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

• 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.

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

• 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