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Venue Selection Process for the Annual Meeting 2025

Deadline for applications: 28th July 2021

The EBMT invites EBMT members to submit Expressions of Interest to Bid for hosting the upcoming 51st EBMT Annual Meeting that will take place in 2025. The Annual Meeting will include:

51st Meeting of the Physicians,
41st Meeting of the EBMT Nurses Group,
24th Meeting of the Data Management Group,
19th EBMT Patient, Family and Donor Day (PFD),
17th Meeting of the Quality Management Group,
14th Cell Therapy Day,
14th Paediatrics Day,
10th Pharmacists Day,
9th Psy Day
7th Transplant and Search Coordinators Day
6th Multi-stakeholder Forum on Innovative Cellular Therapies
5th Lab Technicians Day
4th Trainee’s 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 EBMT as it stands now in June 2021, and does not reflect any possible or eventual changes of the society we are not aware of currently. EBMT is in a process of evolution; transitioning the Annual Meeting first from in-person to fully virtual, and now to a hybrid meeting with both in-person and virtual components as we navigate the coronavirus pandemic.

It is of the utmost importance that the conditions of the bids reflect the flexibility that is needed in the coming transitional years. The flexibility and city/venue support offered will be regarded as key points of consideration for successful bid candidates.

Only candidates whose bids include strategic proposals for risk reduction and favourable adaptability to changing conditions with the future impact of COVID-19 and/or analogous pandemics in mind will be considered.

The Board reserves the right to change the organisation or the conditions / requirements to hold the EBMT Annual Meeting. Decisions are made during Board Meetings and candidates considering hosting EBMT Annual Meeting will be informed accordingly including any possible changes and their impact.

Description

Frequency Annual
Time of year End of March/beginning 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 in the venue; possibility of extension of meeting dates for virtual program content)
Industry Symposia Sunday
Exhibition build-up Thursday to Saturday (3 days) 
Exhibition dismantling Tuesday evening or Wednesday whole day
Group badge pick up Saturday afternoon

Timing

Timing for EBMT Annual Meeting Venue Selection Process June 2021 - October 2021

TIMELINE
ACTION
RESPONSIBLE
ADDRESSEE
21 Jun 2021

Announcement of “Invitation to Bid” (including deadlines)

EBMT Executive Office EBMT Members
28 Jul 2021 Submission of “Expression of Interest to Bid” Document for the EBMT Annual Meeting Prospective Congress President EBMT Executive Office
06 Aug 2021

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

Prospective Congress President
Prospective Congress Venue
EBMT Executive Office
Aug 2021 Conference call (if necessary) EBMT Executive Office Prospective Congress President
Prospective Congress Venue
Aug 2021

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

EBMT Executive Office EBMT Executive Committee
31 Aug 2021 Invitation to proceed with the bidding process EBMT Executive Office Prospective Congress President
Prospective Congress Venue
15 Sep 2021 Submission Deadline for “Complete Bid Document”
Site visits if necessary
Prospective Congress President
Prospective Congress Venue
EBMT Executive Office
Oct 2021 Evaluation and Presentation of Bids – Final Decision During the Board Meeting EBMT Executive Office Prospective Congress President and/or Congress Venue