Panel Discussion Conference & Event Planning Best Practices Hosted by Scott D. Ferrin, SPHR, PMP...

Panel Discussion

Conference & Event Planning

Best PracticesHosted by

Scott D. Ferrin, SPHR, PMP SHRM Southwest Central Field Services Director (FSD)

[email protected]

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PanelistsConference & 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)

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Montana State SHRM ConferenceEngaging 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

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Montana State SHRM ConferenceGetting Involvement


Each chapter has an assignment Profit sharing program

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Montana State SHRM ConferenceChapter Assignments


Host Chapter– Selects dates, theme, and location– Selects welcome speaker from the City– Handles registration desk– Creates goody bags– Coordinates Thursday night social

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Montana State SHRM ConferenceChapter Assignments


Silent auction 50/50 drawing Vendor coordination Sponsor coordination Door prizes Grand prize

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Montana State SHRM ConferenceProfit-Sharing Program


State Council - 50% of profits Host Chapter – 25% of profits Remaining chapters – share remaining 25%

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Montana State SHRM ConferenceOther Information


Give out Annual HR award at conference Encourage networking Inviting chapter members to State Council lunch Developed a conference-planning checklist

QUESTIONS?

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West Central Arkansas SHRM2011 Pinnacle Award Winner

Presented by Tara Mauk-Arthur, PHR | Former MAC Representative for Southwest Central Region

Managers’ Seminar

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West Central Arkansas SHRM2011 Pinnacle Award Winner – Managers’ Seminar


• 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

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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

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• 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

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Speakers:– Local HR Professionals– Consultants– Attorneys– Motivational Speakers– Generally, no fee paid

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Target audience:– New managers and supervisors– Front-line supervisors– Seasoned managers– Senior-level management– Small business without an HR department– Administrative support– Human Resources

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• 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

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• Publicity:– On chapter website, http://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

mailto:[email protected]

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Other details:– Vendors– Sponsors– Provide lunch with registration

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• 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

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• 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

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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?

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Middle Tennessee SHRMConference 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

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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

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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

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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 -

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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?

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Conference & Event Planning PanelThanks 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, PMPSWC Field Services Director (FSD)[email protected]

http://www.wcashrm.org/

Panel Discussion

Conference & Event Planning

Best PracticesHosted by

Scott D. Ferrin, SPHR, PMP SHRM Southwest Central Field Services Director (FSD)

Panel Discussion Conference & Event Planning Best Practices Hosted by Scott D. Ferrin, SPHR, PMP...

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