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Archiver > APG > 2005-06 > 1118072087


From: "Eileen Polakoff" <>
Subject: RE: [APG] Eastmans conference updates
Date: Mon, 6 Jun 2005 11:34:47 -0400
In-Reply-To: <5.1.0.14.2.20050606101520.042b5eb0@mail.comcast.net>


As someone who has been involved in planning conferences (small to large)
such as the type we are discussing here I can offer one very important item
for everyone to remember. Those who are planning these genealogical
conferences are just like you and me...struggling to make ends meet,
passionately involved in something more than a hobby, want to spread the
word about the joy found in genealogy, believe education is one of the best
ways to raise the standards across the board, and love meeting new people
who are as involved as they are in their avocation. Actually there is one
more trait they have which the average genealogist doesn't have...they are
eager to give up their free time and any money they have saved to work on
the committees organizing these conferences. They give up vacation time and
time with family and friends. They pay out-of-pocket for extra hotel nights
(to be there early to make sure everything is set up), travel expenses,
food, registration fees, etc. In some situations there are perks like free
registration but those are few and far between.

Beyond giving their time to help make conferences happen this ever-changing
group of people have learned about running conferences of various sizes and
passed that knowledge on to others on the committees or in similar
organizations. As part of the basic check list for running any large
conference is the item about hotel costs and available facilities. The
discussions this morning about cheaper hotels, downtown vs. outlying,
parking charges vs. free parking, etc. are certainly items conference
planners have taken into consideration. The reality is much more complex...a
major factor not discussed in any of these messages is space and
amenities...meeting rooms, class rooms, ball rooms, audio visual equipment
availability & costs, flexible meeting spaces -- can we cut that space in
half for the morning and open it up in the afternoon, catering and low cost
eating alternatives within walking distance, distance between lecture rooms,
hotel rooms, parking lots, etc.

There is a lot to think about. And I've discovered over the years that if I
bring up a potential idea or suggestion to someone running a conference I'm
always comforted to know that this point has been reviewed by the planners
and the decision was made to go with X and not Y because of Z. And in most
cases I agree with them. The most important thing is that they have been
looking at all angles too.

We, as conference attendees, should be looking for ways we can help not ways
to criticize. If you have an idea, write to the society running the event
with your idea including as many details and pros and cons as you can think
of. Offer to help implement your idea if it is accepted by the committee. If
it isn't accepted, try to determine why and work on the flaws in the plan
with the committee. Volunteer to help. If you have a specific skill or
talent or even a connection which could help, make this known to the
committee chair. Not everyone can be leaders, followers are what makes
things happen. Join one of the many committees that work to make a
conference successful and I can almost guarantee you will make new friends
and learn something new.

Twenty years ago I attended my first genealogy conference in New York City
organized by the Jewish Genealogical Society. The conference was in July at
a mid-town hotel with small meeting rooms (held 30-50 people maximum
including those sitting on the floor and standing in the back of the room)
--- I think the total attendance was around 300. In the spring I had
attended a training class to help look up marriage records for conference
attendees. I spent four days getting dirty as only a genealogist can when
faced with 100 year old books that have not been touched since they were put
on the shelf. At this conference attendees did personal research all day and
attended lectures from 6:00 to 10:00pm. The people I met that week are
friends to this day. And next August I hope to be involved once again in
some capacity in the JGS conf. in NYC -- and this time I expect there will
be at least 2000 registrants.

[...off my soapbox...]

Eileen

..................................
At 08:26 AM 6/6/2005 -0400, you wrote:

>I understand the drop in attendance for these national conferences
>usually are held in a large hotel which cannot lower their room rates
>to what you might get a Motel Six...or Days Inn...and so many who wish
>to attend are retired and on fixed incomes.

>Cost is definitely a factor, in fact it is the only reason I could not go
to Nashville as mush as I wanted to. Most of these conferences are held in
downtown hotels and even >'commuting' in from an outlying cheaper
hotel/motel doesn't improve anything with the cost and difficulty of
parking. Perhaps some of the conference planners should
>take into consideration the indirect costs of attendees and look at some of
the more outlying locations, those with nearby more economical hotels and
free parking.

Holly



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