ICCA Future of Healthcare Meetings 2025 The Patient From Subject to Equal Partner
Among all sessions, The Patient’s Voice: Reimagining the Role of Patients in Medical Meetings resonated most deeply. There was a sense that the industry has moved beyond words. As Elisabeth Castellingam of the European MS Platform said, “We went from having the patient as a subject to putting the patient in the centre. Now we move towards empowerment, helping them have the education to be equal players at the table.”
That idea, equality rather than tokenism, was present through the entire discussion. Peter Capitaine, cancer survivor and advocate, urged organisers to “ask, listen: we have the same goal. Work with us. Involving patients is no longer a question of if, but how.”
Practical models were shared, from the International AIDS Society’s Global Village and Positive Lounge to accessible meeting design, co-created agendas, and even patient-led storytelling. As Capitaine noted, “Every conference we organise begins with the story of a patient. It starts with the why, not with a nerdy medical presentation, but with the person.”
Speakers recognised that inclusion must come with education and empathy, preparing patients to participate meaningfully and ensuring environments are fit for their needs. That means small but important things: clear language, accessible materials, and sensitivity to the fact that, as one participant said, “it’s their way of life, not just a session.”
Across other sessions, that same idea appeared. Dr. Stephan Martin’s presentation on Designing Meetings That Change Lives argued for a new model of healthcare meetings where “social contact and collaboration are as essential as science.” His example of the Diabetes Alive television-style event, bringing research to both professionals and patients, illustrated how digital tools can amplify the human connection. This theme of patient inclusion felt like the true core of the conference. It reframed the entire purpose of medical meetings as spaces of empathy and education.
Finance and Subvention with Legacy in Mind
The second recurring theme, and one of the most candid discussions of the event, came during Financial Sustainability of Healthcare Meetings: Beyond the Balance Sheet. It was refreshing to see a room of associations, convention bureaus, and industry partners speak so openly about money not just as a crutch, but as a tool for impact.
Chiara Parisotto (European Society for Organ Transplantation) summarised it best: “We need to keep the balance of finance, access, scientific hubs, and help from the CVB when selecting a destination.” The conversation moved quickly from budgets to purpose. Milo Vergucht of Flanders Convention Bureau described their approach of “not investing blindly but in meaningful impact activities.” In the case of the European Academy of Childhood-Onset Disability (EACD), funding a children’s disability project alongside the scientific congress not only amplified visibility but also left a tangible community legacy.
The concept of attaching conditions of social benefit to subvention sparked lively debate. Could 50% of funding, for instance, be earmarked for travel grants, inclusivity scholarships, or sustainability measures? Opinions varied, but there was clear agreement that “cash alone is no longer king.” What matters now is how that cash contributes to the community and advances science.
From a destination perspective, the insights were equally striking. As one delegate noted, “Destinations can’t always give money, but they can help you present a good enough case to find funding elsewhere.” It was less a shift in funding policy and more a change in mindset, from simply offering money to genuinely building trust and sharing responsibility for outcomes.
Inclusion of the Next Generation
If the patient voice means empathy, and finance with legacy shows responsibility, then the inclusion of the next generation symbolises continuity. The Get Inspired by Next Gen session, designed and powered by students from Hochschule Fresenius Düsseldorf and DHBW Ravensburg, proved that young professionals are not just future participants, they are already shaping the conversation.
What stood out most was their demand not for a “youth corner,” but for integration. As one student put it, “Don’t create a separate session for us. Let us sit on panels. Let us co-chair.” This intergenerational exchange, combined with mentoring programmes and gamified learning, offered a glimpse of what a more dynamic conference format could look like.
Social media, unsurprisingly, emerged as their primary networking tool: “It’s the first place we go to; the first point of conversation.” Yet their vision was not superficial. Sustainability, inclusivity, and authenticity were recurrent priorities, from plant-based catering and local workforce integration to AI-driven matchmaking and real-time translation tools.
Their contribution echoed what Professor David Matusiewicz later expanded on in his keynote about the digital age: “Not only develop machines, but also develop people.” His call for venues to create “cosy, fun, interesting spaces” where people can escape digital overload struck a cord with the next generation’s expectations to connect with purpose.
We are moving towards events where empathy meets strategy, where funding fuels legacy, and where innovation does not overshadow the need for connection. As one of my table’s takeaways put it: “A conference should go to the city where the associations, organisers, and patients are wrapped in love.” With next year’s edition set to take place in Athens, I’m already curious to see how these ideas continue to evolve.
