MINISTERIAL AND INFORMAL WORK MEETING SVALBARD (SPITSBERGEN) 21-22 MAY 2005 Preliminary professional and leisure programme Saturday 21 May Departure from Oslo at 17.00 Arriving Longyearbyen at 21.00 Dinner Sunday 22 May Challenges of providing healthcare in the Arctic, including demonstrations of rescue operations and telemedicine/ehealth at Longyearbyen Hospital Research activity on climatic changes (global warming) and ecotoxicology - by the Norwegian Polar Institute Radar technology for studying the atmosphere Exchange of views on health and environment Exchange of views on mental health with a focus on children Experiencing the arctic wilderness with its scenic wonders and rich wildlife Briefing on the European ehealth Action plan Facilities will be available for informal meetings during the stay Dinner Departure Svalbard (Longyearbyen) at 21.00 and arriving in Tromsø airport at 22.45 Practical information A chartered plane will take you to Svalbard on 21 May, and from Svalbard to Tromsø on 22 May. The plane will leave Oslo Airport (Gardermoen) at 17.00 on 21 May. Registration for the Ministerial trip can be done at the conference website at www.ehealth2005.no. Registration has to be completed before 21 March. Longyearbyen has midnight sun from 20 April to 22 August. By the end of May the temperature usually stays above zero. We will provide you with all extra clothing needed for the excursions. Svalbard has no roads outside the settlements. Depending on weather, ice- and snow conditions, you will be taken either by snowmobile, helicopter or boat to see and experience the surroundings. There are very well equipped hotels and excellent restaurants in Longyearbyen. There is mobile phone coverage only in Longyearbyen. PHOTOS: ODDVAR HAGEN After your registration, the conference organisers will send you further details on practicalities and programme in Svalbard. Accomodation Spitsbergen Hotel P.O. Box 500, N-9171 Longyearbyen, NORWAY Telephone +47 79 02 62 00 Telefax +47 79 02 62 01 About Svalbard A The Svalbard archipelago is located about halfway between Tromsø and the North Pole, a four hour flight from Oslo. The total land area is 63,000 km square. Ice and snow permanently cover two thirds of this area. Spitsbergen is the largest island in the archipelago. Svalbard has an exciting history of hunting, trapping and mining, a rich animal and plant life, and a few thriving human communities. You can experience ragged glaciers, drift ice and polar bear regions, as well as ancient, weatherbeaten cultural sites. Norway excercises sovereignity over Svalbard within the framework of the Svalbard Treaty (1920). Education and research, tourism and coal mining are the most important sectors today. More than 1700 Norwegians live on Svalbard - mostly in the modern, family based community Longyearbyen. The second-largest settlement is the mining town Barentsburg, a community of 900 Russians and Ukrainians. More information http://www.svalbard.net/ http://www.sysselmannen.svalbard.no/ http://www.svalbard-images.com/ http://en.wikipedia.org/wiki/svalbard
PRELIMINARY PROGRAMME MONDAY 23 MAY 08.30-09.30 EXHIBITION OPENING for Ministers and Heads of Delegation 09.30-09.55 E-HEALTH 2005: OPENING & INTRODUCTION Mr. Ansgar Gabrielsen, Minister of Health and Care Services, Norway 09.55-10.35 PLENARY SESSION Mr. Mars Di Bartolomeo, Minister of Health and Social Security, Luxembourg Mr. Marcos Kyprianou, EU Commissioner for Health and Consumer Protection 10.35-11.00 COFFEE BREAK 11.00-11.10 INTRODUCTION TO MINISTERIAL ROUNDTABLE Ms. Viviane Reding, EU Commissioner for Information Society and Media 11.10-13.00 MINISTERIAL ROUNDTABLE 13.00-14.30 LUNCH 14.30-16.00 PLENARY SESSION Mr. Fabio Colasanti, Director General DG Information Society and Media (to be confirmed) Other speakers to be announced 16.00-16.30 COFFEE BREAK 16.30-17.30 PLENARY SESSION Speakers to be announced 20.00 DINNER TUESDAY 24 MAY 08.30-09.30 PLENARY SESSION Ms. Angela Coulter, Chief Excecutive of the Picker Instute Europe (to be confirmed) Other speakers to be announced 09.30-13.00 PARALLEL SESSIONS 11.00-11.30 COFFEE BREAK 1. Facilitating mobility within and between countries meeting the challenges of increased mobility 2. Supporting more responsive health services and creating greater public awareness through better health information 3. Improving access to quality care, patient safety, and productivity 11.30-13.00 PARALLEL SESSIONS continued Updates will be published on the ehealth 2005 website: www.ehealth2005.no 13.00-13.30 PLENARY SESSION AND CONCLUSION 13.30-14.30 LUNCH Speakers to be announced
INFORMATION ON AND CRITERIA FOR THE E-HEALTH 2005 EXHIBITION DEADLINES 10 MARCH Send information on contact person by fax or letter 1 APRIL Description of projects 1 APRIL Electronic registration for exhibitors 19 MAY Starting date for receiving shipped material 22 MAY Installation of exhibition the e-health 2005 exhibition at Tromsø Performing Arts Centre will be a display of examples of best practice selected by each country as well as an exhibition stand from the European Commission. It will give an opportunity to conference attendees to see the best in Europe in ehealth in one visit. There are numerous applications throughout Europe with a potential to be represented at the exhibition. Each country is invited to participate by selecting a maximum of two examples of best practice in ehealth. We look forward to your contributions to make this exhibition a showcase for European technologies and innovation in ehealth. Useful criteria for selecting your two examples of best practice in ehealth for this year s exhibition are that they shall preferably reflect the following: - Complement any of the themes of the conference agenda - Support national priorities - Support the European dimension (i.e., involving more than one European country) - Emphasise recent developments - Have not been exhibited in the same format at previous ehealth conferences The maximum number of best practice initiatives to be shown or demonstrated at each stand is two. Each stand can involve a maximum of two persons (who come in addition to the delegations appointed by the Ministries). Each stand will be 2x2 m and accomodate both exhibits. The responsibility for selecting the appropriate exhibitors lies with the relevant national Ministries. The Ministries are kindly asked to fill in and return the exhibition contact person form before 10 March 2005. The contact person for each country will receive a template by e-mail for the project description. A description (template) of the two selected projects should be sent to the ehealth 2005 organisers before the 1 April. The information presented should be fact oriented and in english. Exhibition guide An exhibition guide will be published on the web and handed out at the conference. The guide will be based on the project descriptions sent in by each country. Practical information Each stand will be equipped with the following: - One standard shell scheme of 2x2 m (height 2,2 m) including front board and country sign - Modular wall panels - Spotlight - Electrical connections - Internet and ISDN connections - Display for brochures - 1 round table - 2 chairs - Laptop and screen upon request All equipment above is provided by the organisers. Additional equipment can be rented by exhibitors on request. Please see website for further information. This and all other expenses (travel, hotel, shipment, insurance etc.) must be covered by exhibitors. The exhibition venue will be open for installation from 10:00 to 20:00 on Sunday 22 May. Stands must be dismantled by 16:00 on Tuesday 24 May. A Help-desk will be available for exhibitors. Security will be provided in the exhibition area from Sunday 22 May to Tuesday 24 May at 16.00. All exhibitors are welcome at lunches, dinners and social events held in connection with the conference and the exhibition. Please fill in an exhibitors registration form at http://www.ehealth2005.no/index.php?cat=30947a before 1 April. Shipping of material If you need to ship material for your exhibition please use the address for the conference and exhibition venue below: Kulturhuset Att: ehealth2005 Erling Bangsundsplass 1 9008 Tromsø NORWAY The exhibition venue will be able to receive shipped material to the above address after 19 May. Information on the exhibition is available at the web at the following address: http://www. ehealth2005.no/index.php?cat=30946a If you have any questions about the exhibition, please contact: Torill Berg Phone +47 992 75 677 Fax +47 77 75 40 98 E-mail torill.berg@telemed.no
PARTICIPATION, REGISTRATION AND HOTEL RESERVATIONS DEADLINES 10 MARCH Send information on contact person by fax or letter 21 MARCH Send list of delegates by fax or letter 21 MARCH Electronic registration. For Ministers and Heads of Delegation this includes the Ministerial programme on Svalbard. participation at the conference is by invitation only. Each country is invited to attend the conference with a delegation of 10 including personnel from both of the invited Ministries as well as central persons in the field of ehealth from both the public and private sector. Country participation in the exhibition is limited to two persons who come in addition to the conference delegation. (Please see the attachment on the ehealth 2005 Exhibition for additional information.) The Norwegian Government will cover accommodations for Commissioners, Ministers and Heads of delegation at Rica Hotel (22 24 May), and on Svalbard (21 22 May). Registration for the conference Each country is asked to fill out the attached form providing a contact person for their delegation. The responsible Ministry should fill out the form and send it to the conference organisers by fax or letter before 10 March. A form on which you may list the members of your country s delegation is also attached. It should be filled out by the responsible Ministry and sent by fax or letter to the conference organizers by 21 March. Ministers and nominated delegates are asked to register for the conference electronically at the conference website by 21 March. Delegates will not be registered for the conference before the conference organisers have received the country list of delegates. Ministers and Heads of delegations are also particularly asked to register for the Ministerial program on Svalbard. The deadline for registration is 21 March. All the attendees nominated by their Member State and who have registered electronically will have their registration confirmed by the organisers before 1 April. Registration for accompanying guests for hotel accommodations and social events can be made at the website. Hotel reservations The ehealth 2005 Conference will be using accommodations at a number of different hotels in Tromsø. Rooms are reserved for Commissioners, Ministers and Heads of Delegation at the Rica Hotel. The number of available rooms at each hotel during the conference is limited, but the organisers will do our best to place delegates from the same country together. Delegates will be given rooms in accordance with the delegation lists from each country on a first come, first serve basis. All rooms reserved are of good standard, but there are differences between hotel accommodations. All of the hotels are located in the centre of town within easy walking distance of the conference venue. Please use the delegate registration form at the conference website to book a room. The price for standard single occupancy, negotiated by the conference organisers, is NOK 900 or approximately 110. Each delegate must settle the hotel bill directly with the hotel. Social activities/ Optional programme Please visit the conference website to find the updated social programme. All social activities are free of charge. Registration and admission to the conference Delegates will be able to register at all conference hotels on Sunday 22 May from 16.00 23.00. It will also be possible to register at the conference venue on Monday 23 May starting at 08.00 in the morning. At registration all delegates and exhibitors will receive an admission card. This card is required for admission to the conference venue, parallel sessions, lunches and dinner. Transportation from the airport The airport is located approximately 10 minutes from all hotels. Airport buses depart regularly after plane arrivals. Taxis are available at the airport. Lunches and conference dinner All lunches and the conference dinner will be held at the Rica Hotel, a 2 minute walk from the conference venue. Meeting facilities Meeting rooms will be available at the Rica Hotel from Saturday 21 May to Wednesday 25 May. Please make reservations by e-mail to post@ehealth2005. Reservations may also be made at the information desk during the conference depending on availability.
CONTACT PERSON FOR THE EXHIBITION Please TYPE or use CAPITAL LETTERS country: name of exhibition contact person name: title: tel: fax: e-mail:........... address: City:... Please note that the two exhibitors have to fill in an exhibitors registration form individually at http://www.ehealth2005.no/index.php?cat=30947a before the 1 April. Please submit this form by 10 March 2005, to: ehealth 2005, Norwegian Centre for Telemedicine P.O.Box 35 N-9038 Tromsø, Norway Fax: +47 77 75 40 98
LIST OF DELEGATES Please TYPE or use CAPITAL LETTERS delegation country/organisation:... family name first name title 1 2 3 4 5 6 7 8 9 10 Please note that all delegates have to register individually at the conference website: http://www.ehealth2005.no/index.php?cat=30947a All hotel bills must be settled with the hotel directly. Please submit this form by 21 March 2005, to: ehealth 2005, Norwegian Centre for Telemedicine P.O.Box 35 N-9038 Tromsø, Norway Fax: +47 77 75 40 98
CONTACT PERSON Please TYPE or use CAPITAL LETTERS delegation country/organisation:... name of contact person:... telephone no:... fax no:... e-mail:... address:... city:... Please submit this form by 10 March 2005, to: ehealth 2005, Norwegian Centre for Telemedicine P.O.Box 35 N-9038 Tromsø, Norway Fax: +47 77 75 40 98