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Venue Selection Process for the Annual Meeting 2023

DEADLINE FOR APPLICATIONS: 31st July 2019

The European Society for Blood and Marrow Transplantation invites EBMT members to submit Expressions of Interest to Bid for hosting the upcoming 49th EBMT Annual Meeting that will take place in 2023. The Annual Meeting will include:

49th Meeting of the Physicians
39th Meeting of the EBMT Nurses Group
22nd Meeting of the Data Management Group
17th EBMT Patient, Family and Donor Day (PFD) (on Sunday)
15th Meeting of the Quality Management Group
12th Cell Therapy Day
12th Paediatrics Day
8th Pharmacists Day
7th Psy Day
5th Transplant Coordinators Day

Outlined below is important information about the Annual Meeting and the application process. 

The EBMT Annual Meeting is the society’s key activity in terms of scientific networking. It is also the primary source of revenue to support the EBMT studies, registry, educational activities including the Annual Meeting and accreditation (JACIE). Thus, the EBMT together with the local organising committee bear the financial and organisational responsibilities of the Annual Meeting. Maximisation of profit is therefore an important strategic goal, but this must be balanced by other key objectives:

  • Deliver a successful and sustainable Annual Meeting that is accessible and relevant to the delegates (and the EBMT community at large).
  • Foster a long-term collaborative relationship with industry sponsors.
  • Promote transparency and accountability to members and delegates.

Important note

The information below reflects the reality of the European Society for Blood and Marrow Transplantation as it stands now in June 2019, but does not reflect any possible changes to the society that we are currently unaware of. Please note that EBMT is in a process of in-housing the organization of the Annual Meeting Congress. Thus, the EBMT Executive Office will manage all the aspects of the meeting. However, it should be taken into account that some organizational activities may be outsourced and provided by external companies. The Board reserves the right to change the organization or the conditions / requirements to hold an EBMT Annual Meeting.  Decisions are made during Board Meetings and candidates considering hosting EBMT’s Annual Meeting will be informed accordingly, including any possible changes and subsequent impact.

Description

Frequency Annual
Time of year End of March/1st week of April (it should not be scheduled during the Easter holiday, i.e. weeks containing Good Friday & Easter Monday) anytime from 15th March (earliest start date) to 15th April (latest end date).
Venue European City with capacity to host meeting
Official language English
Selection of venue By EBMT Board (based on evaluation of bids satisfying pre-defined criteria by EBMT Executive Office)
Duration Sunday to Wednesday (3 ½ days)
Patient, Family and Donor Day Sunday
Board & WP meetings Saturday & Monday to Wednesday
Industry Symposia Sunday
Nurses Pre-Meeting Sunday
Exhibition build-up Thursday to Saturday (3 days)
Exhibition dismantling Tuesday evening or Wednesday whole day
Group registration Saturday afternoon

Timing

Timing for EBMT 2023 Venue Selection Process:
June 2019 - January 2020

TIMELINE
ACTION
RESPONSIBLE
ADDRESSEE
20 Jun 2019

Announcement of “Invitation to Bid” (including deadlines)

EBMT Executive Office EBMT Members
31 Jul 2019 Submission of “Expression of Interest to Bid” Document for the EBMT Annual Meeting Prospective Congress President EBMT Executive Office
07 Aug 2019

Mailing of any relevant supporting documents (eg. venue brochures) 

Prospective Congress President
Prospective Congress Venue
EBMT Executive Office
Aug 2019 Conference call (if necessary) EBMT Executive Office Prospective Congress President
Prospective Congress Venue
Aug 2019

Pre-Selection of a maximum of 4 candidates
Final Phase Evaluation

EBMT Executive Office EBMT Executive Committee
30 Aug 2019 Invitation to proceed with the bidding process EBMT Executive Office Prospective Congress President
Prospective Congress Venue
27 Sep 2019 Submission Deadline for “Complete Bid Document” Prospective Congress President
Prospective Congress Venue
EBMT Executive Office
Oct 2019 Evaluation of Bids – during the Board Meeting
Site visits if necessary
EBMT Executive Office Prospective Congress President
Prospective Congress Venue
Nov 2019 Presentation of Preliminary Recommendations EBMT Executive Office EBMT Executive Committee

Jan 2020

(Board Meeting)

Presentation & recommendation for Final Decision 

EBMT Executive Office

Prospective Congress President and / or Congress Venue
EBMT Board

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