The 16th World Congress of the International Cleft Lip and Palate Foundation combined in-person and virtual attendance at its event in Tokyo this year, where the format helped promote greater inclusivity for the organisation
Event brief
The conference brought together 300 highly specialised cleft lip and palate professionals, including physicians, dentists and speech and language pathologists from all over the world, to discuss recent challenges and efforts related to the prevention, care and treatment of cleft lip and palate, a condition affecting 3.5 billion people worldwide.
Under the theme of Break the Limit, Bring the Innovation, organisers aimed to make patient voices central to the discussion by utilising the event as a platform for patients and families affected by the condition to share their experiences and concerns, regardless of their condition or location.
The event utilised MICE@TOKYO, a metaverse space operated by the Tokyo Convention & Visitors Bureau (TCVB) for hybrid business events. The cutting-edge technology offers various “rooms” that can be used for international meetings, exhibitions and other business events, promising “MICE experiences in Tokyo that combine real-world and metaverse spaces”, according to TCVB.
Event highlights
Patients and families from Japan, the US, India and New Zealand took to the virtual stage in the metaverse to present their experiences, concerns and expectations for treatment to in-person doctors and researchers who offered therapeutic advice. There was also an opportunity for an interactive session between the virtual and real venues.
Metaverse users created their own avatars, which allowed them to explore the metaverse venue, experience the atmosphere, interact with other participants, and attend sessions. With more than 20 display languages and support from metaverse staff available in Japanese and English, MICE@TOKYO was able to accommodate all online delegates. Automatic translation technology was also used to display subtitles, thereby boosting inclusivity further.
Challenges
As the decision to hold the congress was made in May 2022, all event preparations had to be made in two years: a short duration for an international conference.
The biggest challenges were related to Covid, as Japan remained under strict restrictions to hinder the spread of the pandemic, including an inbound travel ban, at that time.
“Various risks had to be considered, including securing a venue, responding to the declaration of a state of emergency and the imposition of travel restrictions, concerns about cluster outbreaks, additional budget for online implementation, and additional budget for disinfection facilities,” said professor Kazuto Hoshi, 2024 congress president.
Furthermore, as the hosting of international conferences has been hampered since 2019, “both academia and conference management companies lacked experience in face-to-face implementation, and some of the know-how in organising international conferences had been lost”, he continued.
In response, organisers quickly set up a preparatory committee and held planning meetings online to determine the format of the event. They used university campuses to minimise venue costs and prepare for financial risks, and adopted a hybrid style of in-person and online participation to ensure that interested parties could attend, regardless of their situation.
Event The 16th World Congress of the International Cleft Lip and Palate Foundation
Organiser International Cleft Lip and Palate Foundation
Venue The University of Tokyo
Date July 17-9, 2024
Attendance in-person, 300; online, undisclosed
