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"Along Those Lines ..."
by George G. Morgan
Click Here for George Morgan's Archive
| Tips for a Successful Family Reunion -- September 18, 1998 |
Getting Organized As always, the key to success is in getting organized. Advance preparation is important. Start by gathering all the information that you've collected in recent months and prepare to finally take care of it. That means taking all those photocopies and notes, photographs and vital records, and that mess of sticky notes, and going through them. Sort it all out by surname, evaluate it, and enter the appropriate information into your computer database. Preparing Printed Materials Once the data is entered, print yourself new pedigree charts for every branch of the family and collateral line that you think will be represented at the reunion. Prepare these charts for display at the reunion. I recommend taking a package of tape flags along so that you can tape the charts to a wall. The tape flags are less likely to damage a wall than ordinary adhesive tapes. The pedigree charts will be a tremendous hit at the reunion. In addition to the pedigree charts, print a complete set of family group sheets for all the lines that you think will be represented at the reunion. Many computer databases will allow you to print custom reports. I urge you to include on your family group sheets every piece of information you have. That includes dates, notes and all of your source citations. I suggest making several copies of each of the family group sheets. Personally, I like to bind one complete set as a master set. I can write on this set as the reunion takes place and, most importantly, make notes of who told me what. The other sets I take with me can be distributed to key contact people. They can make copies for others in their family. They can also update them and return them to me. You will find that people will flock around you to see what family information you've compiled. Don't get defensive if someone's feathers are ruffled because you have the wrong information. Just explain that that's what you were told or given, and ask them to please give you information and tell you where you can find verification. Collecting Information You might want to provide a small printed form for people to provide small amounts of corrected information. It might include: ~ Name of individual: _______________________________________________
~ What piece of information should be corrected? ______________________
~ Information as it appears in the record: ______________________________
~ New, corrected information: ________________________________________
~ Where can confirming documentation be located? ____________________
__________________________________________________________________
~ Do you have documentation that can be copied? (Bible records, birth or
death certificates, marriage licenses, wills, deeds, passports, naturalization
papers, military records, Social Security information, etc.) _____________
__________________________________________________________________
__________________________________________________________________
Your Name: _____________________________ Tel. #: ___________________
Address: __________________________________________________________
City: __________________________ State: ___________ ZIP: _____________
If you want to collect a substantial number of corrections to the information you have, or new information, try to enlist one person from each branch of the family or collateral line to act as the coordinator for his or her line. Be prepared to give this person a copy of the family group sheets for their line and ask him or her to add to the sheets. It also helps to provide some blank pedigree charts for those extensive new lines that you may discover. Whatever you do, you want to encourage return of information to you. I suggest that you prepare self-addressed 9"x12" manila envelopes with plenty of stamps. Provide an envelope to each person who will be collecting information for you. Tell them that you will reimburse them for any postage for any additional materials they send to you. Another thing you may want to do is collect names, addresses, phone numbers and E-mail addresses from people. Remember, your best starting point in family research is what you know -- and with what other family members know. No matter how distant, these people have information. Your job? Make contact, get to know them, and learn what they know. One way to collect information is to provide contact cards. The following is a sample of contents you might include on a contact card: ~ Your Name: _______________________________________________________
~ Date of Birth: ____________________ Location: ________________________
~ Spouse's Name: ___________________________________________________
~ Date of Birth: ____________________ Location: ________________________
~ Marriage Date: __________________ Location: ________________________
~ Address: __________________________________________________________
~ City: __________________________ State: ___________ ZIP: _____________
~ E-mail Address: ___________________@_______________________________
~ Children's Complete Names and Birth Dates:
_____________ _________ DOB: __________ Location: __________________
_____________ _________ DOB: __________ Location: __________________
_____________ _________ DOB: __________ Location: __________________
_____________ _________ DOB: __________ Location: __________________
_____________ _________ DOB: __________ Location: __________________
_____________ _________ DOB: __________ Location: __________________
Other things you may want to collect are family recipes. At most family reunions, there are homemade pies, cakes, appetizers, main dishes, and other foods. Some of these recipes have been passed down for generations; others are new additions to the family traditions. Take some index cards along and compliment the creator by asking him or her for that special recipe. I know some people who take a laptop computer to a family reunion for purposes of displaying information and updating their database onsite. While this may seem like a great idea, actually what it does is glue you to the computer. It prevents you from circulating, making contacts, asking questions, exchanging information, gathering new information, and having a great time. Tools for Gathering Information There are four tools that I suggest you use to gather information at a family reunion. These are in addition to the family members you enlist to help you update charts and family group sheets. Let's talk about each of the four tools. Steno Pad - Purchase several steno pads at the office supply store and carry several pens and/or pencils. As you talk with people and hear interesting stories, ask if you can take notes. Some people may be unnerved by this and refuse. Don't press the point. Listen carefully to what they say, and then jot notes immediately afterward if you can. Whenever you make notes, make sure you indicate who told you what. Like a good journalist, you can always contact the person again for clarification and/or more details. Tape Recorder - A small, handheld cassette tape recorder is an invaluable genealogical tool. I use one whenever I visit a cemetery to read and record the inscriptions on tombstones. If a photo doesn't develop clearly enough to allow me to read the inscription, I will have a record of it on audio tape. At a reunion, a tape recorder is invaluable for quickly and accurately capturing information. Always ask permission to tape. Take a number of cassettes with you and label them as you use them. Nothing is worse than having recorded over some wonderful interview! Last but not least, don't forget extra batteries for the recorder. Camera - A reunion is an invaluable opportunity to take pictures. If you own a camera, make sure you're prepared for all contingencies with all-purpose, indoor/outdoor film. I personally buy those great disposable cameras and take several along. These include the indoor variety with a built-in flash, the outdoor variety, and at least one of those terrific panorama cameras. For a large reunion, there will always be opportunities for wide-angle group shots. Even if you don't use all the film, it is definitely worth the price to obtain those priceless shots. While we're talking about photography, I must say that I'm terrible at remembering all those names. One trick I use is this. I date and number the disposable camera. I then reserve pages at the back of the steno pad with a date and number at the top of the page corresponding to each of the cameras. I number the lines of each page for each of the pictures on the roll of film. As I take pictures, I make note of the subjects' names (and location if appropriate). Later, when I have the film developed, it is easier to identify the people and places in each shot -- and I can then correctly label the pictures for posterity. Please note that black-and-white photographs will endure far longer than color shots. You may want to consider taking a roll of black-and-white pictures also for posterity. Digital cameras are terrific, too, for capturing pictures as data. However, keep in mind that technology changes quickly, and you are going to want to continue converting your digital photographs to new technologies as they evolve so that the images are never lost to future generations. (Remember 8 mm movies and Beta videotapes?) Video Camcorder - If you have a video camera, you may want to supplement your genealogical experience by making videotapes. Videos can capture motion pictures, voices and sounds for you. They can become a wonderful part of your genealogical collection. If you plan to video people at the reunion, make sure they are not uncomfortable. Ask permission before trying to interview someone on tape. Take several videocassettes with you, and remember the batteries and/or charger. All of the above tools can be carried around in a shoulder bag. I suggest using one of these at the reunion. It keeps your tools nearby and keeps your arms and hands free for important things like hugs, handshakes, and eating that wonderful food! The Most Important Part of the Reunion ... Whatever you do, make the most of the reunion. Remember, you're there to have a good time. Don't be obsessive with your genealogical research. You want to get to know other people and for others to get to know you better too. The genealogical information you bring will enhance the experience for many other family members who attend. Others may have no interest in the genealogy aspect at all. Take ample opportunity to enjoy yourself. The new people you meet and the relationships you expand or rekindle all help create a foundation on which you can continue building. After the reunion, you will have much more in common with family members, and you can more easily make contact and gather information from them. I hope your family reunion will be a great experience and a wonderful time for you. I'll report back on my family reunion later this fall. Happy hunting! George Click Here for George Morgan's Archive
Copyright 1998 George G. Morgan All Rights reserved "Along Those Lines ..." is a weekly feature of the Genealogy Forum on America Online (Keyword: ROOTS). This column originally appeared in the Genealogy Forum on America Online. You may send E-mail alonglines@aol.com. George Morgan would like
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