In Attendance at start of GA - 61 plus 3 EC Committee = 64
Meeting Notes
General Strategy for SESAM - Expansion in terms of Network and reach of Members i.e. professions in health care. Looking to diversify activities in general and diversify the reach of members. A graph was displayed showing growth since 2007 until 2013 – See graph for figures. The EC are looking to increase activity with Members and develop a society which is not only represented by its annual meeting, but different projects to create a regular means of interaction and knowledge sharing.
Detailed Actions –
SESAM supported working meetings / SESAM endorsed meetings.
Several groups have been meeting over the past 12 months.
Renovated the Website to create more content and specific member’s area.
Activation of a new style Newsletter which is now being distributed on a regular monthly basis to share knowledge, news and best practice.
Accreditation /Certification – An area of research by the EC at present.
Centres Database. A fresh new Centre Database has been created on the new SESAM Website. Centres are encouraged to upload their Centre details.
Literature Highlights.
Terminology Meeting – A Meeting is taking place to agree official Simulation Terminology.
GNSH
SESAM Supported working meetings / SESAM endorsed meetings
Pre Hospital SIG.
Ethics.
GNSH – SESAM directly support this initiative.
Affiliations with other Societies
Agreements signed with ASPE and IPSS.
SSH affiliation has been renewed.
Website / Newsletter - Totally renewed the website which went live just before the Opening Ceremony. The new website will gain more content over the next weeks. It is not only a website but gathering of interactive tools to handle the membership database and newsletter and offer an easy for Members to communicate through Social Media. The EC will expand the website and take advantage of these new tools to better communicate with Members and so Members can interact with each out.
Accreditation / certification Group
Define common standards – Accreditation of Centres and programs and certification of instructors at the DIMS two day meeting, which was a great discussion and meets again in September to discuss standards, guidelines and deadlines on a two-step bases - First results to be complete by the end of this year (2014).
The European Simulation Centre Network – Presenting Simulation Centres on the SESAM website Lucas Drabauer from Austria – The new network is to create an easier and better way for centres to communicate between each other and with SESAM. We just have 25 entries, so we hoping we get more entries by the end of the Conference … Encouraging SIM Centres to enter data & encouraging National Societies to assist / forward. Ralf – It is not a project for us it is a project for you … Question from the Audience: Does it overwrite the old data? Answer – Yes.
Literature Highlights - Peter Dieckmann / Daniela Lehmann – Top 5
Daniela – I’m in the literature highlights group, we asked people in the SESAM Society to do a literature review there was a session going on today so you can see the updates online. We have different categories. So if you are interested in this review please feel free to contact us. Terminology Meeting Work initiated by SSH to define common terminology. Meeting took place Wednesday to devise terminology. If you are interested in the results join the Saturday morning session, June 14th before the Keynote. GNSH Active involvement of SESAM EC – Antoine Tesniere Planning Committee Member. Nation and international society which promotes the use of simulation for healthcare and simulation research – 2 members of the EC each year.
Annual Meeting
Paris Results
662 Registered Delegates
35 Exhibitors / 123 industry Delegates
238 abstracts submitted
110 Free Oral Communications
7 Pre-conference courses
41 workshops
2 roundtables
75 E-Posters
31 Countries represented
Financial Report
Income - €499,193
Expenses - €419,627
Final Result - €79,565
SESAM Incomes - €55,593
Poland 2014
330 Registered Delegates
45 Exhibitors / 160 industry Delegates
205 Abstracts submitted
41 Countries represented
Financial results pending
Belfast 2015
Jim Murray - Belfast is the unknown part of Ireland but a UK Capital in its own rights. Built very much on the sea faring and Titanic history – we will have much fun. The Waterfront is Belfast’s 4th largest Conference Centre in UK. What to expect – we will stay in SESAM Ethos, whilst being imaginative with lots of fun and games. We will have an exciting Spouse Programme. Thank you very much for listening to me for a few minutes and we really look forward to welcoming you. Data Change confirmation - 24th, 25th, 26th 27th June.
Further Contact information provided:
WEB - www.sesambelfast2015.com
Follow us - @sesam2015
Programme, Abstract Submission & Posters information: Dr. James Murray, Queens University Belfast – E:james.murray@qub.ac.uk or T:0044 (0) 87 2233477 Sponsorship & Exhibition Opportunities: Colm O’Grady, Conference Partners Ltd – E:colmn@conferencepartners.ie or T:00353 (0) 87 2233477 Conference Queries: Orla Murphy, Conference Partners Ltd – E:orla.murphy@conferencepartners.ie or T:00353 1 216 6680.
2016 Application
10 applicants received in January. Site Selection Committee, which is made up of EC Members, Kai Kranz (Switzerland), Elsa Soyland (Norway), Alexandre Mignon (France), Pieter Borg (Netherlands), was really happy to receive 10 applications from Centres around Europe. The submissions were high quality, high impact applications. It has been a tough job to develop and come up with a selection process to narrow down such great contenders to 2 Countries. We would like to thank all applicants. SESAM lives through the Annual Meeting and also other activities. We would like all sites to interact with other SESAM supported meetings whether chosen or not. 2 finalists – Istanbul, Turkey & Lisbon, Portugal.
Winner – Lisbon, Portugal
Happy to announce the final winner is Lisbon. Before welcoming Fransisco, I would like to thank very much the Istanbul team as we know it will be a disappointment, but we hope we can create other interaction with other supported SESAM meetings. Fransisco – Thank you very much. I would start by greeting Istanbul team. Thank you Committee for the vote of confidence. We believe Lisbon 2016 will be one of the best ever.
Annual Meetings
Changes in the Organisation – Core PCO Involvement has been working with the EC for the past 6 months to design a strategy, goals and means to achieve these goals. Structure to the EC and body to the EC, will yield a change.
Changes in the Guidelines
Working group defining new guidelines for SESAM Annual Meeting selection and organisation. Change in application process. Integration of SESAM PCO participation. New core structure for the organisation of the meeting. Better help for the local organisers. 2016 - Centralising the whole event so the local organiser will be supported by the PCO (Worldspan Group). To gain longevity in relationships with Sponsors.
SESAM future projects
Creation of scientific / operation committee – Diagram shown. The Committee will consist of 2 EC Members to assist with the meeting and also society activity meetings. Vote – Are you in favour of the creation of a Scientific and operational committee to reinforce the EC in fulfilling the SESAM Missions?
All agree. 61 Voted Yes. Plus 3 EC Members.
Research Awards –
To recognise excellent research work in the area of simulation.
Awarded during the annual meetings.
2 categories - Clinical Research and Fundamental Research.
€2,500 each.
Question from the Audience – Nice idea, can you expand on your idea of Clinical? Answer - Basically the two categories need to have clearly defined rules. The Scientific committee will define what they want to award. We will give the liberty to the scientific committee to decide on the criteria of each category.
Question from the Audience – what are the rules around each Category? We want to give the scientific committee the rules to award these prizes. The overall motivation is to reinvest our surplus. We want to award young researchers but definition still needs to be confirmed.
Question from the Audience - Suggest having two awards for the youngest and one for the senior investigators – there should be no age for this. Answer - we need to look at our budget and then re-invest.
Vote – Are you in favour of the creation of SESAM Research Awards to reinforce the value of excellent research within the Society?
All agree. 61 Voted Yes. Plus 3 EC Members.
SESAM Journal
Open access publication
Fast indexation in Medline.
Online scientific articles.
An advantage is that it is very fast deadline giving high value, no hard copy, so the price of running the
journal is lower.
Collaboration with BMC. BMC offer to grant SESAM the handling of all scientific content in journal.
SESAM to offer financial support for the first 2 years.
Question from the Audience – Just for clarification, open access is open to everyone but does it cost money to publish your paper or just to view? Answer – Yes, free for anyone who wants to view, you are right, that you have to pay to publish your paper. SESAM will pay for the first articles and long term basis SESAM can fund some papers for SESAM Members. This will be one of the advantages of being a SESAM Member. Each paper will have to go through editorial review, so strong guarantee the paper will be successful and a better guarantee of standard of papers.
Question from the Audience –A review on open access publication’s stated BMC wasn’t one of the good ones in the review process; it came out a little shaky. I’m also working in medical education and we have European Journals and with my experience I can say it is difficult to publish, is it not better to do it together with SSH? A – it’s been one of the discussions with the EC. We got approached by BMC, there is a place for a new journal
based on analysis and growth of simulation articles they feel there is need for another journal.
Vote – Are you in favour of a Journal, as long as a study is carried out first, as to which Publisher is the
correct one to move forward with?
Vote – 22 in favour, Plus 3 EC Members. 4 Abstain.
Contract Proposal:
7 Year contract.
2 Years financial support.
25 Articles the first year (€30,000).
30 Articles the second year (€36,000).
4 Free articles for SESAM Members.
Honorarium for Editor in Chief.
Question. The Comment - I think it is great that you achieved this milestone and it’s about time that we reached this milestone of a Journal. Do you see a connection with committee and scientific committee? Answer – No, the EC Committee will continue with the core Society. We have contacted other Editors to be aligned with the Scientific Committee. The SESAM financial involvement is €30k per year - when we do the simulation over next year’s budget it has a very low impact and it’s very easy to get funds from the saving account. With the extension of Annual Meetings it is very easy to absorb the extra cost.
Question/comment from the Audience – The Journal is overdue for 20 years. I think you should compare the different open access options in different countries; get competition to guarantee the competition. I think paying for it is the norm, but what is the best deal – this is what you should find out first.
Question from the Audience – When do you have to pay, when you submit or when accepted? Answer - You pay when paper is accepted.
Question from the Audience – After the first 2 years of financial support from SESAM and for the remaining 3 years, what happens? Answer - For the remaining 3 years the submitter will have to pay to publish. We (EC Committee) and the publisher should get the index factor higher, so the first two years will support this. Experience from the publisher states that once it is indexed people are motivated to publish.
Question from the Audience – There will be varying possibilities from different institutions. Is there any way we can means test as young researcher won’t be able to pay? Answer - That can be decided by the ScientificCommittee – if the concept goes ahead.
SESAM Future Projects
SESAM Regional Meetings
relationship.
Save the Dates Confirmed – ALASCI, Santiago, Chile – November 6th – 7th 2015. MENA (In cooperation with Dubai Healthcare City), Dubai, UAE - February 24th – 26th 2015.
Financial Report
Budget 2013 - Stefan presented 2013 Budget as briefed by Rainer. Budget on slides confirmed.
High membership fees were budgets which we achieved. Revenues from the meeting and total revenues confirmed –
see presentation slides for final figures.
Paris Figures in 2014 budget.
Calendar year due to tax year in Germany.
Expenditures confirmed – see presentation slides for final figures.
Society results confirmed.
Vote - Do we approve the final budget for year 2013?
23 for. 0 against. 0 Abstain.
Preliminary budget for 2014
Budgeted revenues confirmed – see presentation slides for final figures.
Budgeted expenditures confirmed – see presentation slides for final figures.
Budgeted Society results confirmed - see presentation slides for final figures.
Numbers in room reduced to 33 at this stage.
Question from the Audience - I didn’t see any payments to Worldspan. Answer - Yes, for administrative work and for website are included. Costs for website fall under a project basis.
Vote - Do you approve the preliminary budget for 2014?
33 for. 0 against. 0 abstain.
Next round of SESAM supported working meeting.
Automatic renewal of existing SIG
Application online for other SESAM supported working meetings
Question from the Audience – can you apply for a second application? Answer – yes.
Suggested change in practice of our Constitutions procedure for decision
Growing Society.
Increasing activity.
Expand Interactivity with members.
Vote - are you in favour of the revision of bylaws to allow easier decision making process, including electronic voting and remote consultation of members outside the General Assembly?
For – All. 0 Against 0 abstain.
Treasurer Election
Application received is Rainer Gaupp, current SESAM Treasurer.
Election for second term.
Vote – Are you in favour of Rainer Gaupp’s Application of SESAM Treasurer for 2nd term?
For – All. 0 Against. 0 Abstain.
Incoming Topics from Members
Question from the Audience – During the Opening Ceremony is was mentioned that Poland has received multi million euro funds for simulation. Can SESAM look into further support for other members and other Countries?
Answer -
SESAM is looking increase strong relationships in the EU.
Comment from the Audience – Monika President from Switzerland Association - Warmest regards thank you for all of your work and excellent work you have done at SESAM.
Closing remarks - Thank you. Get involved, share ideas and experiences. Be an active member in a dynamic society.
Closing – President.