Is it time to start holding virtual conferences? The case of the International Coral Reef Symposium

The only thing hotter than the U.S. and Canada (east of the Rockies!) in the past week was the discussion on the Coral-List, the NOAA-managed read by pretty much anyone that does research related to coral reefs, about the cost of attending next year’s International Coral Reef Symposium. The ICRS is THE meeting in the world of coral reef research. Thanks to the Olympian once-every-four-years timing, attendance is, I’d argue, as mandatory as it comes in the sciences. Miss an American Geophysical Union (AGU) meeting, and you can attend another in six or twelve months. Miss an ICRS, and, well, you’ve got four full years to train for the next one.

The full week registration fee for the meeting has been set at AU$960 - AU$1250, depending on membership in the scientific society and the date of purchase. While registration fees of $1000 or more are not unheard of for scientific meetings in other branches of research, like say medicine, the price is extraordinary for the natural sciences, and especially for a sub-field in which many of the researchers are based in developing countries. Naturally, people from small NGOs in SE Asia to large academic instituions in North America are upset and stating that they will not attend.

Shocking as they be to many, the real story is not the registration fees. The real story is is the travel.

In addition to timing, the ICRS shares a logistical challenge with the Olympics. There is no optimal site for the event. Coral reefs are found throughout the tropics and subtropics, and that is excluding the cold water reefs in places like our own BC coast. Coral reef researchers are even more widespread, with scientists dotting every continent save Antarctica (I think - anyone at McMurdo care to correct me here?). No matter where the ICRS is held, be it Florida (2008), Okinawa (2004) or Bali (2000), a majority of top researchers in the field will have to travel long distances to attend. That means a lot of money – I estimate a weeklong trip to Cairns for the meeting from this part of the world could cost CAN$3500-4000 with registration. Moreover, that means a lot of greenhouse gas emissions. All for a scientific meeting about an ecosystem which many argue is existentially threatened by climate change and ocean acidification.

Hence the question on many people’s minds. Should the ICRS go virtual?

Of any scientific conference, there are certainly strong arguments for making the ICRS virtual: no optimal location for the meeting, cost being a significant barrier for many potential participants, travel restrictions being problematic (e.g. Middle East researchers requiring special visas for places like the U.S. and Australia), and of course the subject of conference being sensitive to atmospheric CO2. A counterargument is that the meeting is held only once every four years, in part for some of these very reasons, so rather than make ICRS virtual, other annual meetings should go virtual and adopt an Olympic schedule for the “live” meetings. A compromise first-step would be a hybrid meeting in which people had to option to participate "live" or online.

Society has adapted quickly to tectonic shifts in the way we communicate. Virtual conferences, which so many disdain for missing that personal connection of a live meeting, will become perfectly normal to us at some point in the future, just as e-mail, web browsing, Google Earth, Facebook, and Twitter have. It's a question of when, not if.

My question is: Which scientific society is willing to be the early adopter?

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