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From:
Subject: RE: [APG] Eastmans conference updates
Date: Mon, 06 Jun 2005 16:54:59 +0000


I think people do understand about meeting space. Of course the conferences
are going to be held at large hotels. They are the ones with the kind of
meeting space the conferences need. What people are concerned with here, are
options for overnight accomodations and the prices. If someone can't afford to
stay at the host hotel, then they can certainly try to find something else.
It's easy enough to look into other hotels on your own, then pass along that
information. If the organizers choose not to reserve a block of rooms at
another hotel, then certainly people are free to research other options
themselves. It's possible that more people would attend, if they knew of other
options. I'm the kind of person who will go searching for a less expensive
hotel, but not everyone would bother taking the time.

Debbie


> 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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>
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