State Conference Committee Descriptions

Committee  Chair(s)	Responsibilities	Selection Criteria/ Term Limits/Time Commitment
State Conference Co-Chairs (2)	Establish overall goals, responsibilities and objectives Submit budget to WI State Council and manage costs to budget to meet State Council profit guidelines Assemble/lead conference committee team Finalize/approve activities theme Provide consistent, timely and accurate communication throughout the conference Facilitate conference program committee to collaborate with Council CLA's. Facilitate state Diversity Award Winner presentation and speaking opportunity at state conference. Facilitate with state Legislative Partner to present pre-conference program. Coordinate space for Hospitality Suite by WI SHRM on Wednesday night. HRCI Presentation Offer WI State Director/SHRM National presentation on Friday morning of the conference. Post exhibitors listing to the website.	Selection Criteria Commitment to membership and leadership roles in local and/or national SHRM Demonstrated Professional Leadership Term Limit  One year, cannot serve consecutive terms Time Commitment Prior WI State Conference experience, a minimum of three years would be preferred in the following; accommodations, exhibits, or programming
Accommodations Committee  Co-Chairs (3)	Submit budget to Co-Chairs and manage costs to budget 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 and Exhibits to confirm coordinate events throughout the exhibit hall and conference Arrange location for Book Store Work with Sponsorship to make sure special sponsor requests are met	Selection Criteria Commitment to membership and leadership roles in local and/or national SHRM Demonstrated Professional Leadership Term Limit Three years in this committee co-chair role, after 3 years they may apply for another position on the committee Time Commitment Two – three years
Activities Committee Co-Chairs (2)	Submit budget to Co-Chairs and manage costs to budget 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	Selection Criteria Commitment to membership and leadership roles in local and/or national SHRM Demonstrated Professional Leadership Term Limit Three years in this committee co-chair role, after 3 years they may apply for another position on the committee Time Commitment One year
Communications / Website Committee Co-Chairs (3)	Submit budget to Co-Chairs and manage costs to budget 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 conference webpages on WI SHRM website Develop, manage, and maintain social media sites Maintain “Conference At A Glance Document Put State conference on National SHRM website Media Press Releases E-mail lists Pictures; Power Point presentations Forward pre-conference registrations notice to all chapters	Selection Criteria Commitment to membership and leadership roles in local and/or national SHRM Demonstrated Professional Leadership Term Limit Three years in this committee co-chair role, after 3 years they may apply for another position on the committee Time Commitment One - two years
Exhibit / Bookstore Committee Co-Chairs (3)	Submit budget to Co-Chairs and manage costs to budget 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 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 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	Selection Criteria Commitment to membership and leadership roles in local and/or national SHRM Demonstrated Professional Leadership Term Limit Three years in this committee co-chair role, after 3 years they may apply for another position on the committee Time Commitment Two - three years
State Council Finance Chair/Treasurer (1)	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	The Treasurer of the WI State SHRM Council automatically assumes this role
Programming Committee Co-Chairs (3)	Submit budget to Co-Chairs and manage costs to budget Update RFP and coordinate with Communications/Web Identify keynote and learning session speakers and discuss with Conference Co-Chairs Arrange and confirm speaker’s 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 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 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	Selection Criteria Commitment to membership and leadership roles in local and/or national SHRM Demonstrated Professional Leadership Term Limit Three years in this committee co-chair role, after 3 years they may apply for another position on the committee Time Commitment Two - three years
Publications / Advertising Committee Co-Chairs (3)	Submit budget to Co-Chairs and manage costs to budget Develop conference publications graphics, design and logo Collect information from all other committees for publications Identify conference printer(s) Print pre-conference registration promo pieces – chapter promo, calendar 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 Request volunteers to stuff conference bags Communicate publications deadlines to committee 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 Manage HR Vendor Directory 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	Selection Criteria Commitment to membership and leadership roles in local and/or national SHRM Demonstrated Professional Leadership Term Limit Three years in this committee co-chair role, after 3 years they may apply for another position on the committee Time Commitment Two - three years
Registration / Volunteers Committee Co-Chairs (3)	Submit budget to Co-Chairs and manage costs to budget 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 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	Selection Criteria Commitment to membership and leadership roles in local and/or national SHRM Demonstrated Professional Leadership Term Limit Three years in this committee co-chair role, after 3 years they may apply for another position on the committee Time Commitment Two - three years
Sponsorships Committee Co-Chairs (2)	Submit budget to Co-Chairs and manage costs to budget 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	Selection Criteria Commitment to membership and leadership roles in local and/or national SHRM Demonstrated Professional Leadership Term Limit Three years in this committee co-chair role, after 3 years they may apply for another position on the committee Time Commitment One year