2017 Colorado SHRM State Conference Planning Committee Roles Descriptions & Expectations

Transcription

1 2017 Colorado SHRM State Conference Planning Committee Roles Descriptions & Expectations Conference Co-Directors: Amy Jones and David Lucero Responsible for State Conference Manages Conference Planning Committee Finance Responsibility for the Conference Marketing Co-Lead Positions (2) Page 2 Responsible for Marketing Outsourcing, and registration o Social Media/PR Roles (2-3) Page 3 o Print Marketing Roles (2-3) Page 4 Technology Lead (1) Page 5 Onsite Support Roles (3) Exhibitors/Sponsors Co-Lead Positions (2) - Page 6 Sales Coordinator Role (1) Page 7 o Committee Member Roles (2-3) Operations Coordinator Role (1) Page 8 o Committee Member Roles (2-3) Speakers Co-Lead Positions (2) Page 9 Speaker Coordinator Roles (4-5) Page 10 COSHRM Certification Director (Advisor) Operations and Logistics Co-Lead Positions (2) Page 11 Responsible for Facilities, planning of the evening activities and events, and certification o Entertainment Coordinator Roles (2-3) o Facilities Coordinator Roles (2-3) Volunteer and Resources Co-Leads (2) Page 12 Project Coordinator Position (1) Page 13 Responsibilities are similar to those of a secretary on a Board o Onsite Support Roles (3) Page 1

2 Marketing Co-Leads Oversight of all marketing and public relations functions for the conference including vendor management, the COSHRM website, print marketing, and registration of all attendees, exhibitors, sponsors and speakers. Leads and directs the Social Media and Print Marketing roles. Partner with the marketing/public relations firm to spearhead the marketing effort throughout the planning period acting as the main liaison to the marketing firm. Obtain approval for major marketing efforts or decisions from the Conference Chair. Ensure that all marketing materials, messages, pictures, etc. support the conference theme, tracks and conference agenda and sessions. Select key volunteer leaders to coordinate outsourcing functions and manage the print marketing and in conjunction with the marketing/public relations firm. Provide monthly updates on all outsourced functions. Outline all volunteer responsibilities and accountabilities for volunteer leaders and orient them to their positions providing them with ample resources and guidance to perform their roles. Adhere to and manage the budgets of all outsourced functions, obtaining approval for all expenditures outside the budget. Strong interpersonal skills and management experience to build effective working relationships with vendors and volunteer leaders. Solid project management skills with regard to managing the coordination of efforts with various vendors and functions. Ability to identify project and committee priorities; possess good follow through to meet goals. Experience with financial statements and budgeting to manage budgets and make appropriate recommendations. Adhere to all conference and committee timelines, informing the Conference Chair when different. Manage all volunteer leaders professionally and with respect but holding them accountable for their deliverables. Collaborate with other pertinent committees on related issues and tasks. Obtain approval on all expenditures from the Conference Chair Page 2

3 Social Media/Public Relations Reports to the Marketing Co-Leads. Promotes the conference throughout the state and online utilizing various online and social media channels to increase visibility, registration and awareness. Uses social media throughout the conference to engage and excite attendees. Actively participate in social media activities like blogging, commenting and tweeting to promote the conference Coordinate messaging and materials with State Chapter presidents to ensure communication at chapter meetings. Monitor the effectiveness of social media tools and report back needed changes in marketing efforts Knowledge of social media tools and techniques Be well-connected with the broader social media world and be a member of social networking websites Strong interpersonal skills and management experience to build effective working relationships with vendors and volunteer leaders. Creative thinking and willingness to experiment with new and alternative ways to leverage social media activities Ability to influence via written communication Solid project management skills with regard to managing the coordination of efforts with various vendors and functions. person. Adhere to all conference and committee timelines, informing the Marketing Lead when different. Collaborate with other pertinent committees on related issues and tasks. Obtain approval for all expenditures from the Marketing Lead Page 3

4 Print Marketing Responsible for all print marketing; oversee and interface with the outsourcing vendor to ensure all deadlines are met, planning and coordination occurs and monitor the budgets related to these functions. Act as the liaison with the outsourcing firm and all related conference planning committees and functions to ensure tasks and action plan is completed on time and within budget. Obtain approval for major expenditures outside the budget or major decisions impacting the conference from the Marketing Lead and Conference Chair. Monitor the outsourcing firm per the conference timeline to ensure all deadlines are met. Assist the outsourcing firm in interfacing with other committee functions or volunteer leaders. To support the print marketing piece of the marketing function, work with the outside printer in producing a quality, accurate conference program and interface between the printer and the marketing outsourcing firm. Proof all parts of the conference program draft and provide corrections to the printer. Strong interpersonal skills and management experience to build effective working relationships with vendors and volunteer leaders. Solid project management skills with regard to managing the coordination of efforts with various vendors and functions. Ability to identify project and committee priorities; possess good follow through to meet established sales goals. Strong attention to detail to ensure that all printed material is accurate and professional-looking Adhere to all conference and committee timelines, informing the Marketing Lead when different. Obtain approval on all expenditures from the Marketing Lead. Page 4

5 Technology Lead Create a mobile/technical application for the 2017 conference that will enhance the attendee experience. Make incremental improvements to the conference website to increase usability and functionality. Oversee the onsite technical assistance in conjunction with facility staff. Perform research to determine possible functionality of application Perform needs analysis and make recommendations on possible usability Make suggested improvements to the website and work with vendor to ensure functionality Work with Social Media to promote use of the application Strong technical ability Ability to think logically and analytically Ability to solve problems and determine efficient solutions Strong project management skills and experience Adhere to all conference and committee timelines, informing the Marketing Lead when different. Manage all volunteer leaders professionally and with respect but holding them accountable for their deliverables. Collaborate with other pertinent committees on related issues and tasks. Obtain approval on all expenditures from the Conference Directors. Page 5

6 Exhibitors/Sponsors Co-Leads Responsible for all sales and operations of the Exhibitors/Sponsors Committee to include meeting all exhibitor and sponsorship sales objectives and financial goals; also, includes all operational tasks pertaining to the exhibitors and sponsors which include management of the Exhibit Hall operations during the conference. Assist the Chair in the selection of the Sales Coordinator and Operations Coordinator to manage and support these functions. Coordinate the RFP process and select pipe and drape vendor for Exhibit Hall. Outline all volunteer responsibilities and accountabilities for the coordinators and orient them to their positions providing them with ample resources and guidance to perform their roles. Assist the Sales Coordinator in creating target goals throughout the planning period in which to obtain required number of vendors and sponsors to meet budgeted numbers and monitor on a monthly basis. Assist the Operations Coordinator in identifying all tasks to be organized and completed timely in conjunction with other committee time frames. This may include the organization of conference prizes and a passport program to support the exhibitors in generating more traffic throughout the Exhibit Hall. Research sponsorship items to be placed in conference bags. Obtain logos from sponsors to be placed on products. Gain approval from Chair on items and have them shipped and ready for placement in the conference bags. Manage the overall operation of the setup, coordination with vendors and events within the Exhibit Hall. Adhere to all budget and finance policies and procedures. Strong management and interpersonal skills to drive sales and manage operations by building an effective volunteer team and managing assertively. Ability to identify project and committee priorities and possess good follow through to meet established sales goals. Adhere to all conference and committee timelines, informing the Chair when different. Manage all volunteer leaders professionally and with respect but holding them accountable for their deliverables. Obtain approval on all expenditures from the Conference Directors. Page 6

7 Sales Coordinator Exhibitors/Sponsors Committee Responsible for all Exhibitor and Sponsor sales for the Exhibitors/Sponsors Committee to include meeting all exhibitor and sponsorship sales objectives and financial goals for the conference and building rapport with all Exhibitors and Sponsors throughout the planning period and conference. Contact vendors from the Conference Exhibitor/Sponsor List to sign up for an Exhibit Hall booth and/or sponsorship for the conference. Be familiar with the Exhibitor/Sponsor Prospectus which outlines all sponsor packages and pricing, vendor guidelines and deadlines. Work with the Exhibitor Lead to create target goals throughout the planning period in order to obtain required number of vendors and sponsors to meet budgeted numbers and monitor on a monthly basis. Build rapport with all vendors in accommodating their needs or addressing issues or complaints. Interface with the Exhibitors/Sponsors Operations Coordinator as well as with other conference planning committees as needed with tasks related to the vendors. Assist with the registration, booth setup and coordination of the vendors prior to the conference as well as with Exhibit Hall events during the conference. Adhere to all budget and finance policies and procedures. Strong interpersonal skills and assertiveness to approach vendors, drive sales and meet sales financial objectives. Ability to identify project and committee priorities and possess good follow through to meet established sales goals. Present monthly sales updates to the planning committee on progress per the required timeline. Adhere to all conference and committee timelines, informing the Exhibitor/Sponsor Lead when different. Work with all vendors and other volunteer leaders professionally and with respect. Obtain approval on all expenditures from the Exhibitor Lead. Page 7

8 Operations Coordinator Exhibitors/Sponsors Committee Responsible for completing all operational tasks of the Exhibitors/Sponsors Committee such as obtaining and coordinating conference prizes, signage for all vendors, booth set-up in the Exhibit Hall and interfacing with the facilities outsourcing company in the overall Exhibit Hall organization. Track all vendors who have signed up for booths and/or sponsorships to address their needs for their Exhibit Hall booths. Be familiar with the Exhibitors/Sponsors Prospectus which outlines all sponsor packages and pricing, vendor guidelines and deadlines. Create a layout plan of the Exhibit Hall with the Sales Coordinator and Exhibitors Lead to accommodate all sponsor packages and provide good traffic flow within the space. Work with the facilities (pipe and drape) company to organize the Exhibit Hall per the layout plan as well as on appropriate signage for the vendors. Assist the Marketing Lead in obtaining any needed information or logos from the vendors for conference materials. Assist with the registration, booth setup and coordination of the vendors prior to the conference as well as with Exhibit Hall events during the conference. Coordinate and manage all conference prize and vendor door prize drawings during the conference. Manage and coordinate the passport program (if applicable) with the vendors and attendees. Adhere to all budget and finance policies and procedures. Strong organizational and project management skills to handle the planning and operations of the Exhibit Hall layout and conference events within the Exhibit Hall. Ability to identify project and committee priorities, multi-task and possess good follow through. Adhere to all conference and committee timelines, informing the Exhibitors/Sponsors Lead when different. Obtain approval on all expenditures from the Exhibitors/Sponsors Lead. Page 8

9 Speakers Co-Leads Responsible for all tasks and activities of the Speakers Committee which includes the Request for Proposal (RFP) process, session speaker and keynote selection and the handling and management of all conference speakers and speaker events throughout the conference. Assist the Chair in the selection of the Speaker Coordinator volunteers who possess strong communication and organizational skills to perform and manage their functions efficiently. Outline all volunteer responsibilities and accountabilities for all key volunteers and orient them to their positions providing them with ample resources and guidance to perform their roles. Work with the Conference Chair and Facilities and Events Lead in designing and developing the conference agenda based on the conference theme and tracks. Manage the RFP process starting with a timely implementation, management and successful closing with the targeted time frame. Lead the Speakers Committee in all speaker activities, specifically the RFP and speaker selection processes. Help manage all speakers throughout the conference and address issues or concerns which may arise. Be an ambassador to all speakers throughout the conference planning period assuring that they are supported efficiently and managed professionally throughout their conference experience. Adhere to all budget and finance policies and procedures. Strong management and interpersonal skills to manage the Speakers Committee and all speakers effectively and professionally. Ability to identify project and committee priorities and possess good follow through to meet established goals. Adhere to all conference and committee timelines, informing the Conference Chair when different. Manage all volunteer leaders professionally and with respect but holding them accountable for their deliverables. Obtain approval on all expenditures from the Conference Director. Page 9

10 Speaker Coordinator, Speakers Committee Responsible for the coordination, selection and management of speakers for the Speakers Committee which includes the Request for Proposal (RFP) process, session speaker and keynote selection and the handling and management of all conference speakers throughout the conference. Responsible for obtaining HRCI and SHRM certification credit for conference sessions. Assist the Speakers Lead in implementing the RFP process for speakers in a timely manner. Participate and help manage the speaker selection process with the Speakers Lead ensuring that selected speakers are appropriate for the specific session, conference track and theme of the conference. Assist with the keynote research and selection process identifying appropriate, motivational keynotes and making recommendations to the Speaker Lead. Work with individual speakers in supporting them prior to the conference with any needs or coordination for their presentation. Help manage the speakers throughout the conference and address issues or concerns which may arise. Be an ambassador to all speakers throughout the conference planning period assuring that they are supported efficiently and managed professionally throughout their conference experience. Coordinates with COSHRM Certification Director to obtain HRCI certification credit for conference sessions. Adhere to all budget and finance policies and procedures. Strong organizational and interpersonal skills to organize and manage speakers effectively and professionally. Ability to identify project and committee priorities and possess good follow through to meet established goals. Adhere to all conference and committee timelines, informing the Speaker Lead when different. Obtain approval on all expenditures from the Speakers Lead. Page 10

11 Operations and Logistics Co-Leads Responsible for organizing evening activities and all facilities-related functions with regard to Keystone Conference Center, speaker and event rooms, audio/visual needs, food and drink for conference attendees and offsite entertainment facilities. Coordinate entertainment for evening events. Ensures all deadlines are met, planning and coordination occurs and monitor the budgets related to these functions. Obtain approval for major expenditures outside the budget or major decisions impacting the conference from the Conference Chair. Coordinate with Keystone Conference Center to ensure all plans are delivered on time and as agreed. Provide monthly updates on all Events and Facilities activities and decisions Work in tandem with Speakers Lead and Conference Directors to create the conference timeline and agenda Strong interpersonal skills and management experience to build effective working relationships with vendors and volunteer leaders. Solid project management skills with regard to managing the coordination of efforts with various vendors and functions. Ability to identify project and committee priorities; possess good follow through to meet established goals. Adhere to all conference and committee timelines, informing the Conference Chair when different. Obtain approval on all expenditures from the Conference Directors. Page 11

12 Volunteer and Resources Lead Responsible for attracting, organizing and managing volunteers for various committees through the conference planning period and during the conference; communicating on a regular basis with volunteers to foster interest and participation in the conference volunteering experience. Work with all conference committees and functions to identify volunteer needs throughout the conference planning. Create volunteer list from previous and current conference volunteers and registrants and communicate regularly to maintain a database of available volunteers. Plan and organize volunteer training for all volunteers who work during the conference days. Provide monthly updates to volunteers, keeping them engaged and apprised of conference decisions Hold volunteer training prior to the conference coordinating all committee functions with appropriate number of needed volunteers. Coordinate and book all hotel accommodations for speakers prior to early registration. Organize volunteers to stuff registration packets and provide other registration support prior to the conference. Manage all volunteer schedules and activities for all conference functions throughout the conference. Provide monthly updates on all Internal Support activities Strong interpersonal skills and management experience to build effective working relationships with volunteer leaders and committee functions. Solid project management skills with regard to managing the coordination of efforts with various committees and functions. Ability to identify project and committee priorities; possess good follow through to meet established sales goals. Adhere to all conference and committee timelines, informing the Conference Chair when different. Obtain approval on all expenditures from the Conference Directors. Page 12

13 Project Coordinator Provides professional and administrative support to the Conference Chair, Conference Committee, and other project stakeholders. The Project Coordinator is responsible for using tools and maintaining respectful working relationships with team members to track project tasks, communicate challenges, and track delivery of project objectives. Responsible for coordinating all aspects of the monthly team meeting including scheduling, minutes and agendas, communications, and follow up of action items. Schedules and confirms monthly committee meetings; drafts agendas and records minutes for all meetings. Communicates meeting deliverables and follows up on status of action items. Assists with committee event planning; including site visits to venue, vendor meetings, and additional appointments/planning sessions that may be necessary. Develops or uses existing tools to track project task completion and deliver frequent status updates to bring visibility to the progress of the project. Provides general support for conference committee, acting as a central point of contact for the team. Strong interpersonal skills to build effective working relationships with committee members and project stakeholders. Solid project management skills with regard to managing the coordination of efforts with various team members and vendors. Ability to identify project and committee priorities; possess good follow through to drive tasks to completion and meet objectives. Proficient ability to coordinate and schedule meetings, appointments, and travel arrangements. Adhere to all conference and committee timelines, informing the Conference Chair when different. Manage all committee team members professionally and with respect but holding them accountable for their action items and deliverables. Collaborate with other pertinent committees on related issues and tasks. Provides general and administrative support to the Conference Directors. Page 13