SPANISH AMERICAN GENEALOGICAL ASSOCIATION
AFTER CONFERENCE REPORT
IRMA CABALLERO
OCTOBER 14, 2016
As the conference chair overall planning, fundraising and organizing was the responsibility of seven key individuals; Sara Flores, Fidencio lopez and his wife Alicia, Mario Lopez, Servando Caballero, Graciela Gonzales and O.B. Garcia. This report covers three time periods, pre-conference, conference and post-conference.
A. Pre-Conference
1. Membership Drive
Due to the small number of members the group focused on recruiting members. This was needed in order to fundraise and for the support these new member could provide. Membership increased from 15 members to ~ 76 members at the time of the conference. We hope membership will be sustained and increased through a number of membership-focused activities in 2017 and beyond.
2. Fundraising
In October of 2015 the group had approximately $4,537 in the bank. Original estimates were that SAGA would need to have at least $35,000 in order to cover conference cost. Approximately 48 letters/grant applications were mailed requesting support for SAGA. In addition Fidencio Lopez, Mario Lopez and myself contacted these donors personally either through an office visit or phone contact. Even with these efforts total raised through sponsorships amounted only to $5,700. Below is a list of donors some of which contributed and some which declined to support SAGA:
Earl C. Sams Foundation, Frost Bank, Jaime Garcia, O.B. Garcia, Servando Caballero, Dennis Whitley (Edward Jones), Rio Grande Genealogy Association, State Representative Abel Herrero, Port of Corpus Christi, Victoria Genealogical society, Scott Barker (Edward Jones), Yvonne Garcia (Altus Hospice), Agapito Alaniz (Texas Champion Bank), Merrill Lynch, CITGO, AEP, Prosperity Bank, IBC Bank, AT&T, David Towler, HEB, Rochelle Foundation, Kennedy Foundation, Mark Esparza (Plains Capitol Bank), De Leon Pharmacy, Thomas J. Henry, Hilliard Munoz and Gonzales Law Firm, L&F Distributing, Andrews Distributing, Caller Times, Chuck Barrera, Jaime Garza, BVVA Compass Bank, Wells Fargo, Regional Transit Authority (RTA), CC Convention and Visitors Bureau, Oscar Wyatt, Linebarger Law firm, William Edwards Law Firm, Richard Leshin Law firm, Coca Cola, Flatiron Dragados, Love Chrysler, Valero, Canales and Simonson, Baldemar Gutierrez Law firm, Tejano Genealogy Society of Austin and Hogar de Dallas.
Jose Antonio Canales (Dr. Cleo’s son) was notified of the upcoming conference and told the conference would be dedicated to his mother. He agreed the family would help SAGA and advised SAGA to contact his daughter, Barbara, to assist with fundraising. Ms. Canales owns a restaurant and suggested we host a “Noche de Amistad” Paella Dinner celebrating our Spanish Heritage. SAGA agreed and set a goal of selling 100 tickets at $50 each. Half of the money or $25 would be given to the Bleu Bistro to offset food and server costs. SAGA members sold over 120 tickets and the organization made $3,250.
The Regional Transit Authority was a strong supporter. They assisted with ticket purchases for the Paella dinner, provided 10 bus benches at reduced cost so that SAGA could promote the organization and the upcoming conference. A SAGA banner was also made at no cost to us.
The Caller Times agreed to provide up to $5000 in free newspaper publicity. The newspaper promoted SAGA and the conference with a front page story, several smaller articles and agreed to give us space to thank all sponsors.
SAGA held two silent auctions. One during the Paella dinner and the second during the conference. Donations were solicited not only from conference vendors but from local merchants, beauty shops, the CVB, the conference hotel, restaurants. In essence, anyone our members patronized was asked to support SAGA by donating a silent auction item. In addition several members donated item that which they made. Revenue generated was ~$2400.
3. Organizational changes
· The Association had to reinstate its 501(c)3 status and submit
pending reports.
· Bylaws were reviewed and updated. Numerous forms
were developed such as Contribution Acknowledgement, Registration,
Speakers Agreement Form, Press Releases, Call for Vendors, Silent
Auction Bid Sheet and other written materials used for the website
and Facebook.
· Budgets were developed for the Conference and overall organization.
B. CONFERENCE
Members were assigned the following duties:
Sara Flores - President, Selection of Conference hotel, Identification of Speakers, Development of Journals/ Book Sales, Hospitality Suite, Entertainment and Attendee Registration Bags
Irma Caballero - Conference Chair, Silent Auction, the Paella Dinner, Vendors, Media, Fundraising, overall Conference Oversight. Approximately 40 vendors were part of the conference.
Fidencio Lopez - Treasurer, all Conference Registrations, Maintaining Compliance with Federal Requirements, Fundraising
Alicia Lopez - Secretary, support of Silent Auction, responsible for Recruiting/Assigning Volunteers and Members to various tasks during the conference. Conference Onsite Contact for Attendees picking up Registration Bags and ID Tags
Mario Lopez - Director, Developing and Maintaining Electronic Communication such as the Website, Facebook. Oversight of the Conference Historical tour, Selection and Oversight of audio visual (AV) Contractor, Coordination with RTA for bus benches and banner and responsible for ID Badges
Graciela Gonzales - Responsible for the Conference Program and Banquet Program, development of a Speakers’ Agreement Form and Contact for Speakers. Onsite Contact for Speakers as they registered
Alfredo Cardenas - Publisher of the Conference Program
Martha Salinas - Conference and Paella Dinner Decorations, Speakers Welcome Bags
All Members - Sale of Ads for the Conference Program
Each team member succeeded in their assignments which helped the Conference to proceed as planned. It was a tremendous amount of work which was well executed by each of the team members.
C. POST CONFERENCE SUMMARY
Success was the result of a team effort. Many lessons were learned and the information below is shared for reference by SAGA members when they develop the next conference, expected in 2025 or 2026, as well as for other Genealogy chapters who may benefit from our experience:
· Planning should begin 24 months prior to the conference
· Membership should be maintained and opportunities for Genealogy training, workshops, tours should be provided. Membership is important for a variety of reasons but it is critical for fundraising efforts
· The hotel contract should be reviewed in detail. At some point we felt legal review would have been helpful. All changes to the contract should be done in writing and initialed by both parties.
· Websites should be maintained and can be an excellent tool to market your conference, recruit new members, promote Hispanic genealogy and special events held during the year. Use of all electronic media should be considered ie, Twitter, Instagram etc.
· Media relations should be a key priority.
· SAGA needs more ongoing exposure with the public and educational institutions. Increasing membership through the support provided to new members should be a key priority. This should be a strong focus for all Genealogy groups.
· Fundraising activities should target corporate donors on an annual basis, Historical Tours should be considered, one Special Event done yearly should bring positive media attention to the Group and help with recognition by the general public and potential donors.
· Registration fees should be calculated based on; Early Bird (4 months prior to conference), Early registration (3 months prior to conference), late registration (one month prior to conference) and onsite registration at the Conference. Costs should increase for each successive time period. This will help conference sponsors get a better count of attendees early and assist with budget planning.
· At membership meetings speakers should be carefully vetted and selected only if they will bring new information or provide a true teaching opportunity for members.
· Collaboration should be considered with local historical groups, genealogy groups in Mexico and with the current 9 chapters throughout the State.
· Technology is key and efforts should be made to help members utilize the latest technology available to assist in their genealogy research.
· Recruitment of younger members should be a priority. They will help to carry the organization forward.
· Collaboration with school districts should be attempted with the goal of helping teachers and students to learn about their ancestry and ways to build their family trees.
· All sponsors should be recognized via letters, in the Conference program and if possible in the Newspaper at the conclusion of the conference.
· A Compliance Committee should be established to ensure the groups non- profit status is not jeopardized.
· The success of the conference is highly dependent upon the quality and diversity of speakers. In addition vendors play a key role as many attendees seek to purchase resource materials and new books.
· When selecting a hotel the available meeting rooms, quality of WIFI, and vendor areas should be thoroughly evaluated.