MSGenWeb Guidelines for Planning a Successful Seminar

 
I.  General

     A.  Begin planning early.

     B.  Work closely with a local genealogy/historical society, library, or
           other responsible group that will sponsor the event.  Designate 
           one MSGenWeb spokesperson to communicate regularly with the
           local representative.

     C.  Establish early on whether there will be any reimbursement for
           MSGenWeb volunteers, such as transportation, lodging, etc.
           (Generally not, but can depend on the circumstances that led to 
           the seminar.)

     D.  Establish date/time/length of seminar as early as possible.

     E.  Commit early, but not until you are certain you can follow through.

II.  Local Group Responsibilities

     A.  Provides and makes ready the facility.

MSGenWeb will need to know seating capacity and arrangement, and technical  capabilities (equipment, screen, electrical outlets, sound system, etc.), and  when access may be gained to the facility to set up.  (Day before?  Morning of?)

     B.  Determines what food/refreshments will be served or available.

     C.  Determines whether any door prize(s) will be awarded.

     D.  Handles local publicity/advertising

     E.  Sets fees and handles registrations and bookkeeping.

Determines whether pre-registration is mandatory, or pay-at-door accepted and optional.

III. MSGenWeb Responsibilities

     A.  Provides speaker(s) and helpers

     B.  Determines topic(s) unless a particular topic or range of topics has
           been agreed to by both parties.

Absent a pre-set topic or series of topics, issue a call for MSGenWeb volunteer speakers.  In the event there is an abundance of volunteers, ask the local group to select topics they feel would be of most interest to the guests.

    C.  Provides day-of-event handouts, worksheets, presentation material
          (Power Point, etc.)

Generally the type and design of the material is up to the speaker, enlisting the aid of other MSGenWeb volunteers to assist with formatting, printing, etc., when needed.

     D.  Blocks out day's schedule 

           Sets breaks, order, and time for each speaker, in accordance with
           time allocated for the seminar.  In a day-long event, the local group
           generally will have arranged for a specific lunch time.  That leaves 
           two major sessions, morning and afternoon.  One 15-20 minute
           break is recommended for each session, but breaks
           may be determined by the number of speakers, or length of 
           individual lectures or workshops.  It is recommended that guests
           be invited to stretch, obtain refreshments, etc., at any time they feel
           the need.

     E.  Provides helper(s) to greet guests and provide them with handouts.

     F.  Provides individual to introduce each speaker.

Speakers should provide the introducer with a brief bio so the introducer can develop a proper and brief introduction.

     G.  Provides timer to help keep speakers on schedule

In the absence of an electronic timing device, individual timer should be seated in a pre-arranged position in the room, easily visible to the speakers, but not obvious to guests.  Timer may use hand gestures or cards to signal the time.  Timer may also signal speaker to lengthen talk, if running ahead of schedule.

    H.  Provides name tags for MSGenWeb volunteers.

IV.  Considerations

     A.  Choice of Topics

Work with the local group to determine the needs of the guests they wish to attract, as well as any topics they would prefer.  Some groups may be looking for a variety of topics, while others may prefer subjects that tie in to one another more closely.  Since we are an online research project, try to create a tie in to online-research with each topic. 

To a large degree, the subjects will be dependent upon which MSGenWeb volunteer speakers can attend, and which topics they are comfortable with.  Some speakers may be able to deliver complex advanced talks, while others may prefer to stick to basics.  Depending on the facility and the number of MSGenWeb volunteers, parallel sessions may be considered, beginner and advanced, so guests may choose.

     B.  Planning For the Unexpected - Remember Murphy's Law!

          1.  Speaker informs you at last minute that he/she will be unable to
               attend.

                 a.  Ideal, but not always possible:  Arrange in advance for one
                 person to be on stand-by.

                 b.  Quickly recruit a fill-in speaker familiar with the subject.

                 c.  Ask all speakers to prepare for longer talks if necessary to
                 fill a gap. (Three speakers extending 10 minutes each will cover
                 30 minutes.)

                 d.  Extend Q&E or hands-on workshop time.

                 e.  Extend honest apology to guests, citing reason, if not too
                 personal, for the absence of the speaker. 

  2.  Introducer or Timer forced to cancel at last minute

       a.  Designate in advance a backup person for each 
       position.

  3.  Equipment failure.  Can't run our Power Point 
       presentations!

       a.   It is strongly recommend that the presentations and
       equipment be used in a run-thru session the night before
       (if possible). 

       b.  Ask speakers to prepare their lectures so they can
       rely solely on notes or handouts if necessary.

       c.  Recruit MSGenWeb volunteers to bring whatever 
       equipment they may have that can be used as backup.

       d.  Designate one MSGenWeb volunteer to work with the
       local group to make sure proper equipment is available, 
       and that the material is compliant with the equipment.

  4.  But I thought we'd only need *50* handouts!

       a.  The gen society or the library might be able to help,
       but your best friend is the nearest Kinkos or Office
       Depot, Office Mart, etc.  Determine in advance where
       they are, and their hours of operation.

       b.  Print more than you think you'll need.  You can leave
       any extras with the genealogy society or library after the
       seminar.

 C.  Bring a Little Humor

       Seminar guests aren't bargaining for comedy hour, but an
       occasional injection of humor perks everyone up, and makes for a
       more pleasant and memorable day.

 D.  Involve the Guests

          1.  Provide hand-outs so guests can follow the talk and take notes.

          2.  Enlist the assistance of guests in demonstrations.

          3.  Provide work-sheets.  Allow guests to practice or "problem
             solve."

          4.  Allow for and encourage Q&E.

E.  Getting Organized Upon Arrival

         1.  Arrange if possible for out of town MSGenWeb volunteers to stay
             at or near the same hotel/motel. Most facilities offer attractive
             group rates.

         2.  Arrive in town the day before the seminar, if possible, and plan a
             casual get-acquainted dinner at a local restaurant for that
             evening. 

         3.  Designate one person with whom MSGenWeb volunteers can
              contact upon arrival.

         4.  Plan a brief meeting before or after the get-acquainted dinner to
              collate handouts if needed, test presentation files, and confirm
              the seminar schedule.  Make sure everyone knows where the
              facility is located, and has transportation. Use this time to make
              changes due to last minute cancellations or problems.

F.  Relax and have fun!

        1.  Seminar guests are researchers just like the rest of us!   We
             sometimes learn from one another.

        2.  Plan a "celebration" dinner for the MSGenWeb volunteers after
             the seminar, and a next-morning breakfast/brunch for those still
             available.  Invite the local group (or leadership) to attend the
             celebration dinner.

        3.  Bring cameras!

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