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