Saving Money at Conferences: Paper or Plastic?

WARNING: This article contains some of my personal opinions.

As I am packing for the trip home after the annual St. George (Utah) Genealogy and Family Heritage Jamboree, I am reminded of one thing: the syllabus is published on a CD-ROM disk instead of on paper. What a great idea!

I am told that the annual BYU Technology Conference does the same thing: publish the syllabus on a plastic CD-ROM disk instead of on paper. To my knowledge, these are the only two large genealogy conferences to do so. All the others I know of still publish on paper, a costly, labor-intensive, and bulky process.

Besides genealogy events, I frequently attend various conferences and conventions dedicated to other topics, including ham radio operators, private pilots, various Internet-related topics, and more. All of them switched to CD-ROM publishing years ago. Nobody publishes on paper these days, except for some genealogy conferences.

Publishing on paper is expensive, and that expense goes straight to the bottom line: the attendees pay for it whether they want it on paper or not. Conference attendance costs are already very expensive. Do we really want to pay another twenty dollars or so for something when there is a better solution?

Time and again, when leaving a conference, I have had to pack the syllabus into my already over-stuffed suitcase. The four-day national conferences often produce multi-volume publications of hundreds of pages. After the last FGS conference, I thought I might need to purchase an additional suitcase just to carry the multi-volume syllabus! Luckily, I drove home from that conference instead of flying. Otherwise, I would have had to pay an overweight luggage charge.

When I get home, I am faced with the problem of storage. I don't know what your personal library is like, but the bookshelves I have are already overcrowded with genealogy books, software, family pictures, and other “valuables.” I don't have room for several hundred more pages of syllabus material!

Many times I have left the (expensive) conference syllabus behind in my hotel room trashcan. I wonder how many other attendees’ syllabi sadly end up in hotel trash.

Contrast this with CD-ROM publishing. The conference organizers will save thousands of dollars in printing costs. I would hope that most of the savings would be passed on directly to the paying attendees in the form of lower admission costs. Attendees would find it easy to fit a tiny CD-ROM disk into their suitcase rather than printed books, not to mention the difference in weight as they drag or carry that luggage through an airport.When they get home, people like me can easily find space for a CD-ROM, so they are far more likely to review the material electronically rather than digging out a book that is probably stored in a cardboard box in the basement. Cheaper and more useful: that's a powerful combination.

Of course, not everyone owns a computer. In addition, a few others may prefer paper over a plastic syllabus. Luckily, those needs are easy to meet. In fact, the St. George, Utah, conference and the BYU conference have already fulfilled that need for years: anyone who wishes to obtain the syllabus on paper can easily do so by requesting it and then paying an extra fee that is roughly equivalent to the printing costs. When the request is received, an order goes to Kinko's or some other “print-on-demand” business to print exactly the number of copies ordered. Those who specify paper get what they want although they do have to pay for the full cost of printing, roughly $20. Those who want it on CD-ROM typically save about $20 on admission.

Everyone gets what they want, and the genealogists save a few trees in the process. Simple.

Why doesn't everyone do this?

OK, here's an idea: the next time you pay for admission to a genealogy conference of some sort, I'd suggest that you add the following comment on the order form:

“I would prefer to receive my conference syllabus on CD-ROM disk instead of on paper. As a result, I also respectfully request a $20.00 discount from the published attendance price. This discount reflects the reduced printing expense.”

Now, you know and I know that, in the first year or two, the conference organizers will not be able to comply and will have to refuse your request for a discount. After all, most conference organizers are not yet “geared up” for CD-ROM distribution. However, if enough genealogists ask enough times, future conference organizers will eventually “get the message.” After all, one of their major goals is to keep the attendees happy! Along the way, they will also be forced into saving money.

Here's a message to conference organizers: wouldn't you like to save a lot of money?

Comments

[Alison]

Nevermind cost, publishing on paper is not environmentally friendly and you are adding to your carbon footprint by doing so. If you want a decent planet for your descendants to live on, think about this. Otherwise they are going to be researching for their ancestors who didn't care about their future.

[Alison]

I should have added plastic is actually worse for being resource intensive / landfill wise. Conference information should be e mailed to participants, or part of a secure download area. Its not that difficult.

[Bill Puller]

This is a great idea. I have been to tech training/conferences where they give away the syllabus on small (24mb) USB drives. Not sure about the costs but some may be willing to pay a few dollars more for the option. I think another solution would be to set up a free blog or wiki, or use the hosts' web site, and have the material available to download before/during the conference. As always, great information Dick. Bill Puller The Genealogy Tech Podcast http://genealogytechpodcast.com

[Sandra C. Tye]

Wonderful idea ! Carrying heavy luggage is not my idea of a fun time at a genealogy conference ! And, why couldn't the syllabus be made available by mail after the conference? I would be happy to pay a reasonable fee... There are so many more conferences available than I am able to attend.

[Di Christensen]

Your article is interesting and thought provoking but you vcannot take a CD or DVD to bed to read

[Becky Wiseman]

Putting the syllabus on a CD is a great idea! Making it available for download BEFORE the conference to registered attendees would be even better. That way, if desired, you could print the information for the sessions you plan on attending. And as you say, pass that savings on to those who choose to download and for those that don't have a computer, allow them to pay "extra" for having it printed.

[Dick Eastman]

---> "...but you cannot take a CD or DVD to bed to read."

I agree and that is exactly why I wrote:

"... a few others may prefer paper over a plastic syllabus. Luckily, those needs are easy to meet. In fact, the St. George, Utah, conference and the BYU conference have already fulfilled that need for years: anyone who wishes to obtain the syllabus on paper can easily do so by requesting it and then paying an extra fee that is roughly equivalent to the printing costs. When the request is received, an order goes to Kinko's or some other “print-on-demand” business to print exactly the number of copies ordered. Those who specify paper get what they want although they do have to pay for the full cost of printing, roughly $20."

[Dee Kermode]

I like the USB idea but maybe they could send us the syllabus and we could download it to our own USB.

[Peter Fear]

Actually the comment on carbon footprint is bogus. The carbon used in the wood is taken out of the atmosphere unless the paper is burned and has little effect as long as the tree used to make the paper is replaced. CDs are made from carbon that has been stored out of the atmosphere for millions of years (fossil oil).

Also another problem is that books that were published hundreds of years ago are still able to be used but computer tapes from 50-60 years ago are unable to be read. My computer has no floppy drive which makes it difficult to read my old floppies. CD drives are being replaced by DVDrom drives (which fortunately can read the CDs) but will that be the case with the next generation of storage devices?

[Marlene Rochon]

On the surface, it sounds like a good idea. But, everyone would have to carry a laptop with them. Also, I suppose it is only PC friendly. Many have Macs!

[Dick Eastman]

---> everyone would have to carry a laptop with them.

Not necessarily. My primary use of syllabi is as a reference source after I return home. For me, a CD is much better than the bulky paper syllabus that I left in the hotel trashcan because it would not fit in my luggage. Other people may have different desires, however. Some may want it on paper and be willing to pay the increased cost (back to what we all have to pay these days). Those of us who only want it on CD should be able to save money, however.

---> Also, I suppose it is only PC friendly. Many have Macs!

With today's technology, that is no problem. I took a Macintosh laptop to this past weekend's conference in St.George and I can read everything on the syllabus CD-ROM. I have both Windows and Macintosh computers but usually take the Macintosh laptop when traveling. It is smaller, lighter and much easier to use. It also is easier to connect to new wireless networks so I prefer to use the Mac when away from home. So far, I haven't tried the syllabus CD-ROM in a Windows machine; I have only used it on a Macintosh system. However, I assume it will also work in Windows.

- Dick Eastman

[Betty Clay]

I especially like the suggestion that the syllabus material be made available online prior to the conference. It would be helpful to read the materials when deciding which lectures I'd want to attend. If I wanted to make notes during the lecture, I could print out just those I'd need.

Of course, the CD-ROM would be nice to have, too.

[Harold McClendon]

I would prefer to have the syllabus e-mailed to me as a pdf file prior to the meeting. This reduces the cost even more. Also, I would have an opportunity to review the material prior to attending the conference. This would make me a better prepared student. If I wanted something printed, I could print a selectedhandout prior to the conference. Also, if I see that the handout for a particular topic is very brief, I know that I will have to take detailed notes in order to capture the material being presented. If the handout is complete, I know I can concentrate on listening to the speaker. Anoher point to consider is that sending out the material either as a pdf file or a CD, the speakers should be permitted to increase the number of pages in the handout.

[Liz Parmalee]

I agree with the people who would like to get the syllabus either by email or by cd before the conference so that I could print out the syllabus for the classes I would like to take. I like to take notes on the syllabus as the lecturer is talking. Printed copies of the syllabus could be available to purchase at the conference for those who would want them.

[Margaret]

I agree that e-mailed material, or a link to a website with the material in PDF format, prior to a conference is the most user-friendly format for those who are computer savvy. The ability to study the material prior to attendance is a plus. People can store the information as it best suits them.

I have begged one president and newsletter writer of a genealogy society to which I belong to e-mail me the newsletter, but she resists doing that. Because she provides many links to useful sites, I would be able to cut and paste those links into a search engine. Instead, I have to painstakingly type the links to check the sites. Also, I then feel that I need to save those newsletters in a file cabinet -- how much easier to create a folder on my PC to store them.

[Catherine Christie]

That.s allright for computer literate folks, but there are others of a particular generation that still like to read the written wordin prin form. When I was first starting my genealogy venture, I thank God for my printer, and in fact do often go to my color coded printed files to pull out print out friendly articles that I might not have if I had only relied on the allmighty computers CD.s

[Doug]

I hope the NGS and FGS conference committees are paying attention!

[jiana]

I would gladly pay extra for a paper copy. Often I don't bring my laptop and would not just to access the syllubus. Of course, if the materials were available beforehand, I could make and bring my own copy.

[Julie Miller]

The NGS Conference in the States will have the syllabus on CD-ROM this year in Richmond. The brochure states that anyone who does not register for the conference by 30 March 2007 is not guaranteed a printed syllabus but will receive the CD-ROM version. This is being done to avoid the cost of printing extra syllabus at print on demand prices and to test the response of conference attendees to the idea of syllabus on CD-ROM.
NGS will also sell copies of the CD-ROM version at the conference for $10.

[L Rekowski]

While I plaud the efforts to save the environment, I like to take notes and jot reminders to myself on the syllabi... Best to make the option available to those who wish it.

[Melissa]

Providing the syllabus on an ftp site attached to the site of the conference would be very efficient in that anyone attending the conference would be able to download the file and then keep a copy on their computer, save a copy to CD for use elsewhere (say, a laptop at the conference), or print out whatever pages they feel they would need, therefore putting the printing cost and paper use on them.

-->My computer has no floppy drive which makes it difficult to read my old floppies.

Almost any computer has the capability and capacity for a floppy drive. They are only about $15-20 to purchase and if you don't have the know-how to install one in a bay under your CD-ROM drive, you can take it to a local shop and they will install it for a very small fee. When you purchase your new Dell (or whatever) computer, you can request a floppy be installed for about $30. I had one of my computers built with 2 floppy drives. I do not understand the need to build a computer without a floppy when so much data is still able to fit on them and they are much easier to deal with than CD's.

[Shelly]

The International Association of Jewish Genealogical Societies (IAJGS) has been issuing syllabi in both paper and CD format for several years and will do the same in Salt Lake City during the 27th annual conference July 15-20 2007.