REQUEST FOR APPLICATIONS

HOST SITE SELECTION
AABIP/AIPPD Mid-Year Course for IP Fellows

February 2026 and 2027

Deadline to apply: Tuesday, December 3, 2024

To complete your application, kindly ensure you have read through all the information provided on this page. The application instructions are detailed at the bottom.

The AABIP and AIPPD are seeking proposals to assist in organizing and hosting the annual Mid-Year Course for IP Fellows. This advanced course was first introduced in 2024 and will be held again in 2025. The goals of this event are to provide an enhancement in skills training for therapeutic procedures, with a focus on thoracoscopy, rigid bronchoscopy, ablation, and stent placement. The course will also provide small group sessions on challenging topics commonly encountered during training, such as stent selection, emergency airway management, periprocedural anesthesia considerations, and BLVR case selection. In addition, the course provides a forum for education, collaboration, professional networking and increased fellow interaction. Details of the event format and required services are outlined below.

Format:

Online standardized educational content completed prior to the live event
Welcome reception
2-day event with at least 5 hours of hands-on sessions per fellow, with a maximum ratio of 3 fellows per 1 faculty per cadaver. One of the days includes a Saturday.

Facilities:

Facilities to accommodate 10 cadavers per day, conference space for lectures and small group sessions, and exhibitor space
AV support
Meals
Shipping and receiving area

Internal Team Structure:

2 on-site coordinators
6 support staff, including RNs and/or RTs
2+ volunteers
Cadaver lab personnel
Conference space personnel

Expected dates: February 2026 and 2027 for a two-year commitment, with optional extension

Expected Attendance: 30+ IP fellows

Services provided by Host Site:

The host site will act as the AABIP agent on site and will appoint a designated individual as the Site Director, who will be responsible for communicating with the AABIP and takes overall responsibility for the event with assistance from experienced Course Co-Chairs. The Site Director will help select appropriate faculty instructors for the live didactic and hands on sessions, in consultation with and approval of the AABIP Education Committee and Course Co-Chairs.

Financial & accounting:

Prepare draft meeting budgets for the AABIP BOD
Provide periodic reports, actual vs. budget, to the AABIP BOD and receive approval before implementing any unforeseen increases in budget allocation
Prepare and distribute a post-meeting financial report to the AABIP BOD within 60 days of the event

Hotel negotiation & site selection:

Recommendation for suitable participant hotel accommodations and negotiate hotel contracts and competitive discount pricing with recommended hotels if possible.
Select and coordinate with various subcontractors as required, e.g., audio-visual, conference center, cadaver lab, security, etc.
Construct a detailed agenda and arrival directions for all participants including all meeting details, function schedules, room set-ups, etc.

Pre-conference registration:

Receive pre-conference registrations from AABIP staff
Acknowledge receipt of registrations
Generate registration packets (including any required badges, agenda, itinerary and directions, etc.) for attendees to pick up on-site or receive via email

Onsite Management:

Manage the registration desk on-site and conduct on-site registrations as needed
Manage conference logistics and liaise with all subcontracting personnel on-site
Supervise room set-ups, food functions, hospitality amenities, and audio-visual equipment
Interact with subcontracting personnel to assure smooth service
Obtain event signage as needed
Act as overall on-site event coordinator

Social events:

Collaborate with Education Committee as needed and execute the welcome reception
Communicate with external vendors as needed
Coordinate on-site with external vendors as needed

Post-meeting & general activities:

Handle post-meeting follow-up; Provide AABIP with final registration list participants
Provide financial and attendance reports within 60 days of meeting
Provide summary report on attendee satisfaction and recommendations for future meetings within 60 days of meeting
Make recommendations for improvement, including researching and recommending new curriculum, format or program concepts in response to lessons learned during the event

Services provided by AABIP:

The AABIP will act as the sponsoring organization and will communicate with the Site Director through the Chair of the AABIP Education Committee.

Participant recruitment and communication:

AABIP staff will communicate with the publicly listed IP Fellowship Program Directors and notify them of the availability, date and location of the event
AABIP Staff will communicate with the identified incoming IP Fellows using contact information obtained from the respective IP Fellowship Programs and notify them of the availability, date and location of the event
Pre-register all eligible IP Fellows and provide the list of pre-registered fellows to the Site Director

Program support:

Provide standardized online curriculum for the incoming IP Fellows prior to the live event, curated by program chairs and co-chairs.
Develop procedures/policies to guide the Site Director, staff, invited speakers, etc.
Obtain education grants and corporate sponsorships
Reimburse faculty instructor travel and hotel accommodations in compliance with standard AABIP travel policy. Faculty instructors are expected to make their own travel and lodging reservations and submit receipts to the AABIP for reimbursement

How to Apply

Interested entities should submit written proposals through the link below by December 3, 2024. The written proposal should address the following items:

Acknowledgement and affirmation of the scope of services outlined above
Acknowledgement of ability to participate in the Feb 7-8, 2025 course
Acknowledgement of institutional support (i.e. one letter from Division Chief or Department Chair regarding institutional support, endorsement, and resources). An additional letter from the cadaver/simulation lab director is strongly encouraged.
Statement describing personal and institutional experiences with cadaver-based simulation courses. Please, include information regarding current infrastructure, resources, internal team structure (coordinators, RNs, RTs, cadaver personnel, conference center personnel), and capabilities to host such a course. This can include detailed information regarding conference size/space, exhibit space, and access to cadavers and cadaver lab space.
CV
Ability to maintain the event agenda template and any modifications if necessary
Detailed budget

Supporting Documents and Templates: