Conference Survey Results

Conference Survey Results

Prepared by

Doug Logan

Conference Review Committee Chair

Response

1,497 ‘invitations’ were sent to District Rotarians inviting them to complete the survey.

Number that viewed the survey244 (16.3%)

Number that started the survey169 (11.3%)

Number that completed the survey140 (9.4%)

Of those who viewed the survey, 169 (69.3%) started it and 140 (57.4%) completed it.

Club Responses

ClubNumber of Responses

Truro 12

Kentville 10

Hfx Hrbrside 9

Ch'twn Royalty 9

St. John's NW 9

Amherst 6

Hillsborough 7

St. John's E 6

Hfx NW 5

Eclub 5

New Minas 5

This means that 59% of completed surveys came from only 23% of clubs.

Other clubs responding were:

Avalon Northeast 4

Bridgewater and District3

Charlottetown3

Cornerbrook2

Dartmouth4

Dartmouth East 2

Grand Falls2

Halifax2

Happy Valley Goose Bay2

Middleton3

North Sydney3

Pictou3

Port Hawkesbury3

Sackville4

St. John’s3

Stephenville3

Stratford4

Summerside2

Sydney2

Sydney-Sunrise4

Wolfville4

Wolfville-Mud Creek2

Yarmouth3

There was no response from eightclubs (22%). These were:

Clarenville

Gander

Humber

Lunenburg

Montague

New Waterford

Waterford Valley

Westville

There was only one response from five clubs. These were:

Labrador City/Wabush

New Glasgow

St. John’s After Hours

Stellarton

Windsor

How long have you been a Rotarian?

Club positions held.

District Positions Held

How many District conferences have you attended in the last 5 years?

If you haven’t attended, what are your reasons for not doing so?

In the following table, it can be seen that 30.9% of respondents indicated that registration and travel costs were the reason, while 22.73% indicated time.

However, a different picture emerges when written responses are examined in detail. In this case, 48% indicated that time and/or other commitments were the reason and only 6% mentioned cost.

There are also important differences between newer Rotarians (6 years or less) and more experiencedRotarians (6 years or more).

The primary reasons newer Rotarians gave for not attending were:

Cost 29%
Time 57%
Program 0%

Whereas the primary reasons experienced Rotarians gave for not attending were:

Cost 49%
Time 28%
Program 12%

The differences in the priority placed on time and cost by these two groups are important.

Similar differences emerge when Rotarians with no District experience are compared with those who have that experience.

The primary reasons those with no District role didn’t attend were:

•Cost 41%

•Time 41%

Whereas those with District roles didn’t attend because of:

•Cost 73%

•Time 7%

If you’ve only attended one conference and not returned, what are your reasons for not doing so?

On the following table, it can be seen that 27.5% of respondents indicated that costs were the reason for not returning while the same number indicated that time was the reason.

As with the previous question, a different picture emerges when written comments are analyzed. As the table below shows,47% indicated that time was the main reason, but no one mentioned cost.

Once again there are important differences between newer and experienced Rotarians.

The main reasons newer Rotarians gave for not returning were:

•Cost 14%

•Time 71%

While the main reasons given by experienced Rotarians were:

•Cost 45%

•Time 36%

And, once again, there are important differences between Rotarians with and without District experience.

Those with no District role didn’t return because of:

•Cost 30%

•Time 43%

Those with District roles didn’t return because of:

•Cost 70%

•Time 22%

How would you rate your experience?

What motivated you to attend?

There were important differences in motivation between newer and more experienced Rotarians.

Newer Rotarians were motivated to attend by opportunities for:

•Networking28%

•Fun24%

•Learning48%

Experienced Rotarians (6+ years) were motivated to attend by opportunities for:

•Networking35%

•Fun28%

•Learning36%

Similarly, there were differences between Rotarians with and without District experience.

Those with no District role were motivated to attend by opportunities:

•Networking33%

•Fun18%

•Learning48%

Those with District roles were motivated to attend by:

•Networking51%

•Fun39%

•Learning10%

What format is of greatest interest to you?

There are differences in preferred format between those with and without District experience.

Those with no District experience preferred:

•The way things are36%

•One day16%

•Two days41%

Those with District experience preferred:

•The way things are33%

•One day10%

•Two days44%

A more detailed examination shows differences according to the various roles played within the district.

Preference / No Exper'nce- / Exper'nce / DGs&AGs / Others / Trainers
Status Quo / 36% / 33% / 54% / 35% / 27%
One day / 16% / 10% / 11% / 10% / 9%
Two days / 41% / 44% / 32% / 50% / 64%

The same information is presented in table format below.

What is the best time of year to hold the conference?

What would encourage more people to attend?

The responses above would seem to indicate that reduced costs would have the desired effect. However, an examination of written responses suggests that there are other factors that must be considered.

Why don’t committed Rotarians attend?

How could we use technology to improve participation?

The District conference is currently organized by Rotarians from the host club of the District Governor. Is this the best arrangement? What are the alternatives?

What are one or two things that would make the conference better?

How can the conference be better promoted?

Selected Comments

If you've only attended one conference and not returned, what are your reasons for not doing so?

The District Conference is an event to foster those that seek higher office in Rotary and not an event that celebrates the great work of individual clubs.
I would say lack of reason to attend. The event is pushed for Secretaries and Presidents. It is not pushed as a regular Rotary event. I've always thought of it as circulating around the incoming Secretaries and Presidents and doing what it can as training for them.

Many committed Rotarians never attend conferences. Why do you think this is?

One reason I haven't attended more conferences is because I would need to take too much time away from paid work. If the conference was one full day, others may be encouraged to attend.
Simply put - life - we often hold multiple volunteer roles - and in my case a very challenging career - so with family, work and volunteer commitments it is difficult to take time.
Cost is probably the biggest factor. Member profiles are changing from past and many newer members are younger, with families at home and conference is a big time and money commitment.
The Conference is not promoted at the Club level. I think there needs to be more information provided to Club Members especially by other Members who have been to the Conferences and can share their experiences. i.e. relate who the Speakers were and topics covered; the inspiration they felt hearing and seeing new ideas and learned from the stories. Share their excitement regarding renewing contacts with other Rotarians (met at previous Conferences). There also has to be a GENUINE feeling from the Club's Executive that a Conference is important to their Members in getting more from being a Rotarian.
Absolutely a lack of motivation for one reason or another. The reason to attend has to overpower the reason to stay away and those reasons are as varied as the fish in the sea. So one needs to employ powerful motivators that sweep away the de-motivators and you got yourself a conference.
I think they don't understand/appreciate the benefits to them as individuals, They don't see it impacting their personal rotary life in a meaningful way.
Industry specific conferences focus on one or two themes that people can take back to their jobs and justify their expense. If you focus in-depth on a theme you will get people coming to learn and take back what is learned. Not just a 50 min Powerpoint on something; but a 1/2 or a full day track to focus on Global Grants or Membership for instance. One other thing that may through people off: It is ok and desirable to pat ourselves on our back, but 24/7, constant hard-core thumping goes overboard. The conference I attended, Wolfville 2014, we were pushed, and pushed is the right word, to having 10 (ten!) standing ovations for different people at one dinner.

What do you think would encourage more people to attend?

Hold it it in Fall to keep the new excited Sec/Pres and executives motivated. Have one or two main themes and in-depth learning on such.
More opportunities to pick and choose what parts of the conference they want, rather than paying for a specific day when the program may not be what they want.
Centralize conference at major locations Charlottetown, Halifax, St John's on a 3 year rotation. Not important to have where DG comes from. Not need to be at biggest and most costly hotel in area. Look at smaller less expensive ones. DO NOT need District Conference to be an International Conference clone.
Have regional learning opportunities. Many of today's new younger generation Rotarians do not have the interest in committing the time, so we should look at other ways to share information and develop fellowship rather than just the annual conference.
It is not that expensive. If there is demonstrated value, things are not expensive. We have often met in the spring. This is a hard time of year for banking and accounting Rotarians. Also, more Rotarians are still away being Snowbirds.
Club presidents and others talk up the advantages of attending more at the club meetings. Appoint some members to attend and report back on certain aspects.

The District conference is currently organized by Rotarians from the host club of the District Governor. Is this the best arrangement? What are the alternatives?

The present method is great!
Locals have to be involved. It is a boost for the local club. District could assist in the early stages to get the ball rolling.
Event planners can be cost effective when working with Rotarians.
No - not the best arrangement - it is a drain on that club; it prevents some people from seeking the role; it does not allow negotiation of the best rates for repeat uses of certain venues. Could have a central committee - but it would probably be hard to get volunteers. Could hire an event planner to create a common "template" for a conference (agenda, meals, facilities etc.) and then just have a program committee to get a few speakers.
A Regional Team approach; the AG would be responsible for overseeing the event with a District Convention Chair and/or DGE rounding out the Convention Team. In my view, the DGE and AG have plenty to do without taking on this huge undertaking. I team of five or six who do this for a term of 3 to 5 years would mean lots of experience and perhaps the ability to negotiate with a chain of suppliers with a multi-year contract.
I think we need to at the least have a district conference committee that is used to organising such events and so it will not be reinventing the wheel each year I think a professional group could help as it is a lot to ask of volunteers The DG and Club can still have influence and I think it is good to move it . the smaller communities seem to engage Rotarian's better. In the towns such as Halifax Charlottetown and St John’s there are other choices for people to visit family etc and not attend all events
I think this is a regular re-inventing the wheel. There is a lot of time taken to rehash and redo. Has there ever been thought to having a District Conference Committee?
This practice works for larger clubs where there is strength in numbers. It enhances fellowship when the team works collaboratively but causes stress when human resources are limited..

How can the District Conference be better promoted?

Hold the current club executive accountable to highlight what goes on at conference. I was unaware of what to expect, and would have appreciated if someone had informed me prior to attending. I will be surely briefing my replacement before they attend in spring 2016
Create an upscale video of the conference and have it available for every club.
Not all see themselves a part of a bigger group and that falls to Club leaders, AGs, and District to paint the bigger picture.
Not sure it needs more promotion - it needs to be seen to have better ROI
Promotion is not a problem. The issue as I see are people only have so much money and unless there are a group from your club going .. it can be intimidating for a person to go on their own. It is expensive to fly for some, hotels are not cheap plus meal costs. It probably costs $1500 to have the Rotarian and spouse attend. One has to ask, if I want some time away .. will I spend my $1500 on a Rotary conference or toward the cost of a vacation down south. Unless people are engaged, what is the incentive to attend
Direct mail heightens the importance of the enclosed information above that of email and online correspondence. Perhaps it could be used to improve promotion. A District Conference Committee could visit and speak to each club prior to the conference.

What are one or two things that would make the District Conference better?

Make it more affordable, cut back on covering so many registrations, accommodations and travel costs. If the Conference was held during a time when university it out, it would be a more economical venue. There is nothing wrong with student accommodation.
Giving members more options/opportunities to attend some or all of the conference. Encouraging more members from a club to attend. e.g. Discounted fee for 2nd member attending from same club.
$ to support participation. Discounts for newer members? Make it fun to participate. Points to Paul Harris? Be creative!
Better ROI Convenient - time, duration, location
If clubs could reference District activities just once a month, there might be a better connection between clubs and districts. Just edifying one or two things at district level would help. 2. It's really important for assistant governors to keep communications open.
Change up your workshop topics. Ask what people are interested in learning. We all know Membership is a struggle and fundraising ideas can have a display with contact info if you want more information. Focus on the projects that have made a difference, both locally and on an International level.
Use Friday for PETS and SETS. Friday Night for networking and have one gala dinner on Saturday instead of an event on Friday and Saturday night. This could reduce costs and make it easier for those working to attend.
The Gala dinner *must* be revamped. It should not be a giant Thank You fest for the DG. That is unbelievably DULL. I might be prepared to tolerate it (for my DG), but if I'm paying $90 for my spouse to attend, we expect to be entertained.
Fixed locations. Change how DG is elected in District and move to an all member electronic vote. (I realize that this is off the topic but current system if flawed and is the one issue I hear most Rotarians complain about. Break the "Old Guys/Gals Club" format.
District conference could be better if we explained WHY it is important to have and use a professional venue. If we are to attract top speakers and talent to attend, there is a Rotary image to carefully nurture too. My concern is that we are listening to people that want the conference to be done differently, perhaps at local halls etc... and for me, if we are not in a nice hotel, where we have time to relax and circulate to network in the way that is of benefit Rotary will lose high talent speakers and other people that simply do not want the local legion feel. If we wanted that , we would be kinsmen, Kinettes or Lion's members. Rotary is a PROFESSIONAL network and its members have the opportunity to influence in the world. If we become too much like other service clubs, it will simply not have the same appeal so some people and that worries me. I want and like the opportunity to stretch my thinking and grow in Rotary. I also want the opportunity to network with professionals in a professional environment. Please give careful thought to disbanding the current professional format. IT WORKS

Other Comments/Suggestions about the District Conference.

St. John's Board of Trade does business mixers regularly and those are well-attended. Vocational activity is the foundation of Rotary. Weaving the business component in more tightly may be an avenue to explore. I think we are missing the chance to use Rotary to revitalize Atlantic Canada. Looking for ways to do business together, grow business, attract innovative companies, keep young people and families here, should be on all of our minds. If we don't we will watch our region become a shell of itself.
Pets and Sets should be in the spring and conf in the fall. Most Rotarians I talk to think only new exes go to conf. Have mini conf in each prov.
At welcoming event, first time attenders should be asked to stand and be acknowledged First time attenders could have a special coloured dot so other participants could recognize and engage them in conversation. This concept could be extended to second year attendees.
Need a more contemporary model that is not based on retired or self-employed people/men who can leave their families for several work days. Need clarity around the purpose - is it to learn about Rotary and be inspired by the "bigger picture" (which doesn't actually happen anyway) or is it to give the old guard an opportunity to socialize (which it probably does do)? I don't know what the actual purpose is so it is hard to make other suggestions!

Appendix