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President’s Cancer Panel Meetings

Client

National Cancer Institute/National Institutes of Health (NCI/NIH)

Challenge

The President’s Cancer Panel (PCP) was established by Congress in 1971 as a part of the National Cancer Act. The Panel, whose members are appointed by the President of the United States, functions by monitoring development and execution of the National Cancer Program and annually reports to the President on delays or blockages in rapid execution of the Program. The Panel submits an annual report and makes recommendations for improvements.

Each year, the Panel must decide on a critical cancer issue to address, identify individuals and/or communities impacted by the issue, and identify experts across the U.S. with expertise to advise on the issue. The Panel then identifies where four meetings per year should be conducted to gather input on the issue, conducts the meetings to obtain expert testimony from both those impacted and those addressing the issue, and prepares a comprehensive report to the President and Congress with recommendations to address the issue. Through its support, NOVA has served as a contact and liaison with virtually every facet of the cancer community—researchers, physicians, advocacy organizations, universities, cancer centers, and the public. NOVA assists in scheduling meetings, provides logistical support for each meeting, and assists in preparing the PCP’s Annual Report to the President (print and web versions) and in developing journal articles, press releases, and special communication pieces for publication.

NOVA Approach

Among support activities, NOVA staff have assisted the Panel and NCI Executive Secretary with concept research and development, and identification (through targeted outreach) and recruitment of a wide range of stakeholders who participate and provide input on selected topics of importance to the National Cancer Program. This has included engaging members of the public and hard-to-reach populations to testify before the Panel and at town hall meetings hosted by the Panel. Meeting and logistics services include providing planning, conference, writing, website, and administrative support for four or more meetings per year. NOVA staff participate in strategic planning sessions; assist in meeting site selection (i.e., hotels, NCI-supported cancer centers); obtain approvals for meeting space and light refreshments; prepare letters of invitation, logistical fact sheets, orientation materials, agendas, briefing books, and visual aids; assist with travel and lodging for all participants; provide onsite support, including meeting room setup, registration setup, audiovisual support, meals and breaks, and handicapped accessibility; produce meeting posters, badges, and table tent cards; arrange local shuttle service; take notes and arrange for recording of meetings; produce press statements and other publicity materials, verbatim transcripts, and meeting summaries; and process meeting-related invoices and participant reimbursement forms. NOVA arranges for transport and setup of Panel exhibits on site and stores exhibits between meetings. NOVA also secures expert facilitation and graphical recording services for meetings, as requested, to maximize stakeholder input.

NOVA assists the Panel in development and maintenance of functional, intuitive, and visually pleasing meeting registration/informational websites, performing Section 508 compliance testing and remediation of documents being posted online, and transmitting 508-compliant web content to NCI for posting on line. NOVA also plans, writes, and develops graphic charts and figures for, edits, and produces the Panel’s Annual Report to the President (print and web versions), including managing timelines, working closely with Panel members during all phases of development, obtaining external input from key stakeholders, and coordinating online release with media and press activities. The web-based report includes an embedded search tool and widgets to share pages on social media (i.e., Facebook, Twitter, Google Plus) and by email. It is also developed in a responsive manner with cascading stylesheets and images that are appropriately redesigned for mobile and tablet devices.

Results

A diverse range of topics relative to the National Cancer Program are addressed. Most recently, the Panel has examined:

  • Improving Cancer-Related Outcomes with Connected Health
  • Cancer Communication in the Digital Era: Opportunities and Challenges
  • Accelerating HPV Vaccine Uptake: Urgency for Action to Prevent Cancer.