WISHRM   SHRM
 
 

 

Committee Chair(s)

Responsibilities

Selection Criteria/
Term Limits/ Time
Commitment

State Conference Co-Chairs

  1. Establish overall goals, responsibilities and objectives
  2. Submit budget to WI State Council and manage costs to budget to meet State Council profit guidelines
  3. Assemble/lead conference committee team
  4. Finalize/approve activities theme
  5. Provide consistent, timely and accurate communication throughout the conference

Selection Criteria

  1. Commitment to membership and leadership roles in local and/or national SHRM
  2. Demonstrated Professional Leadership

Term Limit

  1. One year, cannot serve consecutive terms

Time Commitment

  1. Prior WI State Conference experience, a minimum of three years would be preferred in the following; accommodations, exhibits or programming

Accommodations
Committee
Co-Chairs

  1. Submit budget to Co-Chairs and manage costs to budget
  2. Review contract with hotel and coordinate conference needs
  3. Present food options for committee approval
  4. Serve as liaison to hotel staff during the conference
  5. Maintain “Conference At A Glance Document”
  6. Work with Programming to determine room size and set up needs to assign speakers to rooms
  7. Submit to Publications the room arrangements for the program and all hotel information including maps, directions, information and rates
  8. Evaluate all logistics for attendees and exhibitors, including parking, lodging, etc.
  9. Work with Exhibits and Registration to ensure proper set up including information booth at registration
  10. Coordinate emergency contact number and message board with hotel, including job openings and messages
  11. Work with activities to confirm rooms • Arrange hotel accommodations as needed for committee and speakers
  12. Arrange all speaker AV and room set up for conference (with Programming and AV provider)
  13. Arrange for conference committee communication via walkie talkies
  14. Work with Activities and Exhibits to confirm coordinate events throughout the exhibit hall and conference
  15. Arrange location for Book Store
  16. Work with Sponsorship to make sure special sponsor requests are met

Selection Criteria

  1. Commitment to membership and leadership roles in local and/or national SHRM
  2. Demonstrated Professional Leadership

Term Limit

  1. 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

  1. Submit budget to Co-Chairs and manage costs to budget
  2. Develop social activities for the conference participants including entertainment for Wed and Thurs evenings
  3. Work with Accommodations to coordinate rooms and meals for events
  4. 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
  5. Create activity to attract attendees to the exhibit hall
  6. Request any needed volunteers
  7. Solicit prizes for activities if necessary
  8. Accommodate SHRM Foundation activity
  9. Request necessary signage from Communication/Web Coordinator
  10. Display signage appropriately throughout conference

Selection Criteria

  1. Commitment to membership and leadership roles in local and/or national SHRM
  2. Demonstrated Professional Leadership

Term Limit

  1. Three years in this committee co-chair role, after 3 years they may apply for another position on the committee

Time Commitment

  1. One year

Advertising
Committee
 Co-Chairs

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

Selection Criteria

  1. Commitment to membership and leadership roles in local and/or national SHRM
  2. Demonstrated Professional Leadership

Term Limit

  1. Three years in this committee co-chair role, after 3 years they may apply for another position on the committee

Time Commitment
One year

Book Store
Committee
Co-Chair

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

Selection Criteria

  1. Commitment to membership and leadership roles in local and/or national SHRM
  2. Demonstrated Professional Leadership

Term Limit

  1. 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

  1. Submit budget to Co-Chairs and manage costs to budget
  2. Coordinate between Publications, Accommodations, Programming, Registration and Exhibits to ensure consistency and accuracy in information appearing in print and on the website
  3. Coordinate needs, ordering and displaying of necessary signage
  4. Manage website
  5. Put State conference on National SHRM website
  6. Media Press Releases
  7. E-mail lists
  8. Pictures; Power Point presentations
  9. Forward pre-conference registrations notice to all chapters

Selection Criteria

  1. Commitment to membership and leadership roles in local and/or national SHRM
  2. Demonstrated Professional Leadership

Term Limit

  1. 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 Committee
Co-Chairs

  1. Submit budget to Co-Chairs and manage costs to budget
  2. Develop optimal exhibit hall layout with Activities and Exhibit Hall vendor
  3. Work with Accommodations and Activities on exhibitor needs
  4. Create exhibit hall layout for Publications
  5. Develop, maintain and share a database of potential exhibitors
  6. Invite potential exhibitors to the conference
  7. Work with Publications on exhibitor ads
  8. Respond to exhibitor questions/requests prior to and during the conference
  9. Work with exhibitors to donate prizes and coordinate distribution of the prizes
  10. Coordinate exhibitor information with Website/Communications Coordinator
  11. Submit exhibitor revenue to Finance
  12. Coordinate signage needs with Communications/Web Coordinator
  13. Display appropriate signage during conference

Selection Criteria

  1. Commitment to membership and leadership roles in local and/or national SHRM
  2. Demonstrated Professional Leadership

Term Limit

  1. Three years in this committee co-chair role, after 3 years they may apply for another position on the committee

Time Commitment

  1. Two – three years

State Council Finance Chair/Treasurer
  1. Provide monthly financial update on the conference to
  2. Co-chairs at committee meetings
  3. Pay all bills and expense reports submitted for the conference
  4. 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

  1. Submit budget to Co-Chairs and manage costs to budget
  2. Update RFP and coordinate with Communications/Web
  3. Identify keynote and learning session speakers and

discuss with Conference Co-Chairs

  1. Arrange and confirm speaker’s requirements (equipment, accommodations etc.)
  2. Work with Accommodations to coordinate speakers with room availability and schedule
  3. Provide accommodations with speaker needs including AV, room set-up and hotel stays
  4. Provide Publications with speaker information
  5. Provide Registration with speaker information and meal needs
  6. Provide volunteer needs for speaker introductions to Volunteer Co-Chairs
  7. Obtain background information about speakers for introductions
  8. Identify back up presenters in the event of a last minute cancellation
  9. Provide information on speaker books to Book Store
  10. Provide Advertising with info on Speakers advertising in the program
  11. Provide info to Communications/Web Coordinator regarding signage needs
  12. Display appropriate signage during conference

Selection Criteria

  1. Commitment to membership and leadership roles in local and/or national SHRM
  2. Demonstrated Professional Leadership

Term Limit

  1. 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
Committee
Co-Chairs

  1. Submit budget to Co-Chairs and manage costs to budget
  2. Develop conference publications graphics, design and logo
  3. Collect information from all other committees for publications
  4. Identify conference printer(s)
  5. Print pre-conference registration promo pieces – chapter promo, calendar
  6. Print meal tickets, tour passes, raffle tickets prize tickets, speakers handouts as needed
  7. Choose vendor for CD of conference handouts/materials
  8. Work with State Council for conference mailing list
  9. Get national members-at-large list to including on mailing list
  10. Request volunteers to stuff conference bags
  11. Communicate publications deadlines to committee chairs

Selection Criteria

  1. Commitment to membership and leadership roles in local and/or national SHRM
  2. Demonstrated Professional Leadership

Term Limit

  1. 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
Committee
Co-Chairs

  1. Submit budget to Co-Chairs and manage costs to budget
  2. Coordinate registration with Publications and Communications
  3. Maintain list of conference registrations via Internet
  4. Develop and evaluate registration processes for attendees and exhibitors
  5. Acknowledge receipt of registration
  6. Coordinate a pre-registration list for food counts including special needs for Accommodations
  7. Create attendee packages including name tags for attendees, volunteers, speakers and exhibitors
  8. Communicate messages to participants during conference
  9. Procure lanyards for name tags
  10. Coordinate attendee/exhibitor registration payments
  11. Request volunteers as necessary
  12. Coordinate refunds

Selection Criteria

  1. Commitment to membership and leadership roles in local and/or national SHRM
  2. Demonstrated Professional Leadership

Term Limit

  1. 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

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

Selection Criteria

  1. Commitment to membership and leadership roles in local and/or national SHRM
  2. Demonstrated Professional Leadership

Term Limit

  1. Three years in this committee co-chair role, after 3 years they may apply for another position on the committee

Time Commitment
One year

Volunteer
Committee
Co-Chairs

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

Selection Criteria

  1. Commitment to membership and leadership roles in local and/or national SHRM
  2. Demonstrated Professional Leadership

Term Limit

  1. Three years in this committee co-chair role, after 3 years they may apply for another position on the committee

Time Commitment
One year

 

  
 
WISHRM Council Headquarters
2830 Agriculture Dr.
Madison, WI 53718
Phone: (608) 204-9827
Fax: (608) 204-9818
Email: wishrm@morgandata.com