2005 State Conference - Committee Responsibilities

Committee Chair(s)

Responsibilities

State Conference Co-Chairs

Ann Barry Hanneman
Bob Swanson

Establish overall goals, responsibilities and objectives
Submit budget to WI State Council
Manage conference budget
Assemble/lead conference team
Finalize/approve activities theme
Provide consistent, timely and accurate communication throughout the conference

Accommodations

Tasha Sledge
Michele McKnight
Jane Hoida

Submit budget to Co-Chairs
Review contract with hotel and coordinate conference needs
Present food options for committee approval
Serve as liaison to hotel staff during the conference
Work with Programming to determine room size and set up needs to assign speakers to rooms
Submit to Publications the room arrangements for the program and all hotel information including maps, directions, information and rates
Evaluate all logistics for attendees and exhibitors, including parking, lodging, etc.
Work with Exhibits and Registration to ensure proper set up including information booth at registration
Coordinate emergency contact number and message board with hotel, including job openings and messages
Work with activities to confirm rooms
Arrange hotel accommodations as needed for committee and speakers
Arrange all speaker AV and room set up for conference (with Programming and AV provider)
Arrange for conference committee communication via walkie talkies
Work with Activities to confirm all speakers set ups, food etc
Arrange location for Book Store
Work with Sponsorship to make sure special sponsor requests are met

Activities Co-Chairs

Diane Hamilton
Michelle Bailey

Develop social activities for the conference participants including entertainment for Wed and Thurs evenings
Work with Accommodations to coordinate rooms and meals for events
Coordinate activities to encourage interaction and networking between participants. Chairs must ensure not to distract from the program of the exhibitor aspects of the conference
Create activity to attract attendees to the exhibit hall
Request any needed volunteers
Solicit prizes for activities if necessary
Accommodate SHRM Foundation activity
Request necessary signage from Communication/Web Coordinator
Display signage appropriately throughout conference

Advertising Co-Chairs

Amy Doepke
Anthony Dix

Submit budget to Co-Chairs
Contact previous advertisers concerning advertising interest
Identify additional organizations to advertise in brochure
Develop template defining the various advertising packages
Work closely with Sponsorship and Exhibits on special advertising packages
Identify other creative ways to generate advertising revenue
Work with Publications to make sure camera ready art work is secured to meet the printing deadline for the program
Work with Communications/Web Coordinator to print any needed signage
Display appropriate signage throughout conference

Book Store

Theresa Galewski

Submit budget to Co-Chairs
Work with Accommodations and Exhibits concerning space and other needs for the Book Store
Identify a vendor for the conference and negotiate contract details including staffing of the Book Store
Work with speakers to assist them in selling their books either through the book vendor or separately
Work with book vendor to develop a list of products at the conference including newly released books
Provide information on the Book Store to Publications including vendor logo
Coordinate book signings at conference
Request volunteers as necessary
Request signage from Communications/Web Coordinator as necessary
Coordinate advertising of Book Store with vendor

Communications/Web Site Coordinator

Kellie Dunn-Poggemann

Coordinate between Publications, Accommodations, Programming, Registration and Exhibits to ensure consistency and accuracy in information appearing in print and on the website
Coordinate needs, ordering and displaying of necessary signage
Manage website
Evaluate/Coordinate attendee/exhibitor swipe cards

Exhibits

Kristine Hackbarth-Horn
Helen Englebert

Submit budget to Co-Chairs
Develop optimal exhibit hall layout with Activities and Exhibit Hall vendor
Work with Accommodations and Activities on exhibitor needs
Create exhibit hall layout for Publications
Develop, maintain and share a database of potential exhibitors
Invite potential exhibitors to the conference
Work with Publications on exhibitor ads
Respond to exhibitor questions/requests prior to and during the conference
Work with exhibitors to donate prizes and coordinate distribution of the prizes
Coordinate exhibitor information with Website/Communications Coordinator
Submit exhibitor revenue to Finance
Coordinate signage needs with Communications/Web Coordinator
Display appropriate signage during conference

Finance Chair/Treasurer

Jodi Collien

Provide monthly financial update on the conference to Co-chairs at committee meetings
Pay all bills and expense reports submitted for the conference
Receive and deposit all monies received from the conference

Programming Co-Chairs

LeighAnn Zimmer
Amy Kingsland
Wendy Fritz

Submit budget to Co-Chairs
Update RFP and coordinate with Communications/Web Coordinator for posting on website
Identify keynote and learning session speakers and discuss with Conference Co-Chairs
Arrange and confirm speakers requirements (equipment, accommodations etc.)
Work with Accommodations to coordinate speakers with room availability and schedule
Provide accommodations with speaker needs including AV, room set-up and hotel stays
Provide Publications with speaker information (background info and copies of presentation materials)
Provide Registration with speaker information and meal needs
Provide volunteer needs for speaker introductions to Volunteer Co-Chairs
Obtain background information about speakers for introductions
Manage speaker costs to budget
Identify back up presenters in the event of a last minute cancellation
Provide information on speaker books to Book Store
Provide Advertising with info on Speakers advertising in the program
Provide info to Communications/Web Coordinator regarding signage needs
Display appropriate signage during conference

Publications Co-Chairs

Linda Vahldieck
Cindy Cerro

Submit budget to Co-Chairs
Develop conference publications graphics, design and logo
Collect information from all other committees for publications
Identify conference printer(s)
Print pre-conference registration brochures and conference program
Print meal tickets, tour passes, raffle tickets prize tickets, speakers handouts as needed
Choose vendor for CD of conference handouts/materials
Work with State Council for conference mailing list
Get national members-at-large list to including on mailing list
Forward pre-conference registrations notice to all chapters
Request volunteers to stuff conference bags
Place registration and brochure on State Council website (coordinate with Communications)
Communicate publications deadlines to committee chairs

Registration

Janine Diana
Cori Post

Submit budget to Co-Chairs
Coordinate registration with Publications and Communications
Maintain list of conference registrations via Internet
Develop and evaluate registration processes for attendees and exhibitors
Acknowledge receipt of registration
Coordinate a pre-registration list for food counts including special needs for Accommodations
Create attendee packages including name tags for attendees, volunteers, speakers and exhibitors
Communicate messages to participants during conference
Procure lanyards for name tags
Coordinate attendee/exhibitor registration payments
Request volunteers as necessary
Coordinate refunds

Sponsorships

Greg Hubley
Pat Desmond

Submit budget to Co-Chairs
Contact past conference sponsors
Contact potential sponsors
Identify other creative sponsor opportunities (programs, activities, events, services and supplies)
Provide sponsor information to Publications
Request signage from Communications/Web Coordinator and place throughout the conference
Confirm/communicate with sponsors
Develop material outlining sponsorship opportunities and place on website
Coordinate sponsors with Exhibits and Advertising
Send thank you notes to all sponsors

Volunteers

Chad Schmidt
Bill Galovich

Submit budget to Co-Chairs
Contact all student chapters concerning their involvement in the conference
Develop list of professional volunteers for the conference
Solicit and coordinate all volunteer needs with committees/committee members
Create a list of each volunteer and their responsibilities at the conference
Engage a photographer for conference (pro-bono if possible)
Direct volunteers
Thank all volunteers