Rome was not constructed on a day

Building your secretariat team is indeed a challenging journey that will take time. But remember, it's not just a process—it's a profound learning experience. I've had the privilege of interviewing several MUN leaders who have taken on roles such as Secretary-General, President of a MUN club, and Head of Academics. I've also walked in their shoes as the Undersecretary-General of Marketing and Communications. So, while the road may be long, it’s a journey of growth, learning, and inspiration.The first thing you should consider is the structure. After nearly three years in MUN, I realised there are two types of structures:

• The MUN association + external secretariat team
• The all-in-one secretariat team

In some Model United Nations Associations, there are two branches. The first is the association with a governing body called the "Board of Directors" or "Executive Board."

The President oversees the association's work and is the organisation's face. They are responsible for coordinating, approving, and supporting their team.

The Vice President assists the President and coordinates various tasks. They are responsible for keeping track of meetings and supporting the President. When choosing a VP, pick someone you feel comfortable working with, someone honest, and someone who works well under pressure.

There must also be a Conference Manager in charge of coordinating the secretariat team and the executive board. This person will help find the secretariat team, ensure the conference runs smoothly, and should have strong MUN skills, especially in academics and rules of procedure (ROP). They should be able to multi-task and speak up when things aren’t going well. You may also want to appoint a Vice Conference Manager to support the Conference Manager and create an effective partnership.

Of course, MUN wouldn’t be complete without socials. The Head of Socials should know how to build a community and ensure everyone feels like they belong. They are responsible for running engaging social events at the conference and ensuring unforgettable lunch breaks.

Money is crucial. The Head of Finance tracks delegation fees, venue expenses, and other costs like placard budgets. Look for someone good with numbers who can ensure everyone stays within their budget. This role ensures the team's and conference’s financial stability.

The Head of Partnerships is essential in fostering relationships with other MUN associations. This person will help boost the association's popularity, contact other groups to attend your conference, and cross-promote each other's events. Search for someone skilled in negotiation to secure the best deals.

Marketing is another key element. The Marketing Manager will be responsible for the association’s branding and design. Find someone with a creative mind who works well under pressure and can handle last-minute changes. This person will need to adapt to unexpected challenges quickly.

A Head of Delegations might also be created. This person will train association delegates for future MUN conferences. They should be experts in MUN diplomacy and academics, with a balance of patience and a sense of fun. 

Apart from this governing board, we have the secretariat team. The Executive Board will choose the Secretary-General and Deputy Secretary. 

Aim to select people with extensive MUN experience, leadership experience, and a good reputation in the MUN world. Also, search for two fun people with a good network, as they will be in charge of finding the chairs with the support of the conference manager. 

Chairs, you say? Absolutely, chairs! As customary, the SG and Deputy SG will select them with the executive board's consent. Naturally, the number of chairs will match the number of committees at the conference; this matter is outside the board's discussions.

Other positions, such as Alumni Coordinator or Fundraiser, can also be added. You will also need team members to assist the primary heads, like the Conference Manager, Head of Communications, and Head of Socials. The size of each team will depend on the head's needs, but the Conference Manager should have at least one member per committee.

This is my favourite structure because it centralises everything and focuses on conference organisation. This type of governing board is called the Secretariat, consisting of the Secretary-General and various Under-Secretary-Generals (USGs).

The Secretary-General (SG) oversees the conference's overall direction and the committees. This is the person to consult when there are major issues.

The Deputy Secretary-General (DSG) is the SG’s right hand. They prepare meeting agendas, manage tasks, and ensure everything runs smoothly.

Next is the Under-Secretary-General for Academics, whose main responsibility is to ensure the academic quality of the conference. With the SG’s approval, they choose the chairs and ensure that the study guides are top-notch.

The Under-Secretary-General for Marketing ensures the conference is visually appealing and manages social media and the website. This role requires someone experienced in digital marketing who can work well under pressure.

Once again, finances are key. The Under-Secretary-General for Finance manages the conference's budget, from venue costs to delegation fees. Find someone skilled with numbers and capable of handling last-minute crises.

For logistics and fun, there’s the Under-Secretary-General for Logistics and Socials. This person ensures the participants enjoy their breaks and organise memorable social events. They also work with the Finance USG to secure the perfect conference venue.

Finally, we have the Under-Secretary-General for Registrations, who manages delegate placements and communication with all participants. Look for someone detail-oriented to handle registrations effectively through mymun.com.

Team members should support the USGs for Academics, Communications, Socials, and Registrations. These USGs will need extra hands to do their jobs well. The team size will depend on each USG’s needs, but the USG for Academics should have at least one member per committee. Choose team members with and without experience; they will learn quickly and be ready for the conference.

I hope this advice helps you assemble your dream team like the Secretariat picking the best people to survive a (chaotic) conference. I wish you success and minimal late-night drafting sessions.