Conference Follow-Up Report

Conference Follow-up Report

Graciela T. Gonzales – October 13, 2016

As per assigned tasks:

Develop/monitor electronic Communication:

Mario Lopez and I updated SAGA website and Facebook page regularly with conference updates, information on schedule, speakers, tour, banquet, etc. Photos and other information from conference will be uploaded to both sites.

Program Book:

Alfredo Cardenas laid out conference program booklet, secured most reasonable bid for printing, and had 300 booklets printed prior to conference (cost $820). An additional 25 booklets were printed a few days before conference at $57. Three hundred Addendum sheets were printed at $30.

Other printing:
175 Banquet programs - $32.98
12 Cardstock room signs - $2.00
2 Posters - $27.22
Tour color booklets (Mario) - $67 plus tax

Total Printing Expenses: $1086.20 (plus tax from tour booklet)

Workshop Presenters:

We had 24 speakers who presented at 36 concurrent sessions. All went as planned, with few minor technical issues. Hotel meeting rooms not very sound-proof. WiFi unreliable for many reasons.

Many follow-up comments have been complimentary in regard to speakers, topics and quality of presentations. Speakers were also complimentary and expressed gratitude to SAGA for all exposure and contacts they made. I commend Alicia Lopez and the volunteers for doing a great job with facilitating the sessions and helping with Speaker registration.

Speaker/vendors commented they had some of their best sales to date. Alicia Gallegos interviewed many speakers, conference attendees and vendors for her radio programs on Saturday morning.

I will send out thank you cards to all concurrent session speakers.

Fidencio Lopez can report on banquet and lodging expenses, and other speakers’ fees. Speakers entitled to reimbursement fees from SAGA were issued a check.

Carlos Rugerio Cazares checked in one day late, so his reservation was modified for a two-day stay.

Ed Butler requested SAGA pay for one night.

Dr. Israel Cavazos Garza cancelled his visit, and his room reservation and 2 banquet tickets were cancelled.

Recommendations for organization hosting conference next year:

1. TOUR: Schedule later on first day or on last day of conference.

2. SPEAKER’S AGREEMENT: Be very specific about fees and reimbursement. Have all speakers email their presentations beforehand. Use the same laptop throughout the day in each room. Have speakers indicate vendor options and banquet choices on agreement.

3. SPEAKERS: Some speakers ran out of time for their presentations, because they started late due to transition taking longer, or prior speaker going over time, or their sessions were longer than allotted time of 45 minutes. Consider fewer, longer time slots.

4. SESSIONS: The more popular speakers/topics (Dell Sanchez, Moises Garza, Crispin Rendon, Leila Flores & Carol Vigil) can be allotted a double time slot, or scheduled for a general session.

5. TOPICS:

Some Requested Topics:

Genetic Genealogy – Robert Tarin

Sessions on history of Spain and Europe

Ancestry or Family Tree representatives

Creating Family Trees (Frameable, crafting, etc)

VOLUNTEERS: Hold meeting with volunteers about one week before conference to review tasks.

FORMS: I can send hosting organization files such as Registration Form, Speaker’s Agreement, Session Matrix, and other forms I used to organize schedule. I recommend they work with WORD format until finalized and then upload form in a PDF-fillable format. Adding an electronic payment method such as PayPal to forms would also greatly help.

SOCIAL MEDIA: Promote conference early, including posting speakers and topics, costs, and accommodations recommendations.