We have designed an InterAction Meeting (TM) Format which combines the use of virtual conferencing approaches with face-to-face meetings. We will be pursuing such a format in our upcoming InnovationWell community of practice meetings on Drug Safety this Spring. How does the format work? The InterAction meetings are intended to maximise participant interaction through a unique format that utilises current technology to disseminate knowledge before and after the conference, so that time spent at the conference can be used to bring out critical ideas in key note presentations, case studies, roundtable discussions, Q&A sessions, exhibitor demonstrations, workshops, networking events and individual meetings. A multi-center approach means that participants can choose which face-to-face meeting location to attend, but they will also automatically have access to all the online components from the other meeting location and be able to communicate via the web facilities. The program for different meetings will have variation on talks, topics, and discussion leaders, but otherwise will address similar issues and themes. The format followed is as follows:
Pre-Event
- Key Issues and Case Studies will be defined and presented to all participants
- All participants are invited to present materials or a seminar through the community web site
- These presentations may be used to describe a solution or strategy, experiences gained from past projects (whether positive or negative), or to describe their requirements for future solutions
- Group Discussions, via the web and phone-based teleconferences, will be initiated and conducted during this pre-meeting period to promote theme development for the meeting
During the Event
- The format is designed to enable significant interactions in small groups and one-on-one discussions driven by a problem-solving agenda, including generic case study, customer-supplied issues, strategies, integrative approaches etc.
- A Summary of Issues by the Chair will start all meeting sessions
- Presentations at the InterAction Meetings are intended to act as a starting point for break-out sessions and so will be kept relatively short and concentrate on main points of view, key ideas, proposals or findings and to summarize pre-event presentations. Ample time will be allocated for Q&A for each speaker, as well as panel discussion times with each session
- The collaborative environment will be available to all to support presentations & discussions
- Lunch & Dinner: the formats of these will also be designed to maximise mixing and interaction among participants
Session Format
- Each session comprises short summary presentations of approx. 8 mins. (plus 5 mins. each for Q&A)
- General discussion of topic between members of panel and audience (approx. 30 mins)
- Coffee Break
- Break-out workshops & discussions
Post-Event
- Summaries and reports from different face-to-face meetings will be published on the site for participants
- Community members may access seminars, reports and discussions through the web site regardless of whether they were able to attend particular face-to-face meetings or not
- Community of practice ‘white papers’ on the main themes will be developed and expanded on the web site through both the web conferences and face-to-face meetings
Such a format allows the access and participation of community members to meetings that they were unable to attend. Because materials and presentations can be made available before and after meetings, more time at the meetings can be spent in discussion, networking and interactive workshop activity. The collaboration environment can be used during meetings both as a reference resource, a supporting tool for interactions and a growing resource for capturing action points and summaries from the meetings. The combination of face-to-face meetings in different locations with virtual interactions over time allows a continuity to be maintained in the ever evolving body of knowledge centered around the expertise and issues of the collective community membership.
We claim that the value mutiplier factor created from this InterAction Meeting methodology provides significant gains from the traditional approaches of disjointed conference activities, and provides a deeper narrative and history required for innovation, professional support and development.
Barry Hardy
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