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Innovations in Scientific and Medical Meetings for Enhanced Collaboration and Engagement

This article elaborates on the evolving landscape of scientific and medical meetings, focusing on priorities such as information delivery, networking opportunities, association engagement, and scientific exchange. It highlights the transition from traditional methods to modern practices, including electronic presentations, enhanced attendee interaction via social media, and improved networking avenues. The shift towards promoting engagement through diverse channels and technology integration is discussed, along with the impact on event evolution, facilities, and technology adaptation. Various changes and improvements, such as mobile device integration, attendee benefits, and enhanced facilities, are also explored.

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Innovations in Scientific and Medical Meetings for Enhanced Collaboration and Engagement

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  1. SCIENTIFIC AND MEDICALMEETINGS Germaine Schaefer Director, Convention Operations

  2. Medical AssociationsPriorities

  3. Priorities • Information & education delivery • Providing networking opportunities • Promoting engagement with the Association • Furthering scientific exchange

  4. Information & Education Delivery Before: • Print materials & documentation • Slide carousels • Limited audience interaction • Interaction limited to attendees only Now: • Electronic presentations • VLAN delivery • Print supplemented with electronic apps • Add’l attendee interaction via social media. • Non-attendee interaction

  5. Providing networking opportunities Before: • Receptions • Pharma events • Informal “hallway” interactions Now: • Receptions • Pharma events limited by PhRMA code • Specialty attendee lounges • Tweet Ups, social media

  6. Association Engagement Before: • Annual membership dues mailing • Registration discount Now: • Above, plus: • More membership promotion • Exhibit Hall booth • More extensive benefits for members, reworking membership plan

  7. Scientific Exchange Before: • Limited to face-to-face • One-way delivery • Limited group discussion & opportunity Now: • More robust interaction, Q&A, discussion • Webcasting • Audio poster tours • Small group topic-specific lounges • Social media

  8. Changes

  9. Changes • Electronic information exchange • Cell phone use ubiquitous - quick information relay • Increased attendance, esp. international • Real-time information • Exhibit hall – quality, targeting, vendors

  10. Event Evolution • Electronic information exchange increases • Continued reliance on & uptake in technology • International accommodations? • Meeting app • WiFi

  11. Technology • Twitter/Facebook integration • Mobile device proliferation – iPad, etc. • Harder to manage proprietary information

  12. Facilities • Affordable, strong signal Wifi • Sitting areas that promote networking • Starbucks! • Recycling bins • Healthier food choices

  13. Facilities, cont. • Individual temperature controls • Lighting designed for remote control • Moving walkways • Proper ceiling heights (18’) with more hang points • Electronic keys, easily accessible logs

  14. Facilities, cont. • View of water and outside terraces • Electric from ground • Accommodations for disabilities • Driveway access for shuttles & cabs • Walkable location, distance to good hotels

  15. Facilities, cont. • Rooms should be easy to secure • Dedicated Staff offices, fully equipped • Dedicated Meal area for Association Staff/Vendor

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