A Better Method of Printing the Conference Syllabus

As I was packing for the trip home after attending a recent genealogy conference in St. George, Utah, I was reminded of one thing: the syllabus is published on a CD-ROM instead of on paper. What a great idea!

I’m told that the BYU Technology conference does the same thing: publish the syllabus on CD-ROM instead of paper. Most other conferences I know of still publish on paper, an expensive and bulky process. That’s not too mention “old fashioned.” Dare I say “obsolete?”

Besides genealogy events, I frequently attend various conferences and conventions dedicated to various other topics: ham radio operators, private pilots, VOIP telephony, and more. All of them switched their syllabi to CD-ROM years ago. Nobody publishes on paper these days – except for a number of 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. Attendance costs are already very expensive. Do we really want another twenty dollars or so tacked on for something we do not want or need?

The four-day national conferences often produce multi-volume publications of hundreds of pages. After one recent conference, I thought I might need to purchase an additional suitcase just for the four-volume syllabus! Instead, I stuffed it into the hotel room’s wastebasket and left it behind. I must admit that I usually leave all conference syllabi in hotel wastebaskets.

Assuming that I do elect to bring the syllabus home, I am then 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 a variety of other “valuables.” I don't have room for several hundred more pages!

Contrast this with CD-ROM publishing: the organizer 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.

Packing after the conference is easier since a tiny CD-ROM disk fits into the suitcase or carry-on luggage far better than printed books. Next, when I get home, I am far more likely to review the material on CD-ROM than on a book that I probably have to store in a cardboard box in the basement. Most CD-ROM disks have search capabilities that are much more accurate and faster to use than searching through several hundred pages of printed material. Cheaper and more useful: that's a powerful combination!

Here’s a suggestion to conference organizers: At the next conference, please “go green.” Publish the syllabus on CD-ROM and then pass on part of the savings to attendees in the form of lower admission fees. If anyone insists they want the syllabus on paper, send the print job out to Kinko’s or another printing service the night before the conference opens, and then charge that attendee for the printing costs. The St. George conference already does this and that practice has been very successful. Those of us who do not want it on paper should not be charged for it!

The hotel’s housekeeping staff will thank you, too.

Comments

[Marsha Ensminger]

While we're at it, what about all those Society publications? Wouldn't it be simpler for all concerned to publish them as pdf files on a CD, rather than printing and mailing society journals?
One of my husband's professional societies has been doing this for several years. They send out a new CD once a quarter, containing all the year's papers to date. So, as each one arrives, the previous one is discarded.
Certainly helps with the storage issues.

[Virginia Banerjee]

A CD version as an alternate is OK for those who want it AND carry a laptop with them to the conference. But please, do not abandon the print copy for those of us who want and use it both at the conference and afterwards. I refer to the syallabus all though the conference.

Multiple volumes (one for each day) is a good idea.

I suppose those who attend very many conferences may feel differently about the number of print copies they accumnulate but I only attend one or two a year and the syallbi from past years are a valuable rsource.

[Bill Teschek]

As a librarian I think it would be awful if journals were only published in CD form. Libraries want to be able to stock back issues on their shelves. If it only came out in CD we'd have to bear the extra expense of printing them out and binding them, and they wouldn't come out as nicely as a printed journal.

[Dick Eastman]

---> But please, do not abandon the print copy for those of us who want and use it both at the conference and afterwards.

I like the solution that is used by the folks at the St. George, Utah genealogy conference: they offer it both ways. The syllabus on CD-ROM is included with conference registration at no extra cost. If anyone wants it on paper, the conference organizers send the order to Kinko's with the instructions of "print another one." The attendee who wants it on paper is then charged an extra $15 or $20 or so which is, coincidentally, exactly the same amount as Kinko's charges to print it. If the admission ticket is purchased in advance, the printed syllabus is sitting there waiting for the attendee on the first day of the conference.

Best of both worlds.

HOWEVER, I go to several non-genealogy conferences every year and they NEVER offer a syllabus on paper. Nobody seems to complain. Their syllabi typically have a lot more: advertisements, demo software, etc. Several vendors include demo versions of their software. That is a great service. A CD can contain a LOT more information than a printed syllabus.

- Dick Eastman

[Marie Wallace]

I'm with you Dick! CDs are much easier to store and you can look for what you need in seconds compared to minutes or hours to find things. When I made my big retirement move and had to clean out my house to sell, I had a full bookcase (ceiling to floor) of syllabi and at 40 pounds a box, I could not afford to ship them. What a loss to me as I had referred back to them for years for the very good advise in them.

[Tim Neumann]

Putting the syllabi on CD is a very viable solution to a problem, and one that I think many event organizers hadn't even considered (myself included). Let's hope they read your blog and make the change.

[Dae Powell]

How about eliminating the CD costs, too? Most conferences have Wi-Fi and you could access the conference web site and, using your conference password, access and download the .PDF syllabus.

I'm just saying . . .

Happy Dae.
http://www.ShoeStringGenealogy.com

[Pat Evans]

I agree with several of the commenters in that I refer to and make notes in my syllabus while at a conference and I do not have a laptop computer. I understand about "killing trees" and have fully embraced the online offerings of publications from my genealogy society rather than getting paper copies in the mail but some accommodation needs to be made for the non-laptop attendees at a conference. Maybe those getting a CD syllabus could be offered a discounted price for the conference? Does anyone else have any ideas of this topic? Dick, I really appreciate this forum for exchange of ideas. I've learned a lot! Thanks again, and keep up the great work!!

[Pat Evans]

I agree with several of the commenters in that I refer to and make notes in my syllabus while at a conference and I do not have a laptop computer. I understand about "killing trees" and have fully embraced the online offerings of publications from my genealogy society rather than getting paper copies in the mail but some accommodation needs to be made for the non-laptop attendees at a conference. Maybe those getting a CD syllabus could be offered a discounted price for the conference? Does anyone else have any ideas of this topic? Dick, I really appreciate this forum for exchange of ideas. I've learned a lot! Thanks again, and keep up the great work!!

[Joe Garonzik]

I assume we are not talking about eliminating the printed conference program, along with the syllabus,right?

[Gary Rasmussen]

Why not go to the next logical step: eliminate the CD and keep the syllabus on a web site? As for paper copies, the demand certainly seems to still be there, so the society or an entrepreneurial partner could provide them at a cost that reflects the cost of production.

[Robin Van Mechelen]

If you use a laptop to make notes during a presentation, you often spend a lot of time typing stuff that's on the syllabus. I found it's a lot easier, and I lose less of the presentation, if I write notes on the syllabus. I would pay an extra fee to get the syllabus on paper. This is from someone who used to teach public speaking in college.

[Carol]

Certainly keep everything on a web site - save paper and cost and whateveer else. Never mind those that do not have easy access online. It is amazinig how many little old mom and pop researchers do not use computers. Few in our local genealogy group do-and yes we try to encourage them to jump in. They are not serious researchers you say. But do I have the right to so designate them when they are working on their individual family lines diligently? And making progress I might add..

I personally want something I can write on, highlight, and use with or without my computer. I personally do not have the luxury of a laptop although I am online every day on my regular computer. So am I to be separated out also? And yes I am willing to pay extra for that paper copy or I would not buy it.

We need to have choices within reason.

[Patsy]

Printing from a CD costs money, too. I prefer having a printed syllabus so that I can make notes.

[Sandy Castle]

The devices for storing material is getting smaller and smaller. CDs are one thing but the next step might very well be the tiny thumb disks that have lots of storage space and are easy to carry, but not easy to find. How does one store and or catalog these? As an elder citizen with dimming eye sight, finding such stored items could be difficult. The computer is terrific for enlarging print, but locating the correct "storage unit" might be a problem. Do paper items have longer "lives" than other recording methods?
Sandy

[W. David Samuelsen]

25 dollars just for syllabus unless you find a company sponsoring it.

Plus airlines don't like added weight.

By going the way of DVD - it costs only around 28 cents per DVD copy.

[Susi Pentico]

I personnally do not like the elimination of the paper copy. If you want another disc to dangle around the collection, fine. But I use the ones I get and in paper is more practical for my use. I have gotten so discs are a pain to have to find what you want modern book maybe but perfer the old school.
Susi

[David Sapp]

The National Genealogical Society's 4-day conference allows participants to choose the format of their syllabus -- paper or CD. They've been doing it for at least a few years. That is sensible and sensitive to the different needs of the attendees. So, don't lump all "four day national conferences" together.

[Jeanne Wall]

One of the most efficient seminars, when it comes to the syllabus process, I have attended posts the syllabus on line prior to the meeting for registered attendees (what a great way to plan the sessions you want to attend). Then I can print out the information for the sessions I’m planning to attend (double sided of course) or I can even use a kiosk, when I arrive, to print out the documents for a particular session that I decided to attend at the last minute. I then end up with my electronic files to search when I need to, my handwritten notes - without having to rewrite the presentation material, and a suitcase I can still lift on the way home. Oh and if I didn’t attend the seminar this year, I can still use a subscription website and see the information.

[Sharon]

I went to a conference recently and the syllabus was on a USB key--I love it. Much more convenient than paper or CD--and when I'm done and no longer need the materials, I can use the USB for my own data.

[Sandra tye]

I agree with Ms. Wall. I do want a paper copy in the session room with me for notes, but do not want all the sessions I don't attend, except in disk form. It would be the perfect solution for me...

[magenie]

Dick, your lack of interest in the books may be attributed to the many conferences you attend with repetitive presentations; and the motive for your attendance, which is quite different from the average attendee. Doesn't the advertising in book pay for the printing cost?

I do agree with the idea of having a choice of media, some of us might even want both the CD and the book! I particularly liked the idea of the conference Jeanne spoke of with the web site to download your choices before you go. I miss the taping of the sessions. Why was that discontinued?

[Carol Petranek]

As the Conference Director of the Washington DC Family History Center, I was pleased to see this post. We put our conference syllabus on CD this year and had many positive comments. Additionally, we weren't "stuck" with extra (expensive!) copies of a paper syllabus that people ordered but did not pick up, which is what happened last year. We did, however, print copies of handouts for individual classes so that patrons could have a tangible outline to follow during class. We made enough according to the registration number in each class, then printed a few extras. The combination of the syllabus and class handouts seemed to meet everyone's needs.

[Dick Eastman]

---> Doesn't the advertising in book pay for the printing cost?

My understanding is that advertising usually does not pay for the printed books. The attendees pay for them, typically around $15 to $20 bundled into the cost of admission.

---> I miss the taping of the sessions. Why was that discontinued?

Money. The company that made most of those tapes made less and less profit each year and eventually found it was no longer cost-effective. I believe that labor and travel costs were the big expenses. Duplication expenses of the tapes was a relatively small expense.

Tape cassettes are also a disappearing technology. Most of today's autos are built with CD players, not tape players. Buying a tape player in a local store is becoming difficult. I think you can still find them but they are disappearing.

Of course, the sessions could be recorded onto a CD but I don't remember that being offered as an option at any genealogy conferences. A few of the presentations of the 2006 FGS conference were offered as online MP3 audio downloads but I have no idea how cost-effective that was. The opening session of last year's NGS is still available as a free video on RootsTelevision.com but I think that was the only session that was videotaped.

- Dick Eastman

[Lois]

I much prefer to read from paper rather than from a computer screen. I also take notes in the printed syllabus. I attend many professional education seminars. All of the material is in print because we (lawyers) read so much and we do not want to do so on screen from a CD. We take notes. We jot down reminders and references to some of our active cases. We yellow highlight. We share the material with our colleagues back at the office. We are serious about absorbing as much information as fast and as effectively as possible. We are in tune with the information highway and have had cell phones and blackberries as extra appendages to our bodies for years and years. Lack of familiarity with the latest media is not the issue. We want and get the information in paper form. I handle learning about genealogy and family history research the same way. Lower cost is the only justification for eliminating printed syllabus, journals, magazines, etc. Providing them on CDs and web sites are NOT a better way to transmit the information; just cheaper.

[Janis]

Is agree with Ms Wall. An online source where I can print the notes for the sessions I want plus the kiosk to cover my change in plans would be my perfect solution also ... we need to communicate our desired solutions to the conference planners -- FGS, NGS and ...

I'd love to find a source for the FGS 2006 conference syllabus because of the availability of the recorded session at Lulu.com A subscription to the online syllabus for non-attendees could be a money maker for the organization also.

[Chris]

NGS has already arranged to do this for the upcoming conference in Kansas City, May 14-17. When registering, attendees were instructed to select either a print syllabus or a syllabus on CD. Those who selected the syllabus on CD were informed that the syllabus will be made available on the NGS web site prior to the conference so that attendees might print out the syllabus pages for the lectures they wished to attend.

The availability of this option has been widely publicized to NGS members.

In response to another comment, members can also view NGSQ online as a PDF file.

[Chris]

NGS has already arranged to do this for the upcoming conference in Kansas City, May 14-17. When registering, attendees were instructed to select either a print syllabus or a syllabus on CD. Those who selected the syllabus on CD were informed that the syllabus will be made available on the NGS web site prior to the conference so that attendees might print out the syllabus pages for the lectures they wished to attend.

The availability of this option has been widely publicized to NGS members.

In response to another comment, members can also view NGSQ online as a PDF file.

[Virginia]

Dick, I wish I had been behind you when you were throwing the syllabii into the wastecan. I would have brought them home to our Family History Center. You see, we use the ones people have donated, to help with research, Just last night, I used a California FGS 2003 to help a patron learn how to start an immigration and naturalization research in Germany. The patron was thrilled with the syllabus. Most of the speakers provide enough material in the outline for a patron to gather tips on the topic. They also use the bibliography for more sources for further reading. All of us, cannot attend National Conferences and this allows us the full benefit of the conference. Please do not do away with the printed books. Most of us prefer the printed source.

[Marjorie Wilser]

CD's are great- but when at a conference I do take notes on the syllabus pages. However-- what I do NOT want is all the pages for the classes I am not taking. This is a problem: I can use a CD on the laptop, but how am I going to print out the pages I want to take notes on?

My preferred solution would be to take the notes on the class handouts. But sometimes handouts run out or were not produced. . .

I'd still vote for the CD-only. It's searchable, lightweight, and still recyclable. Cheaper is good, too.