The Story Behind the 40th Asia Pacific Dental Congress & 109th PDA Annual Convention

The Challenge

The 40th Asia Pacific Dental Congress (APDC) is the main event in the field of dentistry in the Asia Pacific region. In 2018, APDC was co-located with the Philippines Dental Association annual convention (PDA) and it took place in Manila, Philippines.

The challenge in this situation of joining two congresses came from SMX Convention Centre – the largest purpose-built venue in Manila which was booked for the event. The infrastructure was designed to host in certain areas fewer people than those that were expected to join the event. Avoiding queues in the registration area, which was one of those problematic locations with an expectation of over 14,000 delegates, was a big question, while ensuring a safe and comfortable experience for all participants.

Further to this, the Kenes team was tasked to develop a system to monitor the session attendance of every single delegate. The Continuing Professional Development (CPD) issuing bodies needed this validation in order to provide to correct personalised certificate including the attended sessions of each participant.

The Solution

Registering over 14,000 people at a location which could not accommodate so many people comfortably was a big issue. Queues would be one issue, but also there was an obvious risk for the safety and security of all delegates and staff. With only one available venue at the selected destination to host this event the team had to think creatively.

The Philippines Dental Association has over 16,000 members who are used to register for PDA’s congress directly with the association. The Kenes team quickly adapted the registration software to support PDA with the import of excel data for faster manipulation. Already in March, three months before the event, the registration software held all the needed data which allowed the team to bring their printing tools and prepare during their last site inspection over 14,000 badges. More than 9,000 of them reached participants on time before the event. These RFID equipped badges were included in the complete registration package sent in advance by both APDC and PDA. The badges that successfully reached the delegates were tracked via a barcode number which every delegate was encouraged to register on the congress website.

One week before the event, there were still more than 6,000 delegates that would have to register on day one. For that, the onsite team decided to open the registration desk during the set-up date and announce early registration. A few thousand people used the opportunity allowing day one to start smoothly, without queues and with happy delegates, where only 1,200 people registered onsite.

Solving early on the registration challenge allowed the team to introduce a solution to tracking the delegate session attendance during the event. The barcode and RFID chips included in all badges allowed to track the people flow between the 13 halls used for the event. For the three bigger halls with a capacity of 2,500 people, RFID was used. For the ten smaller halls – barcode scanning was executed. This system provided the information needed by issuing bodies on the sessions that each delegate attended so that the correct CPD credits can be given.

The Outcomes

A year earlier PDA expected around 4,000 participants to attend their 2017 event but they ended up welcoming over 13,000. While this can be considered as a huge success, the association had a lot of issues onsite lacking the support of an experienced professional conference organiser. With APDC selecting Manila for the 2018 congress, the two associations took the decision to combine both events for the important mix of knowledge between the associations’ members. But together they also realised the issue fitting all delegates comfortably in SMX and solving so many logistical problems that arose around it.

With APDC’s experience in working with Kenes for a few years already, they entrusted the team with this challenging task. Once PDA saw the capacity of the team, they knew they were in good hands. This meeting is the biggest event that PDA and APDC have held in their history. Additionally, the event allowed Kenes to introduced new technological solutions to the Philippines. Even if the locals insisted on the conservativeness of their audience and the claims for a low adoption rate, this event proved otherwise.

What the client had to say:

“Dear Sadik and Veysel,

I would like to thank you and the Kenes Group for all the work done for the convention. The smooth flow of the convention was partly because of your good work. We hope to collaborate with you on other PDA project perhaps.

I will always put in a good word for you and the Kenes Group.

Thank you from the bottom of our hearts.”

Arleen Reyes, President of PDA (Philippine Dental Association)

“Dear Sadik and Veysel,

Hope you had your well deserved rest after that long week very tiring APDC. Thanks for all your assistance. We wouldn’t have a very successful congress if not for your great support to the Local Organizing Committee. Allow me to extend our sincerest gratitude to you both and your group. You guys did a great job.“

Andy Fernanadez, President of the Joint APDC & PDA Congress

July 2018

Welcome to our Empowering Knowledge Newsletter (Q2 for 2018).

HPV Awareness Day 2018: a Winning Association Campaign

The Campaign

The International Papillomavirus Society (IPVS) wanted to raise awareness of HPV and inform the public of how everyone can protect themselves, their families, friends and partners. To do so, a large-scale international campaign needed to be created in line with the society’s mission and vision. IPVS reached out to Kenes Associations for support in the planning and management of the very first HPV Awareness Day 2018.

The Give Love Not HPV campaign aimed at encouraging everyone to take action to protect those closest to them either by getting informed, getting vaccinated or getting screened for HPV. Taking the starting point that HPV affects everyone, the campaign used the universal theme of love to engage the public. The campaign was built on the idea that we all want to protect and care for the people we love – whether that is our family, friends or partners. The messaging highlighted the diversity of those affected by HPV.

The Outcome

March 4^th, 2018, saw the successful inauguration of International HPV Awareness Day. The campaign was a major success, reaching over two million unique users surpassing the society’s expectations in raising global awareness of the diversity of communities affected by HPV.

Campaign delivery, coordinated by Kenes Associations, was facilitated by a partnership of over 80 organisations worldwide who were supported with marketing guidelines and resources to co-brand bespoke materials, as well as an ‘off the peg’ print and social media suite.

The strategy to build partnerships with different bodies clearly played a crucial role in the campaign’s success – it seems the world was ready to come together to deliver an HPV awareness campaign:

Over 40 events in 16 countries were delivered
Events spanned Parliamentary debates, HPV testing drives, community presentations, media interviews, lectures, public information booths, leaflet distribution, conferences and city running events.

Results demonstrated that on social media the #GiveLoveNotHPV drove a massive increase in the global conversation about HPV:

Online conversations about HPV increased by over 5,000% between March 2nd – March 5th
The campaign hashtag reached 2 million unique users
A short information video received 30,000 views
The campaign website achieved 5,000 unique page views
The online engagement was achieved in every target country
The campaign press release was picked up by 250 outlets with coverage in top-tier media around the world

The combination of the energy brought by everyone involved and the strong, simple messaging was clearly a winning formula. The campaign reached millions of people, thus getting one step closer to the society’s ultimate goal of eliminating HPV altogether. The IPVS brand was strengthened, raising the overall standing of the association by involving and partnering with people and institutions beyond their immediate members.

IPVS President and Advocacy Committee Chairs received a Lady Ganga Trailblazer Award, from the Global Initiative Against HPV and Cervical Cancer, in recognition of the campaign and IPVS’s ‘exceptional creativity in proposing and executing impactful grassroots approaches to raising awareness of HPV and HPV diseases.’

What does the client say:

“It was genuinely exciting to watch the campaign spread around the globe on March 4th. Feedback from our partners shows that the day really helped to achieve both IPVS and HPV community objectives and we sincerely appreciate your support and input.”

S. de Sanjosé, IPVS President

October 2018

Welcome to our Empowering Knowledge Newsletter (Q3 for 2018).

Events Calendar Search Results

[mdf_custom template=any/my_cars_2 post_type=events orderby=date order=desc per_page=10 pagination=tb]

Past Events

About GEMS

GEMS – the Global Education of Medicine and Science, helps in advancing healthcare and technological fields that are currently developing. The organization supports and collaborates with world experts, to deliver the right content at the right time, by providing the needed resources and formats to deliver high-quality learning experiences.

With a main objective to advance education, GEMS is currently working in the fields of Hospital at Home, Lymphocyte Engineering, Microbiome, Fatty liver, Diabetes, Pain management and more.

Independent Medical Education

GEMS aim is to develop high-quality and effective medical education that will contribute toward improved physician competencies and ultimately improved patient care. GEMS medical education activities are targeting healthcare professionals from different specialities in an international environment with adult learning principles, based on the needs of the target audience, and needs in the field.

The degree of importance attached to relevant medical education globally continues to grow. Many countries are developing regulations, guidelines, etc to encourage participation in independent medical education activities. This all with the goal of improving clinical practice and outcomes, and ultimately patient outcomes.

Medical education activities developed under GEMS are:

Meeting identified participant needs
Are free from bias
Are developed by independent, qualified, and scientific educators.
Are of high quality

GEMS invests in topics with value and potential. Join the world’s leading minds that collaborate with us and create platforms for future growth and development.

Benefits

What are the benefits for you:

Transform your idea from concept into reality
Raise your profile in your field of expertise
Increase your chances of success by partnering with an organization dedicated to advancing healthcare education

Leadership

By-laws

I. NAME, REGISTERED OFFICE, DURATION

Article 1 – Name

GEMS Association (Global Education of Medicine & Science) (hereafter the “Association”) is a not-for-profit association governed by these Articles of Association and by Articles 60 et seq. of the Swiss Civil Code.

Article 2 – Registered Office

The registered office of the Association is in Geneva (Switzerland).

Article 3 – Duration

The duration of the Association is unlimited.

II. PURPOSE

Article 4 – Purpose

The purpose of the Association is to enhance, promote, advance and facilitate education in healthcare – science, medical, technology – through conferences, workshops, courses, knowledge sharing, e-learning and all other forms of continued medical education, worldwide, with the goal of improving patient outcome.

The Association can support not-for-profit associations or organizations pursuing the same goals. The Association is not-for-profit. The Association shall exercise all other activities, required to carry out its purposes.

III. MEMBERSHIP

Article 5 – Classes of members

The Association has two classes of members: Active members and Passive members. Members can be individuals and legal entities.

Article 6 – Active members

Individuals or legal entities aligned with the purpose of the Association can become active members upon approval by the Board.

Article 7 – Passive members

Passive members support morally and financially the Association.

Article 8 – Denial of admission

The Board may deny admission without having to give any reasons. Such decisions are not subject to appeal.

Article 9 – Membership fee

Members may be subject to a membership fee. The Board determines the membership fees. It may distinguish between Active and Passive members or set other distinguishing criteria as it sees fit.

Article 10 – Membership transfer

Membership may not be sold and are not inheritable. All rights of membership shall cease upon the Member’s resignation as provided in these Articles of Association.

Article 11 – Resignation and Expulsion

Each member may resign from the Association by giving writ

The General Meeting may expel a member by a two-thirds majority of the votes cast. Complaints and allegations regarding a member shall be addressed to the President of the Board, who shall bring the matter before the General Meeting if he/she considers that the situation requires it to take a decision. The exclusion shall be decided by secret ballot.

IV. ASSETS AND LIABILITIES

Article 12 – Assets

The assets of the Association consist of membership fees, funds accumulated through the receipt of donations, subsidies, interests, grants, legacies and bequests and all other eventual income and revenue from activities such as events, education and training, and publications.

The income and the assets of the Association shall only be applied for the promotion of the purpose of the Association.

Article 13 – Liabilities

The Association is held solely liable for its debts. Members shall not be held personally liable for the Association’s debts, liabilities or obligations.

V. ORGANISATION OF THE ASSOCIATION

Article 14 – Bodies

The organization of the Association is composed as follows:

the General Meeting ;
the Board ;
the Executive Director if any;
the Auditor if

VI. ORGANISATION OF THE ASSOCIATION

Article 15 – Powers and duties of the General Meeting

The General Meeting is the supreme body of the Association. It has the following inalienable and non-transferable powers:

approval and amendment of the Articles of Association;
approval of the annual report and the annual accounts;
appointment and removal of the member(s) of the Board and the auditor;
resolve upon all matters reserved by law or by these Articles of Association, or which are submitted to it by the Board

Аrticle 16 – Notice

The ordinary General Meeting is called once every year by the Board. Invitations are issued by the Board and mailed or e-mailed thirty calendar days before the opening of the general meeting. Invitations have to state the agenda of the general meeting. At the beginning of the meeting urgent matters can be added to the agenda if at least a fifth of the members present agree.

Article 17 – Extraordinary General Meeting

An extraordinary General Meeting may be called at any time by the Board and must be called if at least a fifth of all members of the general assembly ask for it. lts convocation will follow the rules set forth for the ordinary general assembly in Article 16.

Article 18 – Chair

The President of the Board, or in his absence, the Secretary of the Board, takes the chair of the general meeting. The Secretary, or in his absence, another member of the Board, takes the minutes of the meeting. The General Meeting adopts its resolution by open ballot unless one or more members request a secret ballot. Decisions about the exclusion of members are made by secret ballot.

Article 19 – Quorum and voting rights

A quorum for meetings of the General Meeting shall be established by the participation in the meeting of at least the majority of all active Members. Members may attend meetings in person or by telephone or video conference. Every Active member shall have one vote at the general meeting. Passive members shall have no voting rights.

The General Meeting adopts resolutions and carries out elections by the absolute majority of the votes cast, to the extent the law or these Articles of Association do not provide otherwise. A two-thirds majority of the votes cast by the members is required for:

any modification of these Articles of Association;
the exclusion of a member ;
the dissolution and liquidation of the Association; and
the appointment of a special liquidator

ln case of a tie vote, the chair of the General Meeting has the casting vote.

Article 20 – Circular resolutions

The resolutions and votes may also be passed by means of circular letter in which each member gives his written consent, or by conference call, email or any other method of communication, provided that no member requests a meeting on the issue.

VII. ORGANISATION OF THE ASSOCIATION

Article 21 – Composition

The Board comprises a minimum of 3 members and up to 7 members. The Board members are appointed by the General Meeting. At least one Board member shall be domiciled in Switzerland with signing rights.

Remunerated employees of the Association may only sit on the Board with a consultative vote. The Board shall comprise a President, a Treasurer, and a Secretary appointed by the Board itself. Each Board member shall refrain from voting at the General Meeting regarding his/her own election. Members are appointed for a term of two years; three consecutive re-elections are permissible.

The term of office ends in the event of resignation, revocation, legal incapacity, or death.

Article 22 – Powers and duties of the board

The Board is the managing body of the Association. It handles all matters, which are not conferred by the law or these Articles of Association on the General Meeting. It has the following non-transferable and inalienable powers:

to be responsible for the conduct of the business of the Association;
to prepare and submit an annual report to the General Meeting ;
to initiate and promote programs that serve the purpose of the Association ;
to establish Advisory Boards and the appointment of their members;
to issue internal regulations;
to coordinate, assist and monitor all Advisory Boards and their programs;
to submit an annual budget, together with supporting documentation to the General Meeting ;
to appoint the Executive Director, if any;
to convene the general meeting;
to take a decision on the admission of an applicant for membership; and
to keep a register which contains the names and addresses of the members.

The Board members act on a voluntary basis and are only entitled to compensation of their effective expenses and traveling expenses. Any attendance fees may not exceed those granted for similar public volunteer work. Every member is entitled to adequate compensation for any activities exceeding the usual of their function.

Article 23 – Notice

The meetings of the Board are convened by the President or by request of two Board members, if necessary. The secretary takes minutes of the meetings. Resolutions are made by the absolute majority of the votes cast. Resolutions may also be made by a circular resolution, e-mail, telefax, videoconference, or teleconference. In case of a tie vote, the President of the Board shall have the casting vote.

Article 24 – Representation

The Board members shall have joint signing powers by two.

VIII. THE EXECUTIVE DIRECTOR

Article 25 – The Executive Director

The Board may appoint a Chief Executive Officer. The powers and duties of the Executive Director are determined in regulations.

IX. THE AUDITOR

Article 26 – Auditor

The Association must appoint an auditor if, within the course of two consecutive accounting years, two of the following benchmarks are exceeded:

total assets : 10 million Swiss francs;
turnover : 20 million Swiss francs ;
50 full-time jobs at an annual

The General Meeting may at any time opt for the appointment of an auditor even though the above standing figures are not exceeded. The auditor, if any, is appointed for a term of one year by the General Meeting. The auditor cannot be a member of the Board. The auditor can be re-elected.

X. THE BUSINESS YEAR

Article 27 – Business year

The business year of the Association starts the 1st of January and ends the 31st of December. The first business year shall begin on the day of incorporation of the Association and shall end on 31 December 2020.

XI. FINAL PROVISIONS

Article 28 – Amendments of the Articles of Association

The present Articles of Association can be amended by the General Meeting. In order to be approved, a decision regarding the amendment of the present Articles of Association requires a qualified majority as provided in Article 19.

Article 29 – Internal regulations

The Board may establish organizational rules of the Association in internal regulations.

Article 30 – Dissolution of the Association

The General Meeting may at any time resolve the dissolution and liquidation of the Association in accordance with the provisions of the law or these Articles of Association. The liquidation shall be carried out by the Board to the extent that the General Meeting has not entrusted a special liquidator in this regard. In case of dissolution of the Association, any available assets shall be entirely attributed to an organisation pursuing a not-for-profit purpose similar to the one of the Association and benefiting from tax exemption. The Association’s assets shall in no case return to the founders or members nor used in their favour in whole or in part and in any manner.

Submit your activity

Are you planning an event or an educational activity that needs to be backed by a non-profit organisation? Or do you simply have an idea for a new medical or scientific event and you don’t know where to start or how to make it a success, without having to establish your own association?

GEMS is here to support you! Wondering why you should work with GEMS?

GEMS is a non-profit umbrella association, led by experienced HCPs, who can help you make your event or activity a success.
GEMS and its strong scientific community will support your idea and help you grow your network.
With GEMS you will be able to apply for educational grants easily, tapping into established partnerships