• Nominations - 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

 

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