Summit Guideline

Posted By WebTeam on Thu Dec 21, 2006 11:45 pm

Annual ESAi Summit

1.0 Purpose

The purpose of the ESAi Summit is primarily to promote ESAi and execute activities to assist and further ESAi initiatives. The Ethiopian Students Association international
Executive Board must approve of all portions of the summit. The hosting organization will provide for all of the components presented within this document and may suggest/support additional activities pending approval by the executive board.

2.0 Eligibility

2.1 Who is Eligible?
Established Ethiopian Students Association (ESA) or Ethiopian Students Union (ESU) chapters as well as group of Ethiopian students that can ascertain that they have resources for venue (hall, meeting rooms) as well as equipment (audio, visual, and computer) can apply to host the summit. The track record of the group including, but not limited to number of members and other events hosted will be taken for consideration


3.0 Adjustments to the Contract

Both ESAi and the hosting organization must document any special agreements concerning the summit through a stand-alone document that explicitly states the deviation from this contract. With consent from both parties, changes to the default requirements are allowed.


4.0 Financial Responsibility
The hosting organization will assume all financial responsibilities of the summit unless ESAi explicitly claims responsibility through official adjustments to the contract.


5.0 Sales and Donations

The hosting organization will ensure that ESAi can accept donations, run membership drives, and conduct sales transactions at some location near the event site(s) without penalty or conflict with the rules and guidelines of the event site(s).


6.0 Publicity

The hosting organization will delegate a person or group of people to design flyers and posters to announce the arrival of an ESAi summit. The ESAi Executive Team must approve the designs before printing or distribution (physical, electronic, or otherwise). ESAi officers may be selected for this task if necessary.


7.0 The Program

7.1 Friday

Should be geared to welcoming Summit attendants and should include entertaining activities (Ice breaker) to make summit attendants comfortable with each other. This part of the program has to be free of charge for Summit attendants.

7.2 Saturday

7.2.1 ESAi activity on Saturday
The Saturday program is mainly focused on ESAi program. ESAi should have a block of time from 10AM � 8PM. Keynote speech, presentation by ESAi and local ESAs, workshops and lunch are some of the activities that will be included during this block of time. Please remember, cultural show will not be included for this year�s summit during this time that is blocked for ESAi.

7.2.2 Registration/Fees
The hosting organization will delegate a person or group of people to prepare a registration page either a month and a half in advance of the summit or by February 1st (which ever occurs earlier in the year). The registration page must also provide hotel accommodation information, event site(s) information, presenter biographies, and summit agenda as soon as the information is confirmed and approved.
On the day of the summit, the hosting organization will have nametags (baring the ESAi logo) and summit materials prepared for the participants. The hosting organization is expected to distribute any materials that ESAi requests to have provided to summit participants at the registration table. The registration table will be �manned� by selected members of the hosting organization as well as selected ESAi officers. The hosting organization must have an ESAi Executive Board approved method to register the names of all summit participants on the day of the event.
The registration fees should cover the cost of meals, registration materials, and other summit expenses (excluding Entertainment, travel and lodging). However, the proposed fee must be approved by the ESAi Executive Board and must not exceed $20 (USD). Late registration fees may be enforced only by approval of the ESAi Executive Board.

7.2.3 ESAi Presidential Address & Board Reports
The hosting organization will organize the summit agenda around the Presidential Address and ESAi Board Reports. This portion of the summit agenda is given priority in the scheduling of allotted time.

7.2.4 Chapter Profiles
The hosting organization will allow all representatives of Ethiopian student organizations to provide a 10 minute overview of their organization describing the year the organization was founded, the current number of members within the organization, and a mention of the activities of the organization.

7.2.5 Lunch and Dinner
The hosting organization will provide lunch on the main day of the summit. The lunch must include meals for members observing the Orthodox Lent, vegetarian members, and members with no eating restrictions.
(Optional) The hosting organization may choose to provide other meals (dinner) or refreshments during the course of the summit as finances permit.


7.2.6 Keynote Speaker
The ESAi Executive Board will select the keynote speaker for the summit.
Suggestions from the hosting organization will be accepted, but the final selection is left to the ESAi executive board.

7.2.6 Workshops
The ESAi Executive Board and the hosting chapter will decide on the topic/subject matter of all workshops presented at the summit. The workshops will have set time lengths that must be strictly enforced by members of the hosting organization. Some method of timekeeping must be approved by the ESAi Executive Board to ensure that the time period is observed.

7.2.7 Entertainment (cultural show/parties)
Cultural show is not advised to be part of the program for Saturday. But if the hosting organization insists on having it on Saturday, it can on a condition that it will occur after 8PM and Summit Attendants that were present for the day program are free of charge. ESAi will not contribute financially to the incurring expense of the cultural show.

Any parties that occur during the summit will be fully under the authority of the hosting organization. This means that the material presented has no relation to the official views of ESAi. This means that the party publicity cannot have any mentioning of ESAi or the summit. If a party is to be linked to ESAi, the party should abide by all the safety and administrative law of the city in which the Summit will be hosted, and Summit attendants that were present for the daytime program on Saturday should not pay more than $5 (USD).

7.3 Sunday program

The Sunday program is geared toward fun activities, physical activities and sports. The hosting organization should discuss its plan with ESAi Executive Team in regard to Sunday�s program. The hosting organization should plan on reserving indoor or outdoor venues for these activities.

8.0 After selection has been done:

The selected organization to host has the obligation to:
Contact ESAi Executive members and collaborate for the success of this summit.
Share reports with ESAi Exec Team once in two weeks until end of January, then once a weeks for the month of February and March (when the summit will take place)