Basic Function:

To lead and direct the state conference planning team. 

Additional Duties:

• In general, the conference director(s) will work with the State Conference Liaison to set strategy for programming, communications, and overall success of the conference. (will include planning meetings in advance of the planning team meetings)
• Schedule team meetings starting as early as January but no later than early March. Meetings may start as monthly touch points but will become more frequent as the event approaches. At least one meeting should be held in person at the venue. An onboarding meeting should be scheduled as a kick off to the conference.
• Be available to answer questions from various committee members. If there is more than one director, or in conjunction with the conference liaison, the director(s) may consider splitting responsibilities for the subcommittees which allows the work to be better spread among multiple people.
• Monitor attendance and adjust communications and advertisements as needed.
• Regularly check in with committee chairs to ensure they are staying current with their tasks and to be available for questions they may have.
• Brainstorm and implement new and innovative processes into the conference.
• Monitor email and answer or direct questions that come in.
• Vendor management. Work with venue, audio visual team and other vendors to ensure a successful event.
• Responsible for ordering team apparel and thank you gifts. 
• Work with venue or with the facilities team to ensure lunch is provided to planning team on the first day of the event.
• Plan a thank you dinner for the committee either on Wednesday night after the volunteer event or Thursday after the Exhibit Reception.
• Create a survey, in conjunction with other team members, that will be given to attendees at the conference so that feedback can be provided to the state council.
• Attend State Council meetings as needed. If unable to attend, the State Council Liaison can provide an update. (4 meetings per year, one is virtual)

At the event: (Must be available all-day Wednesday, Thursday, and Friday)

• Be available for questions from venue staff and attendees during the entire event.
• Help other committees with tasks as needed.
• Welcome attendees to the conference, or coordinate an emcee (e.g. State Council Director). 
• Introduce keynote speakers, or coordinate an emcee.
• Coordinate a team picture.

After the event:

• Schedule a wrap up meeting / call.
• Provide the Conference Liaison with survey results. 

Additional Information:

• This position is eligible for conference proceeds, assuming the conference makes money. The chair(s) will get a portion of the proceeds that are set aside for major conference chair positions and that will be given to his/her local chapter, the State Council, or a split between the two.

Basic Function:

To work with the planning team and conference vendors to ensure a successful event.

Time Commitment: Before Conference – High, During Conference – High, After Conference - Medium

Additional Duties:

In general, the facilities chair(s) will

• Work with event staff to select food for all meals and breaks. The facilities team should work with Conference Liaison to make selections for the Iowa Job Honor Award lunch. 
• Work with planning committee to ensure proper signage. Once all needs are determined, work with printing vendor to order signs. Signs may include but are not limited to:
• Sponsors
• Break out session information outside each room
• Registration
• Directional signage as needed
• Lactation Rooms
• Restroom signs if converted from Men’s to Women’s 
• Work with event vendor to plan keynote stage set up. 
• Work with AV vendor to ensure all technology needs are met for breakout sessions.
• Work with conference hotel to make room reservations for speakers and committee / council representatives.
• Answer or direct questions from the conference email inbox.
• Assist with other facilities related duties as needed.

At the event: (Must be available all-day Wednesday, Thursday, and Friday)

• Ensure signage is displayed accurately each day.
• Answer questions and work with vendors to resolve any issues.

After the event:

• Participate in the conference debrief.

Additional Information:

• This position is eligible for conference proceeds, assuming the conference makes money. The chair(s) will get a portion of the proceeds that are set aside for major conference chair positions and that will be given to his/her local chapter, the State Council, or a split between the two.

Basic Function:

To identify and secure break out speakers for the State SHRM Conference.

Time Commitment: Before Conference – High, During Conference – High, After Conference - Medium

Additional Duties:

In general, the program chair(s) will

• Set strategy with the Conference Director. This includes identifying tracks and the process for securing speakers.
• Create and/or update the speaker request for proposal form.
• Review all speaker requests. Items to be considered:
• If the speaker has presented at a conference before, what is the feedback?
• Do they expect to be paid? In general, we do not pay speakers for break out sessions. Exceptions to this rule should be reviewed with the State Conference Director and State Conference Liaison.
• Are they a sponsor? At least one session in each track should be held for sponsors initially. This spot can be filled in with other speakers if no sponsor is identified.
• At least one strategic topic should be in each time slot.
• There should be a variety of different speakers with different topics. 
• Respond to inquiries from potential speakers.
• Propose a speaker schedule and work with the Conference Director(s) and Conference Liaison to confirm details. After that discussion, confirm speaking times with the individual speakers and decline speakers who were not selected.
• Coordinate the speaker introduction (template exists in Box that can be used or modified)
• Submit conference sessions for SHRM Credits (PDCs). 
• Identify how many volunteers are needed for speaker introductions and communicate your need to the Volunteer Chair.
• Provide direction to speakers so they can upload their information into the conference app.
• Communicate special audio visual needs to the Facilities Chair(s).
• Communicate speaker hotel reservation needs to the Facilities Chair(s).  Once Facilities team provides hotel confirmation number, communicate that information to the speakers.
• Communicate registration expectations to the speakers
• Prepare speakers packets and provide to registration. Included in the speaker packet…
• Thank you note
• $50 gift card (break out speakers each get $50 gift card as a thank you. The Treasurer will order the gift cards once he/she knows how many cards to order). 
• Map of the venue
• Information on room they are speaking in
• Reimbursement form or explanation of the expense reimbursement process (expenses must be received by the State Council Treasurer within 30 days of the event in order to be eligible for reimbursement). 
• Work with Conference Director / Conference Liaison to create a speaker survey that attendees will complete after each session. The survey should be loaded into the app once completed.

At the event: (Must be available all-day Wednesday, Thursday, and Friday)

• Monitor speaker check in to make sure all sessions are covered.
• Answer speaker questions.
• Make modifications to the schedule if a speaker is no longer able to speak. (Communicate outcome to attendees)
• If a speaker doesn’t speak and we have left over gift cards, return to the Conference Liaison so gift cards can be used on other conference materials or be given out in another way.

After the event:

• Participate in the conference debrief.
• Respond to speaker questions that may come in after the event related to reimbursements.

Additional Information:

• This position is eligible for conference proceeds, assuming the conference makes money. The chair(s) will get a portion of the proceeds that are set aside for major conference chair positions and that will be given to his/her local chapter, the State Council, or a split between the two.

Basic Function: 

To ensure the conference information is accurately reflected on the conference App and assist users (attendees, speakers and sponsors/exhibitors) with utilizing the App. 

Time Commitment: Before conference - High, During conference - High, After Conference - Low 

Additional Duties: 

In general, the Conference App chair will 

• Ensure App is set up properly. 
• Help collect or upload conference information into the app as needed. This will be done in partnership with the Conference Director(s) / Conference Liaison and select Committee Chairpersons. 
• Publish conference communications to attendees and sponsors/exhibitors through the application.
• Answer questions about the app from registered attendees and sponsors/exhibitors. 
• Assist in the uploading of speaker presentations into the App.
• Create/provide quick reference guide or communications that help people understand how to use the app, as needed. 
• Push out pre-conference notices through the app (i.e. paid app ads of exhibitors/sponsors, announcements, etc.). 

At the event: (Must be available all-day Wednesday, Thursday, and Friday) 

• Push out regular notices through the app during the conference (i.e. paid app ads of exhibitors/sponsors, lost and found, what’s going on, etc.). 
• Answer questions from attendees about the App. 
• Make any last-minute updates or adjustments that may occur. 

After the event: 

• Participate in the conference debrief. 

Additional Information: 

• This position is eligible for conference proceeds, assuming the conference makes money. The chair(s) will get a portion of the proceeds that are set aside for major conference chair positions and that will be given to his/her local chapter, the State Council, or a split between the two.

Basic Function:

To ensure the conference information is accurately reflected in the conference website, social media sites, and the on the conference app.

Time Commitment:  Before conference - High, During conference - High, After Conference - Low

Additional Duties:

In general, the Marketing/PR Chair will

• Marketing /PR (website):
• Conference website is up to date based on information received from various committee chairs.
• Work with Sponsor/Exhibitor Chair(s) to gather company logos for website.
• Ensure links to forms for registration, sponsors, speakers, and volunteers are working.
• Social media advertising is posted in accordance with the communication plan provided by the Conference Director(s) / Conference Liaison.
• Create the conference program, if a printed program will be provided to attendees. Also responsible for ordering the program from the printing vendor and bringing to the conference.
• Work with Sponsor/Exhibitor Chair(s) to gather company logos and ads for printed program.
• Back-up the Conference App Chair:
• Help collect or upload conference information into the app as needed. This will be done in partnership with the Conference Director(s) / Conference Liaison.
• Answer questions about the app from registered attendees.
• Create/provide quick reference guide or communications that help people understand how to use the app, as needed.
• Push out regular notices through the app before or during the conference (i.e. paid app ads of exhibitors/sponsors, lost and found, what’s going on, announcements, etc.). 

At the event: (Must be available all-day Wednesday, Thursday, and Friday)

• Marketing / PR (website):
• Actively post conference details / pictures on the conference social sites.
• Work with App Chair to answer questions about the app.
• Help monitor charging station.
• Help other committee members as necessary.

After the event:

• Participate in the conference debrief.

Additional Information:

• This position is eligible for conference proceeds, assuming the conference makes money. The chair will get a portion of the proceeds that are set aside for major conference chair positions and that will be given to his/her local chapter, the State Council, or a split between the two.

Basic Function:

To lead the registration function for conference attendees, sponsors, and speakers.

Time Commitment:  Before conference - High, During conference - High, After Conference - Low

Additional Duties:

In general, the registration chair(s) will

• Be responsible for setting up and administering the registration process. This will include:
• Inputting pricing information into the system.
• Running reports for the Conference Director(s) to provide up-to-date registration numbers.
• Work with conference bag and lanyard/badge vendors to ensure the correct number are ordered.
• Design and print attendee badges. Ensure enough materials are available to make badges for all attendees.
• Send communications to attendees as directed by the Conference Director and / or Conference Liaison. 
• Manage the registration email account, forward or answer messages in a timely manner.
• Prepare a registration volunteer schedule and forward to the Volunteer Chair to fill positions as needed.
• Determine signage needed during the conference (alpha split, wi-fi, main Registration sign.

At the event: (Must be available all-day Wednesday, Thursday, and Friday)

• Work with the facilities team to ensure the registration are is set up with enough tables and has proper signage.
• Ensure all registration materials are set up at the venue (bags, badges, etc.).
• Check in registrants, look up accounts as needed.
• Work with Treasurer if payments need processed.
• Manage volunteers at the event to ensure efficient registration process for attendees. 
• Work with the Volunteer Chair if additional help is needed.
• Answer questions from attendees.

After the event:

• Participate in the conference debrief.

Additional Information:

• This position is eligible for conference proceeds, assuming the conference makes money. The chair(s) will get a portion of the proceeds that are set aside for major conference chair positions and that will be given to his/her local chapter, the State Council, or a split between the two.

Basic Function:

To identify and secure sponsors and exhibitors for the conference.

Time Commitment:  Before conference- High, During conference – High (Wed, Thurs), After Conference - Low

Additional Duties:

In general, the Sponsors / Exhibitors chair(s) will

• Review Sponsorship Packet prior to soliciting companies to ensure information in complete and clear.
• Solicit applicable companies to consider purchasing a sponsorship or purchasing a booth in the exhibit hall.
• Advertise sponsorship opportunities by working with the marketing team and app chair to have descriptions added to the website, app, and social media outlets.
• Be the Point of Contact for Businesses to monitor sponsor and exhibitor registrations and follow up with businesses to confirm levels and answer questions.
• Once sponsorship or a booth is purchased, forward information to Treasurer for invoicing.
• Work with the Treasurer to ensure payments are received. Follow up with businesses as needed to collect payment.
• Work with the venue/facilities to create the exhibit hall layout. 
• Ensure booth décor
• Bar set up for Thursday evening Exhibitor Reception
• If there are special requests from sponsors that relate to food or beverage, make sure to communicate the expectations to the facilities team.
• Create a game to ensure attendees stop by exhibitor booths.
• Collect prizes and help to announce winners at the exhibit hall reception.
• Thank exhibitors in person during the event. Provide form and discount to each exhibitor for next year’s conference. if they want to come back next year. A discount may be offered if they commit onsite. 
• Prior to event, communicate check in process to all exhibitors. 

At the event: (Must be available all-day Wednesday, Thursday, and Friday)

• Check in exhibitors as they arrive. (Primarily Wednesday evening)
• Interact and be welcoming with exhibitors and sponsors during the conference.
• Answer questions that may arise.
• Collect prizes from exhibitors that are giving away prizes at the exhibit hall reception.

After the event:

• Send a thank you to every exhibitor and sponsor, along with the list of attendees (name, business, email).
• Participate in the conference debrief.
• Forward any returning participants to the Conference Liaison for follow-up in January.

Additional Information:

• This position is eligible for conference proceeds, assuming the conference makes money. The chair(s) will get a portion of the proceeds that are set aside for major conference chair positions and that will be given to his/her local chapter, the State Council, or a split between the two.

Basic Function:

To identify and secure volunteers to assist at the conference.

Time Commitment: Before Conference – Medium, During Conference – High, After Conference - Low

Additional Duties:

In general, the volunteer chair will

• Work closely with planning committee to determine volunteer needs. 
• Monitor the Volunteer email account and correspond as necessary.
• Create a volunteer request form and have the marketing team upload to the website.
• Secure volunteers and communicate the expectations. 
• Check in process
• Do they need to do anything after their volunteer time? (e.g. people who introduce speakers should put a count of attendees on each intro and return those sheets to the volunteer table when they are done)
• Order the correct number of volunteer t-shirts.
• Answer questions from volunteers as needed.

At the event: (Must be available all-day Wednesday, Thursday, and Friday)

• Ensure the volunteer table is “staffed” during all registration hours. 
• Check in volunteers and provide direction for role.
• Answer questions that volunteers may have.
• Check in speakers and distribute necessary materials, as requested by Program Chair(s).

After the event:

- Participate in the conference debrief.

Additional Information:

• This position is eligible for conference proceeds, assuming the conference makes money. The chair(s) will get a portion of the proceeds that are set aside for major conference chair positions and that will be given to his/her local chapter, the State Council, or a split between the two.