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Call for Bid to Host HELINA 2019

The Board of the Pan African Health Informatics Association invites Health Informatics Associations in Africa to bid for HELINA 2019. The conference is expected to be held in the second half of the year, between September and November 2019.

Goals of HELINA 2019 Conference

The Annual HELINA Conference aims to:

  • To provide a venue for the promotion, assimilation and dissemination of intellectual knowledge to the African and international health informatics community
  • Promote research and innovation in digital health and sharing of findings from such studies as new evidence for the most effective solutions to health challenges
  • Promote the development and implementation of an African digital health strategy as well as the development of digital health policies in each African country
  • Showcase best practices in Health Informatics and its application in Africa
  • Highlight the role of Health Informatics applications for development in Africa
  • Foster the creation of networks between African Countries as well as digital health initiatives in Africa
  • Foster the development of Health Informatics – including Nursing Informatics – research and education in Africa.
  • Provide a platform for African and International Health Informatics experts to network, exchange ideas and initiate projects to meet global health challenges

CONFERENCE CONTENT

The Conference is usually a 5-day event which consists of:

  1. A Scientific programme
  2. Pre-conference tutorials and workshops
  3. Meetings and sessions of HELINA Working Groups and its members
  4. Vendor exhibition
  5. Social event

The Bid document should include:

  1. Profile of the bidding Society
  2. Proposed dates and location for HELINA 2019
  3. Proposed content, potential innovation, and potential sponsors for HELINA 2019
  4. Budget

The requirements provided below should guide the preparation of the Bid. 

 REQUIREMENTS

1-Location 

HELINA conferences usually attract 150 to 200 participants. While it is hoped that the numbers can be increased through various promotion and innovations, member societies are expected to identify conference facilities that can accommodate 150 – 250 persons. The facilities should have:

  • 1 plenary hall with capacity of about 200 persons
  • 2 meeting halls for parallel scientific sessions  with capacity of 100 – 150 persons each
  • Meeting rooms for use by Working Groups and other groups
  • Space for on-site registration
  • Exhibition space (at the meeting site, or in close proximity) including catering
  • Room / space for administrative activities

2-Technical Equipment

  • Standard audio-visual equipment in all session rooms
  • Availability of standard conference and workshop equipment e.g. Public Address (PA) system, slide projector, projection screen, printer, access to photocopy machine, Wi-Fi at the conference site.
  • Computer for administrative activities

3-Hotels

  • Hotels of different categories including budget hotels
  • Availability of medium and low-cost accommodation (including student dormitories). A distance between conference venue and hotels should be no more than 20 minute drive 

LOCAL ORGANIZING COMMITTEE  

The Local Organizing Committee (LOC) will be responsible for the organisation of the following aspects of the conference:

  • Involvement of local authorities such as the Ministry of Health, Ministry of Communication and Technology, and key institutions such as Universities, Hospitals, industry, international development partners, etc.
  • Meeting between key authorities and Board members
  • Identification of sponsors for the conference
  • Design of conference posters in collaboration with the Scientific Programme Committee (SPC)  
  • Address problems regarding visas for participants coming from different countries
  • Rent of the conference venue(s), including exhibition and social events
  •  
  • Responsibility for the tasks associated with ensuring that the conference runs smoothly, including at least: establishing media relations, developing regional contacts, encouraging participation in the conference, mobilizing volunteers etc.
  • Identifying potential local speakers for keynote addresses
  • Social program, for example conference party and/or other cultural events
  • Preparation and handling of sight-seeing tours (optional)
  • Arranging discount with hotels for conference participants
  • Production of paraphernalia (t-shirts, logos, souvenirs, etc.) for sale at the conference (optional)
  • Documenting flight schedules to facilitate pick-up and drop-off of participants at airports.
  • Recruitment of key members of the LOC and potential candidates for the co-chair of the Scientific Program Committee 
  • A revenue sharing agreement with HELINA which will be discussed and agreed on between HELINA and the member society

HELINA RESPONSIBLITIES

  • HELINA will provide letters of support to funding agencies under consideration by the member Society
  • HELINA will provide the conference registration and paper submission systems
  • HELINA will publish conference proceedings and papers
  • The SPC will work with the LOC to organize the scientific sessions
  • HELINA Working Groups will work with the LOC to organize the pre-conference events – tutorials and workshops 

BUDGET

The budget for the conference should show cost for the items below. Budget should be quoted in US dollars.

  • Registration fees
  • Conference facilities: 
    • Rental for 5 days
    • Technical equipment and support
    • Signs and decoration
    • Internet connection, Wi-Fi 
    • Exhibition space
    • Registration area
    • Housekeeping
  • Translation English/French translation (personnel and equipment)
  • Conference materials: 
    • Design of conference posters
  • Conference bag (including local information, maps etc.)
    • Printed materials such as posters and leaflets      
    • Conference program book
    • Conference Proceedings
    • Conference management system
  • Social events (opening and closing ceremony, reception, tourism programs)
  • Exhibition booths
  • Photography
  • Invitation and accommodation of HELINA Board members

DEADLINE FOR SUBMISSION

Bids, including all information requested in this call, should be received by the HELINA Board no later than 5th April, 2019 to board@helina-online.org

Enquiries can be sent to the same email address. 

d of the Pan African Health Informatics Association invites Health Informatics Associations in Africa to bid for HELINA 2019. The conference is expected to be held in the second half of the year, between September and November 2019.

Goals of HELINA 2019 Conference

The Annual HELINA Conference aims to:

  • To provide a venue for the promotion, assimilation and dissemination of intellectual knowledge to the African and international health informatics community
  • Promote research and innovation in digital health and sharing of findings from such studies as new evidence for the most effective solutions to health challenges
  • Promote the development and implementation of an African digital health strategy as well as the development of digital health policies in each African country
  • Showcase best practices in Health Informatics and its application in Africa
  • Highlight the role of Health Informatics applications for development in Africa
  •  
  • Foster the creation of networks between African Countries as well as digital health initiatives in Africa
  • Foster the development of Health Informatics – including Nursing Informatics – research and education in Africa.
  • Provide a platform for African and International Health Informatics experts to network, exchange ideas and initiate projects to meet global health challenges

CONFERENCE CONTENT

The Conference is usually a 5-day event which consists of:

  1. A Scientific programme
  2. Pre-conference tutorials and workshops
  3. Meetings and sessions of HELINA Working Groups and its members
  4. Vendor exhibition
  5. Social event

The Bid document should include:

  1. Profile of the bidding Society
  2. Proposed dates and location for HELINA 2019
  3. Proposed content, potential innovation, and potential sponsors for HELINA 2019
  4. Budget

The requirements provided below should guide the preparation of the Bid. 

 REQUIREMENTS

1-Location 

HELINA conferences usually attract 150 to 200 participants. While it is hoped that the numbers can be increased through various promotion and innovations, member societies are expected to identify conference facilities that can accommodate 150 – 250 persons. The facilities should have:

  • 1 plenary hall with capacity of about 200 persons
  • 2 meeting halls for parallel scientific sessions  with capacity of 100 – 150 persons each
  • Meeting rooms for use by Working Groups and other groups
  • Space for on-site registration
  • Exhibition space (at the meeting site, or in close proximity) including catering
  • Room / space for administrative activities

2-Technical Equipment

  • Standard audio-visual equipment in all session rooms
  • Availability of standard conference and workshop equipment e.g. Public Address (PA) system, slide projector, projection screen, printer, access to photocopy machine, Wi-Fi at the conference site.
  • Computer for administrative activities

3-Hotels

  • Hotels of different categories including budget hotels
  • Availability of medium and low-cost accommodation (including student dormitories). A distance between conference venue and hotels should be no more than 20 minute drive 

LOCAL ORGANIZING COMMITTEE  

The Local Organizing Committee (LOC) will be responsible for the organisation of the following aspects of the conference:

  • Involvement of local authorities such as the Ministry of Health, Ministry of Communication and Technology, and key institutions such as Universities, Hospitals, industry, international development partners, etc.
  • Meeting between key authorities and Board members
  • Identification of sponsors for the conference
  • Design of conference posters in collaboration with the Scientific Programme Committee (SPC)  
  • Address problems regarding visas for participants coming from different countries
  • Rent of the conference venue(s), including exhibition and social events
  •  
  • Responsibility for the tasks associated with ensuring that the conference runs smoothly, including at least: establishing media relations, developing regional contacts, encouraging participation in the conference, mobilizing volunteers etc.
  • Identifying potential local speakers for keynote addresses
  • Social program, for example conference party and/or other cultural events
  • Preparation and handling of sight-seeing tours (optional)
  • Arranging discount with hotels for conference participants
  • Production of paraphernalia (t-shirts, logos, souvenirs, etc.) for sale at the conference (optional)
  • Documenting flight schedules to facilitate pick-up and drop-off of participants at airports.
  • Recruitment of key members of the LOC and potential candidates for the co-chair of the Scientific Program Committee 
  • •       A revenue sharing agreement with HELINA which will be discussed and agreed on between HELINA and the member society

HELINA RESPONSIBLITIES

  • HELINA will provide letters of support to funding agencies under consideration by the member Society
  • HELINA will provide the conference registration and paper submission systems
  • HELINA will publish conference proceedings and papers
  • The SPC will work with the LOC to organize the scientific sessions
  • HELINA Working Groups will work with the LOC to organize the pre-conference events – tutorials and workshops 

BUDGET

The budget for the conference should show cost for the items below. Budget should be quoted in US dollars.

  • Registration fees
  • Conference facilities: 
    • Rental for 5 days
    • Technical equipment and support
    • Signs and decoration
    • Internet connection, Wi-Fi 
    • Exhibition space
    • Registration area
    • Housekeeping
  • Translation English/French translation (personnel and equipment)
  • Conference materials: 
    • Design of conference posters
  • Conference bag (including local information, maps etc.)
    • Printed materials such as posters and leaflets      
    • Conference program book
    • Conference Proceedings
    • Conference management system
  • Social events (opening and closing ceremony, reception, tourism programs)
  • Exhibition booths
  • Photography
  • Invitation and accommodation of HELINA Board members

DEADLINE FOR SUBMISSION

Bids, including all information requested in this call, should be received by the HELINA Board no later than 5th April, 2019 to board@helina-online.org

Enquiries can be sent to the same email address.