REQUEST FOR PROPOSAL for the organisation of the IHE ......IHE-EUROPE Connectathon ® RFP 6 In addition, the IHE National Initiative is invited to give all other information it judges

REQUEST FOR PROPOSAL

for the organisation of the

IHE-Europe Connectathon® 2021

September 2019 v1.0

IHE-EUROPE Connectathon® RFP 2

Table of contents

TABLE OF CONTENTS 2

INTRODUCTION 4

DEFINITIONS USED THROUGHOUT THE DOCUMENT 4

CONNECTATHON WEEK COORDINATION TASKFORCE 4

RFP PROCESS AND PRINCIPLES 5

CONNECTATHON MAIN AGENDA 7

IHE-EUROPE REQUIREMENTS FOR THE CONNECTATHON WEEK 7 REQUIREMENTS AND ADDITIONAL RECOMMENDATIONS 8

CONNECTATHON MAIN FLOOR REQUIREMENTS 10

VENUE 10 LOCATION REQUIREMENTS 10 DELIVERY 12 DELIVERY, PICK-UP AND STORAGE ROOM REQUIREMENTS 12 ROOMS 12 MAIN ROOM REQUIREMENTS 13 DEFINITION OF A SYSTEM 13 CONNECTATHON MEETING ROOM REQUIREMENTS 19 PARALLEL EVENT ROOM REQUIREMENTS 19 SERVER 20

RESPONSIBILITIES 21

CONTRACT MAPPING CHART 21 IHE NATIONAL INITIATIVE RESPONSIBILITIES 21 IHE-EUROPE RESPONSIBILITIES 25 OTHER RESPONSIBILITIES 25

OTHER INFORMATION 25

CONTACTS 25

CONNECTATHON ORGANISATION PROCESS 27


PROCESS OVERVIEW 27 CANDIDATURE AND CONTRACT PHASE (TENTATIVE) 28 CONNECTATHON ORGANISATION PHASE (TENTATIVE) 28 CONNECTATHON EXECUTION PHASE (TENTATIVE) 30 CONNECTATHON DEBRIEFING PHASE (TENTATIVE) 30

EXAMPLES 31

CONNECTATHON MAIN AGENDAS 31 2010 BORDEAUX 31 2011 PISA 32 2012 BERN 32 MAIN ROOM LAYOUTS 33 CONVENIENT SIZE 33 MINIMAL SIZE 34 NETWORK LAYOUTS 35 SPONSORSHIP RULES 36


Introduction Every year IHE-Europe organises the IHE Connectathon in one country in Europe. Such organisation is supported with that country’s IHE National Deployment Committee. National IHE Deployment Committees interested in supporting the organisation and management of the IHE-Europe Connectathon will be asked to submit their proposal in response based on this RFP.

This document contains the technical and organisational requirements that an IHE Deployment Committee shall follow in order to be awarded, and then execute, the organisation of the IHE-Europe Connectathon for the year 2021.

Definitions used throughout the document RFP – This Request for Proposal

CAT – Short for Connectathon

PAT – Short for Projectathon

National Initiative – National Deployment Committee

European Connectathon or European CAT – IHE-Europe Connectathon

Connectathon Week Coordination Taskforce In recent years, IHE-Europe has expanded its outreach activities during the CAT to include educational and communication events (e.g. IHE Symposium) and other ad-hoc meetings. The entire week of activities is referred to as “Connectathon Week” or “CAT Week.”

Due to the increased complexity of the global coordination of the CAT Week, IHE-Europe has established a coordination task-force for the CAT for the proper alignment and communication amongst the involved parties. The Connectathon Week Coordination Task Force (CWCTF) has 4 areas: 1) Area 1 covers testing activities, 2) Area 2 covers IHE-Europe events, 3) Area 3 covers the IHE National events, and 4) Area 4 covers other planned local events (see the below diagram).


The IHE National Initiative will need to designate coordinators for the events that fall under Area 3 and Area 4. For each of the planned Area 3 and Area 4 events, the coordinator will need to ensure rooms are set up to meet the events’ needs (size, audio/video, programmes, catering, and room set-up) and help coordinate the registration process. These Area 3 and 4 coordinators will also need to participate in bi-weekly CWCTF tcons starting in June 2020, attend the CAT week, and be actively engaged with both the event and facility contacts to ensure smooth implementation. Due to the potential amount of coordination work required as well as the difference in the relationships involved, it is strongly recommended that coordination of Area 3, coordination of Area 4 and CAT venue logistics coordination are not all undertaken by one single person. Area 3 coordinator should be member of the IHE National Initiative, Area 4 coordinator should be in close relationship with authorities (local or national) while CAT venue logistics coordination should be someone in close relationship with the local organizing team.

For more information on the CWCTF please refer to the IHE-Europe Internal Rules or contact the IHE-Europe MarCom chair.

RFP Process and Principles IHE-Europe will issue a call for candidates in June 2019. Prospected candidates shall submit their proposal according to the deadline set forth in the call. Such proposal should elaborate on all the principal requirements of this RFP. By submitting its proposal to IHE-Europe, the IHE National Initiative agrees to the terms of this RFP and warrants IHE-Europe that it meets this RFP’s requirements.


In addition, the IHE National Initiative is invited to give all other information it judges of relevance to add in its response: other actions, events, workshops, etc. that will take place at the same time as the CAT.

The key principles that IHE-Europe seeks to uphold in the organisation of the CAT is neutrality and fairness. The neutrality of the CAT towards the participating vendors is a key success factor of the IHE CAT. To prevent any conflict of interest, IHE-Europe has defined rules for the sponsorship of this event (see annex).

The IHE-Services Director, the CWCTF Coordinator and the IHE-Services Technical Project manager can be contacted for organisation details or questions that are possibly not addressed by this document.

Please submit your intention (short proposal) to respond to the proposal to the IHE-Europe Secretariat. An Expression of Interest should be submitted the latest on September 23, 2019, EOB, and presented briefly in the IHE-Europe Steering Committee teleconference on 2 October, 2019, 10:00 CET. The IHE-Europe Steering Committee will take its decision about venue and organiser for the CAT 2021 at its face to face autumn meeting beginning of November 2019 (see also chapter “Candidature and contract phase”), after having received the submission of the full proposals by October 17, 2019, EOB.

The full proposal should include a provisional budget that provides flexibility for the options and the number of participants. The budget should estimate costs for location, technical costs, personnel/organisational costs, catering, the social event, and other. The proposal should also show how much of the budget is expected to be covered by sponsorship. The proposal should also provide information on the benefits of the stated location, suitability of the proposed venue(s), and strategies that the IHE National Initiative will use to maximise the impact of the CAT week.

The indications below are estimates based on the organisation of previous CAT events. The definitive number of participating systems will not be known before the closing of registration for the CAT (usually in January of the CAT year. See also chapter “Connectathon Organisation phase”).

The number of systems is estimated between 80 to 110. However, the IHE National Initiative should be prepared for up to 150 systems. The estimate will be refined upon the end of the registration period when the information is available.


Connectathon floor at the Den Haag, 2018 IHE-Europe Connectathon

Connectathon main agenda The CAT week is traditionally planned in the spring, in the month of April (second half of April is preferred). Avoid the weeks that precede and follow Easter.

Choice of the dates: keep in mind that there are a lot of European and International events that can overlap with the dates of the CAT Week in the spring, e.g.: HIMSS exhibition (US), HL7 international meeting, CAR exhibition, EU eHealth Conference, and Easter…

The IHE National Initiative has the responsibility to support the logistics of the main agenda of the CAT week.

IHE-Europe requirements for the Connectathon Week Concerning the CAT Week, the IHE National Initiative is required to fulfil the following requirements:

• Participate regularly to the bi-weekly T-Cons of the CWCTF • Coordinate with IHE-Europe MarCom team via MarCom regular and event-specific

T-Cons. As such, IHE-Europe starts its publication/communication cycle for the CAT week in September preceding the CAT (e.g. for CAT 2021, it would be June 2020).

• Make arrangements for the CAT main floor (see below) with opening hours: from Monday to Friday: 8:00 a.m. – 6:30 p.m. (local time).

• Make arrangement for an IHE leadership meeting room (incl. internet access, beamer, screen, catering) for at least 35 people needed for IHE-Europe GA and SC meetings (one day in the CAT week from 8 a.m. – 5 p.m.). Usually on Monday but


need to be defined every year. Date will be fixed during IHE-Europe GA in fall of the year prior to the CAT.

• Make arrangements for two additional meeting rooms for IHE meetings and delegation meetings (about 15 people). These are needed during the entire week (incl. internet access, beamer, screen).

• Make arrangements for meeting rooms for any IHE National Initiative events (a IHE National Initiative responsibility)

• Make arrangements for a meeting room for the IHE-Europe Symposium event for up to 150 people (one day in the CAT week from 8 a.m. – 5 p.m.)

• A social event shall be organised on Thursday evening (preferred starting hour: 7 p.m.). The social event’s organisation is under complete control and budgeting of the IHE National Initiative.

• Make arrangements for a room for MarCom/IHE staff /Operational staff for up to 10 people from Sunday before CAT until Friday: 8:00 a.m. – 7:00 p.m. This room is reserved for day-to-day work during the CAT Week, including production of the News Pulse (NP) publication, base for photographer, base out of which IHE staff can operate and for planning activities, but also in part for breaks.

Requirements and additional recommendations Please consider the following recommendations and additional information concerning the agenda:

a) All events and sessions organised during the CAT Week shall have approval of IHE-Europe. This is needed to avoid conflict of interests, maintenance of neutrality and security, respect confidentiality of the participating vendors, avoid improper content or communication, and avoid misuse of the venue for activities not consistent with IHE-Europe mission, rules and conduct. IHE-Europe has the right to deny such approval based on the above points.

b) IHE key people are usually busy on Monday. So if you need one of these for your sessions keep this in mind during your planning phase.

c) IHE-Europe organises guided tours with the support of the IHE National Initiative. Publication in the CAT main agenda is required but no rooms or other infrastructure is needed.

d) Under the provision of the letter a) above, the IHE National Initiative has the responsibility to attract other working group meetings and manage parallel sessions, working group or workshops during CAT Week. Therefore, registration processes, registration deadlines, room reservations and costs for these sessions are under full control of the IHE National Initiative. The IHE National Initiative may offer the rooms at its own accounting for example to the following organisations (ask IHE-Europe for contacts):

a. EU Commission oriented project (i.e. H2020-PHC related projects, etc.) b. Other SDOs (e.g. DICOM, HL7) c. Other groups or projects, etc.

e) The IHE National Initiative has the responsibility for collecting information of technical requirements for these rooms (audio, video, internet, etc.…) and communicating it promptly to CWCTF.


f) The CWCTF needs to be informed of all sessions planned. g) The IHE National Initiative and IHE-Europe may jointly search to organise

other sessions at the CAT’s venue to increase the publicity of the event and the awareness of the local eHealth stakeholders. These other sessions are under full control of the IHE National Initiative, notwithstanding the CWCTF coordination activities and the provisions of letter a).

h) The IHE National Initiative must aware that the IHE/Conformity Assessment/CAT Logos are trademarks of IHE-Europe. Any use of the logo on marketing material, hand-outs, etc. must follow the trademark policy: https://www.ihe-europe.net/trademark-policy and should be done in coordination with IHE-Europe MarCom.

https://www.ihe-europe.net/trademark-policy


Connectathon Main Floor Requirements

Venue The venue must fulfil all the mentioned requirements in this document. There is a set of rooms needed for the IHE CAT, for IHE related parallel events and if confirmed also for the European Projects that will use the CAT for specific PAT test sessions. If the IHE National Initiative plans to offer other parallel events placed under its responsibility, the additional necessary rooms are directly managed by the IHE National Initiative.

Figure 1: Symbolized situation map for the CAT venue

Location requirements 1. Location Access

a. Convenient transportation up to the location of the CAT (train/plane/metro/other).

b. An international airport should be close to the venue. c. Local public transportation or a shuttle service available (from Hotels to

CAT). d. Please - where necessary and meaningful and whenever possible - provide

tickets for the usage of public transportation at the CAT city. 2. Lodging

... …

...

Main CAT room

Big parallel event roomMedium

parallel event room

Small parallel event

room 2

CAT informal / ad-hoc

meeting room

Catering

WiFiInternet 25~35

WiFiInternet 5~10

WiFiInternet 50~100

WiFiconnected

to CAT main room

WLAN

5~10 Registration Desk

about

35 -

about


a. Close-by lodging facilities and restaurants with a list of preferred hotels with their approximate distance in time and km to the CAT venue (a map of the city will be helpful).

b. Please negotiate with the hotels to get a special rate and to block at least 300 rooms up to the deadline of 4 weeks before the CAT. Note that many people will arrive on the preceding weekend. So reservation should be possible starting on Saturday night.

c. Please preserve a hotel for the monitors near to the venue and the restaurants. The room rate for the monitors should include free internet access and be under Euro 150 per night including taxes and breakfast.

3. Room Access a. All rooms of the location need to be easily accessible for the people and

equipment. b. All effort should be put to make sure people in wheelchairs can attend the

event, which, like all IHE events is all-inclusive, without any limitations. 4. Catering

a. Lunch i. Lunch is strictly on site, preferably but not mandatory in a different,

adjoining room and served as a buffet. ii. Make sure that all CAT participants/monitors are fully served

within 1 hour. iii. One can therefore consider separating the buffets for CAT

participants/monitors (for faster access) and parallel events participants.

iv. Provide various types of meals including at least one vegetarian menu each day.

v. During the registration period attendees will be asked to report any food intolerances and / or allergies.

vi. The opening hours of the lunch should be from 12.00 to 15.00. Because of turnover during this lunch period, the total number of seats available only needs to be around 65-70% of the number of CAT participants.

b. Beverages, snacks and coffee breaks


i. Drinks, coffee, cakes/cookies/bakery should be available for self-service between 10 a.m. to 5 p.m.

ii. Please provide still and sparkling water that participants can bring to

working tables or another equivalent solution 5. Telephone access

a. Mobile phone network coverage at the venue with 4G data access.

Delivery Deliveries should be accepted and stored during the week before the CAT and pick-ups should be possible during the CAT week (even on Friday afternoon). Delivery by transporter should be convenient.

Delivery, pick-up and storage room requirements 1. Storage room

a. Space for storage of boxes and delivery material is needed (about 30-50 m2). 2. Distance to the main room

a. The distance between the main room and the storage room should not be more than a 3-minute walk. If it is more, then the IHE National Initiative has to organise transportation at its own costs

b. One can also consider to store the delivery material in the main room (partitioning by a dividing wall or a fence is preferred)

3. Responsibility (Storage/Security) a. Notice that these boxes and delivery materials may contain valuable articles.

The reception and the storage of these materials is in the responsibility of the organising IHE National Initiative during the following time:

b. From the point of time of the delivery (the earliest on Friday/Saturday before the CAT) until the CAT’s opening hour on Monday morning.

c. From the CAT’s closing hour until the pick-up (the latest on Friday afternoon in the CAT week)

d. IHE National Initiative must provide a reference for the delivery’s reception and pick up. As a suggestion it can be useful to make available adhesive tape for packaging

e. If someone wants to deliver earlier or pick-up later he/she needs to organise another delivery or pick-up address him or herself.

Rooms The main CAT room is needed for the entire CAT Week. All other rooms shall be reserved based on demand and needs. Restrooms shall be easily accessible even from the main room, including disabled access.


Main room requirements Network installation and testing of the infrastructure shall take place before the beginning of the CAT. Generally, this takes place during the weekend preceding the event.

There should be enough time planned for the installation of the infrastructure: tables, power supply and networking. This is the responsibility of the IHE National Initiative.

Once network and power supply is available the installation of the CAT management tools can be started. Important: Internet connection and at least one LAN switch must be available for the CAT staff on the Sunday before the CAT at 9 a.m. Please keep in mind that the CAT staff needs to have access to the main room on the Sunday before the CAT week!

Definition of a System A “system” is defined by the following minimum requirements:

1 table (dimension usually 80 x 160 cm) 2 chairs 2 LAN connectors on the table (Ethernet patch cables; RJ45; 10/100/1000 Mbps) at least 3 electrical power slots on the table Power plug standard of the hosting country. Participants need to bring their own

power plug adapters

1. Size a. IHE Connectathon (CAT)

i. The IHE National Initiative is responsible to host at least a total number of 175 tables1 on a minimum space of 1,100 m2 in one single room.

ii. This room shall not be divided or split because participants often use sign-language or similar to communicate from one end of the room to the other.

iii. If the room is larger than 1,100 m2 then the IHE SC may decide to open the registration to more than 150 systems based on a proposal map created by the IHE National Initiative.

1 IHE CAT participants, staff and monitors. Add 30 tables for European Project PAT.


Registration closes when the maximum of systems has reached. The IHE National Initiative has no responsibility to host more than the defined maximum of systems. For reference the size of the room in Bochum was 3,000 m2, in Venice it was 1,200 m2.

b. Projectathons (PAT) – Usually 1 to 3, to be confirmed closer to the date i. One can consider hosting one or more PATs at the same time at the

venue of the IHE CAT. In this case there is additional space of 200 m2 for another 30 systems required. If there is enough space the PAT will be placed in the IHE CAT main room and the space dedicated to them must be protected by fences for privacy needs. Otherwise the PAT can be placed in a separate but single room. The separate room should be very close to the main CAT room because both events will share network and monitors.

2. No steps a. Some heavy equipment might be used during the CAT week and it is

necessary to be able to roll them into the room (no steps). 3. Door clearance

a. About 2m clearance for the doors (width of the door) is needed. If an elevator is to be used to access the floor, declare the capacity of the elevator

4. Elevators a. If one or more elevators need to be used to access the main room, declare the

maximum load and the door clearance of each elevator in the proposal. 5. Infrastructure and furniture

a. The final amount of infrastructure and furniture may be calculated:

𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇𝑇 𝑇𝑇𝑓𝑓 𝑠𝑠𝑠𝑠𝑠𝑠𝑇𝑇𝑠𝑠𝑠𝑠𝑠𝑠

⎩⎪⎨

⎪⎧�

𝑇𝑇𝑓𝑓 𝑟𝑟𝑠𝑠𝑟𝑟𝑟𝑟𝑠𝑠𝑇𝑇𝑠𝑠𝑟𝑟𝑠𝑠𝑟𝑟 𝐼𝐼𝐼𝐼𝐼𝐼 𝐶𝐶𝐶𝐶𝑇𝑇 𝑠𝑠𝑠𝑠𝑠𝑠𝑇𝑇𝑠𝑠𝑠𝑠# 𝑇𝑇𝑓𝑓 𝑇𝑇𝑟𝑟𝑟𝑟𝑟𝑟𝑇𝑇𝑟𝑟𝑇𝑇𝑎𝑎𝑇𝑇𝑇𝑇𝑇𝑇𝑠𝑠 𝑟𝑟𝑠𝑠𝑟𝑟𝑟𝑟𝑠𝑠𝑇𝑇𝑠𝑠𝑟𝑟𝑠𝑠𝑟𝑟 𝑝𝑝𝑇𝑇𝑟𝑟𝑇𝑇𝑟𝑟𝑝𝑝𝑟𝑟𝑝𝑝𝑇𝑇𝑎𝑎𝑇𝑇𝑠𝑠 2⁄

25 𝑠𝑠𝑠𝑠𝑠𝑠𝑇𝑇𝑠𝑠𝑠𝑠𝑠𝑠 𝑓𝑓𝑇𝑇𝑟𝑟 𝐶𝐶𝐶𝐶𝑇𝑇 𝑠𝑠𝑇𝑇𝑇𝑇𝑓𝑓𝑓𝑓 𝑇𝑇𝑎𝑎𝑟𝑟 𝑠𝑠𝑇𝑇𝑎𝑎𝑟𝑟𝑇𝑇𝑇𝑇𝑟𝑟𝑠𝑠

{30 𝑠𝑠𝑠𝑠𝑠𝑠𝑇𝑇𝑠𝑠𝑠𝑠𝑠𝑠 𝑓𝑓𝑇𝑇𝑟𝑟 𝑃𝑃𝐶𝐶𝑇𝑇}

Minimum set-up for IHE CAT and European Project PAT: 100 to 120 systems for IHE CAT

participants 110 to 130 tables 350 chairs, power and LAN drops

1 Network colour printer (A3/A4) with drivers


30 systems for European Project PAT participants 30 tables 60 chairs, power and LAN drops

25 tables for monitors (2 Monitors = 1 table) 25 tables 50 chairs, power and LAN drops

1 table for IHE CAT Staff (test-server and its master console = 1 system) 1 table 2 chairs, power and LAN drops

1 table for CAT participants Network Printer

b. Calculate reserves i. Patch cables and switch slots

The number of patch cables and also the number of slots on the switches need to be over-provisioned by 20 % to avoid participants connecting their own hubs!

ii. Tables and chairs It is convenient to have a number of reserved tables and chairs onsite. These might be used for ad-hoc meetings in the CAT’s main room or for separation of selected participants. Calculate about 15 tables and 40 chairs.

iii. Double cables Double very important cables to avoid re-cabling during the event in case of trouble!

6. Map of the room


Figure 2: Example symbolised map of the CAT main room for an IHE CAT combined with a PAT

Notice that the room might have another layout (wider or longer) but please place the monitors in the centre of the IHE CAT participant area. Important: The distance between the rows of tables must be more than the absolute minimum of 2m. A convenient distance is about 3m - 5m.

7. Security Securing room access is under the responsibility of the organising IHE National Initiative. Notice that valuable devices remain in the room during the off-hours.

8. Announcements a. One microphone and speakers for announcements to all people in the

whole room are needed b. A video projector and screen to display information to the participants is

needed. Need to plan a place (including power supply and VGA and HDMI cable to the projector and LAN connection) for the laptop that will be connected to the projector. IHE-Europe will provide the notebook. Make sure that all people in the room can easily view the screen!

9. Air conditioning a. Air-conditioning or at least good air circulating system is needed to evacuate

the heat of all the systems and people. 10. Power

a. 240 Volts supply for all systems is needed. Calculate an average of 1kW per system! Otherwise there is a risk of a blackout!

b. To be safe, one can consider separating the fuse of the networking devices from the system power supplies. That allows battery backed up devices (notebooks) to continue working on the network.

Space for epSOS projectathon

(participants and monitors) ~ 200 m2

Space for IHE CAT staff and monitors

~ 160 m2

Space for IHE CAT participants~ 420 m2

Space for IHE CAT participants~ 420 m2

Main CAT room


c. To be safe it is recommended to protect each line of tables with a safety thermovalve so as to limit to a single area a possible current overload

11. Network

Figure 3: Symbolised main room network environment

a. LAN i. High speed star-shaped2 Local Area Network (LAN:

Gigabit=1000/Mbps). ii. Switch(es) for up to~450 line3.

Fibre connection between the main network and the switches is recommended.

2 Series circuit of switches will be rejected by the technical project manager of IHE Europe. 3 Calculated for IHE CAT, European Project PAT and over-dimension to avoid participants installing their own network devices!

The picture can't be displayed. The picture can't be displayed.

LAN

WLAN

Internet

...…

~155 IHE systems~30 epSOS systems

...

Broadband Router

reserve cable

reserve cable


iii. Double cables between islands of table to avoid re-cabling of the network during the event in case of trouble.

b. WLAN / Wi-Fi

i. DHCP for all WLAN and LAN IP addresses. DHCP shall be configured to provide the LAN domain name and LAN DNS server.

ii. Access to the LAN as well as internet for dedicated networks mentioned below.

iii. Please make sure that there are sufficient hotspots as usually most of the participants and the monitors use their own mobile in addition to the wired devices.

iv. Dedicated WLAN networks access: 1. Monitors WLAN: A protected and for the monitors

dedicated Wireless Local Area Network is required. It should be provisioned (or use specified) for 50 monitors.

2. Participants WLAN: A protected Wireless Local Area Network is required. It should be dimensioned for 100% of the CAT participants.

3. Parallels events participants WLAN (recommended): Parallel events attract a very high number of participants (100-300 people) per day. In this case it is safer to create a separate WLAN guest,

c. Internet access i. High speed Internet access, dedicated for the CAT (minimum

100Mbps symmetric Up/Down). ii. High speed Internet access, dedicated to parallel events participants

(minimum 20Mbps Up/Down). d. Network dimensions

i. 1 subnet for Fixed IP addresses (1024 addresses). ii. 1 subnet for DHCP wired (1024 addresses).

iii. 1 subnet for DHCP wireless (1024 addresses). e. SSID

i. Needed are 2 SSID protected per password for CAT. ii. One is dedicated for the monitors and one is dedicated for the CAT

participants. iii. All subnets should “see” each other DHCP shall be configured to

provide the LAN domain name (ihe-europe.net) and LAN DNS server.

iv. Additional SSID for parallel events may be needed. f. Public IP Addresses

The picture can't be displayed.


i. There is need for a 4 public IP address, for people to access the CAT network from the internet at night and off-hours.

ii. Some testing conditions may require the need of a more public IP addresses.

iii. It is reasonable to think that no more than 16 public IP addresses will be needed.

iv. NAT is needed for those public IP addresses. The NAT for the Gazelle server requires forwarding the ports 22, 80, 8080, 5432.

v. If more than 4 public addresses are required, IHE-Europe will request those at least 2 weeks before the beginning of the event.

g. DNS configuration: DHCP should provide configuration with a default DNS Suffix: ihe-europe.net

12. Printer a. 1 network postscript colour printer is needed.

Drivers should be available for download. IHE-Europe will provide them to the CAT participants and the monitors on the intranet server. Printer should be accessible by printer.ihe-europe.net. Front-Desk needs to access the printer as well in order to support the side events and requests from participants like, printing of boarding passes. If the front desk cannot access the printer on the CAT floor or immediate vicinity, a second dedicated printer at the front desk may be needed.

Connectathon Meeting room requirements 1. Rationale

a. The CAT prompts a few side-meetings. In that context it is necessary that there is a meeting room not too far away from the CAT place for those meetings. One can consider integrating this meeting room in the CAT main room if there is enough space, but partitioning by a dividing wall would then be required.

2. Size a. The room should fit about 15 persons

3. Equipment a. The room should be equipped with power slots, a projector or large screen

for presentations and access to the participants WLAN.

Parallel event room requirements 1. Rationale

a. The CAT Week is used for many working group meetings and other parallel events because most of the eHealth VIPs are onsite.

2. Amount of rooms a. IHE-Europe requires a meeting room for one full day (see chapter “IHE-

Europe requirements for the Connectathon Week” on page 7). The IHE National Initiative is responsible for other room reservations (see chapter “Requirements and additional ” on page 7)

3. Size a. The size of the rooms is defined by the needs of the reservation.


4. Equipment a. The rooms should be equipped with power slots, Wi-Fi Internet access

and a video projector. 5. MarCom/IHE Staff Room

a. There needs to be a room available for IHE staff to use both before, during and after the CAT. It ideally needs natural light, heating, ventilation and preferably air-conditioning and space for up to 10 people to work, so tables and 15/20 chairs are needed. Plus space for secure storage of equipment – cameras, computers etc.

b. It must be no more than 1 - 200 metres from the CAT itself and must be fully equipped with the same spec internet access as the CAT room itself.

c. It needs to be easily accessible but discrete from the CAT floor although on the same level.

d. It will house the network printer referred to earlier. e. It will be used for planning, staff relaxation, producing News Pulses,

handling digital images / photography and having small 2-4 person internal informal meetings.

6. IHE Symposium room a. This event requires a particular set-up that will be defined during the

period of organization. However, it will need to be a room able to accommodate about 150 participants and with a table or stage dedicated to the speakers. Microphones for the speakers and one / two wireless microphones will be required. Windows will be required. Videoconferencing will be hosted.

Server 1. Rationale

The server that fulfils all hardware and software requirements is provided by IHE-Europe. It will be shipped on-site in advance and will need to be stored in a safe place.


Responsibilities

Contract Mapping Chart

Figure 4: contract situation (note: epSOS is an example of PAT. Other PATs may be proposed for CAT 2021)

IHE National Initiative Responsibilities 1. Organising Committee and responsible contacts

a. Set up an Organising Committee and declare one administrative contact, one marketing contact and one technical contact to IHE-Europe. Only one contact please!

b. These 3 contacts play the role of proxy between the IHE National Initiative and IHE-Europe.

c. The IHE National Initiative should designate a marketing contact to participate in CAT MarCom meetings and a CWCTF Area 3/4 coordinator to participate in CWCTF meetings.

d. All events and sessions organised during the CAT Week shall have approval of IHE-Europe. This is needed to avoid conflict of interests, maintenance of neutrality and security, respect confidentiality of the participating vendors, avoid improper content or communication, avoid misuse of the venue for activities not consistent with IHE-Europe mission, rules and conduct. IHE-Europe has the right to deny such approval based on the above points.

Registration and payment of fees

Recruitment and payment of expenses(No payment of hours

or other services)Payment to be negotiated

CAT/PAT organisation

CAT particpant

CAT monitorNational IHE

initiative

CAT sponsors

External local companies

Side event provider

Side event participant

Financing incl. deficit guarantee

Publicity- on place

- on the Website- in the invitation flyer

Contract for services(network, security,

hostesses, catering, …)

Registration and payment of fees

(if applicable)

Offer for rooms

Payment for the rooms

IHE Europe

epSOSep

Negotiation for epSOS Projectathon

Social event particpant

Payment of 15 €Providing a social

evening event


2. Sponsoring a. Provide the names of the sponsors to IHE-Europe to avoid CAT participants

acting as sponsors. b. Keep in mind that IHE-Europe may refuse sponsors (see above and attached

policy/rules for this restriction). 3. Insurance

a. Purchase insurance that covers both injury and damage to equipment (including flood and fire) during the CAT week. The minimum coverage shall be 2.5 million in aggregate.

4. Local Connectathon organisation a. Contact with local providers (hotels, congress centres, catering, networking,

security …) b. Management and publication of the CAT main agenda (see chapter

“Connectathon main agenda” on page 7) c. Provide content and update the website d. Provide the required infrastructure described (see chapter “


e. Connectathon Main Floor Requirements” starting on page 7) 5. Badges

A facility needs to be available on site for printing badges to provide each person entering the CAT venue with a badge. The Technical Project Manager will provide the names of the registered persons for CAT staff, CAT participants and CAT monitors. The badge colours represent the type of registration. The design needs to be agreed upon with IHE-Europe MarCom. Consider that a person may have registered for multiple types of registration. Types of registration, e.g.:

a. CAT staff b. CAT participant c. CAT monitor d. European Project PAT participant (if confirmed) e. Symposium participant f. Side event participant (different badges for different events) g. VIP guest h. IHE-Europe member

6. System signs Provide signs to denote a system for easy location of the desired table. Also provide signs to locate the desired table row. IHE-Europe provide info, size The A3

a. System Signs contain Table identification (e.g. A13) Gazelle system identification (e.g. MOD_SIEMENS_1) Product name (e.g. MAMMOMAT Inspiration) Vendor (e.g. Siemens)

b. Table row signs contain Letter of the table row (e.g. D)

7. Poster of the room layout

Provide a poster of the room layout with a minimum size of A0. IHE-Europe will provide the file.

The design needs to be agreed upon with IHE-Europe MarCom 8. Monitor T-shirts

Provide 2 T-Shirts for each monitor registered. Choice of bright colours for easily identifying the monitors. European Project (if needed) and IHE monitors T-shirts colour shall be different.

The design needs to be agreed upon with IHE-Europe MarCom 9. Organising Team


Identifying the organising team by providing T-shirts of a unique colour is appreciated. It removes an unnecessary burden on the CAT technical team since participants can then easily identify them.

10. Paper Notepad and Pens Provide paper note pad and pens for at least the monitors.

11. Staff a. Hostesses

Welcome desk for reception of participants and distribution of badges. Coordination of other meetings that may take place during the CAT. Opening hours of the CAT/PAT reception: Monday: 8 a.m. – 1 p.m. Other requirements depend on the side events and can therefore not be defined here. For the IHE Symposium a dedicated person is required to check the entrances to the hall as it is a private event We recommend arranging the registration according to “company name”. As many participants arrive in groups of colleagues this procedure should straighten out the registration process during the peak hours. Besides it makes sense to split the registration desk in different parts of the alphabet (e.g. A – E, F – J, K – O etc.). Besides the alphabetically allocation, different desks for the IHE-Europe boards, monitors, speakers of side events etc. could be installed. These orders (company name, alphabetical sequence) should be widely visible so that the participants can queue up in the right line.

b. Technical staff Call service: In case of any power or network related troubles there should be at least 1 technician onsite within 15 Minutes after the call. Staff to help installation of the rooms (preparation of the CAT and also during the meetings in case of troubles).

c. Security staff Staff to prevent unauthorized people entering the rooms.

i. During opening hours: permanent control. ii. During off-hours: to be defined by the national initiative. Please keep

in mind that there is valuable material in the room. The national initiative takes full responsibility in case of theft or damage.

iii. Other security aspects linked to the location: under the responsibility of the IHE National Initiative.

12. Social event Organisation of social event during the CAT (Suggested budget: €15 per person).

13. Satisfaction survey All people who participate in any form at the CAT shall have the chance to give their feedback. An online satisfaction survey is recommended. The outcome of the Satisfaction survey should be described in the final report (see preceding questionnaires). The questionnaire will be provided by IHE-Europe.

14. Final report The National Initiative shall provide IHE-Europe a final report of the event. This report shall contain the following information:

a. General description of the whole event from the organisers’ perspective


i. Venue, accommodation, organisation ii. Side events

iii. Some statistics (number of people onsite per day, network traffic, power consumption, …)

b. Outcome of the satisfaction survey c. Conclusions and recommendations for a next run

i. Organisational process ii. Financing

iii. Services (Registration, welcome desk, staff, security, …) iv. Infrastructure (Furniture, network, power, …) v. Catering and Social event

15. Meet with 2021 CAT Organisers In addition, the National Initiative should meet with the future organisers of the 2021 CAT to discuss lessons learned.

IHE-Europe Responsibilities 1. Responsible contacts

Declare one and only administrative contact and one and only technical contact to the IHE National Initiative. These 2 contacts play the role of proxy between the IHE-Europe and the IHE National Initiative.

2. Registration IHE-Europe registers IHE CAT and European Project PAT staff, participants and monitors.

3. Payment due IHE-Europe ensures the payment to the IHE National Initiative occurs within the negotiated and agreed upon timeframe.

Other responsibilities All other responsibilities (e.g. side event organisation and financing, etc. will not be covered in this document. This is in the responsibility of the involved partners.

Other Information Organisation has to take place in Europe in one of the member countries of IHE-Europe. Experience of the IHE process will be appreciated.

Organisation requires a good coordination with the IHE-Services Technical Project Manager. One dedicated person has to be available for organising requests in local language.

Contacts Here is a list of important contacts:

Who Contact Info


Technical Project Manager IHE-Services (Eric Poiseau)

[email protected]

IHE-Services Sales and Partner Director

[email protected]

IHE-Europe Secretariat [email protected]

IHE-Europe MarCom [email protected]

IHE-Europe CWCTF [email protected]

IHE Working groups Ask IHE-Europe

HL7 Working groups Ask IHE-Europe

DICOM Working groups Ask IHE-Europe

mailto:[email protected]






Connectathon Organisation process

Process overview

Figure 5: CAT organisation process

CAT organization process

CAT finished and process ready for

next run

Decision about the venue

by IHE Europe

Candidature phase

CAT Organization

phase

Agreement «CAT Organisation and

Execution» between IHE Europe and the

national IHE initiative

CAT Execution

phase

CAT Debriefing

phase

Contract phase

Website including Agenda and Registration

Forms

Layouts (network, room)

Contracts with local companies for

networking, electricity,

hostesses, catering, security, ...

Press announcements

Updated Website (especially agenda)

Testresults in Gazelle

Change requests in Jira

Public results Internal results

Press announcement

about the next CAT venue

CAT results published on ihe.net

Change requests treated in Jira

Final report of the national initiative


Candidature and contract phase (tentative) What Who When

(Indicative)

Call for candidatures IHE-Europe Steering Committee

2 years before the event

Publication of updated RFP IHE-Europe Steering Committee

Summer 2019

Written Candidature One or more National Initiatives

September, 2019

Selection of written candidatures for presentation (max. 3)

IHE-Europe Steering Committee

October 2019

Presentation of the candidature during IHE-Europe steering committee Meeting

One or more National Initiatives

October 2019

Decision about the venue of the next CAT IHE-Europe Steering Committee

October 2019

Contract signed IHE-Europe and National Initiative

Summer 2020

Connectathon Organisation phase (tentative) What Who When

(Indicative)

Offer for room usage during the CAT week at the CAT venue. See chapter “Contacts” for a list of potential recipients.

National Initiative

October 20, 2020

Publication of CAT Website including at least the registration forms for CAT participants

National Initiative

October 20, 2020

Opening for CAT participants and monitor registration

IHE-Services Technical Project Manager

November 1, 2020

Blocking of hotel rooms National Initiative

November 1, 2020

Provisional orders (Catering, network, electricity and security)

National Initiative

November 1, 2020


Deadline for European Project PAT registration European Project

December 15, 2020

Single point of contact for Visa questions delivered to the IHE technical project manager

National Initiative

December 15, 2020

Decision made about the delivery and the commissioning of the CAT server (in discussion with the national initiative)


December 15, 2020

Deadline for CAT participants registration IHE-Europe January 15, 2021

Payment deadline for CAT registrations Participants January 31, 2021

Deadline for side event room reservations Any interested party

January 31, 2021

Provisional orders (monitor T-shirts and Cardboard Signs for signing tables)

National Initiative

January 31, 2021

Publication of the CAT main Agenda on the CAT Website

National Initiative

February 10, 2021

CAT workshop for participants and monitors (Webinar)


February 28, 2021

Deadline for CAT monitors registration IHE-Services Technical Project Manager

March 15 2021

Final information sent to the national initiative

• List of registered systems, staff, participants and monitors for print

• Final room layout for print (poster) • Final amount of monitor T-Shirts and desired

sizes


March 20, 2021


Deadline for side event registration Any interested participant

March 15, 2021

Connectathon Execution phase (tentative) What Who When (Indicative)

Final Orders (monitor T-shirts and Cardboard Signs for signing tables)

National Initiative

March 31, 2021

Prepare the infrastructure National Initiative

During the week before the CAT

Printing of table signs and badges National Initiative

Friday before the CAT

Final network tests and get the server running onsite

IHE CAT staff

Sunday before the CAT, starting at 09:00 a.m.

Registering CAT participants and monitors (about 300 Persons) Hand-out Badges and also T-Shirt for monitors

Welcome desk

CAT week, Monday, 08:30 – 09:30 a.m.

Get the network running Technical staff

CAT week Monday, 08:30 – 12:00 a.m.

Securing room access Security staff Whole CAT week

Connectathon Debriefing phase (tentative) What Who When

(Indicative)

Treatment of all new change requests in the change management tool (Jira)

IHE-Services

Publication of the final CAT results on http://connectathon-results.ihe.net/


May 15, 2021

http://connectathon-results.ihe.net/


Examples

Connectathon main agendas

2010 Bordeaux

Figure 6: CAT main agenda 2010 Bordeaux


2011 Pisa

Figure 7: CAT main Agenda 2011 Pisa

2012 Bern

Figure 8: CAT main Agenda 2012 Bern


Figure 9: Guided tours Agenda 2012 Bern

Main room layouts

Convenient size

Figure 10: CAT main layout 2010 Bordeaux


Minimal size

Figure 11: CAT main layout 2011 Pisa

Figure 12: CAT table layout 2011 Pisa


Figure 13: CAT table layout 2012 Bern

Network layouts

Figure 14: CAT network layout 2009 Vienna

Lind/Eller Date

Date

2009-04-14EVA Layer 3Title

Owner

Updated by ICT/IP Solutions

eva-inside2528

PE-W-AR04

PE-W-AR05

PE-W-AF02IHE-R1

eva-inet2529

PE-W-AF02IHE-R1

VLAN99VLAN11

www

WARSBC05

WARSBC06

DHCP

eva-mgmt2530

PE-W-AR04

PE-W-AR05

PE-W-AF02IHE-R1

IHE-WLC

SWITCH x

WLAN Client

AP

VLAN50

VLAN66

EVA-R1

eva-mgmt

EVA-R2

eva-mgmt

RMCR9

PE-W-AR04

PE-W-AR05

EVA-R1

eva-inet

EVA-R2

eva-inet

f2/0.1280 g0/1.1280

172.28.128.0/30.1

.5 172.28.128.4/30f2/0.1284 g0/1.1284

f2/0.1290

g0/1.1290

f2/0.1294

g0/1.1294172.28.129.0/30

172.28.129.4/30

g0/0

g0/0

172.17.34.230

172.17.34.222

f2/0.1300

172.28.130.0/30

172.28.130.4/30

f2/0.1304

172.31.254.0/24

HSRP: .250

.251

.252

.254

.253

g0/1.1300

g0/1.1304

EVA-R2

eva-inside

EVA-R1

eva-inside

VLAN10

172.31.250.1

10.222.2.37

10.222.2.37

172.31.250.0/24

172.31.0.0/1980.120.177.248/29

.250

.251

.253

.252

HSRP: 80.120.177.254

172.28.128.8/30 .9

g6/0.1288f0/0.1288

g6/0.1298f0/0.1298172.28.129.8/30

f0/0.1308 g6/0.1308

172.28.130.8/30

10.222.3.362

VLAN Net Maske Gateway Remark100 192.168.0.0/24 255.255.255.0 192.168.0.1101 192.168.1.0/24 255.255.255.0 192.168.1.1102 192.168.2.0/24 255.255.255.0 192.168.2.1103 192.168.3.0/24 255.255.255.0 192.168.3.1104 192.168.4.0/23 255.255.254.0 DCHP106 192.168.6.0/23 255.255.254.0 Wireless DHCP110 192.168.10.0/24 255.255.255.0 192.168.10.1 SHOWCASE112 192.168.12.0/23 255.255.254.0 Wireless Guest DHCP

Domain Name: ihe-europe.orgDNS Server1 192.168.0.11 DNS Server2 213.33.99.70DNS Server3 80.120.17.70

AS64613

LP150

LP150

NOC

10.222.2.32/27

10.222.3.0/26

Leitungen:EP1386 CLE-W-AF02 f1/0/20EP1387 CLE-W-AF02 f1/0/21EP1388 CLE-W-AF02 f1/0/22EP1389 CLE-W-AF02 f1/0/23

IHEApril 2009


Figure 15: CAT network layout 2012 Bern

You may contact the Technical Project Manager of IHE Suisse for the complete 2012 Bern network layout.

Sponsorship rules See attachment.

Documents

REQUEST FOR PROPOSAL for the organisation of the IHE ......IHE-EUROPE Connectathon ® RFP 6 In addition, the IHE National Initiative is invited to give all other information it judges