Academia do Bacalhau
53.º Congresso Mundial Academias do Bacalhau — Toronto, Canadá

Executives Meeting Agenda

Draft working page for the executives gathering during Toronto 2026. This page is built to organize the formal welcome, chapter messages, proposals, survey results, future planning, and chapter-president updates.

Toronto 2026 Executives meeting Draft agenda
View agenda Draft survey Back to itinerary

Meeting purpose

The executives meeting should give every chapter a voice, recognize the Mother Chapter and host country leadership, and focus the discussion on practical growth: membership, youth engagement, chapter sustainability, and the future of the Academia network.

Tone

Respectful & focused

Keep remarks concise, positive, and practical. The goal is to leave with shared priorities and clear follow-up items.

Participation

Each president speaks

Each chapter president may present key highlights from the past year and one priority for the future.

Outcome

Action list

Close with decisions, responsible leads, and what needs to be brought back to chapters after the meeting.

Draft agenda flow

Times are placeholders and can be adjusted once the venue, dinner timing, and number of speaking chapters are confirmed. Agenda items with supporting material open as slideout cards directly inside the agenda.

0:00–0:05
Arrival, seating & opening housekeepingConfirm meeting purpose, agenda flow, dress code expectations, photography notes, and timing discipline.
Dress codeDecision tracker
0:05–0:10
Introductory welcomeHost welcome from Toronto, recognition of visiting executives, and acknowledgement of the Academia spirit.
Open Toronto welcome notes

Draft intention: Welcome everyone to Toronto, recognize the significance of gathering during the World Congress, and set a constructive tone for leadership discussion.

  • Welcome visiting executives and chapter presidents.
  • Recognize the Mother Chapter and the Canadian host context.
  • State that the meeting is meant to be practical, respectful, and forward-looking.
0:10–0:15
Anthem / HinoPlay or sing the approved anthem. Lyrics are available below only when expanded.
Open anthem lyrics

Refrão

Caminhamos confiantes Somos todos tripulantes Da mesma nau Que é vista com simpatia E se chama Academia Do Bacalhau Vamos compadres, comadres Q’esta nossa Academia Já tem raízes Levamos a nau ao porto Para dar algum conforto Aos infelizes

I

Temos por símbolo o badalo Que toca repenicando Quando alguém quiser falar Põe-se o badalo a tocar Ficando o resto calado Também temos a gravata C’um bacalhau estampado Se és amigo de verdade E quiseres ser compadre Com ela és condecorado

Repete o refrão

II

E quando nos reunimos Num jantar de amizade Tomamos a ocasião De fazer algum tostão Para dar a caridade E a meio do repasto Vai acima e vai abaixo É um acto bem distinto Brindamos com vinho tinto O gavião de penacho

Repete refrão, solo e 1ª parte do refrão, e termina.
0:15–0:25
Message from South Africa Mother ChapterFormal message from the Mother Chapter, ideally framed around origins, continuity, and shared responsibility.
Open South Africa message notes

Suggested theme: origins, continuity, responsibility, and the shared identity of all chapters.

  • Recognition of the Academia’s roots in South Africa.
  • Reflection on the global chapter network.
  • Encouragement for renewal, youth, and unity.
0:25–0:35
Message from Canada PresidentCanadian chapter leadership message, including host-country welcome and national priorities.
Open Canada President message notes

Suggested theme: welcome to Canada, the role of Portuguese communities in Canada, and the opportunity to build the next generation of chapters.

  • Welcome international guests and executives.
  • Recognize Canadian chapters and volunteers.
  • Connect the meeting to the future of membership and growth.
0:35–0:50
Survey results presentationPresent participation, membership, youth engagement, event formats, chapter identity, and chapter-growth findings.
Survey results sectionOpen draft survey
0:50–1:20
Official support framework for World Congress hostsDiscuss a permanent package of communications, planning, technical, financial, website, and handover support for every future host committee.
Open host-support discussion points
  • Official communications plan, including rules for promotion through dedicated Congress channels.
  • Countdown timeline, milestone plan, master checklist, and reporting cadence.
  • Shared conference-management system for registration, payments, hotels, activities, seating, dietary needs, communications, and reporting.
  • Dedicated financial structure able to receive deposits, with debit-card access and app-based multi-signature approvals.
  • Official ownership, renewal, access, and succession rules for the Academia do Bacalhau .org website and domain.
  • Host mentorship, document handover, and lessons-learned process.
Host support frameworkDecision tracker
1:20–1:50
Three main topics discussionMembership and youth growth; chapters one-year vs ten-year future; chapter expansion, including Edmonton, Doha / Qatar, and Venezuela / Valencia proposals.
3 topic cardsDoha / Qatar proposalVenezuela / Valencia proposalChapter growth questions
1:50–2:25
Chapter president highlightsEach president presents a short annual highlight, challenge, and future priority.
President templateChapter profile questions
2:25–2:40
Proposals and decisionsReview submitted proposals, identify what requires vote/approval, and assign follow-up leads.
ProposalsEdmonton chapterDoha / QatarVenezuela / Valencia
2:40–2:50
Closing summaryConfirm action items, next communication, and any items to announce at the wider congress program.
Action itemsSurvey follow-up

Official World Congress Host Support Framework

Establish a permanent support package so each World Congress host does not have to recreate communications, systems, financial controls, and planning tools from the beginning.

Communications

Official communications plan

  • Define the dedicated official channels for each World Congress.
  • Create an approved communications calendar from announcement through post-event reporting.
  • Set clear rules for promoting other Academia events through channels intended for the official Congress.
  • Provide standard email, social media, press release, sponsor, and chapter-update templates.
  • Assign approval responsibilities, turnaround times, and escalation contacts.
Planning

Countdown timeline & checklist

  • Official 24-month, 18-month, 12-month, 6-month, 90-day, 30-day, and event-week timeline.
  • Master checklist covering venues, hotels, transportation, activities, protocol, volunteers, sponsors, registration, and guests.
  • Milestone tracker with owners, deadlines, dependencies, and risk status.
  • Monthly reporting format for the international executive.
  • Final handover and lessons-learned report after the Congress.
Technology

Conference management system

  • Shared system for registration, payments, accommodation, activities, transportation, attendance, and executive meetings.
  • Guest profiles, dietary needs, seating, table assignments, badges, and check-in.
  • Email communications, confirmations, reminders, and reporting dashboards.
  • Role-based access for host organizers, finance, chapter contacts, and international leadership.
  • Reusable platform that transfers from one Congress host to the next.
Finance

Financial support & controls

  • Dedicated Congress bank account able to receive domestic and international deposits.
  • Official debit card linked to the account for approved operating expenses.
  • App-based multi-signature or dual-approval controls for payments and transfers.
  • Standard budget, deposit tracking, reimbursement, reconciliation, and reporting templates.
  • Defined financial support, seed funding, guarantees, or contingency assistance available to hosts.
  • Formal account closing, audit, and financial handover process.
Digital governance

Official .org website ownership

  • Confirm the legal owner of the official Academia do Bacalhau .org domain and website.
  • Define who controls registration, renewal, DNS, hosting, backups, and administrator access.
  • Keep credentials in an approved shared password-management system rather than with one individual.
  • Establish succession rules when international or host leadership changes.
  • Create official subpages or event areas for each Congress while preserving permanent institutional ownership.
Continuity

Host mentorship & handover

  • Assign the previous host as a mentor to the next host committee.
  • Provide monthly technical, financial, communications, and planning support meetings.
  • Transfer templates, contracts, supplier notes, budgets, timelines, and lessons learned.
  • Maintain a permanent archive of Congress documents, photos, videos, designs, and reports.
  • Appoint named international leads for communications, technology, finance, and governance.
Proposed outcome

Decisions requested from executives

DeliverableDecision requestedSuggested owner
World Congress Host HandbookApprove development of one official handbook and reusable master checklist.International Executive + recent hosts
Communications PlaybookApprove official channels, calendar, approval rules, and limits on unrelated event promotion.Communications lead
Conference Management SystemApprove requirements, ownership, hosting, support, and transfer model.Technical lead
Financial Governance ModelApprove account, deposit, card, multi-signature, reporting, and audit requirements.Treasurer / finance committee
Official .org Governance PolicyConfirm legal ownership, credential custody, renewal, access, and succession.International Executive
Host Transition ProgramApprove mentoring, archive, handover, and post-Congress reporting requirements.Outgoing and incoming hosts

Three main discussion topics

Topic 1

Membership & youth growth

  • Current membership size by chapter.
  • Youth / younger member participation.
  • Barriers to joining and retention.
  • Mentorship and family-friendly formats.
Topic 2

Chapter future: 1 year vs 10 years

  • What can each chapter improve within one year?
  • What should the network look like in ten years?
  • How to keep traditions alive without becoming static.
  • Shared tools, communication, and event practices.
Topic 3

Chapter expansion: Edmonton, Doha & Venezuela

  • Evaluate interest in creating an Edmonton chapter.
  • Review the inquiry regarding possible sponsorship / apadrinhamento of an Academia do Bacalhau in Doha, Qatar.
  • Review the inquiry regarding a possible Academia do Bacalhau in Venezuela / Valencia, with a focus on Portuguese descendants and support for those most in need.
  • Clarify minimum requirements, sponsors, and process for any proposed new chapter.
  • Identify who would mentor or support each possible new chapter.
  • Discuss other possible growth cities.

Survey results section

Open survey results planning notes

Use this section to present the key survey findings in a simple leadership format. Replace the sample placeholders with final numbers once collected. The working questionnaire is available here: open draft executives survey.

Rolled-up data note: The presenter will also bring rolled-up / aggregated data for the room, so this section should support a short visual presentation rather than display every raw answer.
Draft survey design: Keep it short. The proposed survey uses mostly multiple-choice questions and only a few text answers, covering language, country connection, Portuguese identity, reasons for joining, congress experience, individual demographics, chapter demographics, and chapter appetite for growth.
LanguageCountry connectionPortuguese identityReasons for joiningCongress historyIndividual demographicsChapter demographicsChapter growth
Survey areaResult to presentSuggested executive question
Membership sizeCurrent member count by chapter; active vs occasional participation.What is the realistic growth target for the next 12 months?
Youth participationNumber or percentage of younger members / families / new generation participants.What would make younger members feel ownership?
Event formatPreferred event frequency, cost range, venue style, and language preferences.Which formats should be shared across chapters?
CommunicationEmail, WhatsApp, website, social media, or chapter-to-chapter communication habits.What should be centralized, and what should remain local?
Future prioritiesTop ranked priorities: growth, youth, charity/social impact, cultural programming, chapter expansion.Which three priorities become the network’s focus after Toronto 2026?
Presentation note: Keep survey results visual and short. Use the data to open discussion, not to overwhelm the room.

Chapter president highlights

Each president can present a short, consistent update. This keeps the meeting fair and easier to follow.

Template

Suggested 3-minute format per chapter

1. Best highlightOne event, achievement, or moment from the year that best represents the chapter.
2. Main challengeOne honest challenge: membership, costs, venues, leadership renewal, youth, communication, or logistics.
3. Growth ideaOne practical idea the chapter will try over the next year.
4. Ask of the networkOne way the broader Academia network could help or collaborate.

Proposals & decisions

Proposal

Creating an Edmonton chapter

  • Confirm whether there is enough local leadership interest.
  • Identify a sponsoring or mentoring chapter.
  • Define requirements: founding committee, minimum membership, constitution/bylaws, and launch timeline.
  • Decide whether the item is for discussion only, approval in principle, or formal motion.
Proposal

Doha, Qatar — apadrinhamento inquiry

Review the request to make contact regarding the possible apadrinhamento of an Academia do Bacalhau in Doha, Qatar.

  • Confirm who is making the request and their connection to the Academia tradition.
  • Request background on the Portuguese community presence in Doha.
  • Confirm whether there is already a group of interested Compadres and Comadres.
  • Identify which existing Academia, if any, could sponsor, mentor, or guide the process.
  • Decide whether this is for information only, discussion, approval in principle, or a formal motion.
Proposal

Venezuela / Valencia — new Academia inquiry

Review the inquiry from Venezuela regarding a group of Portuguese descendants interested in opening an Academia do Bacalhau in the Valencia area, with a stated intention to support those most in need.

  • Confirm the city, organizing group, and principal contacts involved.
  • Request background on the local Portuguese community and existing charitable or cultural activity.
  • Confirm whether there is already a founding group of interested Compadres and Comadres.
  • Identify any existing Academia that could guide, sponsor, or mentor the process.
  • Decide whether this should be treated as information gathering, approval in principle, or a formal motion for future follow-up.
Protocol

Dress code

Draft dress code wording for the executives meeting and dinner:

  • Executives meeting: business / smart formal.
  • Main dinner: jacket and tie or equivalent formal attire, unless otherwise confirmed.
  • Note: confirm whether chapter pins, ribbons, or official insignia should be worn.
Decision tracker

Items to finalize

ItemDecision neededOwnerStatus
Anthem lyricsPortuguese lyrics inserted for display/print; final approval still required.To assignDraft inserted
South Africa Mother Chapter messageConfirm speaker and written message.To assignOpen
Canada President messageConfirm speaker and remarks length.To assignOpen
Survey resultsDraft questionnaire created; confirm final questions, response deadline, and presentation format.To assignDraft survey open
Official World Congress host support frameworkApprove creation of a permanent host handbook, communications playbook, technical platform, financial governance model, and transition program.International ExecutiveProposed
Official .org website and domainConfirm legal ownership, credential custody, renewal responsibility, access control, and succession rules.International ExecutiveOpen
Edmonton chapter proposalDefine whether this is discussion, approval in principle, or formal proposal.To assignOpen
Doha, Qatar apadrinhamento inquiryReview request for possible sponsorship / apadrinhamento of an Academia do Bacalhau in Doha, confirm background details, and define whether it should proceed as discussion, approval in principle, or formal proposal.To assignNew inquiry
Venezuela / Valencia new Academia inquiryConfirm background information, organizing group, possible sponsoring Academia, and whether the request should proceed as discussion, approval in principle, or formal proposal.International ExecutiveAdded to agenda
Dress codeConfirm official wording and whether insignia/pins are expected.To assignOpen