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[[Category:Strategies for Program Chairpersons]][[Category:Broglin, Jana Sloan]][[Category:Conferences]][[Category:Programs]]

Introduction
The decision is made to hold a major conference.
The date is set. The site secured. The
committee appointed. All that remains is to
select a theme, topics, and speakers. Here are
suggestions for doing this as easily and efficiently
as possible.
Choose a Theme
Themes are broad subjects that may encompass
many different lecture topics. For its 1998
four-day national conference in Cincinnati, the
Federation of Genealogical Societies used the
theme: “Immigrant Dreams: The Settlement of
America.” A theme is useful in logo design, the
promotion of the event, and the selection of
sessions in a multi-track program.
Identi fy Tracks
Tracks are the schedule or arrangement of
program slots to be filled with sessions. A
conference may have one or more tracks with
titles such as, “International Research,”
“Records and Resources,” and “Computers and
Genealogy.” Within each track, are sessions
which run simultaneously, giving attendees
choices for each hour or more of programming.
The number of tracks is often determined by the
anticipated size of the audience and the number
of lecture rooms available at the host facility.
A variation on a multi-track offering is the
blended program. This combines single and
multi-track presentations. In the blend, a wellknown
speaker opens and closes the conference
with general sessions for all attendees. The
interim sessions (sometimes called “breakaways”
because they split attendees into smaller
groups) are presented by local speakers in a
multi-track format.
Blended programs offer attendees the
opportunity to hear the keynote speaker yet still
choose sessions from two or more tracks before
the group reconvenes for the general closing
Set VI Strategies for Program Chairpersons
Multi- Track Programs
by Jana Sloan Broglin�
session. To ensure high quality in this type of
setting, give the local speakers a test run before
the actual seminar.
Opti ons for Sessi ons
Within each track, the sessions are usually one
hour in length. Sessions are specific topics or
subjects presented as lectures, workshops, or
trips: one presenter (or a panel) in a single time
slot. For example, a three-track conference (with
tracks titles, “I. International Research,” “II. Records
and Resources,” and “III. Computers and
Genealogy”) may offer these sessions: I. English
Law and Probate, II. The Federal Census, and
III. Software for Desktop Publishing, during the
first hour.
A workshop is a hands-on experience which
may be limited in the number of participants.
Often advance reservations are needed with an
extra cost per person for supplies. Examples of
workshops are: setting up a Web site, how to do
on-line family newsletters, how to identify and
date old photographs, and techniques for paper
preservation.
A trip to a local research center, library, Family
History Center, or a historical site or museum,
is another option. The trip could be conducted
the day or evening prior to the opening of the
conference or be a special event on the final
night. The 1998 FGS conference offered a
dinner buffet and music at Cincinnati’s Union
Station. The Hamilton Chapter of the Ohio
Genealogical Society hosted this.
Although trips can be led by a group leader who
does not give a lesson, workshops and lecture
seminars require presenters. The selection
process for presenters can be as simple as a
committee agreeing on whom to invite. Or,
invitations can result from topics submitted in
response to a Call for Papers.
Call for Papers
A call for papers to be submitted by
prospective speakers can be placed in national,
state, or regional society publications 12-15
months before the conference date. The call
includes the conference theme and the tracks,
and suggested possible topics.
A call permits a “blind” choice by committee.
A list of speakers’ names with a corresponding
number is recorded on a separate sheet of paper.
Then, all identification except the assigned
number is blocked out on the lecturer’s
submission.
The program committee can then choose on the
merits of the proposed topic and content
description. After selection, determine if the
chosen speakers have additional topics that
would be appropriate. Having speakers present
more than one lecture helps to keep costs down.
The blind selection method could result in
several newer speakers being selected over
more experienced presenters. Most conference
planners seek a blend of talent: some new,
some old. To achieve this, well-known speakers
whose submitted topics were not chosen are
considered for the keynote address or invited to
do a particular presentation.
Choose Speakers
Some considerations in speaker slection:
• Skills: does the speaker present well? If no
one on the selection committee has
observed the speaker in action, request an
audio or videotape of a recent lecture.
• Evaluations or Recommendations: are
evaluations from recent conferences in
which the speaker participated available?
Page 2 FGS Society Strategies, Set VI Number 3
Multi-Track Programs�
Or can recommendations be obtained from
your society members who may have
attended sessions by this speaker?
• Expertise: has the speaker published books
or articles on the topic or possess some
professional credentials that denote a recognized
authority on the subject?
• Exposure: has the speaker recently
addressed area groups that represent your
potential audience? If so, would they attend
yet another event featuring this speaker
(using the same or different topics)?
Choose Topi cs
If a Call for Papers was used, the program
committee reviews the submitted material to
be sure the subject matter is appropriate to the
conference theme or tracks. If there was no Call,
committee members must choose specific
sessions to fill time slots.
Mark speakers’ names on a rough draft of the
program that shows tracks and sessions. Plan so
that the speaker gives only one lecture per day
(unless the speaker agrees to more).
After choosing and scheduling presenters, notify
them. Mail letters of regret to those not chosen.
This letter should be polite and encourage future
submissions.
Chosen speakers receive a letter of invitation 7
to 10 months prior to the conference. The letter
repeats the theme of the conference, gives the
location, and shows the names and times of the
sessions to be given. The amount of honorarium
and arrangements for transportation, meals, and
lodging should be stated. The invitation should
include the following enclosures:
• the speaker agreement form asks for all
contact information (name, address, and
day and evening phone/e-mail/fax numbers).
By signing this form, the speaker agrees to
the terms of payment and arrangements for
the conference. Two copies should be
mailed: one is for the speaker to keep.
• the equipment form identifies in-place
equipment, such as lecterns and microphones,
extension cords, extra bulbs, and
screens. Special needs are to be indicated by
the speaker.
• the speaker biography form should be
returned to the program chair with the agreement
form. The information requested may
include hometown, education, genealogical
experience and special interests, society
memberships and offices held, and publications
or special projects. A photograph may
be requested.
• the handout or syllabus material request
form gives preparation instructions and preferred
length. If these are for a syllabus,
include a sample page showing the format
requirements (margin sizes, preferred fonts,
and type of heading, footers, numbering of
pages, etc.).
The speaker’s name, address, and contact
numbers should be on the heading of the
syllabus submission. A statement should
indicate if the presentation is geared to the
beginner, intermediate, or advanced
researcher. The request form should include
the deadline date for submission of syllabus
material.
More To Consi der
Speakers are paid on the voucher system. These
vouchers give the name and address of the
person to be paid, a list of expenses, and the
FGS Society Strategies, Set VI Number 3 Page 3
Multi-Track Programs�
purpose of the payment. The speaker enters the
date of the session, topic, the amount of
honorarium, and agreed upon expenses. The
speaker signs and returns this voucher prior to
the conference. A paycheck will then be ready
for the speaker at time of registration.
Introductions are an important part of any
conference. The program committee should
arrange for persons to introduce the speakers.
A standard format may be devised. It can be
very precise: announce the session’s number,
the subject, and the lecturer’s name. Mention
can be made that there is more information in
the syllabus regarding the presenter. This is the
method preferred by most speakers. Otherwise
the person introducing the lecturer may become
nervous and give a negative slant to the presentation.
Problems
Ah, yes, problems. No conference goes off
without a hitch. Try to anticipate everything that
could go wrong. One of the most worrisome
concerns is speaker cancellation. If this
happens early enough, select another speaker
for the same topic and only minor adjustments
will be necessary to the published program. If no
speaker is available on a specific topic, choose a
new topic, even if it does not fit into the selected
tracks.
Last-minute cancellations or no-shows present a
different problem. The audience may be
entering a room when word comes that a
speaker has fallen ill and will not appear. The
ony way to manage this is to have a couple of
backup speakers, “waiting in the wings” with a
general-interest lecture.
Fi nal Check
A detail-minded person should do a last-minute
examination of each meeting room. This person
should be sure that everything is ready to ensure
a smooth presentation:
• the requested equipment is in place and in
proper working order
• there is fresh water and a glass available
• the introducer is ready to begin
• the speaker has arrived, approved the set up
of equipment and location of the lectern,
and made any preparation necessary for the
audio or visual part of the presentation
Now, take a deep breath, and enjoy the
conference.
[Jana Sloan Broglin was on the program
committee for the 1998 FGS/OGS
conference and was the Ohio Genealogical Society’s
program chair in 1999.
She will be conference chair in 2002 for the
OGS conference in Toledo, Ohio.]

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