Organizing ARSICON 2025 – A Lesson in Co-ordination and Adaptability

The Spirit of ARSICON: Bridging Gaps, Sharing Knowledge

The annual national conference of the Association of Rural Surgeons of India this year was about bridging the gap between academic knowledge and on-the-ground realities faced by rural healthcare professionals. This year’s conference brought together experts, young medical students, rural surgeons, and allied health professionals from across India and beyond. The discussions were deeply insightful, and the shared experiences of working in rural settings resonated with every participant.

A key highlight was the Acute Critical Care workshop, which underscored the importance of emergency medical care in resource-limited settings. Led by seasoned professionals from Delhi, Mumbai, and Liverpool, the workshop was a refreshing blend of interactive learning, role-playing scenarios, and hands-on training. The faculty encouraged participation rather than dictating knowledge, which set a tone of mutual learning and respect.

Another workshop was Pain Management and Nerve Blocks in the Perioperative Period, where the faculy delved into anesthetic techniques and holistic pain management. Addressing post-operative pain early was a key takeaway, as untreated pain can lead to chronic complications and hinder recovery.

Connection, Humility, And Communication In Healing

“Sometimes, the simplest gestures—a visit, a squeeze of the hand—speak louder than words. Healing isn’t just about surgery; it’s about presence” – One of the resounding messages throughout the conference was that connection, humility, and communication are just as vital as medical interventions. 

In 1992, driven by the lack of attention to rural healthcare for both patients and providers, the ARSI broke out of the ASI (Association of Surgeons of India) to create a space for rural healthcare professionals to share knowledge, discuss challenges, and collaboratively work towards better patient care, which includes standing for rights and fighting for better policy.

Equity In Healthcare Access

A major theme of the conference was equity in access to quality surgical care, with delegates discussing innovative strategies from across India. Dr Ravi Kannan, a Padma Shri and Ramon Magsaysay awardee from Cachar Cancer Hospital in Assam spoke about pro-poor policies emphasizing the need for low/no-cost services, boarding, and lodging to ensure inclusivity. When low-cost hospitals attempt to compensate for revenue loss by offering quicker services for those who can afford to pay more, the result inevitably leads to the exclusion of the poor. To prevent this, rural hospitals must establish clear policies that prioritize the most vulnerable populations.

Additionally, the appearance of a hospital can have a profound psychological impact on patients. Many individuals, particularly from tribal communities, find traditional hospitals intimidating, exacerbating the barriers to seeking care. This discussion underscored the responsibility of healthcare providers to make medical spaces feel more accessible.

Training And Future Of Rural Surgery

The conference also delved into the shortage of specialist doctors in government hospitals, the need for better training of rural surgeons, and the importance of training experienced surgeons to also be teachers and role models. Traditional general surgery training barely scratches the surface of the practical demands of a rural setting. The idea of rural surgery as its own specialty was discussed.

Over 66% of India’s population lives in rural areas without adequate health facilities, making the question of specialization versus generalization crucial. While specialists provide in-depth expertise, rural surgeons must be prepared to handle a wide variety of cases. The diversity of cases seen at rural hospitals like Jan Swasthya Sahyog demands a flexible and adaptive approach. JSS and India Fellow have this value of striving to be a ‘generalist’ in common. In the fellowship, we’re taught to be curious generalists and the healthcare staff and students at JSS are taught to take a generalist approach, for example, being a ‘general surgeon’.

A Call To Action: Redefining Rural Healthcare

One of the most compelling talks came from Dr. Regi George, during his speech as the winner of the Balu Sankaran Oration who challenged the audience:

“We used to fight. What are we doing now?”

He reminded us that rural healthcare advocacy must extend beyond academic discussions. The legacy of past members of ARSI who protested for their patients’ rights, even at personal risk, was a stark contrast to today’s silent focus on research and conferences. Dr. Regi urged young doctors to step beyond institutional bureaucracy and engage in meaningful activism for policy change and pleaded to the older and wiser ones to take a step back and encourage the voices of younger surgeons to come to the fore. 

The final workshops of the conference, including Mashaal Leadership Training, provided tools for self-improvement, time management, etc. The workshop emphasized that leadership isn’t just about being the first mover—it’s also about being the first follower, creating a ripple effect that leads to meaningful change.

Cultural Presentations And Community Bonding

ARSICON 2025 was also a celebration of the rich cultural heritage of tribal Chhattisgarh. At the end of each day, we would have traditional dance performances – first by the Oraon tribe, then by a singer troupe from Danganiya who treated us to folk tales by folk singing. Rekha Dewar also performed a beautiful medley with her troupe dancing and acting it out. The cultural immersion reached its peak when delegates, students, and faculty came together in an impromptu dance.

Initially hesitant, many of us soon found ourselves in the midst of a joyous, synchronized communal dance—a moment that encapsulated the true spirit of ARSICON: unity, humility, and shared experience.

1. Defining Conference Objectives And Theme

A well-structured conference begins with clear objectives. In this case, the primary theme was equity in access to quality surgical care. To make the event impactful, we considered that the conference should be able to provide surgeons and allied professionals like researchers in surgery hands-on experience and a chance to witness rural healthcare infrastructure and challenges firsthand. To allow for immersive experiences that foster deeper engagement and learning. Ganiyari where JSS’s rural hospital is, is a Mecca not just for its patients but also for anyone who wishes to work and drive change in the field of healthcare because there’s a lot one can learn in Ganiyari.

2. Budgeting, Funding And Resource Allocation

Budgeting is one of the most critical aspects of conference planning. To manage resources effectively. We identified all potential expenses, including venue setup – tent house, audio-visual equipment, food, transport and accommodation, printing costs, conference kits, mementoes and unexpected costs. Despite the credibility and reputation of our institution—one that is well-known in the region and respected in medical circles across the country—we faced significant hurdles.

Perhaps the biggest challenge was securing public grants. Bureaucratic delays meant that we had to rethink our financial strategy. Instead of waiting for institutional grants, we turned to our networks, reaching out to local supporters, well-wishers, and organizations aligned with our mission. This shift in approach was crucial to ensuring that the conference could proceed without compromise.

3. Making Ganiyari Accessible

We knew that hosting a 3-5 day conference in a village 30km from the nearest city posed unique logistical challenges. While this provided attendees with a firsthand experience of rural healthcare realities, we also wanted to ensure they had a comfortable stay. Months ahead of the conference, we began construction of additional guest rooms on our campus, so that we could save the accommodation costs of at least a few delegates and ensure they had a convenient place to stay.

For others, we arranged for hotel accommodation in Bilaspur. We vet vendors thoroughly by asking for and comparing quotations, verifying their credibility, and conducting on-site inspections. Reliable partnerships ensure quality service delivery. Our goal was clear: to make Ganiyari as accessible and welcoming as possible for the many surgeons, students, and healthcare professionals traveling from across the country and beyond.

4. Timeline And Delegation

A well-defined timeline ensures a smooth workflow. Ideally, start planning at least three months in advance to allow ample time for coordination. Key steps include:

Creating a Realistic Timeline: Setting deadlines for each phase—from applying for grants and sponsorships, sending out invites, inviting registrations and abstracts to travel and hotel bookings—helps avoid last-minute stress. Although unforeseen delays may occur, having a structured plan minimizes disruptions. A Gantt chart is useful for this.

Delegating Tasks: Organizing a conference with only a handful of people can be overwhelming. While delegation challenges exist due to differences in our capacities, emphasizing the importance of shared responsibilities and providing clear instructions can enhance team efficiency. In this case, the timeline was finalized 1-1.5 months before the conference. Future events can benefit from improved project management and earlier planning.

5. Venue Management

The right venue significantly impacts the attendee experience. One should consider its capacity and layout to ensure the venue can comfortably accommodate participants. We designated different sections for workshops, panel discussions, and networking sessions. We checked for necessary infrastructure, including equipment, technical setups, accessibility for all attendees, and backup plans in case of technical failures.

6. Food And Beverage Planning

Catering is an essential component of any event. For ARSICON 2025 we wanted to showcase local cuisine. Serving authentic Chhattisgarhi cuisine, curated by our resident chef Ramsingh bhaiya added cultural significance and enhanced the attendee experience. Leveraging in-house resources and additional help in the kitchen reduced expenses while maintaining quality.

7. Social Media And Outreach

Effective promotion ensures high attendance and engagement. A multi-channel marketing strategy worked best for this conference: Flyers, WhatsApp messages, Twitter, and Instagram played a crucial role in spreading the word. It’s important to keep posting engaging content that helps our online visibility. We posted about the event, registration, abstract calls, we also posted about JSS. Since we were short on time and hands, our plan to post more about each event and speaker never quite saw the light of day.

The few speaker bios we were able to make remained on Canva since we thought it would be unfair to post about one event/speaker and not the other. A lesson learnt here was to allocate time for social media designing into the initial timeline as it takes up a significant amount of time and can’t be done at the last minute. During the conference, we had Shramana who covered each event and shared regular updates on Instagram stories to keep followers who couldn’t make it to Ganiyari also engaged.

Academic Reflections

The conference culminated into a feast of academic sessions, reflections, and challenges of rural surgical practice and discussion on policies with the rural and remote patients at the centre. ARSICON 2025 drew the best minds to deliberate during the conference in panel discussions on topics ranging from ‘Surgical training for rural India’, ‘Huge unmet need of cancer in rural India and way forward’ to ‘Research relevant to resource constrained settings and how it can be done’.

Lectures on topics that are relevant for rural and poor communities presented by master practitioners in the field from across the country. These included difficult urethral strictures, club foot, sickle cell arthropathy, pediatric orthopedic problems, atonic PPH and ruptured uterus – both of which are dreaded obstetric emergencies in resource constrained settings – eclampsia spectrum management and safe anesthesia in rural areas. Sub-speciality problems in plastic and reconstructive surgery and children’s surgery were also discussed.

Looking Ahead: The Legacy Of ARSICON 2025

As the conference came to a close, we reflected on the takeaways that would shape the future of rural surgery. How can we make continuous learning more accessible for rural providers? Can we build stronger networks of support like fellowships that provide rural sensitization and empower young doctors to choose rural healthcare as a long-term career?

Organizing a conference requires patience, adaptability, and teamwork. I am emerging from this journey with a sense of confidence in my abilities. I am deeply grateful for the invaluable experience and for having been entrusted with such a significant responsibility. By focusing on clear objectives, efficient budgeting, timely execution, and creative engagement strategies, any conference can be an enriching and impactful experience for both organizers and attendees.

As one of the members of the organising committee of ARSICON 2025, I have had the privilege of witnessing the learning and incredible camaraderie that made this year’s conference a resounding success. Hosted at Jan Swasthya Sahyog (JSS) in Ganiyari, Chhattisgarh, ARSICON 2025 was more than just a gathering of rural surgeons and healthcare professionals—it was a testament to the commitment and drive of those dedicated to improving healthcare in India’s underserved regions.