Society for Simulation in Healthcare (SSH)

SimOps Regional Education Conference

Request for Host Site Proposals

Summer 2023 and 2024

Profile of the Society for Simulation in Healthcare

The Society for Simulation in Healthcare (www.ssih.org) is a 501(c)3 organization with over 4,000 members. The membership includes physicians, nurses, allied health and paramedical personnel, researchers, educators, and simulation operations specialists from around the globe.

Mission: The Society for Simulation in Healthcare

• Serves our members by fostering education, professional development, and the advancement of research and innovation

• Promotes the profession of healthcare simulation through standards and ethics

• Champions healthcare simulation through advocating, sharing, facilitating, and collaborating

Purposes

The Society is organized exclusively for charitable, educational, and scientific purposes under Section 501(c)3 of the Internal Revenue Code or corresponding section of future federal tax code. The purpose of the Society for Simulation in Healthcare is to serve a global community of practice enhancing the quality of healthcare.

Description of SSH SimOps Regional Education Conference

The SSH SimOps Regional Education Conference is focused on providing education and training to healthcare simulation professionals engaged in the operational technologies and management of healthcare simulation. The conference is aimed at providing attendees with a comprehensive menu of basic to advanced levels of integration of simulation technology and information to further develop technological and operational advances within a simulation program. The program proposes a variety of engaging sessions that include keynote and large group presentations, interactive workshops, and technology specific workshops aimed at providing specific, immersive education and training.

The SSH SimOps Regional Education Conference is a be a two-day meeting held in the United States, with the option for preconference courses, that offers educational content as well as interactive training on different platforms. The SSH Simulation Operations Technology Section (SOTS) has identified a need for simulation technology-specific education and training that is accessible and affordable to simulation technologists in targeted US regions. Content development is tailored to meet the needs of this population.

Reason for RFP

Based on the desire to take a balanced approach to building a strong program that considers realistic expectations and value, SSH believes partnership with local US simulation centers allows the opportunity to provide focused education to a targeted audience. The SSH SimOps Regional Education Conference provides quality educational and training benefits to the target population and geographic region while allowing for partnership with simulation programs across the United States.

Expectations of Each Party

Host Site

• Proposed host site must be located in the United States

• Host site to provide a SimOps Planning Team Co-chair designee to assist with content and logistical support.

• Host Site Planning Team Co-chair must maintain SSH membership throughout the planning process

• Host site must be able to provide a venue that includes a large conference room to support 250 participants and no less than eight (8) smaller workshop rooms and/or simulation rooms

• Host site must be able to provide an area large enough to accommodate a maximum of 25 commercial exhibitors

• Host site must be able to provide audio-visual equipment, live-streaming capabilities, internet availability, and on-site AV support

• Host site must be able to provide onsite staff to assist with technical and logistical needs during the conference

• Options for food and beverage at the facility must be available

• Options for local guest lodging near the host site is preferable

Society for Simulation in Healthcare

SSH will manage and support all facets of the meeting, including, but not limited to:

• Content development and selection

• Exhibit management

• Registration management

• Planning support

• Event marketing

• Presenter communication

• Payment of all conference food & beverage expenses

• Complimentary SimOps meeting registration for host site employees (up to 25)

• SSH staff support for onsite registration, exhibition management, presenters, and social events and activities.

Both parties will build the meeting through regular weekly planning meetings beginning with the Planning Team Co-chairs are selected.

Selection Criteria

Each submission will be reviewed to determine the ability of the proposed center applicant to best meet the needs of SimOps 2023 and 2024 The following criteria will be considered when determining “best fit” for SimOps Host Site facilities:

• Priority consideration to SSH-accredited programs

• Geographic location and rotation, to maximize reach to simulation professionals across the United States

• Facility capacity, layout and design impact on flow and effectiveness of the meeting

• Ease of transport to and from the venue

• Potential for enhanced educational offerings, specific to host site resources and capabilities

• Potential to achieve a break-even financial outcome

Proposal Submission

Please submit your proposal via email to Christina Tenorio with the following information:

1. Full name, location and address of facility

2. Names and resumes of the individual(s) who will be working with SSH as site planner(s) and able to commit to weekly conference calls

3. Available dates between June 1 and August 31, 2023 or June 1 – August 31, 2024 to host a 3-day conference (NOT including set up or tear-down). A Wednesday to Friday, or Thursday to Saturday pattern has proven most convenient for SimOps attendees.

4. Map/floorplan and photos of the center

5. Years in operation

6. Capacity of large general session room (minimum 250 seats)

7. Size and number of breakout and simulation rooms (of varying capacities, minimum 8 breakout/simulation rooms for a total capacity of 200 per session)

8. Common areas to be used for exhibitors, registration etc.

9. Available AV equipment, live streaming capabilities, internet availability and AV support personnel to assist during the meeting

10. Number and types of simulators available (e.g. manikins, virtual reality, task trainers, etc.) available for use during the conference

11. Number and roles of staff available to assist during the conference

12. Center Accreditation by whom and expiration date (if applicable)

13. Catering and food and beverage options – include menus and pricing

14. Hotel options and the proximity to the conference center

15. Parking options – include fees

16. Experience in hosting conferences

17. Policies or requirements for exhibitors

18. Possible opportunities for Joint Sponsorship with regional/state alliances and collaboratives

19. Competing conferences anticipated at or near the facility. If your RFP is accepted, it is with the understanding that no additional competing simulation or educational conferences be scheduled at your facility 30 days before or after the dates you propose for SimOps

20. Willingness to host simulation center tours before, during or after conference hours

21. Summarize the benefits your program can offer to the simulation community through a partnership with SSH and why your program is the “best fit” for SimOps 2023/24!

To Apply

All completed applications are due via email to Christina Tenorio by April 1, 2022:

Christina Tenorio

Educational Program Coordinator

Continuing Education Office

Society for Simulation in Healthcare

ctenorio@ssih.org

Questions:

Please contact the SSH Educational Regional Events Coordinator, Christina Tenorio

Email: ctenorio@ssih.org

Business Office: 866-730-612