When ten members of the logistics team arrived at the Count of Leaders summit to stir up a crisis, they had a plan: knock on the door, burst into the room, and shout “no more war” to draw attention to their cause. However, their plan quickly went awry when they accidentally hit a sponsor in the head while storming into the room, leaving the team feeling embarrassed and ashamed of their failed attempt at creating a crisis.

At COSMUN 2023, the success of the event rested on the shoulders of three key teams – logistics, press, and floor secretaries. Logistics manages sponsorships, food, and giveaways. Press documents and highlights the event while floor secretaries facilitate communication between delegates. These teams work together to create a memorable and enjoyable experience for attendees.

 “The three teams are key for the event to be an experience that is worth remembering and exciting for all those who attend this event,” Santiago Villegas, General Secretary, said.

Logistics

The logistics team in COSMUN 2023 is responsible for managing the flow of goods, services, and information from the point of origin to the school. This can involve coordinating the transportation of personnel and supplies, managing inventory, and ensuring that equipment and facilities are in good working order.

The logistic team was run under the leadership of President Pedro Neumann, Vice-presidents Amalia Sierra and Ambar Alvarez. The team was divided into groups each with a captain who were members with experience from past events. Each team was given two tasks to complete: controlling the distribution of products and services to the designated committees and making sure that supplies and equipment were safely stored and accounted for.

“Having the overall logistics teams separated into little groups made the event much more organized, if any committee needed something there were 4 people assigned to that committee so they were in charge of everything that happens,” Alvarez said.

Other tasks that the logistics team perform is managing contracts with vendors and suppliers, and coordinating with other departments such as the cafeteria and maintenance to ensure that logistics operations run smoothly. Due to the enormous number of attendees, the logistics team must provide every supply, including food for 450 delegates and opportunities for everyone to participate in all the break activities.

“After being in committees, delegates have snack time. Snack time is one of the most stressful moments because 450 people arrived at a time so we decided to organize the logistics team in two, having half of the team in charge of snacks and the other half on committees making the event more structured and organized,” Alvarez said.

Overall, the logistics team plays a critical role in ensuring that the Cosmun can effectively carry out its mission.

“Logistics team is fundamental in Cosmun due to the fact that we are in charge of everything that happens in the event: Inventory, snacks, classes, inauguration ceremony, closure ceremony, sponsors and more,” Alvarez said.

Press

The press team was responsible for managing COSMUN communications, promoting activities and initiatives to the public. This can involve producing press releases, organizing press conferences and briefings, and responding to media inquiries. The Press team’s goal was to make a remarkable and unforgettable event for all the delegates participating.

“The news media is a team that records everything that occurs, including those moments that people always want to remember. Not just the articles and stories, but also how we created drama at breaks, gave away prizes, and inspired people to attend the event,” Camila Pelaez, Press President, said.

A typical day for the press team at the COSMUN might involve monitoring news coverage of the organization, drafting and editing press releases, and coordinating with journalists and media outlets to ensure that accurate information is being reported. The press team created a video news report each day summarizing the day’s events such as committee updates, lunch activities, sponsors, and the logistic crisis inside the committees.

“We want each COSMUN to be recorded as a story rather than a model that will pass away. But rather as something that will live on in memory forever,” Pelaez said.

Other tasks that the press team might perform include managing COSMUN’s social media accounts, producing multimedia content such as videos and infographics to promote the event. They were in charge of contacting the sponsors that are willing to give us products to make giveaways and engage people on participating. 

Floor Secretaries

This year, the COSMUN team gave Grade 5 students the opportunity to be floor secretaries giving them the opportunity of being part of the event prepare for a future as full delegates. Floor secretaries are responsible for providing administrative support to the Cosmun’s committees. This involves logistics within its committee, taking notes during meetings, and ensuring that accurate records are maintained.

“We arrive at the designated committees and assist in organizing the committees. If someone raises their hand and wants to address the table or other deputies, I’m responsible for delivering the papers so that there can be a formal communication,” Martina Zapata, Grade 5 Floor Secretary, said.

A typical day for the floor secretary team involves preparing meeting rooms and ensuring that all necessary equipment and materials are in place, greeting attendees and ensuring that they have the necessary documents and information. Also they are a method of communication between delegates and presidents.

The floor secretary team plays a critical role in ensuring that COSMUN Committees are organized and everything involving the committees are well developed.

“This was a very enriching experience because it helped me learn about the event and prepare for the possibility of participating in it as a delegate in the future,” Marco Halaby, Floor Secretary, Said.

“Logistics, press and floor secretaries were the base and key for this event. They have been working hard for some months to make this event possible also, thanks to them we had sponsors like Monterojo, Celsia, Susanitas, Glacial,” Villegas said.