iHEA is interested in receiving expressions of interest from health economics research organizations to host the 2023 World Congress on Health Economics, for between 1,000 to 1,500 delegates. We particularly encourage proposals from regions of the world that have not yet hosted an iHEA congress.
It is important to note that local hosts will not be expected to take on logistics tasks, but will rather contribute by ensuring that the congress reflects the context within which it is held. This is achieved by:
· Recommending national and regional health economists to serve on the Scientific Committee which develops the congress program
· Contributing to identifying appropriate plenary speakers and in planning the plenary sessions
· Actively contributing to the pre-congress session program including by encouraging local and regional health economics groups to submit proposals for pre-congress sessions
· Recommending an appropriate venue, menus and entertainment for the main social event to allow delegates to experience the best of your country
· Ensuring the active involvement of students from local universities by hiring and managing students to assist during the congress (e.g. with onsite registration, assisting delegates in finding session venues, providing support to session chairs and presenters, etc.)
iHEA assumes financial responsibility for its congresses, prepares the budget based on contracted rates with local suppliers, ensures spending in line with the budget and arranges for auditing of revenue and expenditure. It also:
· Contracts with local venue, IT/AV, catering and other suppliers and undertakes all key congress logistics planning and implementation, working directly with a local convention center, conference hotel or university conference office
· Develops and maintains the congress website
· Establishes the Scientific Committee, manages abstract submission and review processes, compiles the program and prepares the online and mobile app programs
· Manages the pre-congress session program
· Manages the congress registration system, including collecting registration fees
· Communicates with abstract submitters and registered delegates, including providing invitation letters for visa applications
· Raises funds to support delegates in need from low- and middle-income countries and undertakes logistic arrangements for funded delegates
· Undertakes a post-congress evaluation and prepares a congress report
iHEA and the local hosts will jointly finalize key plans for the congress during a site visit well in advance of the congress.
The background information on iHEA congresses presented below indicates the key space, technology, catering and other requirements for the congress. We encourage local health economists to work with their national or city convention bureau or university conference office to prepare a proposal to host the congress. These proposals should be relatively brief (5-10 pages maximum) and should include the following information:
· A brief motivation on why you would like to host an iHEA congress – how would hosting the congress benefit the health economics community in your country and region
· Background information on the health economics institution(s) that would host the congress, including brief biographies (250 words maximum) of established health economics academics who would be able to contribute to the scientific program of the main congress and pre-congress programs
· Proposed venue for the congress (convention center, hotel with conferencing facilities or university), including a description of the available facilities, demonstrating how they meet the space and equipment requirements outlined below and confirmation of the availability of these venues during the congress period (Saturday to Wednesday, preferably in the second week in July – 8-12 July 2023)
· The number of delegates you would hope to attract to the congress given the venue capacity
· A brief overview of delegate accommodation options in close proximity to the congress venue (e.g. bed capacity and price range of nearby hotels; low-cost alternatives to large hotels)
· An indication of the proximity of the proposed congress venue to an international airport that has flights from and to a wide range of countries (please indicate which countries have direct flights to this airport)
· An assessment of any visa requirements for your country and whether or not congress delegates will experience difficulties in securing visas
· An indication of the costs of venues, IT/AV and catering (as described below) that will be incurred onsite for the main congress – you are not required to develop a detailed budget but rather to provide an estimate of these expenses
· An indication of national organizations that could be approached to contribute to funding the congress, and particularly the extent of funding support offered by national convention bureaus
· An indication of any significant risk factors that could affect the congress happening as proposed (e.g. factors that could result in the venue not being available, political factors, delegate safety concerns)
Please approach the iHEA Executive Director (firstname.lastname@example.org) to discuss your interest in submitting a proposal and to obtain additional guidance in preparing an proposal. Proposals should be submitted to email@example.com by February 14, 2020.
Background information on iHEA congresses
Congress attendees and timing
iHEA congress generally attract delegates from over 70 countries. The size of iHEA congresses has varied from around 1,200 to 1,800 delegates over the past decade, often influenced by the capacity of the facilities available in the host city. iHEA places emphasis on quality of the scientific content of the congress rather than size.
Congresses usually take place as near to the second week in July as possible. The main congress is held from Sunday evening to Wednesday, with pre-congress sessions on the Saturday and Sunday.
Space and equipment requirements
A range of potential venues would be considered, including conference centers, or large hotels with conferencing facilities or universities that are able to meet the space requirements. All parallel session rooms, poster display area and refreshment areas should preferably be within a single building, or in two buildings within close proximity of each other, and should have wheelchair access. Generally, iHEA congresses require the following:
Registration area: An area with space for on-site registration, and tables for a small number of exhibitors and on which university members can display brochures for delegates’ information.
Refreshments, lunch and poster display area: Space for refreshments and lunch to be served and for delegates to network during these breaks. It would be preferable if posters (minimum of 100 posters) can be displayed in the area where refreshments are served.
Plenary venue: Should be able to accommodate all delegates; the seating capacity of the venue available for plenary sessions usually determines the maximum registration capacity. The plenary venue should be in close proximity to the venue for parallel sessions, poster display and refreshment and lunch breaks.
Parallel session rooms: In general, at least 20 rooms, but preferably up to 25 rooms, with an average capacity of 50 to 80, are required. There should also be at least one larger room (with a capacity of 200+).
Computer laboratory/Speaker ready room: A room with several computers is required where delegates can load up their presentations for distribution to individual venues.
Office and meeting space: A room suitable for use by the organizing team should also be available, as well as a room where up to 20-25 people can meet.
Technology requirements: All plenary and parallel session venues should be equipped with a networked computer, data projector, screen and microphone(s). There should be the capacity for centralized internet distribution of Powerpoint and PDF files from the computer laboratory to individual parallel session rooms. There should also be high-speed wireless access to the internet for all congress delegates.
Food and beverage and social events
Mid-morning and mid-afternoon refreshments and lunch are provided to all delegates during the main congress. Depending on availability of funds, one or more social events may be held during the congress and generally includes an opening reception and an event on the Tuesday evening.
Securing sponsorships is important to assist in covering the costs of the congress and ensuring affordable registration fees. Local hosts play an important role in identifying organizations based in their country and region who are likely to be willing to assist in covering core congress costs, including social events.