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Program Committee Co-Chairs
The Monthly Program Committee Co-Chairs are responsible for planning and providing ten quality monthly programs for the HRP-MN year. This position reports to the Vice President Members Services.
Duties:
- Recruits committee members – 8-10 people, holds meetings at least quarterly.
- If desired, sets theme for the year (e.g., leadership).
- Plans speaker/topics (see sample topic list and speaker information form).
- Publishes Program Calendar in September of each year.
- Coordinates process for Program Evaluations (see sample).
- Budgets for monthly programs, maintains budget records and prepares budget request for next fiscal year.
Calendar
- Monthly:
- Notifies committees as required below.
- Sends confirmation letter and map to speaker (see sample).
- Arranges for audio-visual support (see special information at the end of this section).
- Prepares introduction for speaker (see sample).
- Sends thank you letter and evaluation to speaker(s) after presentation.
- Keeps monthly program on schedule (see sample for times).
- Publishes complete information about the current program in UPDATE and summarizes with a Lessons Learned article in UPDATE.
Committee Interface
- Communications Chair: Sends topic and speaker’s name for appropriate newspaper publicity, immediately upon receipt.
- Update Co-Editor: Sends for newsletter front page: program title, speakers’ names, titles and companies, biographical sketches, and presentation summaries.
- Vice President Public Relations: Sends topic and speaker information for email blasts, to be posted on web site, as soon as possible.
- Professional Development: Shares speaker information and coordinates so subjects are not duplicated. Should attend at least one Professional Development meeting annually.
- Networking: Coordinates with co-chairs to learn topics planned, to avoid duplication.
- Work with Reservations and Facilities Chair to arrange audio visual equipment for all program meetings, as well as special accommodations for speaker(s).
Special Information
Non-committee members are not permitted to introduce speakers or to collect evaluations at the end of the meeting.
Checklist for Program Committee Co-Chairs
- Solicit speaker and send them a confirmation letter, Include directions to facility. Ask them to prepare a 50-55 minute presentation that allows time for questions (usually at the end, but may vary depending upon presentation).
- Ask speaker to write an article for the front page of the Update to advertise the topic, as well as to submit a biographical summary of their background. If unavailable, Committee Co-Chairs write these items so that they are submitted on time.
- Prepare article including title of presentation and time of events, to the Update Co-Editor no later than 2nd Wednesday of the month prior to presentation. Information must be submitted electronically as an attachment in MS Word.
- Immediately send same article with title of presentation to the Communications Chair who will distribute notice of our meeting to local publications and newspapers.
- Ten days before the event, determine if the speaker can provide handouts. To save additional cost to HRP-MN, encourage them to provide, but offer to handle duplication if necessary.
- One week prior to presentation, contact Reservations/Facilities Committee Chair with audio visual equipment, special accommodations, and room set-up needs of speaker.
- Prepare evaluation forms for the presentation. Put speaker’s name and title of presentation on the evaluation.
- Arrive early on the day of the presentation to assist with speaker set-up and distribute programs agendas and evaluations to each table.
- Sit with speaker during luncheon and arrange table grouping to ensure comfortable, enjoyable lunch.
- Introduce speaker, giving a brief, biographical introduction, introduce the speaker, and encourage audience to fill out evaluations. Thank the speaker at the end of Program and request that meetings attendees complete the evaluation forms.
- Pick up program evaluations. Tally and summarize written comments. Send program evaluations results to HRP-MN Program Committee Co-Chairs, Vice President Member Services, and President to be presented at Board meetings.
- Write 5- to 6-sentence summary of presentation (Lessons Learned) and give to Update Co-Editor by the second Wednesday of the month preceding publication.
- Send letter of appreciation to speaker along with summary of program evaluations.
Sample HRP-MN Speaker Information Form
Please complete and return to HRP-MN Program Committee Co-Chair:
Name:
Position:
Organization:
Biographical Information: (Pease include pertinent past work experiences, degrees held, books/papers published, awards received, etc.
What, if any, audiovisual equipment do you need? (Note that HRP-MN pays an additional fee for equipment)
- Overhead projector and screen
- Slide projector and screen
- 16 mm. projector and screen
- Flip charts or backboards
- Other
Do you have handouts that need to be duplicated? If so, can you provide them?
(Note: If HRP-MN is handling duplication, originals should be received no less then 10 days prior to the presentation to allow for duplication of materials.)
HRP-MN Monthly Program Evaluation Form
Date:
Topic:
Presenters:
Low High
1) How would you rate the quality of the speaker(s)? 1 2 3 4 5
2) Was this topic relevant to your current situation? 1 2 3 4 5
3) Did the program deliver what was promised? 1 2 3 4 5
- What issues are you dealing with in your organization that you would like to see addressed at one of our monthly meetings?
- What topics would you like to see presented at future HRP meetings?
- Is there any person or company doing something in their organization that would be of value and interest to our membership? How could we contact them?
Comments:
HRP-MN 2006 Spring Mini-Conference Evaluation Summary
Date: Wednesday, April 12, 2006
Topic: Surviving Change: How HR Can Manage It and Make a Difference
Presenters: Walter Bond, Rosie Barry, Maureen O’Malley Rehfuss,
Dorcas Michaelson, Debra Dorgan
Average Rating
1) How would you rate the quality of the speaker(s)? 3.96
2) Was this topic relevant to your current situation? 4.09
3) Did the program deliver what was promised? 4.04
- What issues are you dealing with in your organization that you would like to see addressed at one of our mini-conferences?
- Employee Retention
- How to keep employees focused/engaged/positive during difficult times
- Baby boom workforce planning
- Looming technology/production changes
- How to be ahead of the curve and retain best talent
- Continuing to have HR be seen as a strategic partner within organizations
- How to conduct focus groups
- Strategic partner concept – reality
- Resources/ideas to improve leaders/leadership/leadership basics, etc.
- Recruiting with succession planning in mind
- Employee recognition program
- Pending change for CEO/current CEO is retiring
- Global HR
- The importance of planning weighed against short time frames to do planning.
- Illegal immigrant workers…what this means for HR
- Business development, sales in small businesses.
- Change metrics to measure HR’s contribution
Sample Speaker (s) Confirmation Letter
DATE
ADDRESS
SALUTATION:
On behalf of Human Resource Professionals of Minnesota I want to acknowledge receipt of the biographical data you recently forwarded to me. This information will be a great help to me as I am responsible for writing the program announcement for our member monthly newsletter Update.
The topic you will be presenting “ “will be of a great interest to our members. We generally have 50-60 members in attendance from all specialties in Human Resources.
I look forward to welcoming you on (DAY), DATE), at (TIME). Our meetings are held at the Atrium in International Market Square on Glenwood Avenue in Minneapolis. Directions to the International Market Square are enclosed.
I will contact you one week prior to the meeting to answer questions or special requests you have regarding your presentation. Of course, you can reach me at (PHONE NUMBER) any time.
Thank you for scheduling HRP-MN on your calendar. I look forward to having you as a guest speaker on (DATE).
Sincerely,
HRP-MN Program Committee Co-Chair
INSERT SAMPLE THANK YOU LETTER
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