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Status report IHE World Summit Status report 2013-06-13

The IHE World Summit 2013 achieved its goals of stimulating communication, fostering a sense of community, and creating a positive environment for participants. Feedback was overwhelmingly positive, with a high level of engagement among attendees. Lessons learned from the event include the importance of maintaining the event's character, the success of the panel and developer tracks, and the need for continued filming of sessions. Further tasks include completing video production, resolving website issues, and analyzing session recordings for feedback.

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Status report IHE World Summit Status report 2013-06-13

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  1. Status reportIHE World SummitStatus report 2013-06-13 Jürgen Brandstätter

  2. Organization • Overall Coordination • Jürgen Brandstätter • Graphics, Layouts, Website • CentoCento • Eventsite androomreservations, onsitelogistics • EtixTravel • Video production • Peter Vancura • T-Shirt manufactoring • IT-Shirt • Financeoperations • IHE-Europe • Sponsors • IHE-Europe, HIMSS/RSNA • Tiani-Spirit • University of Applied Sciences Vienna • Mohawk College • Summarized in the Google Doc: • https://docs.google.com/spreadsheet/ccc?key=0AvX1o6MNLYMHdGZXMERCUEJsa2ZXMmtzdTN0cTUzS2c

  3. Event Location • Haliç Congress Center • Sütlüce Mah. Eski Karaağaç Cad. • 34445 Beyoğlu, İstanbul / TURKEY • http://www.haliccc.com

  4. Hotel • Lares Park Taksim • Topçu Caddesi,No.23 • Taksim,İstanbul / TURKEY • http://www.laresparktaksim.com

  5. Website • www.ihe.net/worldsummit • Long responsetimesatembeddingofwebsiteinto ihe.net • Alternative: www.iheworldsummit.net • Currently registered byand on Jürgen Brandstätter • Shallbetransferredto IHE • Open Source CMS Drupal • https://drupal.org • Layout of Website goodenough • but hastobeimprovedsignificantly • looks a bithome-made • DisadvantagesofDrupal: • All changeshavetobemadebyCentoCento • Upload offilesverycomplicated • Website gothackedrecently, repair in progress • Layoutingerrors • CentoCento • Response time verygood, verycommitted • CentoCentomorefocused on marketingandlayouting

  6. Layout andevent material • Flyer • Sponsoredandmadeby IHE-NL • Website layout • CreatedbyCentoCento, verygooddrafts • Layout decisionbyDoodle • Badges, Rollups, Signs, NotepadsandBags • CreatedbyCentoCento, verygoodlayout • PassedtoEtixTravelforprinting • Participantlist, Logistics info, T-Shirt ordering • Createdby Jürgen Brandstätter • PassedtoEtixTravelforprinting • Video production • Createdby Peter Vancura • A) Image/Promotion Video, about 4-6 min • B) Filmedsessionsfor offline viewing • Bothpublished on websitefordownloadand/or YouTube

  7. Program, Tue 16th

  8. Program, Wed 17th

  9. Program, Thu 18th

  10. Speakers

  11. Speakers

  12. Speakers

  13. Speakers

  14. Participants • Countries total: 22 • Participants total: 81(estimated 70-100) • w/ Spouses: 6(7%) • w/ Hotel: 57(70%) • w/ Regular booking: 31 (54%) • w/ Extentedstay: 26 (46%) • w/ Sightseeing: 8(10%) • w/ T-Shirt: 13(16%) • Participantslist: http://www.iheworldsummit.net/?q=node/24

  15. Finance Total amountexpectedtogetlower, whenaccuratefiguresareavailable

  16. Event performanceandfeedback • General • Feedback ofparticipants was particularly positive withoutexception • The characteroftheevent „Summit“ (ratherthan „Working groupmeeting“ or „Congress“) achievedthedesiredgoals: • Stimulatecommunicationbetweenparticipants • Letthembecome an „IHE family“ • Makethemfeelgood • In factpeopleworkedextraodinarilyhardwithoutfeelingit • Amount of side-talks and sharing experiences among participants was very high • Participantprofile • 50% IHE Champions/Insiders • 40% New peoplewithsomeknowledge/interestabout IHE • 10% Totallynew (potential customers, etc.) • Hotel option was appreciated

  17. Event performanceandfeedback • Program • Panel track • In average16peoplemade a statement per panel!! • Verydisciplinedpanelistsandaudience, schedule was exactlymet • Developer track • Topic „Fromzeroto an tested IHE actor“ was a goodchoice • Mostlyunexperiencedattendies • Thisisgood in termsofrecruitingnewpeople! • Participationlow but participantssatisfiedwiththecourse • Socializing • Welcome dinner • People foundtheintroductionrounduseful • Boat trip • Althoughbadweatherfeedback positive

  18. Event performanceandfeedback

  19. Open tasks • Issue outstanding invoices • Andprocessincome • Completevideoproduction • Publishvideo • Finalizefinance • Finalizepaymentdevisionbetween IHE-Europe and HIMSS/RSNA • Website tasks • Solvehackerissue on website • Create a „Pastevents“ sectionandmovecurrentcontentinto • Create announcementfornextsummit • Create a placetoput all the material oftheevent • Currently on myserversonly • FTP? Wiki? • Review sessionrecordingsandanalyzecontent • Work out feedback/ideas/improvements/etc. for IHE

  20. Lessonslearned: Event • Event character • Keep it!Achievedthegoal! • Program • Keep thetwotracks (Panel, Developer) • Panel trackworksuntilabout 120 participants • Provedat WHO event • Success Stories shall be published in advance • Perhaps “pro-active survey” • Filmingofthesessionsimportant -> Supports discipline • Packages • Keep Hotel option • Keep SINGLE+SPOUSE package • Skip DOUBLE package (not usedat all) • Keep options (2 daysbefore/after sufficient) • Skip Sightseeing option • Pay Sightseeing onsite in cash • Beawareofspecialitiesofanykind • Longerstay, betterrooms, etc.

  21. Lessonslearned: Participants • Get IHE participants • IHE folkshavetobemotivatedforattendanceequallyas „normal“ participants • Usa all channelstoreachthem • Getparticipants via DeploymentCommittees • DeploymentCommittees must beenchoragedtorecruitparticipantsoftrheir countries • Austrian concept was verysuccessful (over 20 Austriansattheevent!) • Concept: Organize a tour groupandattendtheeventasgroup • Conceptand Template alreadysent out, but was not used • Getparticipantsof Liaison organizations • Activate theirrepresentatives • Activate high-rankedpersons • Try tousetheircommunicationchannelsto do marketing • Getotherparticipants • Do proper marketing

  22. Lessonslearned: Organization • Recommended Team • Overall coordination (effortstoohighforvolunteers) • Needs assistant • Marketing partner • Needs proper Communication channels • Currentoneshavetobeimprovedandundercontroloforganizationteam • Need proper mailinglists, newmedialikeLinkedIn/Facebook/etc. • Shallbeabletoissue press releases (internationally) • Financeoperationspartner • Choosecarefully! Mustbeclearthatitissubjecttomanagementbytheorganizingteam • Layouting/Material/Website partner • CentoCentogoodfor Layout and Conference material • Website couldbeimproved • Onsitepartnerfororganizinghotelandevent • Utmostimportanttohave a goodone

  23. Howtoproceed (Urgent) • Decide about next date of occurance • My recommendation: Annually -> next year about same time • Otherwise the momentum built up fades again • Choose location continent • My recommendation: North America • North America and Europe are the fittest IHE continents • Since it was in Europe now, it should be in North America next

  24. Howtoproceed (Urgent) • Chooselocation (if in North America) • Standalone • San Francisco (easierforAsians) • Boston (easierforEuropeans) • New York (Big Apple!, easierforEuropeans) • Alignedtootherevents • CAT in Chicago • No!!Chicago in Januaryis not theplaceyouwanttogoto • HIMSS in Orlando • Ifwe do it in parallel: Oureventhastolessglamour • Ifwe do itbeforeorafterwards: People don‘twanttostay • Others?

  25. Howtoproceed (Urgent) • Choose location (if in Europe) • Aligned to CAT EU 2014 in Vienna • April 7-11 • Very large congress center, lot of space • Professional organizing partner at hand • At the same time • ITI/PCC/QRPH/PHARM JWG • IHE Pharmacy/HL7 Pharmacy/ISO TC 215 WG6 JWG • Not yet confirmed • Disadvantage • Many IHE Champions onsite but unavailable, because busy in other IHE activities

  26. Thankyou Jürgen Brandstätter IHE Pharmacy co-chair / IHE International Board CodeWerk Software Services and Development GmbH j.brandstaetter@codewerk.at

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