Although virtual meetinMembers of the M&M Sectiongs are helpful for the development of library work and IFLA activities, especially in pandemic times, it is undeniable that in-person meetings have advantages. Thus, as the  IFLA Management and Marketing Section, we decided to resume the mid-term business meeting in person.  By consensus, Lima was the city chosen for the meeting, which was held during the first week of March 2024. 

Taking into account the great effort involved in obtaining funding and time for participants to travel, it was necessary to put together an agenda that would maximize opportunities for the exchange of experiences. 

Initially the challenges were: 

  • Ensure technological feasibility for hybrid meetings 
  • Design the agenda of activities of the Section 
  • Maximize the meeting to exchange intercultural experiences with IFLA members and colleagues from Peru and the region 
  • Find the best way to bridge language gaps, taking into account that the visiting delegation was English-speaking while the hosts and local colleagues mostly only spoke Spanish 
  • Obtain funding  from the host institution for necessary expenses

After weeks of coordination, the final agenda included business activities of the section, event open to the library community in Peru, the exchange of experiences with Peruvian universities (UNMSM and PUCP) and cultural activities in the city (tour guides and visits to libraries). 

A key factor for the budget was that Lima was selected as the host at the beginning of October 2023, within the design and approval period of the 2024 budget in Peru. Therefore, it is important to consider the budget cycles of potential hosts in order to obtain funding in advance for activities that require spending like meals and entertainment. Also, some internet and equipment connection tests were needed to guarantee access to those who joined virtually. 

Thanks to the IFLA Professional Council for funding to use, which allowed in-person attendees to understand presentations and to communicate. 

The success of the Midterm Meeting in Lima was due largely to four important factors: 

  • The leadership and support of the M&M section officers and members 
  • The support of the IFLA HQ team 
  • The recognition and support of the host Institution  
  • And above all, the motivation and commitment of the entire host library team that participated in all the activities

We hope that the experience of this hybrid Midterm Meeting provides some things to take into consideration for your successful event!