Europian YPAGnet methodology

When it comes to running a YPAG meeting, eYPAGnet has developed a clear, adaptable approach that can make even the first meeting feel smooth and well-organized. Here’s an inside look at how they get it done—whether it’s a face-to-face session or a virtual gathering.

Before the Meeting: Preparation Is Everything

The success of any meeting starts with careful planning. eYPAGnet emphasizes that young members need to be well-informed before they even step into the room (or log into the call). Clear communication is vital—let them know what to expect, from how long the meeting will be, to who will be present, and what kinds of activities they’ll be involved in. Make sure transportation or other logistics are sorted out, especially for younger members who may rely on parents or carers to get to the venue.

Then there’s the researcher prep. Researchers attending the meeting need to make their presentations accessible for young people. eYPAGnet works closely with them beforehand to ensure their sessions are engaging and easily understood by the youth audience. It’s all about making sure that, when it comes time for feedback, the young people are fully engaged and informed.

On the Day: Flexibility and Engagement

On meeting day, eYPAGnet makes sure the space is ready—everything from the tech setup to printed materials. They’ve even developed Shared Agreements with their members to ensure meetings run smoothly. These agreements lay out how members should communicate, how they handle breaks, and other basic ground rules. It’s a simple but effective way to keep things organized without being too rigid.

One key point? Make the young people feel like they own the meeting. For example, they get to sign themselves in and engage in the agenda-setting. Each meeting is built around activities that promote active participation—whether that’s reviewing patient information sheets, brainstorming on study designs, or just chatting about updates from previous meetings.

Flexibility is built into the process, too. If a presentation isn’t working or if technical difficulties arise, there’s always a backup plan. But more importantly, facilitators adapt to the energy in the room. Some meetings might move fast and cover a lot of ground; others might need more breaks and downtime. The team makes sure to adjust based on how the group is feeling and what they need.

Post-Meeting: Follow-Up and Feedback

eYPAGnet doesn’t just let things end when the meeting is over. There’s a whole system for post-meeting wrap-ups, including updating attendance, sending out materials, and checking in with both researchers and YPAG members. Immediate feedback is crucial—facilitators will ask researchers to reflect on what worked, what didn’t, and how the YPAG’s input will influence the study moving forward.

This follow-up keeps everyone engaged and ensures that the work the YPAG does has a real impact. It also helps create a sense of accomplishment and closure after each meeting. YPAG members are sent the presentations and minutes, keeping them informed and reinforcing the fact that their input is not only valuable but necessary.

The Training Piece: Empowering Young People

Training is a huge part of eYPAGnet’s approach. It’s not just about having a one-off meeting—it’s about building young people’s capacity to engage in research over the long term. At each meeting, there’s always some form of training, whether it’s about drug discovery, clinical trials, or ethics. These sessions are designed to be age-appropriate, fun, and hands-on, using tools like videos, comic strips, and even lab tours to keep things engaging.

The focus is on making the complex world of clinical research understandable for young people so they can meaningfully contribute to discussions. And it’s not just the young people who benefit—researchers also get trained on how to effectively involve children and young people in their work.

Online Meetings: A New Challenge

During the COVID-19 pandemic, eYPAGnet had to pivot to running online meetings—a shift that came with its own set of challenges and opportunities. They quickly adapted, using platforms like Zoom and Microsoft Teams, and incorporated tools like Kahoot and Jamboard to keep things interactive. While online meetings lost some of the in-person charm, they did allow for faster, more frequent sessions and brought shy members out of their shells.

The team found that shorter, more focused meetings worked best online, and they incorporated plenty of icebreakers and energizers to keep the energy up. However, it wasn’t without challenges—some young people struggled with the tech, and keeping sessions interactive required extra creativity.

Feedback and Ongoing Engagement

One of eYPAGnet’s strengths is how they handle feedback and keep young people engaged between meetings. After each session, young members are asked to reflect on what went well and what could be improved. Sometimes this is done through fun activities like a “Wall of Questions” or a feedback dartboard. The aim is to make evaluation part of the process without it feeling like a chore.

Between meetings, the group uses WhatsApp, email, and even Facebook to keep the lines of communication open. This ongoing dialogue makes sure that YPAG members don’t lose momentum and remain engaged with the research projects they’re involved in.

Conclusion: A Collaborative, Adaptive Approach

The key to eYPAGnet’s success is in its adaptability. Whether it’s running a face-to-face meeting, transitioning online, or providing ongoing training, this team knows how to create an environment where young people feel empowered and included. Their process is collaborative from start to finish—working closely with researchers to ensure that the young voices in the room are not only heard but are actively shaping the research landscape.