District & Chapter ConferencesNancy Korista, PHR, SHRM-CP

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

Annual Tri-County Conference• Identify engaging, motivational speakers

How did we secure JCT as

our Keynote….

November 2018

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

Tradition

Registration

Control Documents• Responsibility Chart

• Run of Show

• Always have a backup plan for the PP handling and be certain to take photos!!

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

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

• 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 …

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

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

Sponsorship• 18th Annual Tri-County HR Conference raised $30,700.00 in Sponsorship

dollars

CCSHRM 2019 Chapter President –

Kim Byrne, SHRM-CP

Lessons From A Successful Sponsorship

Campaign

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

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.

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

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 | hrtricounty@gmail.com | (941) 626-1830 - cell | (941) 655-6786 – home office

18th Annual Tri-County Human Resource Conference & Expo Team

District 8

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!

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

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

Don’t forget your

In-Kind Sponsors

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

Supervisors Conference

• Introduced in 2016

SHRM SWFL Past President - 2016 –

Judy Marcucci, PHR, SHRM-CP

State ConferencesTroy Clements, SHRM-CP, PHR

Questions…

Thank You For

Attending