Sharing Experiences from organizing Annual Meetings:

Annual Meeting Purpose and Goals Goals in line with ASADI Program -Strengthen the capacity of African academies of science to sustainably provide evidence-based advice to government policy makers and national stakeholders -Develop stakeholder appreciation and demand for academy advice in formulating evidence-based health policies Bridge the gap between science and policy with the participation of policy makers

Nairobi (Achieving the MDGs) 2006 Yaoundé (Food Security) 2007 Dakar (Water and Health) 2008 London (Sponsor mobilization) 2009 Accra (Maternal Newborn and Child Health in Africa) 2010 Cape Town (Access to Energy) 2011 Kampala (Aid Effectiveness) Annual Meetings to Date

Format of Conference since the inception of the Annual Meetings Usually held in November Held in the first two weeks of the month typically from Saturday through Wednesday  Saturday – Guests arrive  Sunday – ASADI Board Meeting  Monday – Learning Collaborative Session  Monday Evening – Opening Ceremony  Tuesday & Wednesday – Scientific/Plenary Sessions Bridges the gap between science and policy with the participation of policy makers

Annual Meeting Models since inception Senegal: “Water and Health in Africa” Senegal hosted Annual Meeting in Dakar in 2007 Selected “Water and Health in Africa” as topic Established LOC and International Planning Committee Conducted 2 planning meetings to develop budget and agenda Academy hired 2 full time staff to coordinate program and administrative components of program Follow-up visits by ASADI Staff to provide guidance Meeting was funded 100% - $204,000

Annual Meeting Models since inception Senegal: “Water and Health in Africa” Provision was made for12 Policy makers to attend (2 each from Uganda, South Africa, Nigeria, Ghana, Cameroon and Kenya Obtained sponsorship from World Bank because of link of conference theme to DCP2 to sponsor 18 additional policy makers International Planning Committee assisted in identifying stakeholders, local, regional and international speakers Original venue, Le Meridian was changed to The Ngor Hotel, two months before meeting Format for agenda were made up of talks, Q & A sessions, moderated policymaker roundtables and breakout sessions

Annual Meeting Models since inception Senegal: “Water and Health in Africa” Meeting was advertised on local radio and newspapers Main means of advertising and registration was by ASSAf seized opportunity to showcase publications About 150 people attended meeting made up of stakeholders, policymakers, donors, academy representatives from Africa, US, Canada and Europe

Annual Meeting Models since inception Ghana: “Improving Maternal, Newborn, and Child Health in Sub-Saharan Africa” Ghana hosted Annual Meeting in Accra in 2009 Selected “Improving Maternal, Newborn, and Child Health in Sub-Saharan Africa” as topic Established LOC and International Planning Committee Held 2 planning meetings in partnership with ASSAf to develop policy maker booklet LOC facilitated the development of the budget and agenda Existing GAAS staff coordinated both program and administrative components of program Follow-up visits by ASADI Staff to provide guidance ASADI provided $200,000 for meeting

Annual Meeting Models since inception Ghana: “Improving Maternal, Newborn, and Child Health in Sub-Saharan Africa” Provision was made for 7 Policy makers to attend (1 each from Uganda, South Africa, Nigeria, Ghana, Cameroon, Senegal and Kenya) No additional funds were raised International Planning Committee assisted in identifying stakeholders, local, regional and international speakers A poster session was held alongside the plenary sessions Venue identified and contract secured by March 2009 Format for agenda were made up of talks, Q & A sessions, and moderated policymaker roundtables.

Annual Meeting Models since inception Ghana: “Improving Maternal, Newborn, and Child Health in Sub-Saharan Africa” Meeting was advertised on local radio and newspapers Registration done online Incorporated concept of video messages Incorporated concept of policymaker booklet and launch About 110 people attended meeting made up of stakeholders, policymakers, donors, academy representatives from Africa, US, and Europe

Annual Meeting Models since inception South Africa: “Improving Access to Energy in Africa” South Africa hosted Annual Meeting in Cape-Town in 2011 Selected “Improving Access to Energy in Africa” as topic Established LOC and International Planning Committee Held planning meetings to develop policy maker booklet Existing ASSAf staff coordinated program and administrative components of program Follow-up visits by ASADI Staff to provide some guidance

Annual Meeting Models since inception South Africa: “Improving Access to Energy in Africa” Provision was made for 7 Policy makers to attend (1 each from Uganda, South Africa, Nigeria, Ghana, Cameroon and Kenya ASADI provided $150,000 for the meeting Fundraising was quite a challenge Charged registration fee in lieu of sponsorship International Planning Committee assisted in identifying stakeholders, local, regional and international speakers Venue was contracted about a year in advance Format for agenda were made up of talks, panels discussions, moderated policymaker roundtables, and site visits

Annual Meeting Models since inception South Africa: “Improving Access to Energy in Africa” Meeting was advertised on local radio and newspapers Registration done online Incorporated concept of video messages Incorporated concept of policymaker booklet and launch About 110 people attended meeting made up of stakeholders, policymakers, academy representatives from Africa, US, and Europe

Annual Meeting Models since inception Uganda: “Aid Effectiveness” Uganda hosted Annual Meeting in Kampala in 2011 Selected “Aid Effectiveness in Africa’s Health Sector” as topic Established LOC and International Planning Committee Held 1 international planning meeting in Bellagio, 4 LOC meetings, 2 review meetings UNAS and ASADI staff facilitated the development of the budget LOC, IOC, UNAS, and ASADI facilitated agenda development Existing UNAS staff and 1 part-time employee coordinated both program and administrative components of program Follow-up visits by ASADI Staff to provide guidance

Annual Meeting Models since inception Uganda: “Aid Effectiveness” ASADI provided $120, 000 An additional $107, 700 raised from international partners (UNAIDS and GAVI), $20, 000 from a regional partner (AfDB), $5300 from Ugandan partners (BoU, Quality Chemicals, and Shonubi In-kind support from BoU and Wavah Broadcasting Unique mix of participants IHP+ Meeting before Annual Meeting Political support from the Prime Minister and NPA Venue contracted by January 2011 Conference consisted of discussion panels, presentations, and special addresses

Annual Meeting Models since inception Nigeria: “Climate Change” Nigerian will host Annual Meeting in 2012 Selected “Climate Change in Africa” as topic Established LOC and International Planning Committee Has so far held 2 international planning meetings and 2 LOC meetings NAS developed the budget NAS developing agenda Existing NAS staff coordinating both program and administrative components of Annual Meeting Some guidance from ASADI Staff Envisaged: 1 international committee meeting, a publication, and a review meeting Future work on climate change a key aspect of this meeting

Annual Meetings: Some critical issues to think about _________ Choosing the Topic- Potential for evidence-based advising Highlights current African academy work Relevant to many disciplines Relevant to national and regional policy issues Relates to the global academy and development movements Potential for a robust slate of speakers Attractive to donors, particularly local and regional donors

Annual Meetings: Some critical issues to think about _________ Choosing the LOC Chair- Preferably subject matter expert Ideal to have both technical and managerial skills Staffing- Dedicated staff for program and administrative components Competent and multi-skilled (proactive, responsive, and energetic) Some travel management skills required to avoid pit falls

Annual Meetings: Some critical issues to think about _________ Conference Planning- - Develop work plan outlining timelines and responsibilities - Identify keynote speakers/ and important dignitaries to be invited well in advance and follow protocol - Allow realistic time for contacting speakers Conference Execution- -Identify effective and dynamic Chair -Time management is essential for success -Mix of presentations, panel discussions, roundtables, etc -2 full days of scientific sessions or 1.5 days?

Annual Meetings: Some critical issues to think about _________ Choice of Moderators- - Expertise of moderators must be relevant to session - Some qualities include their ability to facilitate effectively -Guidance notes for moderators and presenters Questions Management- - Different ways of managing questions -Individuals take the floor -Select 3 or 4 questions from audience - Participants put questions on paper and are randomly selected

Annual Meetings: Some critical issues to think about _________ Agendas- -Various formats: talks, discussions, roundtables, panel discussions, site visits, breakout sessions - Planning committees assist in the identification of speakers regionally and internationally Fundraising- - Clear understanding of the major players in the field and (published and unpublished) priority areas -Knowledge of budget cycles of partners - Balance of political support, cash, and in-kind support

Annual Meetings: Some critical issues to think about _________ Venue- - Preferably a one-stop shop (provide accommodation and conference servicing) - Proven high level of service delivery -Contract secured at least 8 months in advance -Credible and dedicated point of contact Media Outreach- - Media plan outlining strategies to enhance outlook - Incorporate press conference -Media consultant recommended if possible

Annual Meetings: Some critical issues to think about _________ Publications- -Articulate the value added of the publication -Decide on sources of information (primary data, articles, etc) -Identify credible and proven science writer - Core group of 2-3 reliable and knowledgeable people - Secure funding for publication as a matter of priority - Academy-style review highly recommended Budget Elements- - Labor -Travel -Meeting Expenses -General Operations

Annual Meetings: Some critical issues to think about _________ Logistics & Management- - Travel arrangements and other logistics information - Communicate between academies (identifying academy representatives and policymakers) - Identify all tasks to ensure smooth conference -Note taker -Tent cards -Timekeeper -Registration desk -On site secretariat - Assign tasks to staff - Trouble shoot as problems arise

25 Academia (national, regional, global) Policymakers (national and regional) Academy Staff Development Partners Media Students Annual Meeting Participants

Annual Meetings: Common themes running through all 7 meetings _________ - Meetings have been hosted in November - ASADI has provided guidance but at different levels - Planning Meetings conducted for all meetings -LOCs and International LOCs constituted -Dedicated Staff work on program and administrative aspects of meeting -The Office of News and Public Information has provided guidance on media issues -Policymakers from partner countries attend meetings -The ASADI Board meeting and Learning Collaborative is held alongside the meeting -General participation has ranged between

Annual Meetings: Some Differences _________ - ASADI funding have differed over the years -Fundraising abilities have varied - Innovative ways of making up for budget deficits - Differences in ways of making up for budget deficits - Different levels of enthusiasm shown by Academy members from country to country - Political interest and support have differed from country to country - Depending on the strength of Academy, staff working on the meeting have had to be hired

Annual Meetings: Some Differences _________ Meetings have had different levels of impact - Ghana’s MNCH work is ongoing – WHO has appreciated it through PMNCH; the PLOS article; Publication used as advocacy document for G8 Summit -Uganda’s Aid Effectiveness is ongoing– Report was highlighted in Busan, Korea, during the 4 th High level Forum on Aid Effectiveness; basis of continuing work with AfDB

Annual Meeting Experience Sharing: Lessons Learned & Recommendations Advance planning required to ensure successful meeting Selection of topic Establishment of LOC Budget Preparation Identification of venue Develop work plan and establish responsibilities Choice of topic must be strategic to attract sponsors Ideally venue should be contracted at least 8 months before meeting Dedicated staff needed to work on administrative and programmatic components of meeting Develop media plan to enhance publicity of meeting Idea of policymaker publication and corresponding timelines needs to be thought through before going with the idea