How the COVID-19 Pandemic Changed Medical Conferences

—Jami Lucas 

The American Academy of Otolaryngology–Head and Neck Surgery (AAO-HNS) hybrid meeting in Los Angeles, held in 2021, had a large live footprint and was one of the first meetings of its size in the pandemic era. “While there has been a learning curve both for presenters and attendees on technology use and working with vendors, the overall feedback was extremely positive,” said Michael J. Brenner, MD, an AAO-HNS annual meeting program committee member and associate professor in the department of otolaryngology–head and neck surgery at the University of Michigan Medical School in Ann Arbor. 

Hybrid meetings potentially reduce the physical foot traffic if some choose to experience the meeting remotely instead of in person, but they increase flexibility in how individuals can experience the meeting. “On-demand content also allows participants to receive more CME credit hours, and online access obviates the need to choose between two simultaneous sessions,” explained Dr. Brenner. Another lesson from the 2020 virtual meetings was that a concentrated experience enhances live content, allowing for protected time when participants can engage deeply with the conference. “When meeting content is spread over several weeks, there tends to be no protected time for participation, and a long rollout can translate into loss of momentum after the opening ceremony and initial days of the event,” Dr. Brenner said.

Virtual and Hybrid Meeting Challenges

Hybrid meetings present several challenges and uncertainties, Dr. Pensak said, such as who will attend, the expectations of those who attend or present in person or virtually, the cost structure, and material availability. 

The International Federation of Otorhinolaryngological Societies (IFOS) canceled its June 2022 meeting, due to be held in Vancouver, Canada. “Virtual meetings in their current format aren’t the answer,” said Brian D. Westerberg, MD, head of the division of otolaryngology–head and neck surgery at Providence Health Care in Vancouver and a previous IFOS vice president. “Being unable to meet with friends to enjoy a face-to-face conversation is a major deterrent. This was the reason we finally decided that COVID-19 was going to preclude us from running a successful scientific and social meeting in the manner in which we had hoped.” 

According to Dr. Brenner, “Large, in-person meetings create opportunities for networking that aren’t easily emulated with electronic chat rooms.” He added that some of the most significant connections between mentees and mentors occur at live meetings. “For residents who may have their first experience presenting before a professional society or academy, live presentation brings an unrivaled level of energy, proximity, and feedback interaction,” he said.