Understanding Major Cancer Conferences

Spring is always an exciting time for the cancer community because it’s when several major cancer conferences take place.

What happens at cancer conferences?

Just about every industry hosts ongoing events where professionals can network, learn, and share about their work. This is especially true of oncology. During oncology conferences, those who work in cancer gather to hear experts share their data and ideas. Trends and clinical trial results get discussed. New products are displayed.

While researchers can share their study results at any point, they often time the release of their information around cancer conferences. This helps spur attention and conversations around the research.

Sometimes there are even practice-changing results that come out of a conference… meaning doctors make different recommendations to their patients based on what was presented in a research study.

At most conferences, there’s a full agenda of educational sessions going on parallel to an exhibit hall and meeting rooms where attendees can network, speak with company representatives, and make connections and collaborations that last long after the conference is over.

How do researchers share their information?

There are a few ways researchers share their information during a cancer conference. It always starts by submitting an “abstract,” which is a concise summary of the work. Each abstract submission gets reviewed by a committee of peers the conference has convened.

If the committee decides the research should be included as part of the conference agenda, it will typically be presented in one of two ways:

Poster Presentation

This is when the researcher stands by a literal printed poster (if presenting it in-person) and explains their research to anyone who walks up. This can also be done virtually.

Oral Presentation

This is when a researcher shares in front of a live audience at a specific time using slides. Oftentimes this is included as part of a panel of other presentations within the same topic; a Q&A often follows.

The research is also posted online following the conference.

Where and when are the cancer conferences?

Cancer conferences are often held in big convention centers because they attract a lot of attendees. Cancer conferences occur year-round, but several major conferences take place each April, May, and June.

The American Association of Cancer Research (AACR) annual conference is hosted each April; Digestive Disease Week (DDW) occurs each May; and the American Society of Clinical Oncology (ASCO) occurs the last week of May/first week of June each year.

There are also GI-specific conferences, for example, ASCO GI is hosted each January in San Francisco and ESMO GI is usually in July.

Some conferences move to a new location each year, while others (like ASCO) take place in the same city.

Who attends cancer conferences?

The majority of conference attendees are professionals (medical, academic, scientific, and industry) who travel to conferences to hear and share the latest research, network with colleagues, and earn continuing education (CE) credits.

However, more and more conferences are also inviting and encouraging patient advocates to attend, and in some cases like at AACR, present abstracts.

ASCO considers someone a patient advocate if they work or volunteer for a not-for-profit patient advocacy organization that can:

• Demonstrate a charitable mission
• Engage in patient advocacy activities
• Provide programs, services, information, and/or support for people affected by cancer
• Have a nonprofessional membership
• Not offer continuing medical education (CME) or scientific programs for professionals

How can patients attend a cancer conference?

Patient advocates interested in attending a cancer conference have a few options.

Scholarships

Conferences like ASCO and AACR offer scholarships to patient advocates interested in attending and sitting in on the sessions. The scholarship application deadlines are often several months in advance of the conference; however if selected, conference fees may be waived.

Discounted Registration

Even if a patient advocate is not chosen for a scholarship, many conferences offer a discounted rate for patient advocates to attend. You must apply and qualify as a patient advocate before receiving a discounted rate. Each conference’s process is unique; check the conference website for instructions.

Volunteer

Some conferences and advocacy groups look for volunteers willing to travel to the conference and help. This doesn’t always mean that you’ll gain access to the presentations, but it can be a way into the exhibit hall where you can meet other advocates and network.

Many of our members have volunteer opportunities for advocates interested in working a booth on behalf of their organizations. Reach out to a group you’d be interested in representing for information on how to get involved.