District & Chapter Conferences · 2019. 10. 10. · District 8 –Gulf Coast •Annual Tri-County...
Transcript of District & Chapter Conferences · 2019. 10. 10. · District 8 –Gulf Coast •Annual Tri-County...
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District & Chapter ConferencesNancy Korista, PHR, SHRM-CP
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District 8 – Gulf Coast• Annual Tri-County Conference
➢ Charlotte County – CCSHRM, Lee County – SHRM SWFL, Collier County – HR Collier
➢ 2019 = 18th Annual Tri-County HR Conference; commenced in 2001
➢ Minimal profits until 2012/2013
➢ Identify engaging, motivational speakers
➢ Ensure PDCs and CEUs (afternoon session: SHRM Resources and Initiatives, 5:00 P.M.)
➢ Sponsorship
➢ Remember Social Media – create #TCC19, promote weekly
➢ Attendee Survey
➢ Sponsor Survey
• Supervisors Conference – SHRM SWFL, Management Seminar – CCSHRM
• Annual SHRM Foundation Fundraiser Seminar – HR Collier
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Annual Tri-County Conference• Identify engaging, motivational speakers
How did we secure JCT as
our Keynote….
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November 2018
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SHRM Speakers Bureau• Many SHRM Staff will present at your conference
• Most have established topics/presentations
• SHRM Speaker Agreement/Contract
• Travel Reimbursement
• SHRM Foundation Donation
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Tradition
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Registration
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Control Documents• Responsibility Chart
• Run of Show
• Always have a backup plan for the PP handling and be certain to take photos!!
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TO BE DONE RESPONSIBLE TARGET DATE Notes/Comments Date Completed
Secure location for coming year All DONE Lee County Public Education Center 1/1/2019
Event Insurance Charlotte December 4/26/2019
Secure Speakers/travel and housing Collier January 4/26/2019
HRCI/SHRM credit submission Collier February 4/26/2019
Program materials in advance to attendees All May 4/26/2019
Save the Date card Lee January Shared on Social Media 2/6/2019
Secure Sponsors Charlotte November 4/26/2019
Sponsor Registration Form Charlotte November Finalized 2/9/2019
Registration form and flyer Lee February Finalized 2/9/2019
Post Conference on Chapter websites All February Finalized 2/11/2019
Promote conference with local media outlets All February Completed by French Vonn West Mar-19
Registration Lee March Opened 02/11/2019 Deadline 05/10/2019 2/11/2019
Program All March 5/1/2019
Badges (attendee & vendor names) Lee May
Program to printer Collier April 5/1/2019
Inform printer of any signage Charlotte April
Bingo Cards Charlotte April
Power Point presentation (vendors) Charlotte May
Table decorations Lee May 5/1/2019
Confirm Room lay-out with hotel All May
Icebreaker Emcee
Master/Mistress of Ceremonies All February Determined Presidents will do 2/18/2019
Appoint a Vendor liaison Charlotte April
Membership Table Lee
Thank you gifts for speakers & MC Collier May
Program evaluations Lee May Done electronically
Room set up night before All, PE's, Others
Follow up mailing to Sponsors* All May Immediately following conference
*Mail thank yous, evaluation results and list of attendees. E-survey for their input. Lee May
Secure location for the next year All ASAP Work with president-elects for coming year
Recap meeting All June Within two to three weeks of conference
Notes:
Lee County Chapter has established a separate bank account to adjudicate all conference expenses, final accounting will be
completed by the recap meeting.
Responsibility Chart
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Time Activity Responsible
7:00 am DD, 3-chapter presidents, Pes arrival All
7:10 am Caterer arrival & set-up Janice
7:05 am Checking in of Sponsors Kim, Heather
7:30 am Arrival of those tending Attendee Registration Table Katie, Judy, Kayla, Bee
7:45 am Final review/check of location layout Nancy, Janice
7:45 am Final review/check of conference room Dena, Kathie
7:50 am Arrival of Felix Massey Nancy
8:00 am Doors OPEN All
8:00 am Final check of JCT’s waiting area Nancy, Janice, Dena
8:15-8:45 am Meet/Greet JCT & Chris Ortiz Nancy, Janice, Dena
8:20 am Check of caterer….long lines? Keep it moving! Janice
8:45 am Arrival of Kim Gaide, Color Guard, Singer Nancy
8:50 am Attendees, Guests of Honor taking seats Heather, Kathie
9:00 am Opening Announcements
• Welcome to TC Conf – Nancy
• Intro of 3 presidents – Nancy
• Intro of EC Guests – Nancy
• OK, here we go….to my social media folks in the audience be sure to
Tweet our hashtag
#TCC19
Run of Show
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• Ensure PDCs and CEUs
• Afternoon session: SHRM Resources and Initiatives, 5:00 P.M.
• Chapter Board Program Director – can obtain recert credits
• Insert in Conference Program …
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How do we pay for conference expenses:• Location
• Breakfast, Lunch, Coffee, etc. (a.k.a. Food & Beverage)
• Speaker Fees
• Speaker Travel Reimbursement
• Conference Program
• Conference items (centerpieces, tablecloths, printed handouts, etc.)
• Projector, Microphones, etc.
SPONSORSHIP
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Sponsorship• Sponsorship can be split amongst Chapters or 1-individual designated to
be the Committee Chair
• Reach out to all Chapter Sponsors
• Reach out to all prior year Conference Sponsors
• Raise the Levels of Sponsorship when level of Speaker Presentations has been elevated
• Increase Attendee Costs cautiously
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Sponsorship• 18th Annual Tri-County HR Conference raised $30,700.00 in Sponsorship
dollars
CCSHRM 2019 Chapter President –
Kim Byrne, SHRM-CP
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Lessons From A Successful Sponsorship
Campaign
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Snapshot
Plan Essentials
Communication Campaign Begins! “Save the Date”
Anatomy of Sponsorship Form
Sources of Contact
Get in the Door
Keep Knocking
Roll Out the Red Carpet
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Determine location → date → time
Match theme/logo/slogan with its PURPOSE
Start branding immediately
Determine Sponsorship Levels, Costs, Benefits and Expectations
(Diamond, Platinum, Gold, Silver, Tote Bag, Program, Bingo Card)
Create Website with basics - “under construction” is okay.
Create Sponsorship Form (Keynote, Contact info, #/type of attendees, ad space/size,
podium time and Expectations)
Highlight Sponsors Benefits (attendees - # and type; ad space/size, podium time)
Get Spreadsheet up and running.
Plan the EssentialsPlanning starts the day after a conference ends.
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1. Previous year Sponsors – extend a VIP sign up deadline
2. Can be creative offering last year’s rate before rates go up
3. Previous year Sponsors
4. All prospective Sponsors
Now Your Communication Campaign Begins.
Communication Campaign Begins
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18th Annual Tri-County Human Resource Conference
May 17, 2019 8:30 AM – 4:30 PM
Lee County School Board | 2855 Colonial Blvd. | Ft. Myers
Showcase your organization to 300+ HR Professionals from the region!
Keynote Speaker
Johnny C. Taylor Jr., President & CEO of SHRM
SPONSORSHIP LEVELS
Diamond Sponsor $3,900 Program Sponsor $1,500 / 2 Tickets / 1 Page Ad “Meet & Greet” Johnny C. Taylor, Jr. 4 Tickets / Room Banner / Table in Room / 15 min Podium / 1 Page Ad Coffee Break Sponsor $1,400 / 2 Tickets / 1 Page Ad 3 Chapter Website banner ads for 30 days Platinum Sponsor $3,400 / 3 Tickets / 10 minute Podium / 1 Page Ad Gold Plus Sponsor $1,300 / 2 Tickets / ½ Page Ad 3 Chapter Website banner ads for 30 days Lunch Sponsor $3,000 / 3 Tickets / 10 minute Podium / 1 Page Ad Gold Sponsor $1,100 / 2 Tickets / ¼ Page Ad 3 Chapter Website banner ads for 30 days Tote Bag Sponsor $1,900 / 2 Tickets / 5 minute Podium / ½ Page Ad Silver Sponsor $700 / 1 Ticket / ¼ Page Ad Program Ad Only $300 / 1 Page Ad In Kind Sponsorships - Inquire (i.e. water bottles, coasters, koozies, gadgets, take aways)
Organization Name: _________________________________________________________________________
Address: _________________________________________________________________________________
City, State, Zip: ____________________________________________________________________________
Contact Person and Phone: ___________________________________________________________________
Names of Attendees: ________________________________________________________________________
Level of Sponsorship: ________________________________________________________________________
Checks payable to SHRM SWFL, P.O. Box 61984, Ft. Myers, FL 33906-1984
SPONSORS: • are provided a lobby table with location prioritized by sponsorship level and is subject to timely receipt of
sponsorship payment.
• are provided promotional time between sessions - attendees to visit your lobby table.
• have access to the venue to set up the evening before/morning to be completed by 8:00 AM. • are encouraged to provide a raffle or giveaway prizes to be drawn at the end of the conference. Attendees must
be present to win. All sponsors from Gold+ must raffle a “gift” at the conclusion of the conference.
• must breakdown tables by designated time prior to the end of the event anticipated to be 4:30-5:00 PM. • All Diamond and Platinum sponsors will be allowed to display banner in main meeting room.
RESERVATIONS | INQUIRIES | CONTACT Kim Byrne | Sponsorship Coordinator | [email protected] | (941) 626-1830 - cell | (941) 655-6786 – home office
18th Annual Tri-County Human Resource Conference & Expo Team
District 8
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1. Get the Timing Right and Be Respectful.
2. Start with Save the Date then Emails 1, 2, 3 …
3. Move onto Old-fashioned Phone Calls. Bluetooth headset helps!
4. Always Be Respectful but … unless you are told no, they’re busy
professionals - assume they need a reminder!
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1. Becomes a Numbers Game
2. Be prepared to send a lot of emails/make a lot of calls.
3. Follow-up is Crucial
4. Celebrate your Successes then ”Just Keep Swimming”
5. Sell up
6. Highlight benefits and incentives
Silver = $700 Gold = $1,100
Only $400 more for double the ad size and an additional free attendee.
Keep Knocking
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1. Committed Sponsors – Cater to Them.
2. Collect Ads
3. Table Placement/Layout – higher level gets greatest visibility
4. Certificate of Appreciation
5. Survey – collect data to promote ROI in future years.
6. Pre-Commitment Form for Upcoming Year
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Don’t forget your
In-Kind Sponsors
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Attendee Survey & Sponsor Survey➢ Send quickly after the Conference
➢ Keep it BRIEF
➢ Provide a Free Conference Registration (or other “prize”) award for those that respond prior to the end due date; enter those responses into the raffle
➢ Allow for comments to be made
➢ All Conference Team members should review all comments
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Supervisors Conference
• Introduced in 2016
SHRM SWFL Past President - 2016 –
Judy Marcucci, PHR, SHRM-CP
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State ConferencesTroy Clements, SHRM-CP, PHR
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Questions…
Thank You For
Attending