FAQ’s

NERGC stands for New England Regional Genealogical Consortium

Originally formed over twenty years ago, the New England Regional Genealogical Consortium (NERGC) is an association of genealogical societies seeking to bring affordable, cutting edge, National quality genealogical education within the reach of New England genealogists and family historians at an affordable regional price.

a. All officers and delegates are invited to quarterly meetings, typically on a Saturday afternoon.

b. An agenda for the meeting is distributed a few days prior with directions to the designated meeting venue.

c. A full meeting will include as many as 50 people in a classroom style meeting area.

d. The agenda may include items for the greater good of the consortium as well as the progress of the biennial conference.

a. NERGC Board

b. Delegates

a. President

b. Vice President

c. Secretary

d. Treasurer

e. Assistant Treasurer

f. All of the above are for 2 year terms – half are elected each year.

g. Director – 3 positions each for a 3 year term – one elected each year.

a. ARS = Ancestor Road Show

b. CFP = Call for Papers

c. DHS = Donna Holt Siemiatkoski (our Volunteer Award is named for her)

d. EH = Exhibit Hall

e. PS = Participating Society

f. SIGs = Special Interest Groups

a. The conference began in 1992 with 14 participating societies.

b. The first six conferences were held between 1992 and 2000.

c. 2003 seems to be when the conferences went to a regular schedule of every two years.

d. While the original intent was to meet on a rotation basis in all six of the New England states, the size of our conference now limits us to the larger facilities.

a. The overall budget for the event ranges between 90,000 and 175,000, mostly dependent upon the cost of the venue and the financial commitment for food & beverage.

b. Only one conference operated at a loss.

a. All participating societies are asked to provide a delegate who receives NERGC communications and is invited to our quarterly meetings.

a. A delegate is the “eyes and ears” for their organization.

b. They serve as a liaison between NERGC and their organization, keeping the organization up to date on project deadlines, upcoming events from other members, and other items discussed at the quarterly NERGC meetings.

c. Many organizations ask that the delegate provide a report to their officers following each quarterly meeting.

d. Vote on behalf of their organization as needed during your tenure.

e. Disseminate information about NERGC to their organization.

f. Nominate a member of their organization for NERGC’s Donna Holt Siemiatkoski (DHS) Volunteer Award, if appropriate.

a. Speak up!  Many people involved with NERGC have done this for several years.  Everyone is happy to help newcomers, and many remember how nerve-racking it might be for that newcomer to ‘break in’ to this large group.

a. A member society who, after reviewing the Participation Agreement, agrees to the terms of the document and will participation in the development and execution of the conference.

• a. A Participating Society is one that agrees to the following in anticipation of an upcoming conference, as outlined in the Participation Agreement:
  • i. Provides seed money.
  • ii. Will sponsor one speaker (compensation at the discretion of the organization) or provide a fee for NERGC to pay one speaker.
  • iii. Attend 6 of the 8 quarterly meetings during a conference cycle (June –June 2 years later).
  • iv. Provide on-site volunteer hours during the conference.
  • v. Chair at least one committee/aspect of the overall conference planning.
• b. Agreements for Participating Societies are issued in the summer of an odd year with a return date in the autumn of that same year.

a. Networking.

b. Name Recognition.

c. Full page ad in the conference syllabus.

d. First choice of Exhibit Hall booths.

a. This is typically a full day at the conference venue.  After gathering, a tour is conducted by the venue staff.

b. The NERGC board typically meets during the lunch break.

c. The full delegates meeting is held after the lunch break.

d. This is the time for committees providing on-site services to discuss location within the venue and get a better feel for their aspect of the conference.

e. Committees providing on-site services (Exhibit Hall, Registration and others) have the opportunity to review the layout of the venue and ask questions of the venue staff to get a better feel for their part of the conference.

a. Each participating society is asked to take charge of a particular aspect of the conference.

b. Often it is the delegate who becomes the committee chair for that selected aspect of the conference.

c. Not all tasks are created equal in terms of skills, time, or experience needed.

d. Each committee works with their respective Conference Chair.

a. Every odd numbered year, typically in April.

b. They are typically scheduled for Wednesday through Saturday, although some have included a breakfast on Sunday morning.

c. Traditional items include:

1. Wednesday tracks that are paid for separately from the conference.
2. Bus tour of the local area on Wednesday.
3. Opening Session on Thursday for all attendees without conflicting events.

d. Society Fair on Thursday night.

1.  Free table (first come-first reserved).
2.  No Sales allowed
3. Exhibitors are not allowed.

e. Special Interest Groups on Thursday night.

f. Banquets on Friday and Saturday night, preceded by a cocktail hour.

g. Exhibit Hall open for two and a half days, always closed by 5 p.m.

a. 3 ½ years ahead a Site Selection Committee is established to review venues.

b.  3 years ahead the delegates select a venue.

c. 2 ½ years ahead the conference chairs are selected.

d. Conference chairs establish a timeline

e. 2 years ahead the conference committees begin to form.

f. 1 year ahead the delegate meeting is held at the venue and includes a walk-through.

g. Many tasks are concentrated in the 1 year leading up to the conference.

h. 6 months ahead registration opens.

i. 2 weeks after the close of the conference, committee chairs submit their project reports.

j. June – the conference is reviewed and accounts are balanced, with proceeds dispersed, if appropriate.

a. NERGC Board

b. Conference Tri-Chairs

c. Committee Chairs

d. Delegates

a. While called a “committee,” several of the over 25 tasks are handled by a single individual, although every committee chair is welcome to enlist as much assistance as required to get the job done.

b. Some of the traditional committees include:

• Ancestor Road Show
• Bus Tour
• E-Zine
• Exhibit Hall
• Evaluations
• Hospitality
• Meals
• Mobile App
• Program
• Registration
• Signage
• Society Fair
• Special Interest Groups
• Sponsorships
• Volunteers
• Website