Become a Champion. Bring LASID to your country.

Dear LASID members:

As you all know our meetings keeps growing in quality and attendance, our last meeting was a success and we aim for more.

 

 

We are now receiving proposals for locations for the LASID 2019 Meeting.

The Latin American Society for Immunodeficiencies (LASID) has the mission to promote awareness of primary immunodeficiencies (PID) in Latin America. As such, one of its major objectives is to promote medical education and interactions between the medical and scientific community, and to foster basic and clinical research in these diseases.

Our society had its foundations in the Latin American Group for Immunodeficiencies (LAGID) an interest group that was born in 1993 during the ALAI Congress in Santiago (Chile), and LAGID held its first meeting in Buenos Aires (Argentina) in 1994 (see table). Following that initiative, a number of LAGID meetings were held almost annually until 2009, when LAGID became LASID and the first LASID Congress was held in Cartagena de Indias (Colombia). The following table summarizes the different countries and cities that have hosted LAGID and LASID Meetings until the most recent in Buenos Aires (2015) and our next meeting in Sao Paulo.

LASID Meetings
	Year	Country	City
LAGID	1994	Argentina	Mar del Plata
	1996	Chile	Santiago
	1997	Colombia	Medellin
	1998	Brazil	Sao Paulo
	1999	Uruguay	Punta del Este
	2000	Costa Rica	San Jose
	2001	Argentina	Buenos Aires
	2002	Brazil	Campinas
	2003	Mexico	Cancun
	2004	Chile	Santiago
	2005	Mexico	San Miguel de Allende
	2007	Brazil	Sao Paulo
LASID	2009	Colombia	Cartagena de Indias
	2011	Mexico	Ciudad de Mexico
	2013	Chile	Santiago
	2015	Argentina	Buenos Aires
	2017	Brazil	Sao Paulo

 

LASID has been inviting non-governmental organizations since 2009 such as the International Patient Organization for Primary Immunodeficiencies (IPOPI) and the Jeffrey Modell Foundation, amongst others to actively participate in the LASID meetings, either through a meeting of its affiliated organizations or adherent patients and/or symposia and special activities.

Our policy is to continue with this initiative and therefore, the Local Scientific Committee (LSC) awarded for the Organization of the next LASID meeting, must consider a parallel day within the program for these organizations to actively participate according to the guidelines of the local scientific committee (see below).

Here we provide important information and directions in order to submit a venue proposal.

¡Bring LASID to your country!

Sincerely

Antonio Condino Neto

President LASID 2015-2017

 

INFORMATION TO BE CONSIDERED:

DATE OF THE EVENT. The LASID meeting must be held biannually in October of each odd year (see chart for LAGID/LASID events). The dates must be carefully considered (see below) and the LSC must consult about potential conflicts that may exist with other events that can compete with the LASID meeting. If this occurs, the LSC might consider alternative dates but always trying to stay in October. Exceptional considerations will be made to move the dates to the month immediately preceding October or after it.

DURATION OF THE EVENT. The duration of the meeting should be 3 days. The proponents may nevertheless consider a pre-Congress day or similar if there is a possibility of financing and there is interest from potential attendants. The LSC will determine the topic(s) as indicated.

INFORMATION FROM PAST EVENTS. The LASID meeting has been growing considerately in attendance and more visibility internationally since its first event was held in Colombia. This means that planning must consider the following aspects:

• Attendance: the average for previous attendance was around 500; in the last meeting we received around 1000 attendants and we are aiming to receive the same number for the next meeting.
• Location: the LSC must consider a main hall with an average capacity of 500 people for the general conferences. Consider a living room with minimum capacity of 50 people for patient organization’s related events. It is possible to consider some other type of physical space for conducting a pre –conference or a satellite symposium (at the discretion of the committee promoting the event)
• Posters: the average share of original work in poster format in the 3 previous LASID meetings was 100-150. For the continued development of these activities a lounge of about 500 square meters will be required. Alternatives to present electronic posters can also be considered and might require slightly less space.
• The format and presentation of the Meeting must be as follows: VI Meeting of the Latin American Society for Immunodeficiencies (LASID) – LASID 2019.
• The approval of the letter of intent by LASID means that the LSC should include a timeline of the event with possible funding from varied sources such as government, non-governmental agencies, the pharmaceutical industry, both national and international.

FUNDING FROM LASID. According to the approved budget of LASID for the previous year, a percentage will be set apart for the initial organization of the Meeting. This support will be defined by the Board of LASID in agreement with the presidency, and not less than the amount of 2000 USD or its equivalent in foreign currency.

ECONOMIC REVENUES. The surplus for the year of the event should have a distribution that looks like this:

• 70 % for LASID
• 30 % for the Local Organizing Committee

IN THE ABSENCE OF SUITABLE PROPOSALS. In the event that no proposals presented within time limits or do not meet the requirements as stated in this guideline or both, the President or in his absence the Board of LASID will appoint an organizing committee chosen from within the members of the Society, that will be responsible for exploring possible locations. This committee must generate a written report and define the host city without the need for voting.

ONLY ONE PROPOSAL IS PRESENTED. If only one proposal is presented by deadline, it still must meet the requirements as stated in this guide to be presented as a candidate venue. Then, the process of voting will not be held and the city will be announced as the new venue for the next LASID meeting. This committee shall comply with the dates defined in this document.

The presidency will call for voting via email and through the website/facebook. This election will be exclusive for those members in good standing in their membership fees and all the documentation required by LASID that certifies them as members. LASID members in training, institutional members, volunteers, collaborators or associated members will not be allowed to vote (see definitions of categories of membership at www.lasid.org. Voting is by invitation only. Voting members will have 6 calendar days to submit their vote (see timeline). The winner will be announced by email and on the website/facebook. The Board of LASID will supervise the voting and the results will be made public.

RULES FOR VOTING. Active members in good standing will be allowed to vote only once. Once the vote is submitted electronically, there will not be changes. The winner will be the venue that gets the most number of votes (even with a difference of 1 vote). If the voting ends in a tie, a second election will be set and the voting will again proceed according to the rules stated above, until a difference between the proposals is met.

 

INSTRUCTIONS FOR APPLICANTS FOR THE NEXT VENUE

 The LASID president will make a call for the nomination of cities starting in August 2017, through via email to all its active members. Continuous reminders will be sent to achieve a good call. All Proposals will be sent to an appointed committee of members chosen by presidency to select only the ones that meet the requirements indicated in this guide. Please follow these steps in order to submit your proposal.

 

Letter of Intent: The nominations for the next venue for the biennial LASID Meeting must be submitted as a letter of intent in English from the LSC, before deadline and accompanied by a power point presentation. The letter of intent should be addressed to the LASID presidency, detailing location, potential dates, preliminary scientific committee (5 National members) and the names of a potential Agencies or Organizations that might be in charge of organizing the logistics of the Meeting.

All applications must be sent to LASID presidency: [email protected] LASID presidency will only be the authorized distributor of the material to its members and LSC should not distribute any material until the closing of the bid and the new host city is announced.

IMPORTANT DATES

 

LASID 2019  Timeline for Applications
Call for bids	July 3th 2017
Deadline for submissions	August 31 th 2017
Feedback from presidency	September 7th 2017
Call to all members	September 7th 2017
Election starts	September 15th 2017
Election Ends	September 22nd, 2017
Publication of results	September 29th 2017

 

The proposal must be presented in English in Power Point format. The proposal must be brief (no more than 25 slides), accurate and easy to read including the following:

• Presentation of the host city and country: geographic location, altitude, climate at the time of the Meeting, number of inhabitants, currency, facilities for the achievement of local and foreign currency, etc. Major transportation (airport, ground transportation, etc.).
• Preliminary program: schedules from start to completion of the scientific sessions, schedules for registration, presenting lectures, posters and oral presentations, etc.
• Proposal of local and international speakers.
• Presentation of possible physical location of the event: address, access, facilities, technical specifications (main living rooms and satellites), estimated room and board costs per person, etc.
• Brief description of other scientific events (at least 2) of importance that have been held in the host city in the past 3 years.
• Presentation of the exhibition area: physical area estimated costs and if possible, letters of intent from potential sponsors or otherwise a brief presentation of a plan to approach and contact the industry and other potential sponsors.
• Brief description of costs of air and ground transportation with estimates per person.
• Accommodation including hotels, inns and others, defining their category (high-to-low cost) and geographical location with respect to the physical location of the event. Provide an estimate of the number of hotel rooms in the area of ​​influence of the event to estimate the total capacity.
• Brief description of social events: Opening Reception, Opening Ceremony and Reception closing of the Meeting. These events should prevail for all members and attendees, so the social events hosted by industry and other organizations must be considered in order to avoid potential conflicts. Dinner for the guest speakers and entertainment event for attendees.
• Sightseeing and shopping. Audio and video can be embedded.
• Electronic references and links to the city and its attractions.
• Proposal of a Meeting Logo for distribution and promotional purposes.
• Logistics and event planning Agency The LASID meeting is an international event that is widely recognized throughout the world. Therefore, the Agency selected to manage and organize the Meeting must be carefully considered and certified. (Include one or more

  

PROCEDURES AFTER THE OFFICIAL SITE FOR LASID 2019 IS SELECTED.

Once an Agency/Event Organizer is selected; a contract must be submitted to the presidency of LASID that includes:

• Operational Costs
• Definition of functions
• Timelines
• Staff in the organization and support during the course
• Other aspects not defined in this document.

The Presidency of LASID will appoint a new committee that will supervise the progress in the organization of the event.

The LSC will submit progress reports every 4 months after the announcement and all the way to the date when the LASID Meeting starts. These reports must be validated by the LASID committee and Presidency and may be challenged if they do not meet the minimum requirements.