4 th Annual TN Statewide Payroll Conference Nashville, TN August 5 7, 2015 Payroll Round-Up

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Laureen Terry
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1 4 th Annual TN Statewide Payroll Conference Nashville, TN August 5 7, 2015 Payroll Round-Up 1 P R E S E N T E D B Y ( T S W B ) T E N N E S S E E S T A T E W I D E B O A R D Greater Nashville Chapter (TSWB) Nashville / Chattanooga / Knoxville / Memphis

The individual submitting the winning theme was awarded a free conference registration. The theme is very important to the success of the event.

2 2 Conference Theme Payroll Round Up How was your theme selected? What is the importance behind the theme? A contest was held for all the TN Local Chapters and the winning theme was selected from those submitted. The individual submitting the winning theme was awarded a free conference registration. The theme is very important to the success of the event. The theme is key to being able to decorate, generate theme based break out sessions, food selection and entertainment. Being able to carry out the theme through all of the conference promotions and materials helps get attendees excited about the venue. Theme Winner: Barbara Hinshaw, CPP Greater Nashville APA Chapter

stages, door prizes, themed entertainment, contests, costumes, etc.

3 3 Conference Theme Include Photos of: a) decorated themed items, such as centerpieces, banners, and signage, exhibit hall entrance or stages, door prizes, themed entertainment, contests, costumes, etc. b) a premium, giveaway, trinket or specialty item relating to the theme.

4 4 Conference Theme R E G I S T R A T I O N Additional photos: Attendees at the Dinner & Dance Party! Talented Karaoke Singer Attendees

The boots on the tables were filled with flowers. As the country music started, the photographer was ready to take pictures of the cowboys and cowgirls.

5 5 Conference Theme The beginning of the conference was a walk through saloon door with overhead signage and wooden barrels and wagon wheels. Attendees were greeted by the Sheriff who was standing ready to take charge with his rifle in hand. For the evening event the door sign changed to Saloon for the rough and rowdy crowd. The boots on the tables were filled with flowers. As the country music started, the photographer was ready to take pictures of the cowboys and cowgirls. Photos and picture frame were provided to the attendees with a lasso rope border and a Wanted Dead or Alive TSWB Conference sign in the corner. We can t forget one corner of the room was set up with the bull inside fencing surrounded by bales of hay. We hear someone tried to ride the bull!

6 6 Additional theme pictures: Conference Theme Diamond Sponsors

7 7 Conference Theme Additional theme pictures:

8 8 Conference Theme Additional theme pictures:

9 9 Conference Theme Additional theme pictures:

10 10 Conference Theme Additional theme pictures: Attendees received a photo and horseshoe frame.

11 11 1) What topic categories did you offer and why? Education

12 12 Topics continued.. Education

Speakers We keep a spreadsheet of possible speakers and can pull from that database throughout the year.

13 13 Education 2) How were your speakers and topics selected? Topics were selected to offer variety representing current and upcoming changes as well as compliance. Speakers We keep a spreadsheet of possible speakers and can pull from that database throughout the year. We also asked other chapters to share their speaker list with the Board. Speakers were selected based on expertise within the topics selected. We also reached out to chapter members, government agencies and local attorneys to provide speakers. S P E A K E R S

14 14 Education 3) How many RCH credits were provided to participants? 13 RCH Credits were provided to participants Taking pride in providing RCH credits! Woot! Woot! for 13 RCH credits!

15 Planning & Marketing 1) How long did you spend planning the event?

The Board holds a post conference meeting the month following the conference.

We consider conference costs, schedule, topics, sponsorships, budget, location, etc. during our meeting.

15 15 Planning & Marketing 1) How long did you spend planning the event? Planning for a great conference starts 2 years in advance to book the hotel. The Board holds a post conference meeting the month following the conference. We review what worked and what did not, and decide on any adjustments that need to be implemented. We consider conference costs, schedule, topics, sponsorships, budget, location, etc. during our meeting. The Board holds two face-to-face meetings throughout the year as well. 2) How many chapters participated in the production of the event? The TSWB Board is comprised of 7 Board Members and the current Chapter President from each of the TN Chapters. Greater Nashville Chapter 2015 host chapter Memphis Chapter Chattanooga Chapter East TN Chapter (Knoxville)

16 16 Planning & Marketing 3) What methods did you use to market your event? What method was the most successful and why? Ticklers are provided at the chapter meetings and to prospective attendees including past conference attendees. s were sent out to all chapter members from the respective TN chapters and to the TSWB distribution list We request an updated membership list from National APA for the state of TN and invites are sent out to each person on the list. Links to the statewide website and registration forms are placed on each local chapter s website - Vendor materials are generated and sent to more than 150 potential vendors. Conference information is submitted to APA National and posted on the Statewide and Regional Conference website. The TSWB website provides links were potential speakers can submit topics and vendor links for sponsorship are updated. has been the most successful way to promote the statewide event complete with paperless online registration and conference confirmation located on the website. is also the most cost effective way to communicate to large groups of people. Conference Tickler

17 17 Additional pictures: Planning & Marketing Many hours went into collecting items for the attendee bags and planning for the Welcome Hour! Apple Watch early bird registration winner! Door prizes throughout the conference were a great hit!

18 18 Planning & Marketing Saloon Entrance made great photo setting. 4) Provide a sample of picture of: (a) educational or promotional flyers or brochures. (b) other conference items; i.e., workbook, brochures, handouts, bags, t-shirts, tickets, badges, etc. (c) the onsite registration packet and/or other themed materials given out at registration.

19 19 Planning & Marketing Attendee Bags Sponsored by Rapid! 4) Each attendee was given a name badge and an attendee bag that included the following: Conference Notebook Conference Agenda Hotel Map Speaker Evaluations Ticker for the 2016 Conference Attendee List Diamond Sponsor Pages Listing of all sponsorship levels and the companies represented Executive Director thank you for attending letter Thursday evening entertainment event flyer Board member contact information Thank you and listing of prize donations Future topic and speaker proposal sheet Pens & Highlighters Lanyards Notepads Tire Gauges, stress balls, cows, water bottles, flashlights, chip clips Nashville Visitor Guides Battery banks, and more.

20 5) Do you have a website for the Statewide? Planning & Marketing Yes, http://www.

The Information and Registration Director is responsible for promoting the event

as well as keeps the statewide website updated and current with relevant information.

20 20 5) Do you have a website for the Statewide? Planning & Marketing Yes, 6) How do you use social media to market the Statewide? The Information and Registration Director is responsible for promoting the event through social media and provides regular postings to Facebook, Twitter, and LinkedIn as well as keeps the statewide website updated and current with relevant information. Social Media was also used to promote vendor participation as well as to reach a broader attendee audience.

We plan to use the remaining money as seed money to start the 2016 conference.

21 21 Planning & Marketing Conference Memorabilia 7) Did you meet your budget goals? Yes, we approved the budget and were able to complete the conference under budget. We plan to use the remaining money as seed money to start the 2016 conference. This will help cover deposits and other items that generally need to be paid during the planning stages prior to receiving registration money and vendor sponsorships. 8) How many chapter members vs. non-chapter members attended? 132 attendees were registered for the event 86% of the attendees indicated they were affiliated with a local chapter.

(29 certificates were awarded at the 2015 conference) The Executive Director presented each Board Member with a commemorative lapel pin for their hard work and dedication.

22 D E B B I E Recognition B 22 B O N E T T A 1) Were special recognition awards presented? If so, to whom and for what? All committee members, Chapter Presidents and volunteers are recognized at the closing session and presented with a certificate. (29 certificates were awarded at the 2015 conference) The Executive Director presented each Board Member with a commemorative lapel pin for their hard work and dedication. At the grand finale all attendee names were placed in a drawing to win a free registration for the 2016 conference. 2) Do you offer a Payroll or Education Grant? If so, how do you choose the winners? What type of grants do you offer? How do you choose the winners? The TSWB offers a free conference registration to the winner of the Theme contest. Also, the Greater Nashville Chapter awarded one conference registration based on essay entries that were judged by the scholarship committee members. Former Board Members

23 Diamond Sponsorship Vendor Hall Networking 1) How did you market to

Emails and phone calls were made to each vendor company represented on our

Each vendor was contacted a minimum of 6 times beginning immediately

Vendor registration forms were located on the TSWB website with links to

All Premium Sponsorships were recognized with booth signage to acknowledge

23 23 Diamond Sponsorship Vendor Hall Networking 1) How did you market to vendors to sponsor your statewide? s and phone calls were made to each vendor company represented on our vendor spreadsheet. Each vendor was contacted a minimum of 6 times beginning immediately following the previous year s conference and continuing into early Spring. Vendor registration forms were located on the TSWB website with links to the registration material located on all the TN APA Chapter Websites. All Premium Sponsorships were recognized with booth signage to acknowledge their level of sponsorship in the vendor hall. Vendors Thomas & Thorngren and Money Network graciously partnered with us at the Diamond Level Sponsorship (a three year commitment)!

24 24 2) What are the levels of sponsorship? Sponsorship

25 25 Sponsorship 2) Sponsorship levels continued Vendor Hall Conference Diamond Sponsors

26 26 Sponsorship Vendor Game Pieces

Custom themed thank you cards are provided to let our vendors know how much we

27 27 Diamond Sponsor & Website Sponsor Thomas & Thorngren Sponsorship Vendor sponsors allow the TSWB to continue to offer high quality conferences. Custom themed thank you cards are provided to let our vendors know how much we appreciate their partnership! ********************** Vendor Sponsorship provided $26,088 toward conference costs.

Vendors were asked to incorporate the conference theme into their booth materials. Vendors also participated in the Vendor Stamp Card game.

28 Sponsorship Door Prizes Door Prizes 28 3) How were your sponsors incorporated into the event? Many of the sponsors attended the Wednesday night Welcome Hour Cocktail Party where they could network with the attendees in a more casual setting. Vendors were asked to incorporate the conference theme into their booth materials. Vendors also participated in the Vendor Stamp Card game. Each vendor had a stamp for attendees who visited their booth. Prizes were drawn from the vendor game card to encourage networking between the attendees and vendors. Vendor Door Prizes were awarded at the Friday luncheon and each vendor had a 30 second spot to remind the attendees of their specialty and draw a winner. Great door prizes such as Apple Watch, Kindle Fire, gift cards, hotel nights, and Titans Tickets were awarded during the drawings!

29 29 Door Prize Drawings Sponsorship Door Prizes

30 30 Attendees Recognition and Learning

31 31 Candid Shots Nashville 2015!

32 32 Candid Shots

33 33 More. Candid Shots

34 Theme Based Attendee Picture 34

35 TN Statewide Is A Great Investment 35

36 TSWB Board Directory 36

37 Thank You For Attending 37

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