Brazilian Health Informatics Association
Brazilian Bid
er
Contents
1. Part I ‐ Proposal and society profile ...... 4 1.1. Society’s goals & objectives in successfully bidding for MedInfo 2015 ...... 4 1.2. Profile of the bidding Society or Association ...... 4 1.2.1. Membership and stability...... 4 1.2.2. Financial stability ...... 7 1.2.3. Society staffing ...... 8 1.2.4. Society conference history and experience ...... 8 1.3. Proposed dates and location for MedInfo ...... 10 1.3.1. Dates ...... 10 1.3.2. City: São Paulo ...... 10 1.3.3. Conference Facility ...... 11 1.3.4. Accommodation ...... 16 1.3.5. Climate ...... 19 1.4. National and Regional Support ...... 20 1.4.1. Government (national, regional, local) Support ...... 20 1.4.2. Federal and State Research Agencies ...... 21 1.4.3. Other Support ...... 22 1.5. Support History ...... 23 1.6. Proposed composition of Local Organizing Committee ...... 24 1.6.1. Committees ...... 24 1.7. Chair ...... 26 2. PART II – Requirements & Obligations ...... 27 2.1. Financial Obligations ...... 27 2.1.1. Acknowledgement ...... 27 2.1.2. Revenue Sharing ...... 27 2.1.3. Funding of the Scientific Program and Editorial Committees ...... 28 2.1.4. Congress Proceedings ...... 28 2.1.5. Bursaries ...... 29 2.2. Benefits to IMIA Institutional Members ...... 29 2.2.1. Congress Registration fees ...... 29 2.3. Other Requirements ...... 29
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2.3.1. No meeting conflict ...... 29 2.3.2. Congress theme ...... 29 2.3.3. Language ...... 29 2.3.4. Meeting Space ...... 30 2.3.5. Exhibit Space ...... 30 2.3.6. IMIA Yearbook ...... 30 2.3.7. Congress Website ...... 30 2.3.8. On‐line Registration ...... 31 2.3.9. Internet Access ...... 31 2.3.10. Academic Sponsorship Program ...... 31 2.3.11. Communication Strategy ...... 31 2.4. IMIA Assistance ...... 32 2.4.1. Publicity, Promotion, Marketing ...... 32 2.4.2. Electronic paper submission system ...... 32 3. PART III – Tentative Budget Proposal (Summary) ...... 33 4. PART IV – Bid Summary ...... 34
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SBIS ‐ Brazilian Health Informatics Association Bid for Medinfo 2015
1. Part I ‐ Proposal and society profile
1.1. Society’s goals & objectives in successfully bidding for MedInfo 2015
The Brazilian Health Informatics Association (SBIS) has, for a long time, worked to host Medinfo in Brazil. By having Medinfo in Brazil in 2015, we aim at:
1. Providing IMIA and the World with a memorable Medinfo, for its scientific content, diversity, friendly atmosphere and number of participants;
2. Offering a unique opportunity for our Latin‐American colleagues to take part in Medinfo. Although being held in Brazil, we also want Medinfo 2015 to represent Latin America and the Caribbean. Therefore, we will open room for our Latin American colleagues to organize all aspects of Medinfo 2015, including not only proposing regional scientific activities – nothing new here – but also organizing cultural and social events that represent the Region. In order to attract people from the Region we are keen to use the experience the Region has of offering bursaries to help those who have had papers approved for presentation, so as to facilitate their presence in Medinfo 2015;
3. Attract people who speak or understand little English to our field. To facilitate that, it is our intent to offer simultaneous translation in selected sections. SBIS has used this approach to its own national meetings with great success;
4. Strengthen Health and BioMedical Informatics concepts, bodies and activities in Brazil. The country is moving fast in the area and it is important to organize stakeholders, MedInfo in Brazil will certainly influence the Brazilian and other IMIA‐LAC governments to pursue best practices and learn from the World’s experience;
5. We would also like to explore with IMIA the concept of webcasting some of Medinfo 2015 activities, free of charge or for a price.
1.2. Profile of the bidding Society or Association
1.2.1. Membership and stability
SBIS was founded in 1986, and has had a steady growth ever since. Until the mid‐90s, SBIS was mostly an academic society. From its very beginning SBIS has carried out the Brazilian Health
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Informatics Conference (CBIS) every other year. Around 1995, SBIS started directing part of its efforts to helping developers, users and the public sector to pursue better Health Information Systems. The Electronic Health Record Meeting held in 1997 (PEP’97) was a landmark that helped to state clearly that EHR data belong to the patient. Ever since the first PEP meeting, SBIS has carried out CBIS and the EHR Conference in alternate years. CBIS is open to national and international paper submission with peer‐review, whereas the EHR Conference is organized around invited speakers with hot topics in both national and international issues.
From the late 90s onwards, SBIS has had a very balanced presence among the Academia, the Public Sector and Suppliers Developers. In 2002 SBIS and the Federal Medical Council (CFM) signed an agreement directed at developing and deploying an EHR systems certification process. That initiative raised SBIS’s profile and attracted many new members, from suppliers to users to policy‐makers. The advent and success of the Brazilian Committee on Standards for Health Informatics, a mirror committee to ISO TC 215, was to a great extent the result of initiatives organized by SBIS.
A full description of SBIS experience in organizing meetings can be found in the proper section. Just as a recent example, CBIS 2010 was held in a beach resort in the Northeast of Brazil. It counted on 12 international invited speakers and almost 1,000 participants from 24 out of 27 Brazilian states and 10 speakers from others countries, apart from the invited speakers. SBIS also helped organize NI 2003, in Rio de Janeiro, with some 640 participants.
In 2011 SBIS celebrates its 25th Anniversary. To celebrate that, PEP 2011 will be held in Campinas, 96 km (60 miles) away from São Paulo city, where SBIS was born.
Currently SBIS has a total of 1,354 members: 933 associate members, 324 student members and 97 corporate members.
Association to SBIS is open to anyone, however only full members have the right to vote and be voted. In order to become a full member all that is required is commitment to the development of Health Informatics, which can be expressed by a brief CV that shows at least three years of experience in the field. SBIS holds General Assembly Meetings every year, jointly with CBIS and PEP Conferences.
Associate and student members cannot vote but they count on facilities offered by SBIS to its members, from discount in SBIS’s activities to access to members‐only services. Corresponding members are those who don’t live in Brazil for some period of time and request their membership status to be changed to a corresponding member, waiving their fees. Any members can be promoted to full members if they want to and show evidence of three‐year experience in our field.
SBIS Executive Office comprises a President, a Vice‐President, a Treasurer and a Secretary who are elected by the GA. Apart from them, the GA also elects a Financial Committee – formed by 3 people, an Ethics Committee and a Membership Committee, whose members have the task of assessing new requests for membership and also evaluate requests for promotion to full member. All proposals for accepting, turning down or promoting any members are assessed and usually ratified by the GA.
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SBIS board is, at the moment, formed by the members as follow:
Executive Office
President – Cláudio Giulliano Alves da Costa Vice‐President – Magdala de Araújo Novaes Treasurer – Marco Antonio Gutierrez Secretary – Abel Magalhães
Financial Review Committee
Ivan Torres Pisa Luis Renato Gonçalves Evangelisti Stanley Galvão
Ethics Committee
Antonio Carlos Endrigo Beatriz de Faria Leão Leonardo Diamante
Membership Committee
Jussara Macedo Pinho Rotzsch Marcia Elizabeth Marinho da Silva Marcia Ito
Apart from its statutory board, SBIS counts on an “extended board” which consists of people appointed by the Executive Office to develop special tasks. A list of current members of the extended board is given next:
CEO – Marcelo Lúcio da Silva IMIA Representative – Lincoln de Assis Moura Jr Journal of Health Informatics Editor – Heimar de Fátima Marin Institutional Relationship Director – Luiz Gustavo Gasparini Kiatake Membership Support Director – Eduardo Alvarez Ribeiro Education and Professional Training Director – Renato M. E. Sabbatini
SBIS also maintains a discussion forum ([email protected] – formerly at yahoogroups) with 350 subscribers. This forum is open to everyone who wants to take part in it. In the last 10 years SBIS_list members have exchanged more than 10,000 emails.
The Journal of Health Informatics (JHI) is an official publication of the Brazilian Health Informatics Association. It is a peer‐reviewed free and open‐access journal published quarterly. JHI provides an international medium for dissemination of original articles and interpretative reviews concerning the field of Health Informatics.
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SBIS is very well regarded within the country and abroad as an unbiased, knowledgeable and respected association. It has strong relations with public and private organizations from the ITC as well as the Health and Educational sectors. Above all, SBIS is seen as a great organizer of flawless technical and scientific meetings.
1.2.2. Financial stability
SBIS has been very stable for at least the last decade. Funding for its activities has come from membership fees, and revenues from meetings, courses and agreements with organizations such as the Federal Medical Council, which has commissioned SBIS to develop and carry out the EHR Systems Certification process.
The table below summarizes SBIS revenues and expenses along the last 3 years.
Year Revenues (BLR$) Expenses (BLR$) Balance (BLR$) Equity (BRL$)* 2008 589.097,45 586.978,50 2.118,95 304.153,56 2009 429.753,10 327.648,54 102.104,56 406.258,12 2010 991.175,29 845.345,95 145.829,34 552.087,46 *Total assets minus total liabilities
Year Revenues (USD$) Expenses (USD$) Balance (USD$) Equity (USD$) 2008 246,484.28 245,597.69 886.59 127,260.90 2009 245,573.20 187,227.74 58,345.46 232,147.50 2010 586,494.25 500,204.70 86,289.55 326,678.97 Note 1: Conversion from BRL$ to USD$ was made using December of each year’s rate.
Balance for May 30th 2011
The current financial situation of SBIS according to the balance of bank accounts at May 30th, 2011 is: BRL$ 418.095,80 (US$ 261,309.87at USD$ 1.00 = BRL$ 1.60).
The Country’s Financial Stability
Recently Brazil’s growth has made the headlines as she becomes to realize her potential. Brazilian economy is booming. Brazilian GDP puts the country as the 7th largest economy in the World, with a population of 200 million people. Brazil has been through and come out of the recent economic crisis in a better condition than most countries. From a debtor to the IMF, Brazil’s is now a creditor to the Bank. Although the rate of growth is not as steep as that of other emerging countries, Brazil is by far and large one of the most democratic and tolerant countries as well as, arguably, the most self‐ sufficient country in the world in terms of water, energy, livestock and agriculture.
The US dollar, the Euro and all major currencies have lost value against the Brazilian Real (BRL$), which means living in our cities has become more expensive for foreigners than it used to be. Still, the cost of life for visitors in São Paulo is below the average of European and North American cities.
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Inflation has been kept under control for the last 15 years or so. The average inflation rate in the last 10 years can be estimated as 6.5% per annum in the last 10 year.
There are no major restrictions regarding sending or receiving money abroad, although taxes may apply. The Brazilian banking system is among the best in the world and electronic transactions are simple an efficient and available to nearly everyone. Credit and debit cards are accepted everywhere even for very small charges.
The country will host the FIFA World Cup in 2014 and the Olympics in Rio in 2016. Preparation for those two events is bound to improve infrastructure, which is already very good in São Paulo State, especially in São Paulo City. The worst problem in the city is traffic, although it is not as bad as many people believe. Investment is already being made in transportation (airports, roads and the “Metro”) so that it is expected that traffic will flow better in São Paulo by 2015.
To sum up, the country has steadily faced and overcome more than one international crisis. As one of the largest democracies in the planet Brazil has been able to grow and is today one of the booming economies and a huge market.
1.2.3. Society staffing
For the last 4 years SBIS has rented an office in central São Paulo City and has hired a part‐time (50%) secretary to communicate with members, deal with correspondence and do some clerical work. In 2010, SBIS hired a part‐time CEO (50%) whose main task is help SBIS find new opportunities, develop new links and engage in new business pending on approval of the Executive Office. The CEO is an ex‐ officio member of the Executive Office and reports directly to the SBIS President.
1.2.4. Society conference history and experience
Since it foundation in 1986, SBIS has promoted 12 National Health Informatics Conferences (CBIS), one every other year with no exception, 5 EHR Conferences and several regional or punctual meetings.
The table below describes year, location, attendance and number of presented papers (including posters) for all CBISes since 2002.
Year Location Total Attendance Papers Submitted 2002 Natal, RN 349 160 2004 Ribeirão Preto, SP 435 289 2006 Florianópolis, SC 469 357 2008 Campos do Jordão, SP 488 323 2010 Porto de Galinhas, PE 831 342
CBIS, the Brazilian Conference on Health Informatics is a 5‐day meeting that has been held every other year since SBIS’s foundation in 1986. CBIS is a paper‐submission conference, which has evolved
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from poster and full‐paper submissions to a more diverse format that includes posters, full‐papers and case reports. It has traditionally had panels in which top government managers present and discuss hot topics regarding national or regional issues. CBIS is widely recognized as a forum in which ideas and concepts are presented and discussed with the audience.
In between CBISes, and as from 1997, SBIS holds its Electronic Health Record (PEP) Symposium. PEP is a by‐invitation‐only 2‐day conference that has most features of CBIS but no paper submission.
Both PEP and CBIS usually have an Exhibition Hall, although the ones for PEP tend to be smaller than those for CBIS.
CBISes and PEPs have always counted on international invited keynote speakers, among whom we can proudly mention: Marion Ball, Chris Chute, Jan van Bemmel, Jean Raoul Scherrer, Hans Peterson, Branko Cesnik, Chris Nohrs, Ed Hammond, Nancy Lorenzi, Riccardo Bellazzi, Otto Rienhoff, Neil Gardner, Don Newsham, Patrice Degoulet, Charles Safran, Charles Friedman, Patti Abbott, Evelyn Hovenga and many others.
Our conferences typically have 1 or 2 days for tutorials. We also have at least one plenary session a day, two semi‐plenaries and other parallel sessions.
SBIS’s conferences are supported by information systems that are able to cope with all important tasks as online registration, certificate issuing, hotel booking, paper submission and processing and other similar tasks.
The last CBIS (CBIS 2010) was carried out in a resort hotel in Porto de Galinhas, Pernambuco State. It counted on a record 12 international speakers from all continents. More than 800 participants came from all states of Brazil, all over the Latin‐American continent and from other continents as well. More than 400 papers were submitted to CBIS 2010, of which 165 were approved for presentation in oral sessions and 177 were presented as posters.
The exhibit for CBIS 2010 counted on 15 sponsors (1 Master, 2 Gold, 4 Silver) whose investment included booths and corporate presentations. The total revenue for CBIS 2010 was USD$ 517,000 with a profit of USD$ 96,000.
Although not its main organizer, SBIS helped organize both HL7 and ISO TC 215 meetings in Rio de Janeiro, in May 2010. Those are among the most successful meetings of the respective organizations, as mentioned by the participants themselves.
Brazil was also the host for NI’2003, the IMIA NI SIG meeting, in 2003. The meeting was chaired by Prof. Heimar Marin, and had the Sofitel Hotel in Copacabana beach, in Rio de Janeiro as its venue.
The Conferences organized by SBIS rely on volunteer work of SBIS members and staff. Services are typically hired for dealing with infrastructure, meals, coffee‐breaks, audiovisuals, onsite registration and secretary, exhibit floor preparation, transfers and tourism. Usually, budget and project control is done by SBIS board members and, especially, by the Local Organizing Committee.
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1.3. Proposed dates and location for MedInfo
1.3.1. Dates
Medinfo 2015 will be held from 22nd to 26th August, 2015.
1.3.2. City: São Paulo
São Paulo is the largest and most important city in the country and provides all the facilities that a metropolis offers. A full description of São Paulo City and its surroundings is found in attach.
Flight times and airfares from major cities to São Paulo are shown below.
Flight Time Round‐Trip Origin Stops (hours) Cost (USD$) Amsterdam 11:55 1,743 Nonstop Frankfurt 12:05 1,652 Nonstop Lisbon 10:15 1,631 Nonstop EFMI London 11:30 1,560 Nonstop Paris 11:55 1,680 Nonstop Rome 12:00 1,836 Nonstop Chicago 10:11 1,200 Nonstop Los Angeles 18:52 1,136 1 Stop Miami 08:15 1,275 Nonstop IMIA‐NA New York 13:50 1,100 Nonstop Toronto 14:10 1,045 1 Stop Vancouver 21:20 1,740 1 Stop Buenos Aires 02:40 304 Nonstop Caracas 06:30 670 Nonstop IMIA‐LAC Mexico City 09:20 1,433 Nonstop Montevideo 02:30 372 Nonstop Beijing 29:25 2,160 1 Stop APAMI Sidney 19:05 2,718 1 Stop Tokyo 06:30 2,514 1 Stop Maputo 14:00 1,617 1 Stop HELINA Johannesburg 10:15 1,340 Nonstop Nairobi 23:40 2,476 1 Stop MEAHI Dubai 14:55 2,295 Nonstop
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1.3.3. Conference Facility
Hotel Transamérica São Paulo
Hotel Transamérica São Paulo is the best and most complete business hotel in São Paulo. It offers incomparable accommodation and services such as Wi‐Fi zone, the largest apartments in São Paulo, 2 international restaurants, excellent buffet breakfast, just next door to São Paulo’s new cultural and business center. Surrounded by an ample green area, Hotel Transamérica São Paulo is the only metropolitan resort to offer in its gardens a 3‐hole golf course, swimming pool, tennis courts and health club, as well as international standard cuisine. These are qualities that, along with the most complete infrastructure for events and conventions, have ranked the hotel on the select list of the best hotels of Brazil.
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Rooms & Amenities
The sophisticated décor of its rooms is a result of the talent in combining sobriety and quality, creating a cozy environment and the feeling that you are in the right place. All 396 rooms follow the classic style, standard trend of worldwide decoration featuring: workstation, cable TV, individual safe, telephone set with direct dialing, 24‐hour room‐service, laundry, concierge and the privilege of a panoramic sight. The main characteristic of all environments is the furniture distribution, integrating the room, living room, and working area. There are different types of apartments with fine standard of decoration, size and location: 191 Superior Rooms, 97 Deluxe Rooms, 56 Executive Rooms, 7 Diplomat Suites, 1 Alvorada Suite, 1 Esplanada Suite, 1 Transamerica Suite, 1 Itamarati Suite, 1 Presidential Suite, 38 Golden Class and 2 Handicapped equipped rooms (1 Superior and 1 Luxury).
Services & Facilities
Transamérica São Paulo is part of the select international list of five stars hotels. The hotel offers two non‐smoking floors, a Business Center that works as a private office, and a Communication Center
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with fax, copying machine, and postal service. For people with special needs, we offer adapted facilities and rooms that meet the specifications of ANBR 9050, the law governing lodging facilities. In addition to the convenience of 24‐hour room service, the concierge offers:
Transportation with executive cars and vans to and from Guarulhos International airport and the hotel, with qualified drivers; Organization of tours, in private cars, with trained, bilingual guides; Secretary and translator (upon request); Baby‐sitting services (upon request); Car rental; Delivery of mail to the post office; Cell phones available 24 hours; Confirmation of flights and checking on lost luggage with the airline; Reservations at restaurants, bars, dance clubs and recommendation of the best addresses in each category; Laundry service with regular and dry cleaning, operating Monday through Friday, from 6:00 a.m. to 10:00 p.m., and Saturdays, Sundays and holidays, from 7:00 a.m. to 6:00 p.m.
Meetings & Events Area
Transamérica Convention Center, the largest in any hotel in São Paulo, is a premiere location for São Paulo meetings and events. With 23 equipped rooms which, jointly, can hold over 3,000 people, no Sao Paulo event is too grand. The hotel also features an Exhibition Center boasting 1,800 square meters (19,375 square feet) and a 200‐seat auditorium perfect for meetings and lectures of all kinds. Featuring state‐of‐the‐art audiovisual resources, parking and valet services for over one thousand cars, Transamerica is equipped to provide São Paulo meetings and events with grace and grandeur. The Hotel is part of the Transamérica Complex, which includes Teatro Alfa with capacity for 1,200 people in the main room and 200 people in room B and the Transamérica Expo Center, the best Exhibition and Exposition Center in Latin America, with 22,000 m² of available area, divided into 3 pavilions.
Room Dimensions & Seating Capacity
Round Area (m²) Rooms/Spaces Auditorium U shaped Classroom Cocktails Height(m) Tables Dimensions(m)
Comandatuba 1,2 ou 3 500 100 200 330 400 3,8 400 (16,30x24,60)
Comandatuba 1+2 ou 2+3 1,000 180 400 600 800 3,8 800 (32,60x24,60)
Comandatuba 1+2+3 1,500 270 600 900 1,000 3,8 1,200 (48,90x24,60)
Ilhéus/Una/Canavieiras 25 10 20 20 25 4,4 42 (7,70x5,50)
Ilhéus+Una 50 20 40 40 50 4,4 84 (7,70x11,0)
Ilhéus+Una+Canavieiras 75 30 60 60 75 4,4 126 (7,70x16,50)
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Room Dimensions & Seating Capacity
Round Area (m²) Rooms/Spaces Auditorium U shaped Classroom Cocktails Height(m) Tables Dimensions(m)
Auditório Transamérica 170 ‐ ‐ ‐ ‐ 5 (11,60x19,60)
Grand Foyer ‐ ‐ ‐ 450 600 3,8 600
SãoPaulo 1 ou 2 ou 3 120 40 60 80 120 4,8 128 (8,00x16,00)
SãoPaulo 1+2 ou 2+3 240 60 120 160 280 4,8 256 (16,00x16,00)
SãoPaulo 1+2+3 360 80 180 240 400 4,8 384 (16,00x24,00)
Caracas/Toronto 40 20 30 40 50 4,2 72 (8,00x9,00)
Bogotá/LaPaz 40 20 30 40 50 4,2 72 (8,00x9,00)
SanFrancisco 40 20 30 40 50 4,2 72 (8,00x9,00)
Terrace ‐ ‐ ‐ 150 200 3,1 257 (15,00x17,00)
Pergola ‐ ‐ ‐ ‐ 200 2,9 360 (9,00x10,00)
Brasília 120 40 60 80 120 2,6 128 (8,00x16,00)
Lima ‐ 8 ‐ ‐ ‐ 2,6 22,40 (4,00x5,60)
Quito 50 25 30 50 50 2,6 78 (12,00x6,50)
Santiago 50 25 30 50 50 2,6 84,50 (13,00x6,50)
Montevideo 40 20 40 50 50 2,2 70 (9,10x7,70)
Buenos Aires 70 30 50 60 80 2,2 94 (12,60x7,50)
Exhibition Hall ‐ ‐ ‐ 1,200 1,000 2,6 1,800
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Formula 1 Grand Prix
São Paulo has New World vibrancy. Global designer labels compete with hip Brazilian brands, celebrity chefs create dazzling cuisine drawing on the city’s international influences, and clubs and bars are packed with people so beautiful they’d be confined to the catwalk in other countries. São Paulo is reason enough to visit Brazil, but when you add the Brazilian Grand Prix, one of the most exciting races on the Formula 1 circuit to the mix, it is a must‐see for any race fan!
Transamérica Hotel is the official lodging for the Grand Prix Brazil, Formula 1 car race, hosting the organizational staff as well as certain teams every year.
References http://wikitravel.org/en/Sao_Paulo http://www.ibge.gov.br/paisesat/ http://www.youtube.com/visitbrasil?gl=BR&user=visitbrasil http://www.wikimapia.org/#lat=‐23.6491434&lon=‐46.722343&z=15&l=9&m=s&tag=50&v=9 http://www.tripadvisor.com/Hotel_Review‐g303631‐d306542‐Reviews‐Transamerica_Sao_Paulo‐ Sao_Paulo_State_of_Sao_Paulo.html
1.3.4. Accommodation
São Paulo has a wealth of hotels to choose from. It has has a total of 410 hotels with 42,000 available rooms. In 2009, the sector welcomed around 11.3 million tourists, of whom 1.6 million were foreigners.
Traffic in São Paulo can be bad at peak hours and therefore it is important to offer hotel options around the meeting venue. Also, although the proposed hotels can easily accommodate up to 2,000 participants, we are well aware that we need to offer less expensive but quality accommodation for students and for participants from our Region.
The Table below shows data for some 40 hotels selected around the venue and also around Paulista Avenue, for those that want to be in the center of cultural and social attractions.
Single Double Single Double Hotel Stars Address Room Room Room Room (BRL$) (BRL$) (USD$) (USD$)
Transamérica Hotel Avenida das Nações (special rates for 5 Unidas, 18591, Santo 576 640 360 400 congress participants) Amaro Tivoli São Paulo ‐ Alameda Santos, 1437, 5 650 900 406 563 Mofarrej Jardins Sheraton São Paulo Av das Nações Unidas, 5 600 900 400 550 WTC Hotel 12559, Brooklin
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Single Double Single Double Hotel Stars Address Room Room Room Room (BRL$) (BRL$) (USD$) (USD$) Gran Estanplaza São Rua Arizona, 1517, 5 373 463 233 289 Paulo Brooklin Rua João Cachoeira Meliá Jardim Europa 5 332 438 208 274 107, Itaim Bibi L'Hotel Porto Bay São Alameda Campinas, 5 472 708 295 443 Paulo 266 Avenida das Nações Grand Hyatt São Paulo 5 Unidas, 13301, 800 975 500 609 Brooklin Hilton Sao Paulo Av. das Nacoes Unidas, 5 700 900 438 563 Morumbi 12901, Brooklin Rua Fernandes Estanplaza 4 Moreira 1293, Chácara 341 391 213 244
International Santo Antônio Blue Tree Towers Av. Roque Petroni Jr, 4 354 393 221 245 Morumbi 1000, Brooklin Rua Fernandes InterCity Premium 4 Moreira, 1371, Chácara 332 384 207 240 Nações Unidas Santo Antônio Rua Dr. Diogo de Faria, Green Place Flat 4 205 225 128 141 1201 The Landmark Alameda Jaú 1607, 4 245 345 153 216 Residence Cerqueira Cesar Rua Haddock Lobo Fortune Residence 4 225 245 141 153 804, Cerqueira Cesar Novotel Sao Paulo Rua Ministro Nelson 4 299 369 187 231 Morumbi Hungria, 450 Bourbon Convention Avenida Ibirapuera, 4 282 505 176 316 Ibirapuera 2927, Moema Rua Haddock Lobo, Matiz Manhattan 4 273 310 171 194 867, Cerqueira Cesar Al. Ministro Rocha Central Park Flat 4 Azevedo, 523, 284 361 178 226 Jardins Cerqueira Cesar Rua Iguatemi 150, Tryp Iguatemi 4 279 334 174 209 Itaim Bibi Transamerica Prime Alameda Santos, 981, 4 287 317 179 198 International Plaza Jardins Rua Tenente Negrão, The Capital GC Hotéis 4 240 500 150 313 200, Itaim Bibi
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Single Double Single Double Hotel Stars Address Room Room Room Room (BRL$) (BRL$) (USD$) (USD$)
Golden Tulip Park Alameda Lorena, 360, 4 240 400 150 250 Plaza Jardins Four Plus Trianon Alameda Casa Branca, 4 290 350 181 219 Paulista 355/363, Jardins Alameda Jaú 497, Estanplaza Paulista 4 267 333 167 208 Jardins Rua Haddock Lobo Tryp Paulista 4 500 300 313 188 294, Consolação Rua Manuel Guedes Tryp Itaim 4 235 329 147 206 320, Itaim Bibi Av. Jandira 501, Estanplaza Ibirapuera 4 250 305 156 191 Moema Alameda dos Tsue The Palace Flat 4 Anapurus, 1661, 239 260 149 163 Moema Blue Tree Premium Av Brigadeiro Faria 4 300 424 188 265 Faria Lima Lima, 3989, Itaim Bibi Avenida Eng Luis Carlos Estanplaza Berrini 4 213 329 133 206 Berrini, 853, Brooklin Estanplaza Funchal‐ Rua Funchal, 281, Vila 4 240 340 150 213 Faria Lima Olímpia Rua Jerônimo da Veiga, Clarion Faria Lima 4 270 380 169 238 248, Itaim Bibi Rua Heinrich Hertz , Quality Berrini 4 285 420 178 263 14, Brooklin Rua Professor Filadelfo Marriott Executive 4 Azevedo, 717 – Vila 440 620 275 388 Apartments Sao Paulo Nova Conceição Rua Fernandes Tryp Nações Unidas 4 Moreira, 1264, Santo 257 341 161 213 Amaro Rua Baronesa de Bela IBIS Congonhas 4 220 250 138 156 Vista, 801 Rua Padre João Mercure Sao Paulo 3 Manuel, 202, 225 245 141 153 Augusta Cerqueira Cesar Mercure Apartments Rua Manoelito de São Paulo Nações 3 Ornellas, 104, Santo 249 309 156 193 Unidas Amaro
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Single Double Single Double Hotel Stars Address Room Room Room Room (BRL$) (BRL$) (USD$) (USD$)
Mercure São Paulo Rua Sansão Alves dos 3 339 359 212 224 Berrini Santos, 373, Brooklin Rua Peixoto Gomide, La Guardia Hotel 3 140 170 88 106 154, Consolação Mercure São Paulo Rua Santa Justina, 210, 3 280 305 175 191 Vila Olimpia Itaim Bibi Mercure Apartments Avenida dos Jamaris, São Paulo Times 3 269 289 168 181 100, Moema Square Mercure Apartments Avenida Lavandisca, 3 259 329 162 206 Sao Paulo Moema 365, Moema Mercure Apartments Avenida Macuco, 579, 3 289 438 181 274 Sao Paulo Privilege Moema Av Paulista 2355, IBIS Paulista 3 199 220 124 138 Jardins Av Roque Petroni Jr, IBIS Morumbi 3 165 200 103 125 800, Morumbi NB.: Prices are illustrative as they vary with seasons, days of the week and with USD$ to BRL$ rate.
1.3.5. Climate
Climate data for São Paulo City Month Jul Aug Sep Oct Year 29.3 33 37.4 34.4 37.4 Record high °C (°F) (84.7) (91) (99.3) (93.9) (99.3) 21.8 23.3 23.9 24.7 24.5 Average high °C (°F) (71.2) (73.9) (75) (76.5) (76.1) 15.8 17.1 17.8 19 18.5 Daily mean °C (°F) (60.4) (62.8) (64) (66) (65.3) 11.7 12.8 13.9 15.3 14.5 Average low °C (°F) (53.1) (55) (57) (59.5) (58.1) 0.2 ‐2.2 2.1 4.2 ‐2.2 Record low °C (°F) (32.4) (28) (35.8) (39.6) (28) 40 30 70 130 1,460 Precipitation mm (inches) (1.57) (1.18) (2.76) (5.12) (57.48) Avg. precipitation days 7 7 9 11 134 Sunshine hours 164.3 155.0 126.0 136.4 1,738.1 Source no. 1: INMET — Clima, Hong Kong Observatory for data of sunshine hours Source no. 2: World Weather Information Service, for data of precipitation days
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1.4. National and Regional Support
1.4.1. Government (national, regional, local) Support
All meetings promoted by SBIS have counted on expressive financial, organizational and political support from the MoH, Federal Health Agencies, Federal and State Research Agencies, Regional and Local Departments of Health and State and Municipal Authorities. We do not expect anything different for Medinfo 2015. The timing for formal support to Medinfo 2015 in Brazil is bad as federal and state governments took office at the beginning of 2011 and were not able to do all the required paperwork.
Some government bodies that are committed to improving Health and Bio‐Medical Informatics in Brazil and have supported SBIS’s Conferences are listed below.
The Ministry of Health
As the coordinator of SUS, the Ministry of Health defines policies, deploys information systems and develops and maintains several standards, including vocabularies for describing medical procedures. The MoH is a traditional sponsor of SBIS’s activities.
Datasus
Datasus – SUS Department of Informatics is the part of the MoH responsible for maintaining the national health databases. Datasus also deploys the health information systems for all the public sector. Datasus has supported SBIS’s activities ever since the Association’s foundation.
ANS – National Agency for Supplementary Health
To help improve the efficiency of compiling data for eligibility, authorization, billing and payments within Private health Insurance, ANS has set out legislation and mandatory requirements for the exchange of health information between health care providers and health plans. As part of that ANS sets standards for messaging, vocabulary, content, structure, privacy and security for the exchange of health information within the supplementary health sector. ANS has developed its standards using a mixed approach which includes bottom‐up and top‐down processes. ANS was created in 1990 and has sponsored all CBISes and PEPS in the last 5 years.
ANVISA – National Health Surveillance Agency
As the National Health Surveillance Agency, ANVISA defines policies, systems and standards for many domains of Health Informatics, including medications, devices, services and equipment, among others.
City and State Departments of Health
Local and regional Departments of Health play a major role in choosing architectures for their own systems. Important examples of such are the Minas Gerais State EHR project for its strictly adherence
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to standards, and São Paulo City Health Information System which, in April 2011, became formally a reference for the country.
1.4.2. Federal and State Research Agencies
All meetings promoted by SBIS have counted on expressive financial support from Federal and State Research Agencies such as those listed below.
FAPESP
São Paulo Research Foundation – FAPESP (www.fapesp.br) is an independent public foundation with the mission to foster research and the scientific and technological development of the State of São Paulo. This is achieved through the support of research projects carried out in higher education and research institutions, in all fields of knowledge.
The State of São Paulo has a population of forty million and generates 35% of Brazil’s GNP. State constitution establishes that 1% of all state taxes are transferred every month to the Foundation. The stability of the funding and autonomy of the Foundation allow for an efficient management of the resources with a sizable impact. São Paulo has 22% of the Brazilian population and 30% of the scientists with a doctorate in the country, but the state responds for 52% of the country’s scientific articles published in international journals.
The Foundation works in close contact with the scientific community: all proposals are peer reviewed with the help of area panels composed of active researchers. FAPESP has a portfolio of funding opportunities which include scholarships and research grants, mostly open all year round. At the same time, scientists are welcome to send in unsolicited proposals for new research programs that match world class research, in any existing or emerging field. These are carefully analyzed and, if deemed strong in academic terms, are shaped by the Foundation into research programs that might congregate a set of research projects.
FINEP
Financiadora de Estudos e Projetos ‐ FINEP (Research and Projects Financing – www.finep.gov.br), also known as the Brazilian Innovation Agency, is a publicly owned company subordinated to the Ministry of Science and Technology ‐ MCT. It was founded on July 24, 1967 with the purpose of financing scientific and technological research and graduate courses in Brazilian universities and research institutions, as well as research and development in companies. In 1971, FINEP became the Executive Secretary of the newly created FNDCT ‐ Funding for Scientific and Technological Development.
Since its foundation, FINEP has had a double role: it provides grants to non‐ profitable institutions, such as universities and research centers, and it lends money to companies. FINEP has encouraged intense mobilization in scientific and business circles, funding the implementation of new research groups, the creation of specific programs, the growth of science and technology infrastructure, and the institutional consolidation of post‐graduate activities. It has also stimulated the increase in
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supply and demand for technology, by mobilizing universities, research centers, consulting firms and contractors of services, products, and processes.
FINEP has been a strong supporter of Health Informatics activities in Brazil.
CNPq
The National Council for Scientific and Technological Development (CNPq – www.cnpq.br) is an agency linked to the Ministry of Science and Technology (MCT), dedicated to the promotion of scientific and technological research and to capacity building for research in the country. Its history has been directly linked to the scientific and technological development of Brazil, for over 60 years now.
1.4.3. Other Support
The Federal Medical Council (CFM)
CFM is the most important professional body as far as Health Information Systems are concerned, as it defines specific aspects related to privacy, confidentiality and use of data. CFM and the SBIS have developed a joint EHR Systems Certification Process that has been fully operational since the end of 2009. SBIS – CFM certification process is largely based on ISO 20514, ISO 17799 and ISO 18308 and has brought a very positive impact to health information systems in the country.
CFM and SBIS are working together towards providing digital‐certificates to all doctors in the country.
The Federal Nursing Council (COFEN)
COFEN is a very important professional body that has just joined ranks with SBIS towards promoting the use of Health Information systems in the country. One of the major initiatives aims at providing all nurses in the country with digital certificates.
ABNT
The Health Informatics Standards Committee of the Brazilian Standards Association (ABNT) was created in the end of 2006 and became a “P” member of ISO TC215 in June 2007. Ever since then, it has become an active member of ISO. Currently Brazil co‐leads two standard projects within that TC.
HL7 Brazil
HL7 Brazil was founded in 2004. Its main activities are related to training and the dissemination of knowledge. HL7, ABNT and SBIS usually work together to organize national and international meetings.
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SBC
The Brazilian Computer Society was established in 1978, as a scientific and educational organization dedicated to the advancement of Computer Science, the associated technologies and applications, in Brazil. SBC is a leading forum for researchers, students and computing professionals, being the largest computer society in South America.
The Computers Applied to Health Special Commission has as mission to organize, motivate and disseminate research in computer science applied to health and health care. Among other activities, the Commission organizes the Workshop on Medical Informatics (WIM), an annual event that had its 10th edition in 2010.
IMIA‐LAC and the Countries in the Region
As mentioned before, we want Medinfo 2015 in Brazil to be represent Latin‐America. Although hosted by Brazil, we want our colleagues from the Region to be more than invitees. We want true continental participation. The letters of support from our fellow LA colleagues, in attach, are based on that concept.
Private Companies
SBIS meetings have always had strong support from local and international companies, both in terms of showcasing their solutions in an exhibition hall or giving speeches in specially allocated slots of time for them to speak about their concepts, advances, challenges and success histories.
1.5. Support History
The meetings carried out by SBIS in the last years have received the amounts described below from institutional sponsors:
Fapesp: USD$ 20,000.00 ANS – Brazilian Supplementary Health Agency: USD$ 35,000.00 Federal Medical Council: USD$ 5,000.00 CNPq/Finep – USD$ 28,000.00 State of São Paulo Department of Health: USD$ 15,000.00 (economic support, via registration fees and services) São Paulo City Department of Health: USD$ 15,000.00 (economic support, via registration fees and services) Ministry of Health / Datasus: USD$ 20,000.00 (economic support, via registration fees and services – such as audiovisuals and computers)
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The event being currently organized by SBIS to be held in early December 2011, PEP/EHR 2011, that celebrates SBIS’s 25th Anniversary, has attracted commercial sponsors at the following rates:
Master: USD$ 35,000.00
Gold: USD$ 20,000.00
Silver: USD$ 10,000.00
Booth only: USD$ 3,000.00 International meetings in Health Informatics have counted on stronger government support. That is the case of the International Symposium on Standards for Health Informatics carried out in 2008 by the Brazilian Standards Association (ABNT) with SBIS support. In that opportunity, the Ministry of Health was a major sponsor, providing some USD$ 60,000 to ensure that the meeting was a success. In 2010, ISO TC 215 and HL7 International met in Brazil in consecutive meetings with government support in excess of USD$ 100,000. In both events SBIS was a major partner and gave not only moral support but also made advance payment and was the guarantor for the expensive convention center payment, of around USD$ 25,000. Together those meetings had a total budget of around USD$ 600,000. These figures show that all levels of the Brazilian government are supportive of initiatives in Health Informatics. State and federal research agencies such as Fapesp, Finep and CNPq have a clear timetable for applying for grants. SBIS’s cannot apply now for a meeting that will be held in 2015. Although we are unable to get formal commitment from government bodies at the moment, we are confident Medinfo 2015 will count on strong financial support from institutional sponsors. Also, we have been able to increasingly attract commercial sponsors, as shown by the support letters attached to this document.
1.6. Proposed composition of Local Organizing Committee
1.6.1. Committees
Local Organizing Committee
The Local Organizing Committee gathers together the most experienced organizers in the country. LOC members are:
Beatriz de Faria Leão, Conference President International Consultant, Convener of WG8 – Brazilian Standards Committee on Health Informatics, Vice‐convener WG8 ISO TC 215 Cláudio Giulliano Alves da Costa, Chair LOC President of SBIS, Director at Bionexo Abel Magalhães SBIS Secretary, HIT Consultant
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Heimar Marin Professor of Nursing Informatics at Unifesp, Universidade Federal de São Paulo ‐ Federal University of São Paulo Jussara Macedo P. Rötzsch HIT Consultant for of Ministry of Health for Enterprise Architecture and Semantic Interoperabilty, Convener of WG3‐ Brazilian Standards Committee on Health Informatics Lincoln de Assis Moura Jr Director eZ‐Vida Health Solutions; IMIA Treasurer; Convener of WG2 ‐ Brazilian Standards Committee on Health Informatics Luiz Ary Messina RUTE National Coordinator – The Brazilian Telemedicine University Network Luis Gustavo G. Kiatake SBIS Director of Institutional Relations, Member of WG4 ‐ Brazilian Standards Committee on Health Informatics, Director E‐VAL Technologies Magdala de Araújo Novaes Professor – Federal University of Pernambuco, SBIS Vice‐President Marcelo Lúcio da Silva SBIS CEO, HIT Consultant Marco Antonio Gutierrez Head of Medical Informatics at São Paulo Heart Institute (InCor), SBIS Treasurer Marivan Santiago Abrahão, President of HL7 Brazil, Physician and HIT Consultant Mônica Ramos Professor of Health Informatics at Unifesp – Universidade Federal de São Paulo – Federal University of São Paulo Paulo Roberto de Lima Lopes Head of Telemedicine Division at Unifesp – Universidade Federal de São Paulo – Federal University of São Paulo Renato M E Sabbatini Professor ‐ State University of Campinas – Unicamp, SBIS Director of Education LOC members are responsible for helping find funds, bringing in regional perspectives, communicating with local and international members and managing specific tasks, such as printing folders and final programs, for instance. The LOC will meet every month via web‐conference until Medinfo 2013 and twice a month thereafter. The LOC will be split into sub‐committees for handling different aspects of Medinfo 2015 organization, such as communication, visual planning, infrastructure, finances, coordination with the venue administrators, transportation, social program, and so on and so forth.
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The LOC Executive Board
Executive Board members are responsible for coordinating efforts and ensuring deadlines and targets are met. The EB will meet monthly until Medinfo 2013 and twice a month after that, reporting to SBIS and to IMIA every month. The Executive Board of the LOC is formed by:
Beatriz de Faria Leão Claudio Giulliano Alves da Costa Heimar Marin Marcelo Lúcio da Silva Marco Antonio Gutierrez Marivan Santiago Abrahão
Regional Organizing Committee
The Regional Organizing Committee (ROC) is formed by active and prominent members of the IMIA‐ LAC Region. Their mission is to ensure that the regional perspective is present in the meeting at any level, as well as performing specific tasks such as defining criteria and actually organizing the distribution of bursaries for participants from the Latin‐American countries. The ROC will meet every month via web‐conference. The Chair of the ROC will be the Alvaro Margolis, from Uruguay.
Alvaro Margolis (Uruguay) Selene Indarte (Uruguay) Fernán Quirós (Argentina) Daniel Luna (Argentina) Hector Repossi (Argentina) Diego Kaminker (Argentina) Caro Hullin (Chile) Sergio Koenig (Chile) Erika Caballero (Chile) Amado Espinoza (Mexico) Fernando Portilla (Colombia) Walter Curioso (Peru)
1.7. Chair
Medinfo 2015 will have Dr Beatriz de Faria Leão as its President.
The LOC will be chaired by Dr Cláudio Giulliano A. Costa, SBIS President.
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2. PART II – Requirements & Obligations
2.1. Financial Obligations
2.1.1. Acknowledgement
SBIS acknowledges that IMIA has no financial, legal or contractual obligation or liability with respect to the organizing or conduct of the Congress.
2.1.2. Revenue Sharing
Subject to a minimum guarantee of USD$ 50,000.00, SBIS agrees to share revenues in accordance with the following; revenues being defined as being exclusive of any sales, value‐added, or other taxes: i. Congress Registration fees
Exclusive of pre or post congress workshops or tutorials, social programs, or accompanying person’s programs:
1. 10% of registration fees for the first USD$ 500,000; plus
2. 12.5% of registration fees for the next USD$ 250,000; plus
3. 15% of any registration revenues exceeding USD$ 750,000 ii. Exhibit Revenue
Defined as the exhibit fees paid by exhibitors for booth space during the period of the Congress:
1. 10 % of gross revenue iii. Pre‐Congress and Congress Workshop and Tutorial Revenue defined as fees for educational sessions which are not included in the Congress Registration Fee.
1. 10 % of gross revenue iv. The copyright of the Proceedings shall be held jointly between the publisher (as appropriate), the host Society and IMIA.
1. 10 % of gross revenue v. Proceedings Royalties
1. That IMIA receives 10% royalties on the sale of Congress proceedings at the congress and for the calendar year following.
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2. Thereafter, the host society shall be the sole beneficiary of any royalties or profits from the sales of proceedings. vi. Payment Schedule
1. 80% of the fees constituting the revenue sharing (including the guaranteed minimum) shall be paid to IMIA within 90 days of the conclusion of the congress.
2. The balance shall be paid by March 31, of the following calendar year.
3. The initial payment must be accompanied by a supporting schedule; the final payment must be accompanied by a schedule certified by the Society’s auditors.
2.1.3. Funding of the Scientific Program and Editorial Committees i. SBIS understands it is obligated to provide funding for expenses incurred by the Scientific Program Committee (SPC) and the Editorial Committee (EC).
1. Meeting travel and associated expenses
2. Administration of the electronic paper submission system
3. Awards for the best papers, posters and the best students’ papers ii. SBIS agrees that the budget allocation of these funds will be determined by the Core Team of the SPC and shall be administered by the IMIA Secretariat. iii. SBIS understands that the amount of the funding required by IMIA for the SPC is fixed at USD$ 95,000.00 for MedInfo 2015 and has accounted for that in the corresponding budget line. However, we understand that being a Green Conference requires us to be creative and try to optimize the use of resources. We would like to negotiate with IMIA that we set aside some USD$ 40,000.00 for SPC travelling expenses and use SBIS’s professional web‐conferencing environment (Adobe Connect) as a facilitating tool for SPC virtual meetings. iv. SBIS agrees that the transfer of these funds to IMIA will be timed in conjunction with the meeting schedules of the SPC and EC.
2.1.4. Congress Proceedings i. SBIS understands that all MedInfo congresses are required to produce proceedings that meet the standards to be indexed by the NLM’s Medline process. It agrees that proceedings shall be made available in formats that meet this requirement, with the precise format(s) to be agreed within the contract between IMIA and SBIS. ii. The negotiation of the contract with the selected publisher (as appropriate) is the responsibility of SBIS LOC with the collaboration of the Core Team of the SPC and the EC Chair. iii. The financial component of the contract between the publisher (as appropriate) shall be borne by SBIS.
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2.1.5. Bursaries i. SBIS will make at USD$ 31,250.00 available for bursaries. ii. SBIS agrees that the selection of recipients of the bursaries and the specific amounts for individuals shall be the responsibility of the SPC Core team, giving due regard to the recommendations and proposals of the LOC.
Note: SBIS proposes that Dr Alvaro Margolis, from Uruguay, Dr Fernán Quirós, from Argentina and Prof Heimar Marin, from Brazil, be part of a task force for dealing with bursaries, especially in the LAC Region.
2.2. Benefits to IMIA Institutional Members
2.2.1. Congress Registration fees
SBIS agrees that in order to enhance the value proposition to the Institutional members of IMIA, a discount of 10% for IMIA Academic and Corporate members shall be applied to:
Congress registration fees Exhibit Booth/Stand space
However this discount does not apply to:
Workshop and Tutorial fees Social events
2.3. Other Requirements
2.3.1. No meeting conflict
SBIS warrants that there will be no national meetings in benefit of Medinfo 2015. Also IMIA‐LAC, in its letter of support warrants there will be no InfoLAC in 2015. In fact, SBIS and all IMIA‐LAC societies intend to make Medinfo the most expressive Health Informatics meeting ever to happen in the IMIA‐ LAC Region.
2.3.2. Congress theme
The Congress Theme will be “eHealth‐enabled Health”.
2.3.3. Language i. The working language of MedInfo 2015 will be English; accordingly, all documentation, websites, promotional literature will be available in English. ii. Medinfo 2015 staff dealing with participants will be fluent in the English language.
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iii. In order to attract non‐English speakers to the Meeting and disseminate Health Informatics knowledge in our Continent, MedInfo 2015 will offer simultaneous translation to Spanish and Portuguese in selected activities. SBIS has done that for decades now and we understand it closes gaps and widens audience.
2.3.4. Meeting Space
SBIS will make meeting rooms available to IMIA at no charge as follows: i. Medinfo 2015 will provide IMIA with a permanent meeting room that seats 20 people, at the venue, for use as its main office and ad hoc meetings, starting two days before and during the Meeting, along with lunch and break for the Board Meeting. ii. Medinfo 2015 will provide IMIA with a room for IMIA General Assembly Meeting, along with lunch and break facilities. iii. SBIS will provide IMIA with rooms for IMIA Regions, Working and Special Interest Groups meetings, as long as they are scheduled at most 6 months in advance of Medinfo 2015.
2.3.5. Exhibit Space
SBIS will provide IMIA with a standard booth at the Exhibition Hall, with Internet access, coffee, water and basic furniture, free of charge, during Medinfo 2015.
2.3.6. IMIA Yearbook
The CD version of the latest available Yearbook will be given to all participants as part of the registration package. The electronic version of the Yearbook will be made available for download by Medinfo 2015 participants.
2.3.7. Congress Website
SBIS will develop and keep the Medinfo website, in conjunction with IMIA, and will incorporate it permanently in its own site during and after Medinfo 2015. Visit sbis.org.br and you will see that all previously held meetings’ materials are kept there indefinitely, with controlled access.
The website will contain at least:
1. General Information including:
a. Call for participation b. Call for papers c. Timelines and schedules d. Preliminary and final program
2. Sponsorship and exhibit opportunities including; a. Exhibit floor map b. Exhibitor’s application forms
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c. Fee schedule 3. On‐line registration a. Fee schedule b. Timelines for special rates 4. Access to IMIA’s paper submission system and Instructions to authors
2.3.8. On‐line Registration
SBIS meetings have counted on on‐line registration for the last 10 years, in a straight and friendly environment, including social and companion’s programs. i. SBIS, in conjunction with IMIA, will arrange for access to an on‐line registration system to accommodate the registration of participants for:
a. The congress b. Workshops and tutorials c. Social events and other like opportunities ii. The registration system will be able to accommodate secure online processing of credit card payments as well as alternative payment options such as bank drafts, checks and bank transfers.
As mentioned in 2.4.2 below, SBIS is counting on the electronic paper submission system to be provided by IMIA. In order to avoid potential problems, SBIS would like to have access to it as soon as possible. We need to assess the level of integration it offers to the existing registration system.
2.3.9. Internet Access
Apart from the cyber‐café at the Exhibition Room, it is our intent that all rooms and common areas in the venue have wireless access to broadband Internet, free of charge to all participants and their companions.
2.3.10. Academic Sponsorship Program
IMIA Academic Members that want to take part in the Exhibition will have 10% discount over the class of sponsorship they decide on.
2.3.11. Communication Strategy
A Green Conference
Medinfo 2015 in Brazil will be an environment‐friendly conference. It is the organizers intent to use electronic media whenever and wherever possible. Printing material will be kept to the minimum required by external players. Certificates, proceedings and folders will be made available from Medinfo 2015 website, with controlled access.
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The Medinfo website will go live immediately after the 28th August 2011 GAM if São Paulo is chosen as the city for Medinfo 2015.
The LOC will send electronic and periodic mail to all Health Informatics community, starting as soon as it has been granted the right to organize Medinfo in Brazil. The strategy is defined at least for three Regions: The World, LAC, and Brazil, as there are special conditions to be met by people in those Regions. Apart from conventional and electronic mailing, we intend to explore existing meetings and even carry out some special meetings that will help attract people to Medinfo.
Each of those Regions will have at least one person responsible for proposing and monitoring “Communication”. The LOC and the Region Organizing Committee (ROC) will be responsible for carrying out the strategies.
Special notification will be sent out for milestones such as Call for Papers, Call for Tutorials, Panels and Call for Participation.
SBIS wants our international sponsors – governments, NGOs and private sector – to be key players in spreading the word about Medinfo 2015 in Brazil.
Facebook, Twitter and Social Media in general
As soon as SBIS wins the bid, the website will be on the air and target communities will receive plenty of information on the event, periodically.
2.4. IMIA Assistance
2.4.1. Publicity, Promotion, Marketing
We hope IMIA will use its network to support Medinfo 2015 as a meeting that will have a Latin‐ American flavor and that will be as echo‐friendly as possible.
2.4.2. Electronic paper submission system
SBIS is counting on the electronic paper submission system to be provided by IMIA. In order to avoid potential problems, SBIS would like to have access to it as soon as possible. We need to assess the level of integration it offers to the existing registration system.
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3. PART III – Tentative Budget Proposal (Summary)
Medinfo 2015 ‐ Budget, Brazilian Bid 1 USD$ = 1.60 BRL$ (Brazilian Reais) Assumptions: Participants: 1,000 Estimate (BRL$) Estimate (USD$) Item Qtty Value/Unit Totals Qtty Value/Unit Totals Expenses
Graphic Material, Communication and Material for the Participants SubTotal 87,400 54,625
Social Program SubTotal 296,781 185,488
Invited Speakers (4 international + 10 national invited speakers) SubTotal 72,167 45,104
Medinfo Expenses SubTotal 443,880 277,425
On‐Site Expenses SubTotal 1,057,309 660,818
Other Expenses SubTotal 156,612 97,883
Commission SubTotal 202,680 126,675
Total Expenses BRL$ 2,316,829 USD$ 1,448,018
Revenue
Institutional Sponsorship SubTotal 360,000 225,000
Sponsorship and Exhibition Hall, assuming 294 m² SubTotal 22 booths 481,600 301,000
Social Program SubTotal 172,800 108,000
Registration Fees SubTotal 1,000 1,424,800 890,500
Total Revenue BRL$ 2,439,200 USD$ 1,524,500
Surplus/Deficit after IMIA's rights BRL$ 122,371 USD$ 76,482
IMIA Revenue BRL$ 209,880 USD$ 131,175
NB: all USD$ values are displayed in round figures Detailed budget information is presented in Appendix I, as a PDF file.
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4. PART IV – Bid Summary
Part I: Society profile and capabilities Society Name, URL SBIS – Brazilian Health Informatics Association, www.sbis.org.br President Dr Cláudio Giulliano Alves da Costa, [email protected] Membership and stability Founded in 1986, SBIS joined IMIA in that same year. SBIS has 1,350 members, of which 97 are Corporate members. Some 30% health workers, 30% academic, 40% others. Society conference history and experience 12 National Conferences with paper submission (CBIS) and other 12 National Symposia, with no paper submission. In the last 4 CBISes, attendance has been increasing from 600 to nearly 800, in 2010. Proposed LOC chair Dr. Cláudio Giulliano Alves da Costa Conference President Dr. Beatriz de Faria Leão Proposed Medinfo 2015 dates 22 to 26 August, 2015 Location São Paulo, SP Conference facility Name – Transamérica Hotel URL: http://www.transamerica.com.br/default.aspx?pag eid=0A70AA57A8A49A509A58A6 Plenary room size: up to 1,500 attendants; Parallel session rooms: up to 10 rooms. Please, refer to chart in the proper section Exhibition space: up to 1,800 square meters Small meeting rooms: 05. Please, refer to chart in the proper section.
Experience with large conferences CBIS 2010, Porto de Galinhas, 800 participants. HL7 and ISO meetings in Rio de Janeiro, 1,000 participants. NI’2003, Rio de Janeiro, 640 participants.
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Accommodations São Paulo has a total of 410 hotels with 42,000 available rooms. In 2009, the sector maintained an occupation rate of 62.2% and welcomed around 11.3 million tourists of whom 1.6 million were foreigners. The average stay is 5.3 days with typical expenses that vary between USD$ 1,400 to USD$ 2,000.
Government support (Estimated) Ministry of Health As mentioned in the main document body, it is (USD$ 75,000.00) impossible to get government support Fapesp – São Paulo State Research Agency commitment so far in advance. History shows, (USD$ 37,500); however, that research agencies and Finep (Federal Research Agency) government bodies have indeed provided (USD$ 37,500.00); significant support to Health Informatics meetings in the last 10 years, especially the São Paulo City Dept of Health international ones, as Medinfo. (USD$ 12,500.00); São Paulo State Dept of Health (USD$ 12,500.00) ANS – Supplementary Health National Agency (USD$ 28,125.00)
Other support IMIA‐LAC and its members.
Other support (confirmed moral and expected SUEIIDISS and HL7, Uruguay financial support – documents in attach). HL7 Brasil HL7 Chile HL7 Argentina HL7 Colombia Hospital Italiano de Buenos Aires, Argentina Centro de Informática en Salud de la Universidad Central, Chile ANS – Supplementary Health National Agency CFM – Brazilian Federal Medical Council São Paulo City Department of Health State of São Paulo Department of Health Several private companies, including: MV Sistemas, SAP, Intersystems, ECO Sistemas, Wheb Sistemas and Alert.
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Part II: Requirements and obligations
Funds budgeted for SPC and EC (excluding USD$ 95,000.00 printing costs) NB.: We believe Medinfo 2015 will rely strongly on electronic media for getting people together. SBIS will provide professional web‐conferencing facilities to support virtual meetings.
Funds budgeted for Congress proceedings USD$ 4,000.00 NB.: Medinfo 2015 shall rely on electronic media. Medinfo proceedings will be made available from the conference’s website. The Funds budgeted for proceedings are related to the occasional need for further site customization and printing on demand for those few participants who will want the paper version. Funds budgeted for Bursaries USD$ 31,250.00
Benefits to IMIA institutional members 10% discount for registration fees and exhibit space. Applies to Academic members as well.
No meeting conflict No meetings in Brazil, IMIA‐LAC or IMIA‐LAC countries.
Meeting space Room and food (meal + 2 x coffee and tea breaks) for both IMIA Board Meetings and the GAM One room permanently assigned to IMIA Board One room permanently assigned to WGs, SIGs, and IMIA Regions. One booth at the Exhibition Hall
Funds budgeted IMIA Yearbook USD$ 20,000.00
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Communication strategy Three‐tiered heavily e‐based strategy: the World, IMIA‐LAC, and Brazil. A Green Conference Medinfo 2015 in Brazil will be an environment‐ friendly conference. It is the organizers intent to use electronic media whenever and wherever possible. Printing material will be kept to the minimum required by external players. Certificates, proceedings and folders will be made available from Medinfo 2015 website, with controlled access. The Medinfo website will go live immediately after the 28th August 2011 GAM if São Paulo is chosen as the city for Medinfo 2015. The LOC will send electronic and periodic mail to all Health Informatics community, starting as soon as it has been granted the right to organize Medinfo in Brazil. The strategy is defined at least for three Regions: The World, LAC, and Brazil, as there are special conditions to be met by people in those Regions. Apart from conventional and electronic mailing, we intend to explore existing meetings and even carry out some special meetings that will help attract people to Medinfo. Each of those Regions will have at least one person responsible for proposing and monitoring “Communication”. The LOC and the Region Organizing Committee (ROC) will be responsible for carrying out the strategies. Special notification will be sent out for milestones such as Call for Papers, Call for Tutorials, Panels and Call for Participation. SBIS wants our international sponsors – governments, NGOs and private sector – to be key players in spreading the word about Medinfo 2015 in Brazil. Facebook, Twitter and Social Media in general As soon as SBIS wins the bid, the website will be on the air and target communities will receive plenty of information on the event, periodically.
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Part III: Budget proposal
Proposed rates & fees Early bird: USD$ 900,00 Regular: USD$ 1,000.00 Student: USD$ 400,00 Average: USD$ 890,00 Attendance levels Break‐even: Budget: 770 (number of participants needed) Optimal: 1,000 (and expected) Costs Fixed costs: USD$ 300,000 Cost/participant: USD$ 300 Exhibition and other revenues Break‐even: 150 sq m (50%) NB.: We have estimated a smaller Exhibition 150 sq m: USD$ 105,000 Hall (300 m2) Revenue at 1,600 participants, ~2000 sq m, (excl. Revenue: USD$ 2,120,000.00 VAT) Expenses: USD$ 1,850.000,00 NB.: We have estimated a smaller Exhibition Profit: USD$ 480,000 Hall (300 m2) IMIA Revenue: USD$ 210,000
Profit per participant USD$ 300 Result For 800 participants Profit: USD$ 116,000 – IMIA Share USD$ 106,000 for 1000 participants Profit: USD$ 207,000 – IMIA Share USD$ 131,000 for 1200 participants Profit: USD$ 298,000 – IMIA Share USD$ 157,000 for 1400 participants Profit: USD$ 389,000 – IMIA Share USD$ 184,000 for 1600 participants Profit: USD$ 479,000 – IMIA Share USD$ 210,000 for 1800 participants Profit: USD$ 570,000 – IMIA Share USD$ 237,000 for 2000 participants Profit: USD$ 661,000 – IMIA Share USD$ 263,000
NB.: The conference profits shown above are computed as the sum of SBIS’s profit and IMIA’s share. IMIA is protected against losses. Transferring IMIA’s share to Switzerland will be subject to Brazilian taxes.
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Part IV: The participant’s perspective
Budget from New York (economy travel + 6 days in 4* hotel + early registration) USD$ 1,100 + 1,300 + 900 = 3,300
Budget from Paris (economy travel+6 days in 4* USD$ 1,680 + 1,300 + 900 = 2,880 hotel + early registration)
Budget from Tokyo (economy travel+6 days in 4* USD$ 2,515 + 1,300 + 900 = 4,715 hotel + early registration)
Climate São Paulo enjoys a high‐altitude tropical climate, with summer rains and an average temperature of from 19º to 27 ºC. The average temperatures throughout the year are similar to those of Sydney and Los Angeles. The Tropic of Capricorn, at about 23°27' S, passes through north of São Paulo City and roughly marks the boundary between the tropical and temperate areas of South America. Because of its elevation, however, São Paulo enjoys a distinctly temperate climate. For August and September the daily mean temperature is around 17°C (63 °F).
Accompanying persons programmes São Paulo Convention and Visitor’s Bureau, connected to the National Tourist Bureau, will provide them. A special program with visits to São Paulo historical sites, museums and shopping tours will be provided for all interested. Material from São Paulo, including tours, guides and maps will be provided by the LOC. See also the booklet “Stay Another Day”, in attach.
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Pre‐and post‐tours Brazil is indeed a country worth visiting, no matter what your preferences are: beach, ecotourism, historical colonial cities, rain‐forest. There are attractions for all tastes. The Brazilian Tourism Ministry has just launched a mobile application with a comprehensive guide about the country, that can be downloaded from http://mobile.embratur.gov.br/brnetwork/opencms /mobile/index.html?__locale=en. Videos from Brazil can also be found at: http://www.youtube.com/visitbrasil. There will be a selection of pre and post tours offered to the participants: Amazon jungle, Iguassu Falls, Northeast Coast, Rio de Janeiro. Options to buy an air pass with cost around US$ 585.00 that will allow for 4 stops in Brazil and other LA countries will also be offered. The site http://www.maria‐brazil.org/ is worth visiting for all first time visitors to Brazil. It offers a comprehensive and honest description of the Brazilian culture. Apart from Brazil, São Paulo is a gateway to all Latin‐ American countries. Packages for the many other wonderful destinations in Latin America will also be offered to participants and companions. There are direct flights from São Paulo to all Latin American capital cities.
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