2022 – January 26th
Agenda: Board Meeting Nordic Fertility Society
Date: January 26 th , 2022
Meeting venue: Virtual on-line meeting using Teams
Wednesday January 26 th , 16:00 - 18:00, CET
Invited: Marjut Otala (FI), Astrid Helene Sydtveit (N), Steinunn Thorsteinsdottir (IC), Kirsten Louise Tryde Macklon (DK), Ann Thurin Kjellberg (S), Antti Perheentupa (FI), Sirpa Mäkinen (FI)
Janni Vikkelsø Jeppesen (DFS), Christel Hydén-Granskog (SFY), Stina Järvholm (SSRM), Hildegunn Stoum (NOFAB)
Not present: Ann Thurin Kjellberg (S)
- Secretary of the meeting - Marjut
- News from the national societies
The national chairmen gave updates on the recent developments in each country and the Covid situation. Norway is building a quality register for all ART children for the better follow up of results. Denmark will have its national society annual meeting in March and Finland is preparing for a national society meeting in April. The Finnish national meeting will be a smaller one this year because of the approaching NFS congress in Helsinki in August. Iceland is building its own donor cell banking system.
- NFS Education (Antti, Kirsten, Marjut)
NFS/NEFS webinar on Thursday Oct 28th, 2021 was successful. The event was nice and informative and there has been positive feedback. More than 200 people were following the webinar online. NFS has received no recording of the webinar and Marjut/Antti will ask for it. Marjut will do a follow up with Evelyn to make plans for the more distant future. Currently there are many free or charge webinars available and no urgent need for NFS to provide one to its members as we are currently working towards the NFS congress 2022.
There is still one recording missing from the NFS/BFS webinar series regarding psychosocial counselling in reproductive medicine. Marjut will ask for it.
In the future NFS strives to continue its education courses. This will be after the NFS congress. Antti will review the current ESHRE certification curriculum and pick and choose new or changed/updated topics with the help of Sirpa. There is probably most need for this in the embryology part. The planning for the upcoming courses and its topics will continue in the next board meeting.
Member pages are working again. Steinunn received statistics: 2030 visits in 2,6 pages with an average time of 1 min 44 sec per visit.
The NFS congress will be advertised on the web pages and information updated when available.
The purpose and function of the current Facebook group was reviewed. It was discussed whether the Facebook group should remain closed or whether it should be an open group. It was decided that the group should remain closed to enable professional discussion on different topics. It was also discussed that every nation should have at least one person who is responsible for the administrative tasks in the group and accepts people in the field to become members.
It was also discussed that not everyone is on Facebook and Instagram, so it is important to spread information through other channels also. Steinunn will e-mail news and updates to board members who will see to the information being spread to the members of the national societies through necessary channels, including e-mails to the members.
- Credit card
Proposed and accepted change into the society by-laws: In case the society possesses a credit card, it will be under the name of the treasurer of the Nordic Fertility Society. The treasurer is responsible for the use of the credit card and will agree on the payments with the president of the society. If the treasurer changes, she/he will inform the bank of this change and the new treasurer will become the card holder. Both the president and the treasurer are authorized to sign for the society.
- NFS 2022 in Helsinki
Current status of the NFS congress plans was reviewed by Sirpa:
The board accepted that collaboration with the congress bureau Confedent will start after signing the contract. The costs of the event were reviewed and accepted by the board. In the worst-case-scenario we would need to cancel the meeting in the very last minute when there would be no refunds which would bring high costs to the society. Astrid reviewed the financial situation of the society and it was stated that the society can still cover these costs. The board accepted that Marjut will sign the contract with Confedent. The responsibilities of Confedent were reviewed.
Cancellation deadlines for NFS:
April 20th: cancel without further costs
After 19th of June: full payments
If there would be another lock down, we still would need to pay. It then should be discussed whether the congress is cancelled or postponed.
Sirpa will try to finish up the congress web site with Rasmus as soon as possible and it will be shared in as many groups as possible. It is very important to publish the program immediately for people to see it and companies to get involved and commit to the congress.
If there are cancellations form participants, it was discussed that no refund will be admitted but it would be possible to pass on the registration to another person.
The local committee has received a nice number of sponsors and more will be looked for.
There will be 3 workshops in the congress, organized by NILS in collaboration with different companies.
The abstract deadline is 1.4.2022 and the scientific committee was previously decided to be Ann, Antti, Kirsten and Janni. Instructions for composing the abstract are almost ready and will follow the same outline as for the call for abstracts in Göteborg. Info of the requirements will be placed on the congress web pages. The abstracts will be mailed to NFS-meeting gmail. There will be a prize for the best poster and best oral presentation.
There is a need for assistants in the congress and for example students from biomedical fields will be involved. Otherwise there will not be as many paying participants. Chairs will be needed for the sessions, these will include the NFS board, the SFY board, some speakers and others. Congress batches and bags were discussed.
- Next meeting
Ocean Hotel for May 19-20, 2022 is still reserved.
- Matters arising
On the evening of August 17th there will be a board dinner and it was discussed that a short board meeting for the next morning could be useful to organize.
It would be good to have an add from Norway for the NFS Congress that will be held after Helsinki.
Marjut would like to discuss further of the election of the next NFS president and wishes for a candidate to be named by the board. This will be discussed further in the next board meeting.