Toronto 2026 — Executives Meeting Agenda

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 code Decision 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 section Open draft survey

0:50–1:20

Three main topics discussionMembership and youth growth; chapters one-year vs ten-year future; chapter expansion and Edmonton proposal.

3 topic cards Chapter growth questions

1:20–1:55

Chapter president highlightsEach president presents a short annual highlight, challenge, and future priority.

President template Chapter profile questions

1:55–2:10

Proposals and decisionsReview submitted proposals, identify what requires vote/approval, and assign follow-up leads.

Proposals Edmonton chapter

2:10–2:20

Closing summaryConfirm action items, next communication, and any items to announce at the wider congress program.

Action items Survey follow-up

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

Evaluate interest in creating an Edmonton chapter.
Clarify minimum requirements, sponsors, and process.
Identify who would mentor or support the 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 area	Result to present	Suggested executive question
Membership size	Current member count by chapter; active vs occasional participation.	What is the realistic growth target for the next 12 months?
Youth participation	Number or percentage of younger members / families / new generation participants.	What would make younger members feel ownership?
Event format	Preferred event frequency, cost range, venue style, and language preferences.	Which formats should be shared across chapters?
Communication	Email, WhatsApp, website, social media, or chapter-to-chapter communication habits.	What should be centralized, and what should remain local?
Future priorities	Top 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.

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

Item	Decision needed	Owner	Status
Anthem lyrics	Portuguese lyrics inserted for display/print; final approval still required.	To assign	Draft inserted
South Africa Mother Chapter message	Confirm speaker and written message.	To assign	Open
Canada President message	Confirm speaker and remarks length.	To assign	Open
Survey results	Draft questionnaire created; confirm final questions, response deadline, and presentation format.	To assign	Draft survey open
Edmonton chapter proposal	Define whether this is discussion, approval in principle, or formal proposal.	To assign	Open
Dress code	Confirm official wording and whether insignia/pins are expected.	To assign	Open