Getting back: What I learned from the first F2F conference

The Clinical Trial Supply East Coast conference is in the books! The conference was held at the Valley Forge Casino Resort Hotel in King of Prussia, PA on 20th-21st October, 2021. As you have guessed, this was my first in-person conference since, well you all know how long it's been. While there seemed to be a small window in the late spring of 2021 and early summer where the world was getting back to a sense of normalcy, the delta variant quickly poured water on that flame of hope. Fast forward to the present, the fall of 2021, and the overwhelming sense from folks I spoke with was one of cautious optimism. Specifically, the population has a large number of vaccinated people, testing is widely available, staying safe and social distancing is the new norm, and overall we are all just ready to get back to our way of working and collaborating - together. The phrase I heard again and again was, "I'm ready to dip my toes back into the water."

Presentations new and old

One thing that stood out in many of the presentations I attended was the balance of what we learned during the pandemic and what that means for the future of clinical supplies and clinical trials. In particular, Haneen Mazahreh-Boivert presented on Building a resilient supply chain strategy to overcome future pandemic obstacles. She as well as other speakers brought some simple and pragmatic ideas to light. For example the addition of "pandemic clauses" in your master service agreements (MSA) and contracts. In addition, the need for Direct to Patient (DtP) shipping has never had as much importance until it became a necessity due to the pandemic. While there are several ways in which teams can introduce DtP, it became clear to me that there may be an opportunity to evolve the process through intentional refinement rather than due to immediate necessity.

Traditionally DtP clinical supplies are managed through one of the avenues illustrated here. The flow of materials can follow several different paths, each with their own advantages and disadvantages. One thing that has always stood out to me is how many times sponsor teams can successfully implement DtP without really needing to make many modifications to their IRT system. Of course that assumes that you are using one of the flexible IRT products, like the YPrime platform. As a self proclaimed "IRT nerd" I like to think that we are critical to DtP delivery, and sometimes we are, but in reality there are plenty of instances where study drug can make it's way directly to a patient without needing to modify the IRT system. Often times, it's a simple change to a study configuration and your IRT system is ready to support your DtP studies.

Another presentation that I found to be very engaging was related to Brexit (that's right, it's still a thing). While the topic seems old, the content that Damian Procak shared in his presentation titled Brexit and clinical trial supply - understand and manage the impact was fresh and new. One of the more interesting pieces of information shared was that the UK sees Brexit as having a greater impact on their healthcare system than COVID19. While we continue to move away from the pandemic, the reality of other impactful forces will continue to refocus and drive new innovation.

Remembering how to attend a conference

As much as I consider myself a seasoned road warrior, having been away from the hustle and bustle of the conference circuit has had some real advantages. Perhaps the best part of being home rather than on the road was the chance to spend time with my family. Being able to spend the past 18 months with them has been a real blessing. When duty calls though, and it's time to head back to the office, take some time to think through the things you haven't considered in over a year and a half.

For starters, the conference organizers at Arena were great with communication and setting expectations regarding health and safety. That means I was aware of the requirement to bring my proof of vaccine card or negative COVID test result in order to enter the event. It also means that I understood the "stop light system" that they had in place. Lanyards were color coded (red, yellow, green) to indicate if you are comfortable with a handshake, a fist-bump, or prefer no contact at all. I was prepared to wear my mask but also appreciated the personal health kit that was provided by the organizers which included a mask, sanitizer, and other appropriate items.

What I was not prepared for - was the "little things" that come with travel. The first example, and perhaps the most embarrassing one for me personally, be sure to double check your packing list. Of all things to forget, I failed to pack my deodorant. Usually I wouldn't worry about this too much because the hotel has a small pantry for just this type of emergency. Well, not in this case. Be prepared for the hotel experience to be a little different from the last time you were on the road. Things like emergency essentials may not be available at your hotel yet. They also may not be doing daily cleaning service to the hotel rooms.

Perhaps an even simpler example was my business cards. If you had the good fortune of jumping into a new role or even a new company, you may need to consider refreshing your business card to reflect your current contact info or title. For me, I was not really expecting people to be interested in taking a printed business card but to my surprise, several people asked me for one. Another alternate is an eCard or a QR code.

One other reminder as you start to get back to the conferences - these days are long! The conference started at 8:30 on day 1 with a lunch break at 1:30 and the evening cocktail hour at 5:30. I for one had gotten used to the idea of stepping away from my computer during the day. Maybe I would have lunch with the family, maybe I'd go out for a short walk, or maybe I would watch an episode of the latest Netflix craze. In any event, I had forgotten how exhausting it is to be plugged in and engaged for a full work day. Be sure to have your comfy shoes and don't be afraid to take some time to unplug during the day. Having learned about mindfulness during the pandemic doesn't mean it has to stop when you get back to the world of in person meetings.

What's next

Now that my first F2F conference is in the books, I suspect that more will follow. I already have plans for in person meetings as soon as next week and another conference in Boston the week of November 8th. If you are in Boston and interested in learning more about YPrime or just talking about IRT and clinical supplies, please don't hesitate to reach out to me. If you are still hesitant to get back to the world of business travel, I encourage you to take your time. None of us need to rush back into something that we are not ready for. With that said, I do feel strongly that there is important work to be done in our industry. Patients, clinicians, sponsor companies, and the world in general have seen into the clinical trials space throughout the pandemic. To me, there is a different energy in meeting face to face. The creativity and conversation we have while sitting at the round table for lunch is more engaging than the ones we've had on camera.

If your company allows it, and you are in a position where it is appropriate, I suggest starting small. Maybe a coffee meeting at an outdoor café would be a good start to feeling comfortable again. If you are ready to get back out there and meet with folks, remember that there are still many people that are taking a slower, cautious approach. That friend or colleague may be excited to see you, but may not be ready for the handshake or big hug. Thank you to everyone who attended the conference this past week, it was a pleasure to dip our toes back into the water.