The Vital Role of In-Person Conferences in Advancing Technology and Scientific Discovery: An INFORMS Perspective

I love the power of conferences. In-person conferences provide a unique platform for professionals and students to present their latest findings and receive immediate feedback. These events bring people together in ways that build connections that might not otherwise happen. These connections can lead to conversations that range from small and short-term impacts, like a smile or a new friend, to lifelong collaborative partnerships that drive advancements in one’s field and ultimately change the world.

I do understand the need for virtual conferences (more on this later); however, I’m a strong believer in the power, wonder and beauty of in-person events. In an era defined by Zoom meetings, text messages and email, the significance of in-person association conferences cannot be overstated. My training as a social psychologist makes me acutely aware of the “humanness” of live, physical gatherings. In-person events are ripe with opportunities for spontaneous interactions that lead to unexpected collaborations and new ideas. They also allow for nonverbal communications, including body language and facial expressions, which enhance understanding and connection. The physical presence and shared environment at in-person events create a unique sense of community and belonging. A simple hallway conversation or shared elevator ride might lead to a world-changing breakthrough (in our community, that’s fueling smarter decisions using OR/MS, analytics and AI).

I smile when I think about the upcoming INFORMS Annual Meeting in Seattle. We will welcome more than 6,000 attendees who come to network, listen, learn and present. One rare quality of the INFORMS Annual Meeting is that it offers the opportunity for anyone to present their research. Moreover, with a conference program organized by its own members, where attendees view INFORMS as their “professional home,” our participants share a deep commitment to the ideas and values of both INFORMS and the profession.

Something else unique about the INFORMS Annual Meeting is that some in our community refer to it as “INFORMS.” I’ve heard many attendees say they’re “attending INFORMS” when referring to the Annual Meeting. Although I take great pride in knowing that the Annual Meeting is recognized as one of INFORMS’ most significant benefits, I also want to ensure that attendees fully appreciate that it is just one of the many valuable offerings that INFORMS provides – we are more than a meeting. INFORMS provides tangible benefits such as magazines, journals, membership, other conferences, technical communities, geographic-based communities, forums, education, certifications, awards and so much more. Additionally, INFORMS, as your lifelong professional home, offers nontangible benefits, such as the ability to give back to the community, pay it forward to the next generation, and feel like you belong to one of the best professions in the world.

But what if you don’t want to travel? Or can’t? There are myriad reasons why many still prefer to attend conferences virtually. While I stress the virtues of in-person events, INFORMS’ commitment to diversity, equity and inclusion requires us to find ways to make our conferences more accessible. Our biggest challenge is how to create sustainable and reasonable ways to make our conferences more accessible while providing a great experience to all attendees in a financially viable manner that doesn’t strain our staff and volunteers. This is not an easy challenge, but we are working on it. (If you have ideas, please send me an email.)

Early Thoughts on Conference Accessibility

INFORMS is lucky to have Kyle Jordan, CAE, CEM-AP, CMP, DES, CMM, as its director of meetings. Kyle is a sought-after thought leader in the association meetings space and the current chair of the LGBT Meeting Planning Association, which allows him to bring a volunteer’s perspective to his staff role at INFORMS. Kyle is developing recommendations to offer more virtual access while not compromising the experience that our attendees expect and deserve.

Kyle knows from experience and learning from others that it is extremely challenging to offer a hybrid event that simultaneously delivers top-notch educational and networking opportunities to both in-person and virtual attendees. An additional challenge faced by professional associations offering hybrid events is that some attendees may expect the virtual-only registration fee to be significantly lower. Although it makes sense that some costs are not incurred for virtual events, like food, there are many fixed costs that remain the same. Moreover, as a nonprofit, INFORMS does not price its conferences at cost but relies on conference revenue to support non-revenue-generating mission-based products and services.

One idea being considered for 2025 includes providing virtual access to plenary and keynote talks after the on-site Annual Meeting, with real-time access to the speakers for Q&A sessions. This would allow members who cannot attend the physical event to access the most well-attended sessions from the Annual Meeting. However, real-time Q&A sessions will not be perfect for all time zones. This option also requires INFORMS to ensure that offering post-event access doesn’t decrease the number of in-person attendees, because this would reduce the positive aspects of in-person events. No easy feat to accomplish.

We learned a lot from the COVID-19 pandemic, which significantly disrupted traditional conference models. One wonderful lesson is that the return of vibrant in-person conferences has immense value within our INFORMS community. The intrinsic human need for direct interaction and deeper connections formed in physical settings has driven the resurgence of in-person gatherings. However, recognizing the importance of equity and accessibility, INFORMS is committed to finding solutions to make our conferences available to as many members as possible.

We know that our events are not just meetings; they are crucibles of innovation, collaboration, career advancements, job searching and recruiting, and community-building that propel the field forward.

As always, please email me if you have suggestions or comments. My ears and eyes are open.