medinfo 2015 brazilian bid - v21€¦ · education and professional training director – renato m....

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Brazilian Health Informatics Association

Brazilian Bid

Brazilian Health Informatics Association MedInfo 2015 Brazilian Bid | 2

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


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


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


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.


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.


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.


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


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.


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.

Origin

Flight Time

(hours)

Round‐Trip

Cost (USD$) Stops

EFMI

Amsterdam 11:55 1,743 Nonstop

Frankfurt 12:05 1,652 Nonstop

Lisbon 10:15 1,631 Nonstop

London 11:30 1,560 Nonstop

Paris 11:55 1,680 Nonstop

Rome 12:00 1,836 Nonstop

IMIA‐NA

Chicago 10:11 1,200 Nonstop

Los Angeles 18:52 1,136 1 Stop

Miami 08:15 1,275 Nonstop

New York 13:50 1,100 Nonstop

Toronto 14:10 1,045 1 Stop

Vancouver 21:20 1,740 1 Stop

IMIA‐LAC

Buenos Aires 02:40 304 Nonstop

Caracas 06:30 670 Nonstop

Mexico City 09:20 1,433 Nonstop

Montevideo 02:30 372 Nonstop

APAMI

Beijing 29:25 2,160 1 Stop

Sidney 19:05 2,718 1 Stop

Tokyo 06:30 2,514 1 Stop

HELINA

Maputo 14:00 1,617 1 Stop

Johannesburg 10:15 1,340 Nonstop

Nairobi 23:40 2,476 1 Stop

MEAHI Dubai 14:55 2,295 Nonstop


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.


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


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

Rooms/Spaces Auditorium U shaped Classroom Round

Tables Cocktails Height(m)

Area (m²)

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)


Room Dimensions & Seating Capacity

Rooms/Spaces Auditorium U shaped Classroom Round

Tables Cocktails Height(m)

Area (m²)

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


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.

Hotel Stars Address Single Room (BRL$)

Double Room (BRL$)

Single Room (USD$)

Double Room (USD$)

Transamérica Hotel

(special rates for congress participants)

5 Avenida das Nações Unidas, 18591, Santo Amaro

576 640 360 400

Tivoli São Paulo ‐ Mofarrej

5 Alameda Santos, 1437, Jardins

650 900 406 563

Sheraton São Paulo WTC Hotel

5 Av das Nações Unidas, 12559, Brooklin

600 900 400 550



Double Room (BRL$)

Single Room (USD$)

Double Room (USD$)

Gran Estanplaza São Paulo

5 Rua Arizona, 1517, Brooklin

373 463 233 289

Meliá Jardim Europa 5 Rua João Cachoeira 107, Itaim Bibi

332 438 208 274

L'Hotel Porto Bay São Paulo

5 Alameda Campinas, 266

472 708 295 443

Grand Hyatt São Paulo 5 Avenida das Nações Unidas, 13301, Brooklin

800 975 500 609

Hilton Sao Paulo Morumbi

5 Av. das Nacoes Unidas, 12901, Brooklin

700 900 438 563

Estanplaza International

4 Rua Fernandes Moreira 1293, Chácara Santo Antônio

341 391 213 244

Blue Tree Towers Morumbi

4 Av. Roque Petroni Jr, 1000, Brooklin

354 393 221 245

InterCity Premium Nações Unidas

4 Rua Fernandes Moreira, 1371, Chácara Santo Antônio

332 384 207 240

Green Place Flat 4 Rua Dr. Diogo de Faria, 1201

205 225 128 141

The Landmark Residence

4 Alameda Jaú 1607, Cerqueira Cesar

245 345 153 216

Fortune Residence 4 Rua Haddock Lobo 804, Cerqueira Cesar

225 245 141 153

Novotel Sao Paulo Morumbi

4 Rua Ministro Nelson Hungria, 450

299 369 187 231

Bourbon Convention Ibirapuera

4 Avenida Ibirapuera, 2927, Moema

282 505 176 316

Matiz Manhattan 4 Rua Haddock Lobo, 867, Cerqueira Cesar

273 310 171 194

Central Park Flat Jardins

4 Al. Ministro Rocha Azevedo, 523, Cerqueira Cesar

284 361 178 226

Tryp Iguatemi 4 Rua Iguatemi 150, Itaim Bibi

279 334 174 209

Transamerica Prime International Plaza

4 Alameda Santos, 981, Jardins

287 317 179 198

The Capital GC Hotéis 4 Rua Tenente Negrão, 200, Itaim Bibi

240 500 150 313



Double Room (BRL$)

Single Room (USD$)

Double Room (USD$)

Golden Tulip Park Plaza

4 Alameda Lorena, 360, Jardins

240 400 150 250

Four Plus Trianon Paulista

4 Alameda Casa Branca, 355/363, Jardins

290 350 181 219

Estanplaza Paulista 4 Alameda Jaú 497, Jardins

267 333 167 208

Tryp Paulista 4 Rua Haddock Lobo 294, Consolação

500 300 313 188

Tryp Itaim 4 Rua Manuel Guedes 320, Itaim Bibi

235 329 147 206

Estanplaza Ibirapuera 4 Av. Jandira 501, Moema

250 305 156 191

Tsue The Palace Flat 4 Alameda dos Anapurus, 1661, Moema

239 260 149 163

Blue Tree Premium Faria Lima

4 Av Brigadeiro Faria Lima, 3989, Itaim Bibi

300 424 188 265

Estanplaza Berrini 4 Avenida Eng Luis Carlos Berrini, 853, Brooklin

213 329 133 206

Estanplaza Funchal‐Faria Lima

4 Rua Funchal, 281, Vila Olímpia

240 340 150 213

Clarion Faria Lima 4 Rua Jerônimo da Veiga, 248, Itaim Bibi

270 380 169 238

Quality Berrini 4 Rua Heinrich Hertz , 14, Brooklin

285 420 178 263

Marriott Executive Apartments Sao Paulo

4 Rua Professor Filadelfo Azevedo, 717 – Vila Nova Conceição

440 620 275 388

Tryp Nações Unidas 4 Rua Fernandes Moreira, 1264, Santo Amaro

257 341 161 213

IBIS Congonhas 4 Rua Baronesa de Bela Vista, 801

220 250 138 156

Mercure Sao Paulo Augusta

3 Rua Padre João Manuel, 202, Cerqueira Cesar

225 245 141 153

Mercure Apartments São Paulo Nações Unidas

3 Rua Manoelito de Ornellas, 104, Santo Amaro

249 309 156 193



Double Room (BRL$)

Single Room (USD$)

Double Room (USD$)

Mercure São Paulo Berrini

3 Rua Sansão Alves dos Santos, 373, Brooklin

339 359 212 224

La Guardia Hotel 3 Rua Peixoto Gomide, 154, Consolação

140 170 88 106

Mercure São Paulo Vila Olimpia

3 Rua Santa Justina, 210, Itaim Bibi

280 305 175 191

Mercure Apartments São Paulo Times Square

3 Avenida dos Jamaris, 100, Moema

269 289 168 181

Mercure Apartments Sao Paulo Moema

3 Avenida Lavandisca, 365, Moema

259 329 162 206

Mercure Apartments Sao Paulo Privilege

3 Avenida Macuco, 579, Moema

289 438 181 274

IBIS Paulista 3 Av Paulista 2355, Jardins

199 220 124 138

IBIS Morumbi 3 Av Roque Petroni Jr, 800, Morumbi

165 200 103 125

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

Record high °C (°F) 29.3

(84.7)

33

(91)

37.4

(99.3)

34.4

(93.9)

37.4

(99.3)

Average high °C (°F) 21.8

(71.2)

23.3

(73.9)

23.9

(75)

24.7

(76.5)

24.5

(76.1)

Daily mean °C (°F) 15.8

(60.4)

17.1

(62.8)

17.8

(64)

19

(66)

18.5

(65.3)

Average low °C (°F) 11.7

(53.1)

12.8

(55)

13.9

(57)

15.3

(59.5)

14.5

(58.1)

Record low °C (°F) 0.2

(32.4)

‐2.2

(28)

2.1

(35.8)

4.2

(39.6)

‐2.2

(28)

Precipitation mm (inches) 40

(1.57)

30

(1.18)

70

(2.76)

130

(5.12)

1,460

(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


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


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


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.


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)


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


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.


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.


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.


iv. The copyright of the Proceedings shall be held jointly between the publisher (as appropriate), the

host Society and IMIA.


v. Proceedings Royalties

1. That IMIA receives 10% royalties on the sale of Congress proceedings at the congress and

for the calendar year following.


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.


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.


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


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.


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.


3. PART III – Tentative Budget Proposal (Summary)

1 USD$ = 1.60 BRL$ (Brazilian Reais)

Participants: 1,000

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

Medinfo 2015 ‐ Budget, Brazilian Bid

Assumptions:

ItemEstimate (BRL$) Estimate (USD$)

Detailed budget information is presented in Appendix I, as a PDF file.


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?pageid=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.


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)

As mentioned in the main document body, it is impossible to get government support commitment so far in advance. History shows, however, that research agencies and government bodies have indeed provided significant support to Health Informatics meetings in the last 10 years, especially the international ones, as Medinfo.

Ministry of Health (USD$ 75,000.00)

Fapesp – São Paulo State Research Agency (USD$ 37,500);

Finep (Federal Research Agency) (USD$ 37,500.00);

São Paulo City Dept of Health (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 financial support – documents in attach).

SUEIIDISS and HL7, Uruguay

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.


Part II: Requirements and obligations

Funds budgeted for SPC and EC (excluding

printing costs) USD$ 95,000.00 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


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 milestonessuch 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.


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

(number of participants needed) Break‐even: Budget: 770

Optimal: 1,000 (and expected)

Costs Fixed costs: USD$ 300,000

Cost/participant: USD$ 300

Exhibition and other revenues

NB.: We have estimated a smaller Exhibition

Hall (300 m2)

Break‐even: 150 sq m (50%)

150 sq m: USD$ 105,000

Revenue at 1,600 participants, ~2000 sq m, (excl.

VAT)

NB.: We have estimated a smaller Exhibition

Hall (300 m2)

Revenue: USD$ 2,120,000.00

Expenses: USD$ 1,850.000,00

Profit: USD$ 480,000

IMIA Revenue: USD$ 210,000

Profit per participant USD$ 300

Result

For 800 participants

for 1000 participants






Profit: USD$ 116,000 – IMIA Share USD$ 106,000







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.


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* hotel + early registration) USD$ 1,680 + 1,300 + 900 = 2,880

Budget from Tokyo (economy travel+6 days in 4*hotel + early registration) USD$ 2,515 + 1,300 + 900 = 4,715

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.


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.

medinfo 2015 brazilian bid - v21€¦ · education and professional training director – renato m....

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