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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
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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 (sbis_l@googlegroups.com – 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.
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
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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
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)
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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
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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.
Hotel Stars Address Single Room (BRL$)
Double Room (BRL$)
Single Room (USD$)
Double Room (USD$)
Transamérica Hotel
(special rates for congress participants)
5 Avenida das Nações Unidas, 18591, Santo Amaro
576 640 360 400
Tivoli São Paulo ‐ Mofarrej
5 Alameda Santos, 1437, Jardins
650 900 406 563
Sheraton São Paulo WTC Hotel
5 Av das Nações Unidas, 12559, Brooklin
600 900 400 550
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Hotel Stars Address Single Room (BRL$)
Double Room (BRL$)
Single Room (USD$)
Double Room (USD$)
Gran Estanplaza São Paulo
5 Rua Arizona, 1517, Brooklin
373 463 233 289
Meliá Jardim Europa 5 Rua João Cachoeira 107, Itaim Bibi
332 438 208 274
L'Hotel Porto Bay São Paulo
5 Alameda Campinas, 266
472 708 295 443
Grand Hyatt São Paulo 5 Avenida das Nações Unidas, 13301, Brooklin
800 975 500 609
Hilton Sao Paulo Morumbi
5 Av. das Nacoes Unidas, 12901, Brooklin
700 900 438 563
Estanplaza International
4 Rua Fernandes Moreira 1293, Chácara Santo Antônio
341 391 213 244
Blue Tree Towers Morumbi
4 Av. Roque Petroni Jr, 1000, Brooklin
354 393 221 245
InterCity Premium Nações Unidas
4 Rua Fernandes Moreira, 1371, Chácara Santo Antônio
332 384 207 240
Green Place Flat 4 Rua Dr. Diogo de Faria, 1201
205 225 128 141
The Landmark Residence
4 Alameda Jaú 1607, Cerqueira Cesar
245 345 153 216
Fortune Residence 4 Rua Haddock Lobo 804, Cerqueira Cesar
225 245 141 153
Novotel Sao Paulo Morumbi
4 Rua Ministro Nelson Hungria, 450
299 369 187 231
Bourbon Convention Ibirapuera
4 Avenida Ibirapuera, 2927, Moema
282 505 176 316
Matiz Manhattan 4 Rua Haddock Lobo, 867, Cerqueira Cesar
273 310 171 194
Central Park Flat Jardins
4 Al. Ministro Rocha Azevedo, 523, Cerqueira Cesar
284 361 178 226
Tryp Iguatemi 4 Rua Iguatemi 150, Itaim Bibi
279 334 174 209
Transamerica Prime International Plaza
4 Alameda Santos, 981, Jardins
287 317 179 198
The Capital GC Hotéis 4 Rua Tenente Negrão, 200, Itaim Bibi
240 500 150 313
Brazilian Health Informatics Association MedInfo 2015 Brazilian Bid | 18
Hotel Stars Address Single Room (BRL$)
Double Room (BRL$)
Single Room (USD$)
Double Room (USD$)
Golden Tulip Park Plaza
4 Alameda Lorena, 360, Jardins
240 400 150 250
Four Plus Trianon Paulista
4 Alameda Casa Branca, 355/363, Jardins
290 350 181 219
Estanplaza Paulista 4 Alameda Jaú 497, Jardins
267 333 167 208
Tryp Paulista 4 Rua Haddock Lobo 294, Consolação
500 300 313 188
Tryp Itaim 4 Rua Manuel Guedes 320, Itaim Bibi
235 329 147 206
Estanplaza Ibirapuera 4 Av. Jandira 501, Moema
250 305 156 191
Tsue The Palace Flat 4 Alameda dos Anapurus, 1661, Moema
239 260 149 163
Blue Tree Premium Faria Lima
4 Av Brigadeiro Faria Lima, 3989, Itaim Bibi
300 424 188 265
Estanplaza Berrini 4 Avenida Eng Luis Carlos Berrini, 853, Brooklin
213 329 133 206
Estanplaza Funchal‐Faria Lima
4 Rua Funchal, 281, Vila Olímpia
240 340 150 213
Clarion Faria Lima 4 Rua Jerônimo da Veiga, 248, Itaim Bibi
270 380 169 238
Quality Berrini 4 Rua Heinrich Hertz , 14, Brooklin
285 420 178 263
Marriott Executive Apartments Sao Paulo
4 Rua Professor Filadelfo Azevedo, 717 – Vila Nova Conceição
440 620 275 388
Tryp Nações Unidas 4 Rua Fernandes Moreira, 1264, Santo Amaro
257 341 161 213
IBIS Congonhas 4 Rua Baronesa de Bela Vista, 801
220 250 138 156
Mercure Sao Paulo Augusta
3 Rua Padre João Manuel, 202, Cerqueira Cesar
225 245 141 153
Mercure Apartments São Paulo Nações Unidas
3 Rua Manoelito de Ornellas, 104, Santo Amaro
249 309 156 193
Brazilian Health Informatics Association MedInfo 2015 Brazilian Bid | 19
Hotel Stars Address Single Room (BRL$)
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
Brazilian Health Informatics Association MedInfo 2015 Brazilian Bid | 20
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
Brazilian Health Informatics Association MedInfo 2015 Brazilian Bid | 21
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
Brazilian Health Informatics Association MedInfo 2015 Brazilian Bid | 22
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.
Brazilian Health Informatics Association MedInfo 2015 Brazilian Bid | 23
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)
Brazilian Health Informatics Association MedInfo 2015 Brazilian Bid | 24
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
Brazilian Health Informatics Association MedInfo 2015 Brazilian Bid | 25
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.
Brazilian Health Informatics Association MedInfo 2015 Brazilian Bid | 26
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.
Brazilian Health Informatics Association MedInfo 2015 Brazilian Bid | 27
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.
Brazilian Health Informatics Association MedInfo 2015 Brazilian Bid | 28
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.
Brazilian Health Informatics Association MedInfo 2015 Brazilian Bid | 29
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.
Brazilian Health Informatics Association MedInfo 2015 Brazilian Bid | 30
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
Brazilian Health Informatics Association MedInfo 2015 Brazilian Bid | 31
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.
Brazilian Health Informatics Association MedInfo 2015 Brazilian Bid | 32
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.
Brazilian Health Informatics Association MedInfo 2015 Brazilian Bid | 33
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.
Brazilian Health Informatics Association MedInfo 2015 Brazilian Bid | 34
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, president@sbis.org.br
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.
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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)
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.
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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
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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 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.
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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
(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
for 1200 participants
for 1400 participants
for 1600 participants
for 1800 participants
for 2000 participants
Profit: USD$ 116,000 – IMIA Share USD$ 106,000
Profit: USD$ 207,000 – IMIA Share USD$ 131,000
Profit: USD$ 298,000 – IMIA Share USD$ 157,000
Profit: USD$ 389,000 – IMIA Share USD$ 184,000
Profit: USD$ 479,000 – IMIA Share USD$ 210,000
Profit: USD$ 570,000 – IMIA Share USD$ 237,000
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* 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.
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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.