

email if you are part of the Project Pulse Ottawa Executive Team.

Project Pulse Spark

Positions

Regional Director

(Aditya Mohan, Praveen Raj, Gayashan Tennakoon)

Although this position is filled, we would like for you to be aware of our responsibilities in creating this conference.

Duties:

Establish a central sponsor venue to host meetings Make sure team directions and goals are clear Ensure the accountability of executives and their delegated tasks Ensure that the team is cohesive and encourage a positive atmosphere Resolve organizational issues Familiarize executive members with their roles and responsibilities Aid executive members with any issues or problem with a task

Project Pulse Spark

Logistics Director

2 Positions

Duties:

Manage and organize a flexible and realistic schedule for the conference date Co-ordinate with Professional Panel Directors and University Panel Directors to

determine schedule for keynotes speakers and panelists Co-operate with Panel Directors to answer any speaker or panelist concerns Handle venue and plenary details, including directional signs, banners,

equipment rentals, parking etc. Determine lay-out of conference workshops, sessions, university booths and

partnered sponsor booths and other features based on available venue space Maintain good relations with conference venue provider Co-ordinate with Financial Directors to record expenses for conference Seek out and direct sponsorship contact information for venue space and other

amenities to Sponsorship Directors

Favourable Skills:

Effective communication skills with professionals, students, and Executive members

Previous experience planning events is highly favorable

Involvement:

Minimal involvement during the preliminary stages (be involved with note-taking during executive team meetings)

Peak involvement leading up to the conference (2 months prior to the conference date)

Project Pulse Spark

Outreach Director

2 Positions

Duties:

Organize all initiatives to promote the Project Pulse brand Work alongside Graphics Designers to create promotional items Work alongside Ambassadors and provide promotional material that can be

distributed within their networks Advise Ambassadors on initiatives that can be undertaken Manage Project Pulse Ottawa Facebook Page, and Twitter account Ensure effective promotion of conference date and ticket sales Report marketing expenses to Financial Directors

Favourable Skills:

Being sociable is key Effective use of social media to promote a cause Experience with marketing or outreach for other events is favourable

Involvement:

Minor involvement during the pre-liminary stages (social media posts, word of mouth to get the word out)

Peak involvement during ticket sales (lead initiatives and setup tickets booths with Ambassadors across Ottawa, advise Graphic Designer on what promotional material is needed)

Project Pulse Spark

Graphics Designer

1 Position

Duties:

Create Project Pulse Spark promotional materials Provide promotional material to Outreach Director which can be posted on

social media platforms Further develop branding and theme for the conference Work alongside Outreach Director to finalize designs for promotional and

marketing items Create directional signs that can be posted during the conference date Enhance all documents used for sponsorship meetings Take pictures and videos during the conference Take pictures of the entire executive team, alongside any needed photos for

speakers and panelists, all of which will be posted on our website

Favourable Skills:

Interest, skill and experience with graphics and design (e.g. Photoshop and Illustrator)

Previous experience developing promotional material for other events and clubs is favourable

Be able to meet deadlines and accept any revisions requested by the Executive team

We ask that you send a short portfolio (1-4) of past graphics designs by September 30th at 11:59 pm. Please let us know if you cant meet this deadline.

Involvement:

Involvement is project-based, when all design projects are completed, minimal involvement

Major involvement during ticket sales and leading up to the conference (co-operate with Outreach Director)

Project Pulse Spark

Professional Panel Director

2 Positions

Duties:

Invite the panelists required for the professional panel question session during the conference

Invite keynote speakers to the conference Maintain good relations with invited professionals, ensure any concerns are

answered Determine professionals who will be able to lead workshops at the

conference Determine the availabilities of panelists and speakers for the day of the

conference Work alongside the Logistics Director to accommodate the schedules of

panelists and speakers Act as a liaison between possible sponsorship opportunities with

professionals or companies and our Sponsorship Directors

Favourable Skills:

Have an established network with professionals in the field of Health Sciences

Be able to ask professionals to contribute to the conference

Involvement:

Major involvement during preliminary stages (contacting professionals and determining availability in their schedules)

Minor involvement leading to conference date (answer any questions from professionals who confirmed they are attending, guide them to their activities once they arrive at the conference)

Project Pulse Spark

University Panel Director

1 Position

Duties:

Invite the university students required for the University Panel question session during the conference

Invite keynote speakers to the conference Maintain good relations with invited university students, ensure any

concerns are answered Invite University Admission Officers and other relevant staff Determine university students who will be able to lead workshops at the

conference Determine the availabilities of panelists and speakers for the day of the

conference Work alongside the Logistics Director to accommodate the schedules of

panelists and speakers Act as a liaison between possible sponsorship opportunities with

Universities and the Sponsorship Directors

Favourable Skills:

Socially active and able to persuade university students to attend Negotiate timing of conference with the schedule of students

Involvement:

Major involvement during preliminary stages (contacting students and university representatives and determining availability in their schedules)

Minor involvement leading to conference date (answer any question from students who confirmed they are attending, guide them to their activities once they arrive at the confe https://projectpulseottawa.typeform.com/to/DnHOkd rence)

Project Pulse Spark

Sponsorship Director

2 Positions

Duties:

Secure funding and resources for Project Pulse initiatives and the conference

Attempt to subsidize any expenses by requesting sponsorship from the vendor

Work alongside Regional Presidents to develop sponsorship goals and timeline to meet them by

Work alongside Financial Directors and inform them of any new funds that are available

Work alongside Logistics Director to secure any required equipment Be aware of any sponsorship opportunities found by panel directors Look into available funding opportunities, such as grants Attend meetings with interested sponsors

Favourable Skills:

Have an established network with companies and other funding resources Be able to send out professional emails and handle negotiations Be aware of interested sponsors and maintain constant contact

Involvement:

Major involvement during preliminary stages (contacting sponsors and organizing meetings)

Moderate involvement leading to conference date (answer any question from sponsors, co-operate with Logistics Director to ensure sponsor promotional material is appropriately showcased)

Project Pulse Spark

Financial Director

1 Position

Duties:

Develop budget sheet for conference and promotional initiatives Maintain Project Pulse Spark bank account and request for any required

withdrawals from the Regional Presidents Maintain ticket sales system done through EventBrite, Regional Presidents

will be able to guide you through the system Work alongside Logistics Directors, and Outreach Directors to determine

available funds for promotional initiatives Work alongside Sponsorship Directors to ensure new funds are deposited to

the bank account

Favourable Skills:

Have experience working with budget sheets or be willing to learn Be organized and be able to inform members of budgets and available

funds

Involvement:

Moderate involvement throughout (developing budgets based on available funding and determining expenses at the end of the conference)

Project Pulse Spark

Ambassador

Variable number of positions

Duties:

Aid in initiatives and set-up ticket booths for ticket sales Promote Project Pulse within your networks Work alongside Outreach Director on promotional initiatives Sell conference tickets Attend conference to help direct attendees to workshops and other activities Co-operate with Logistics Director to setup conference and scheduled

conference activities Distribute promotional material given by the Outreach Director

Favourable Skills:

Being approachable is important Be willing to persuade people to attend the conference Have general knowledge of the conference and its scheduled activities

Involvement:

Minimal involvement during the preliminary stages (word of mouth, sharing social media posts to get the word out)

Major involvement during ticket sales and conference date (selling tickets and helping setup the conference)

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