1. Panel Discussion Conference & Event Planning Best Practices Hosted by Scott D. Ferrin, SPHR, PMP SHRM Southwest Central Field Services Director (FSD) scott.ferrin@shrm.org

2. 2 Panelists Conference & Event Planning Best Practices  Robert Farmer, MBA, SPHR | Montana State Council Director  Tara Mauk-Arthur, PHR | Former MAC Representative for Southwest Central Region and Past Arkansas State Council Director  Art Smith, SPHR, CCP | Executive Director | Middle Tennessee Society for Human Resource Management (Nashville)

3. 3 Montana State SHRM Conference Engaging All Your Chapters  Presented by Robert Farmer, MBA, SPHR | Montana State Council Director  7 Chapters in the State  Conference travels the State  Conference is held annually  President Elect is the Conference Coordinator

4. 4 Montana State SHRM Conference Getting Involvement  Presented by Robert Farmer, MBA, SPHR | Montana State Council Director  Each chapter has an assignment  Profit sharing program

5. 5 Montana State SHRM Conference Chapter Assignments  Presented by Robert Farmer, MBA, SPHR | Montana State Council Director  Host Chapter – Selects dates, theme, and location – Selects welcome speaker from the City – Handles registration desk – Creates goody bags – Coordinates Thursday night social

6. 6 Montana State SHRM Conference Chapter Assignments  Presented by Robert Farmer, MBA, SPHR | Montana State Council Director  Silent auction  50/50 drawing  Vendor coordination  Sponsor coordination  Door prizes  Grand prize

7. 7 Montana State SHRM Conference Profit-Sharing Program  Presented by Robert Farmer, MBA, SPHR | Montana State Council Director  State Council - 50% of profits  Host Chapter – 25% of profits  Remaining chapters – share remaining 25%

8. 8 Montana State SHRM Conference Other Information  Presented by Robert Farmer, MBA, SPHR | Montana State Council Director  Give out Annual HR award at conference  Encourage networking  Inviting chapter members to State Council lunch  Developed a conference-planning checklist QUESTIONS?

9. 9 West Central Arkansas SHRM 2011 Pinnacle Award Winner  Presented by Tara Mauk-Arthur, PHR | Former MAC Representative for Southwest Central Region  Managers’ Seminar

10. 10 West Central Arkansas SHRM 2011 Pinnacle Award Winner – Managers’ Seminar  Presented by Tara Mauk-Arthur, PHR | Former MAC Representative for Southwest Central Region Managers’ Seminar: – Started in 2004 – 9 successful years – Recognized need for local, low-cost supervisory training – Realized that training supervisors reduces the threat of liability for companies – Community Outreach to Local Organizations First-Year Registration Cost was $45 – Send 3 get 4th Free – Initially, partnered with local Community College and Small Business Association Currently, $60 per person with cost increase closer to the event

11. 11 West Central Arkansas SHRM 2011 Pinnacle Award Winner – Managers’ Seminar  Presented by Tara Mauk-Arthur, PHR | Former MAC Representative for Southwest Central Region  Chapter demographics: – Hot Springs, Arkansas – Organized in 1987 – Small chapter – Approximately 85 members – Population of metro area is 50,000 – Little Rock, state capital, is one-hour driving distance

12. 12 West Central Arkansas SHRM 2011 Pinnacle Award Winner – Managers’ Seminar  Presented by Tara Mauk-Arthur, PHR | Former MAC Representative for Southwest Central Region Seminar Content: – One-day event – Kicks off with motivational keynote speaker – Followed by 5 hours of concurrent employment-related topics Directed towards the newly hired to the seasoned manager Three choices of concurrent sessions allowing attendee to select their session Remind speakers it’s not an HR conference Survey attendees on topics Feedback from HR managers on training needs

13. 13 West Central Arkansas SHRM 2011 Pinnacle Award Winner – Managers’ Seminar  Presented by Tara Mauk-Arthur, PHR | Former MAC Representative for Southwest Central Region  Speakers: – Local HR Professionals – Consultants – Attorneys – Motivational Speakers – Generally, no fee paid

14. 14 West Central Arkansas SHRM 2011 Pinnacle Award Winner – Managers’ Seminar  Presented by Tara Mauk-Arthur, PHR | Former MAC Representative for Southwest Central Region  Target audience: – New managers and supervisors – Front-line supervisors – Seasoned managers – Senior-level management – Small business without an HR department – Administrative support – Human Resources

15. 15 West Central Arkansas SHRM 2011 Pinnacle Award Winner – Managers’ Seminar  Presented by Tara Mauk-Arthur, PHR | Former MAC Representative for Southwest Central Region Goals: – Fund the chapter budget with non-dues revenue program – Continue to provide community outreach with quality, affordable education – Provide resource to many HR professionals who do not have to develop their own training programs when many don’t have the time or budget to do so – Provide resource to many organizations that do not have training programs

16. 16 West Central Arkansas SHRM 2011 Pinnacle Award Winner – Managers’ Seminar  Presented by Tara Mauk-Arthur, PHR | Former MAC Representative for Southwest Central Region Publicity: – On chapter website, http://www.wcashrm.orghttp://www.wcashrm.org All publicity references website where seminar information and registration information is located – Local newspapers and publications – Through local Chamber of Commerce – Website event calendars – Chapter members – Past attendees – Other lists compiled over years – Phone calls directly to local businesses

17. 17 West Central Arkansas SHRM 2011 Pinnacle Award Winner – Managers’ Seminar  Presented by Tara Mauk-Arthur, PHR | Former MAC Representative for Southwest Central Region  Other details: – Vendors – Sponsors – Provide lunch with registration

18. 18 West Central Arkansas SHRM 2011 Pinnacle Award Winner – Managers’ Seminar  Presented by Tara Mauk-Arthur, PHR | Former MAC Representative for Southwest Central Region In its 9 years: – Trained approximately 900 managers and supervisors – Representing approximately 275 companies – Profited over $60,000 for the chapter In 2012: – Trained 265 managers – Representing 79 companies – Profited $10,000 for the chapter In our first year: – Profited $1,594 with 53 attendees

19. 19 West Central Arkansas SHRM 2011 Pinnacle Award Winner – Managers’ Seminar  Presented by Tara Mauk-Arthur, PHR | Former MAC Representative for Southwest Central Region Eliminated chapter dues: – The profitability of the seminar led the chapter board of directors to eliminate local chapter dues for SHRM members Must designate WCASHRM as their Primary Chapter with SHRM – Chapter Goal: Increase SHRM member percentage, as well as building towards a 100% chapter by encouraging Local Members Only (LMOs) to join national SHRM – 20% increase in SHRM members since dues eliminated in October 2011

20. 20 West Central Arkansas SHRM 2011 Pinnacle Award Winner – Managers’ Seminar  Presented by Tara Mauk-Arthur, PHR | Former MAC Representative for Southwest Central Region  Closing: – By providing quality affordable education to the community, the West Central Arkansas SHRM chapter is able to educate and inform local businesses of regulations and policies that affect them. QUESTIONS?

21. 21 Middle Tennessee SHRM Conference ROI & Pricing  Presented by Art Smith, SPHR, CCP | Executive Director MT|SHRM & Former Chapter President  Objective: Discuss the Return on Investment (ROI) for – Attendees – Exhibitors – Sponsors  Consider a formula to determining pricing for each

22. 22 Middle Tennessee SHRM Conference ROI & Pricing  Presented by Art Smith, SPHR, CCP | Executive Director MT|SHRM & Former Chapter President  ROI for Attendees: – Pre-approved HRCI Recertification Hours – General vs. Strategic and CLEs – Presenters as SMEs vs. Vendors (excluding attys) – Choices in Learning (Tracks) – Presentation Content – Basics vs. Advanced Strategies – Breadth & Number of Exhibitors – Social & Networking Opportunities – Special Pricing for Chapter Members

23. 23 Middle Tennessee SHRM Conference ROI & Pricing  Presented by Art Smith, SPHR, CCP | Executive Director MT|SHRM & Former Chapter President  ROI for Sponsors:  Number of “touches” – Greater exposure = greater investment for both Conference and Sponsors (signage, booth size, etc.)  Attendee Demographics – Level of decision-making authority  Opportunity to “meet and greet” their ideal prospects – Access to decision-makers via a pre-conference mailing list for invitations to special events

24. 24 Middle Tennessee SHRM Conference ROI & Pricing  Presented by Art Smith, SPHR, CCP | Executive Director MT|SHRM & Former Chapter President  Steps to Pricing: 1.Determine expected attendance (historical) 2.Survey at least six conferences of similar size to find an average of: – Registration Price per Credit Hour (this is what attendees are really paying for) – Exhibit Price per Attendee (this is what exhibitors are really paying for) – Sponsorship Price by Activity  Apply averages to your numbers, + or -

25. 25 Middle Tennessee SHRM Conference ROI & Pricing  Presented by Art Smith, SPHR, CCP | Executive Director MT|SHRM & Former Chapter President  Survey others to benchmark the market  Determining Pricing – Attendees = Cost per HRCI Credit Hour – Exhibitors = Number of Attendees – Sponsors = “Glances, Clicks and Hits”  Promote ROI to Attendees, Exhibitors & Sponsors  Forget the past and apply the price that makes sense for your size conference QUESTIONS?

26. 26 Conference & Event Planning Panel Thanks again to our presenters!  Robert Farmer, MBA, SPHR | Montana State Council Director  Tara Mauk-Arthur, PHR | Former MAC Representative for Southwest Central Region  Art Smith, SPHR, CCP | Executive Director | Middle Tennessee Society for Human Resource Management (Nashville) For additional questions please contact: Scott D. Ferrin, SPHR, PMP SWC Field Services Director (FSD) scott.ferrin@shrm.org

27. Panel Discussion Conference & Event Planning Best Practices Hosted by Scott D. Ferrin, SPHR, PMP SHRM Southwest Central Field Services Director (FSD)