• 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 of committee
  • 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.
  • Facilitate Certification presentation as needed
  • Develop/design logo for publications
  • Offer WI State Director/SHRM National representative to present at the conference.

Selection Criteria

  • Commitment to membership and leadership roles in local and/or national SHRM
  • Demonstrated Professional Leadership
  • Prior WI State Conference experience, a minimum of three years would be preferred in the following; accommodations, exhibits, or programming 

Term Limit

  •  One year, cannot serve consecutive terms

Accommodations Committee 
Co-Chairs (2)

  • Submit budget to Co-Chairs and manage costs to budget
  • Review contract with hotel and coordinate conference needs 
  • Contract additional hotels for rooms as needed
  • Select and present food options within budget 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/Communications the room arrangements for the program and website with 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 set up needs are met. 
  • Work with activities to confirm rooms 
  • Arrange hotel accommodations as needed for committee and speakers
  • 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 
  • Maintain “Conference At A Glance” Document
  • Request necessary signage from Communications 
  • Request volunteers as needed

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 Co-Chairs 
  • Display signage appropriately throughout conference 
  • Request volunteers as needed

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 (2)

  • 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 
  • Facilitate list of programs for  Accommodations to provide to the site for electronic signs at conference
  • Manage conference webpages on WI SHRM website 
  • Develop, manage, and maintain social media sites and conference app.
  • Put State conference on National SHRM website 
  • Facilitate Media Press Releases 
  • Send At-Large E-mail blasts with e-mail list
  • Take pictures and create Power Point presentations to play at conference 
  • Forward pre-conference registrations notice to all chapters 
  • Post conference materials from all committees to volunteer library
  • Request volunteers as needed

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 and booth assignment list 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
  • Post exhibitors listing to the website
  • Kick off exhibitor registration
  • Provide periodic updates to exhibitors
  • 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 needed

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 Conference Liaison Director (1)
  • Review and sign all event contracts
  • Act as liaison between Committee and Council for assistance at event
  • Assist State Conference Co-Chairs with responsibilities as needed
  • Coordinate space for Hospitality event with WI SHRM State Council on Wednesday night.
The Conference Liaison of the WI State SHRM Council automatically assumes this role

State Council Finance Chair/Treasurer (1)

  • Provide monthly financial update on the conference to Co-chairs and committee at committee meetings 
  • Educate committee members on financial forms (W9, expense reimbursement forms and mileage)
  • Provide guidance on budgets, income and expenses upon request
  • Approve all bills and expense reports submitted for 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 Co-chairs & Registration 
  • Identify keynote and learning session speakers and approve with Conference Co-Chairs 
  • Arrange and confirm speaker’s requirements (equipment, accommodations etc.) 
  • Work with Accommodations to coordinate speakers with room availability and schedule
  • Coordinate speaker needs including AV, room set-up with site contact and Accommodations.
  • 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 Exhibits/Book Store Co-Chairs
  • Provide Advertising with info on Speakers advertising in the program 
  • Provide info to Communications/Web Coordinator regarding signage needs 
  • Arrange all speaker AV and room set up for conference (with Programming and AV provider)

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 (2)

  • Submit budget to Co-Chairs and manage costs to budget
  • Collect information from all other committees for publications 
  • Identify conference printer 
  • Print pre-conference registration promo pieces – chapter promo, postcard, pocket guide, program 
  • Print meal tickets, raffle tickets prize tickets, as needed 
  • Work with State Council for conference mailing list 
  • Get national members-at-large list to including on mailing list 
  • Communicate publications deadlines to committee chairs 
  • Contact previous advertisers concerning advertising interest 
  • Identify additional organizations to advertise in brochure 
  • Finalize 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
  • Develop conference publications graphics, design and logo

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

  • Coordinate registration  
  • Maintain list of conference registrations via the system
  • Develop and evaluate registration processes for attendees, sponsors and exhibitors 
  • Acknowledge receipt of registration 
  • Create reports for food counts including special needs for Accommodations, attendee counts, and all other reports requested by the committee  
  • Create attendee packages including name tags for attendees, volunteers, speakers and exhibitors 
  • Communicate messages to participants during conference 
  • Procure lanyards for name tags 
  • Coordinate and receive attendee/exhibitor/sponsor registration payments 
  • Facilitate payment of conference bills upon the receipt of needed approvals 
  • Maintain Conference App

Association Management Company - Morgan Data Solutions, Madison, WI

 Volunteers Committee 
Co-Chairs (2)
  • Request volunteers as necessary
  • Coordinate refunds for students as needed
  • 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 
  • Direct volunteers
  • Fill last minute needs at conference
  • Staff volunteer booth at conference 
  • 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
  • Request volunteers to stuff conference bags 

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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