2015 Spring CONFERENCE

PLANNING COMMITTEES

The NC-IPMA 2015 Spring Conference will be held March 25 – 27, 2015 at the DoubleTree by Hilton in Asheville,NC. We need your help to make it a success. Please take a moment to review the following committee descriptions and indicate your interest in serving on your top 2 planning committees. Based on this feedback, Elaine Ratcliffe, President Elect, will form the committees in the near future.

PLEASE RETURN THIS COMPLETED FORM TO: Elaine Ratcliffe, President Elect AT:

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Program Committee

Program Content Subcommittee – Recommend program themes/tracks; distribute call for proposals; review, recommend & confirm speakers;assist with tracking speakers’ fees and expenses.

Program Logistics Subcommittee – Identify speakers’ A/V needs; coordinate session signage; serve as on-site contact for speakers; handle presentation copies/handouts, including posting presentations on website (provide PowerPoint or PDF to Technology Chair), if speakers allow.

Program Book Subcommittee–Develop program-at-a-glance document; gather materials for inclusion, in the program book, including official letters (governor, mayor, Chamber of Commerce, etc.), ads, sponsor logos, session descriptions, speaker bios, hotel map, and visitor information (awards, committees, etc.); arrange for printing and delivery of program books to hotel.

Moderators Subcommittee – Solicit & confirm session moderators;update & distribute moderator instructions;assemble moderator packets and deliver to registration desk prior to start of conference (packets to include session info, speaker bio, moderator instructions, evaluation forms, if applicable,and speaker gift, if applicable); serve as on-site contact for moderators.

Vendor/Sponsor Committee

Erika Phillips, Chair

Solicit & confirm sponsors, exhibitors, advertisers & miscellaneous donations for goody bags; recommend & coordinate opportunities for sponsor/attendee interaction; coordinate with the PR Committee (sponsor recognition, logos for website), the Treasurer(invoicing, revenue updates), the Site Selection Committee (exhibitor space, set-up & equipment/power needs) and the Program Committee (sponsor bingo cards & donated items for inclusion in goody bags, sponsor logos & ads for program book & signage, sponsors receiving breakout speaking engagements).

Public Relations/Communication Committee

Identify opportunities to market the conference; develop conference publicity materials and distribute via various methods (flyers, email blasts, social media, websites, etc.); outreach to HR professionals local to the conferenceand to other groups/associations to identify and market conference to potential attendees (SHRM, NPELRA, ASTD, CUPA-HR, etc.);recommend and implement ways to involve chapter members (contests, drawings, etc.); compile and/or prepare tourist/travel information (airport, transportation & hotel information, maps, tourist attractions, etc.) for inclusion in registration packets.

Social Committee

Social Events Subcommittee – Research make recommendations forsocial/group/networking activities, such as receptions and optional outings (golf, fun run/walk, tours, etc.), to include theme, location & estimated cost;arrange for catering (if outside conference hotel), entertainment and transportation, if applicable; prepare social event/drink tickets and deliver to registration desk prior to start of conference;encourage participation among conference attendees.

Dine Around Subcommittee – Make recommendationsfor potential dine around restaurants, ensuring a variety of price and cuisine choices;meet with restaurants to confirm suitability (willingness to accommodate vouchers/accept checks, maximum number of guests, availability of open menu, etc.);arrange for transportation to restaurants, if needed;prepare dine around selection form (description of each restaurant, pricing, attire, distance from hotel, website, if available) to be included in registration confirmation materials; obtain final dine around counts from the Registration Committee and confirm reservations with each restaurant; prepare dine around vouchers and deliver to registration desk prior to start of conference; identify individuals to serve as a liaison & make payment at each restaurant;obtain receipts from each restaurant and submit to the Finance/Budget Committee; serve as point of contact for restaurants.

Hospitality Suite Subcommittee – Work with vendor to purchase snack and beverage items for hospitality suite; inventory and restock as necessary during the conference; ensure hospitality suite is “staffed” during open hours; clean and secure suite at end of each night.

Registration Committee

Conference Registration Subcommittee – Define and set up conference “events” in the Wild Apricot online system (NC-IPMA website- Events page) including various registration types, registration pricing,activities, sponsor levels, links to hotel & conference website, tentative conference schedule, etc.; create and send out registration confirmation packets, to include acknowledgement letter, invoice, if applicable, dine around selection form, social event registration forms, etc.; collect & track registrations and dine around/social event responses and report out as requested; coordinate with the NC-IPMA President, President Elect and Program Committee to ensure speakers, conference VIPS and others receiving complimentary registrations/tickets are registered; prepare and distribute attendee directory (pre-conference electronic copy for sponsors, hard copy to be included in registration packets); prepare and print attendee name tags.

Registration Desk Subcommittee – Identify and confirm volunteers to staff the registration desk during open hours; arrange for training of registration desk volunteers prior to start of conference; inventory existing supplies (including ribbons) & equipment, order or purchase additional supplies as needed; prepare master registration list for registration desk staff; prepare registration packets, to include name tags, event/drink tickets, dine around voucher, program book, attendee directory, etc.; coordinate assembly of registration packets (registration packets may be included in goody bags); distribute registration materials and goody bags as attendees check-in; handle onsite registrations and update master registration list; distribute moderator packets and speaker gifts to session moderators as they check in; serve as “customer service desk” and primary point of contact for conference attendees; ensure cash box, equipment and registration area are secured at the close of registration each day and all funds received are transferred to the treasurer.