2015 SERC Committee Sign-Up
Co-Chairs
Derek Rush, CPSM
Lauren Smith
Venue and Logistics
CHAIR: Emily Johnson
Name
Phone
615.770.8265
615.460.0594
Phone
615.916.4652
Email
Sponsorship
CO - CHAIR: Pamela Tarkington
CO - CHAIR: Kelly Daum
Name
Phone
615.244.8990
615.263.2620
Email
Social
CHAIR: Meredith Lipscombe
Name
Phone
615.770.8449
Email
Communications
CHAIR: Keri Phillips, CPSM
Name
Phone
615.770.8323
Email
Phone
615.252.4417
904.642.8990
Email
Programs
CO - CHAIR: Julie Howlett
CO - CHAIR: Jennifer Yoder, CPSM
Name
Committee Responsibilities
Venue and Logistics
 Finalize contract with venue
o Insurance and permit requirements
o Finalize food and beverage (numbers,
menu, etc.)
o Final room/registration
 Potential overflow hotel plan
 Work with sponsorship chair on exhibitor layout
 Check room setup
 Review charges
Sponsorship
 Sponsors
o Create call for sponsors
 Coordinate with communications
committee
o Reach out to potential and previous
sponsors
o GET SPONSORSHIPS (Collect $$$$)
 Exhibits
o Reach out to potential and previous
exhibitors
o GET EXHITITORS (Collect $$$$)
o Layout mock-up
o Space layout complete
 Sponsor/exhibits liaison
o Collect logos/artwork
 Coordinate with communications
o Coordinate with venue/logistics set-up/tear
down of exhibit space
 Hard deadlines
o Sponsors/exhibitors checks received
o Final artwork due
o Final sponsorship/exhibitor listing
 Coordinate with communications
Social
 Social events
o Finalize social activities
 Day 1
 Cocktail hour at hotel venue
 Dinner “ish” activity
o Honkey tonk tour?
o Restaurant round up?
 Day 2
 Social event (dinner provided)
 Day 3
 Core group exhale event (nonSMPS sponsored event  )
o Finalize contract with social venues
 Insurance and permit requirements
 Finalize food and beverage (numbers,
menu, etc.)
 Create local restaurant/attraction map (pending
social event)
o Coordinate with communications
Communications
 Add to SMPS national calendar
 Create communications plan with dates
 Identify printer (potential in-kind sponsor?)
 Finalize logos and branding guidelines (Hatchshow print shop)
 Website
o Identify web developer
o Review contract/pricing with core group
o Identify someone to update and maintain
website
o Final website rollout – ready to launch
March 1
o Launch March 7, 2014
 Pre-Raleigh (March 5, 2014)
o Create/order tchotchke’s/promotional
items (pre-2014)
o Save the date
o Create website splash page
o Create presentation/video materials
o Exhibit space finalized
 Publicize
o Work with local chapters communication
chair
o Social media
o Registration
 Promote on-line registration form
 Send print registration form
 Send out registration notifications and
follow up
 Coordinate with registration
 Send out call for sponsors/exhibitors
 Send out call for presentations
 Event packet
o Create event guide/schedule
o
o
o


Registration list
Sponsor pages/listings
Create/order tchotchke’s/promotional
items (post-2014)
Create signage
Send out final logistics
o Final programs
o Location/directions
o Rent-a-car options at airport
o Taxi phone numbers
o Hotel information
Programs
 Call for presentations
o Create call for presentations
 Ensure compliance with the Domains of
Practice
o Determine deadline
o Select presentations (core group to
determine)
o Send accept/reject email to presenters
 Select/solicit keynote speakers
o Keynote – work with core group
 Slot days/times for presentations
o Have a back-up plan for cancellations
 Speaker liaison
o Determine speaker comps
o Monitor if presenters have registered, sent
in presenter agreement and bio, confirmed
A/V needs, etc.
o Final room needs/assignments
o Speaker hospitality through conference
 Create CEU forms
 Print/collect session evaluation forms