Global Conference: Programs Communications & Logistics

The procedures on this page apply to all aspects fo the Programs Committee (and should be referred to by all Programs Committee Co-Chairs).

  • All members of the Programs Committee should carefully review the Conference Policies, focusing on speaker requirements and vendor participation, to ensure they are communicating the policies to speakers before they are asked to participate. Note: approval must be received by the Executive Director before inviting any speakers. 
  • Work with the Executive Director and Connections to assist with coordinating room assignments for all program sessions, noting room size and estimated attendance at each session. The Conference Committee makes recommendations for estimated attendance for each session, taking into account the anticipated popularity of each topic. The Executive Director and Connections then allocate room assignments accordingly, and communicate the information to the hotel.
  • Provide the Administrative Assistant with information about content that needs to be gathered from attendees in order to influence programming, such as surveys for attendees for use in a session, so this may be included on the registration form.
  • Communicate and help enforce presenter qualifications and guidelines as needed, particularly as they relate to vendors (see conference policies).
  • Send Executive Director a list of volunteer needs for the Call for Volunteers for Room Hosts at the conference. Volunteers pass out session evaluations, host speakers, confirm appropriate room set-up, make announcements as needed, manage the HRCI sign-in process, and provide a head count of the attendees at the end of the session. Once the Call for Volunteers is solidified, fill in any missing slots and communicate with volunteers about their responsibilities in advance. Put together room host packets for volunteers to pick up at registration. Packets should include the name of the room host on the outside, as well as a spot at the bottom of the front of the packet to indicate the number of attendees in the session. Templates from the previous year can be found in OneDrive. If the session qualifies for HRCI/SHRM credit, that should be written on the outside of the packet as well. Packets should include the following:
    1. Room host instructions (see template in OneDrive from the previous year)
    2. HRCI and SHRM sign-in sheets, if applicable for that session (the Executive Director will provide these)
    3. 5-minute and 10-minute warning signs 
  • Enter detailed information about programming into the conference schedule in Smartsheet, which will be used for the web site and printed program. Ensure all content entered is edited and ready for publication before entering. See the Conference Program Styling Guide for more details.
  • Review conference program in draft stage, paying attention to accuracy of speaker names, bios, topic descriptions, room names and session times.
  • Ensure adequate program representation for HRCI & SHRM certification. Work with Executive Director to ensure all HRCI & SHRM guidelines are followed and deadlines are met.
  • Communicate with the Marketing committee about the printing needs for the Programs Subcommittee, including;
    1. Signage to identify room topics, if needed (note: this may be provided by the hotel)
    2. Table tents for table topics, if needed
    3. Signage with the conference agenda
  • Work with the Marketing (Local Employer Engagement) Subcommittee to coordinate local employer involvement in conference programming.
  • A/V policies are as follows:
    • Lapel mics are ordered for keynote and plenary speakers only, and only upon request. 
    • Handheld mics are ordered for all other sessions at a ratio of one mic for every two speakers.
    • All speakers except for keynotes and plenary speakers must bring their own laptops. 
  • A/V requests are solicited as follows:
    1. Keynote and plenary speakers are asked by the committee to include their requests in their contracts. Most requests can and will be honored, depending on availability and cost. 
    2. Breakout session speakers are made aware of the standard A/V set-up and asked about special requests when they submit a proposal through the formal Call for Proposals process. Once the proposals are selected and speakers are notified, the Administrative Assistant reaches out to all of the breakout session speakers to confirm their A/V order and note requests for changes. Generally speaking, a standard A/V package is ordered for every room unless there is an extenuating circumstance that warrants additional items. 
    3. Spotlight programming will typically follow the standard A/V orders similar to the breakout sessions. Decisions will be made about A/V based on the hotel layout, room size, and cost. The Administrative Assistant will notify them of and confirm their A/V set-up when notifying the breakout session presenters. 
    4. The Administrative Assistant enters the information into Smartsheet.
    5. Connections and the Executive Director review the full A/V requests and make adjustments as needed, to maximize budget and logistics. If changes are made, speakers are notified.
    6. No changes to A/V set-ups will be made on-site unless the equipment doesn't work.