Next week, we will unveil the 2025 Healthcare Facilities Symposium & Expo conference program. You will be able to explore over 55 sessions, see which design firms are presenting, and learn about the numerous healthcare systems that have speakers sharing their stories.

Have you ever wondered what goes into selecting the sessions for the conference each year? It’s one of my favorite processes that we undertake to produce the event. I thought I’d pull back the curtain and explain our system for finalizing the program.

Every year, we do an open call for submissions starting in November, with a deadline typically in early February. Anyone is welcome to submit a proposal for consideration. Simultaneously, I reach out to design firms and healthcare systems, asking them to submit proposals on specific topics and projects. Our advisory board members also do the same.

Speaking of the advisory board, we meet in person every January. During that meeting, we go around the table, and I ask them, “What is keeping you up at night?” In other words, I want to hear about the pressure points they are facing at work. I also ask about the types of projects coming online or those they are hearing about. This download of information is critical in shaping the conference program because it tells me what we need to address to stay relevant to the industry’s current issues. We also have a brainstorming session on the types of sessions they want to see in the program, and what they have heard from each other helps focus on the most important topics.

Once we have received all the submissions, a committee of 10-14 board members reviews them. They have a month to read, rate, and provide comments on each submission. At the same time, I read through the submissions at least five times. The first two times, I read each submission on its own merits without comparison or notes. Then, I go back through, and we offer the option of submitting a video to talk about the proposal. I listen to all of those and make notes because I find that more information comes from the video than the written proposal. The next time through, I start to pay attention to the specific speakers and organizations in the proposals, which helps me understand them even more. Finally, I mark them up with thoughts on the topic, type of project, firm, speaker, and healthcare organization.

At this point, I have received feedback from the review committee. I compile it onto one sheet and begin to read through all the proposals again, considering the group’s feedback. Very rarely is there a consensus, but that is to be expected because the committee members come from different disciplines, stages of their careers, and experiences. This is why it’s my role to make the final selections, taking all their perspectives into account. They represent the attendees, and the sessions need to satisfy all their perspectives.

I then take two days where I clear both my professional and personal calendar and essentially lock myself in a room. I go through the proposals and begin to make the final selections. I have a hit list of topics we want to cover. I try hard to ensure no organization, whether an AEC firm or healthcare system, presents more than one or two sessions. This is often very challenging because some larger firms submit dozens of proposals. I also look at project types and geographic locations to ensure we have a good mix of healthcare environments from across the country and international representation. We require that every case study and really we strive for almost every session has a presenter from a healthcare provider on the panel. I look at the speakers and seek diversity and a mix of experience, so we hear from both experienced professionals and emerging leaders. I review who has spoken in previous years to ensure it’s not always the same folks, and I make sure different offices of larger firms get an opportunity. I send texts and emails to the review committee, double-checking comments they made or asking for their input on deciding between proposals. At the end of it, I come out with the final sessions and a large pile of those that don’t make the cut, which are often very good submissions. This is the hard part, as we receive anywhere from four to six times the number of proposals we need each year.

Then, it’s another whole project to place the sessions in the right days and time slots! Check back, and maybe next year I’ll talk about that. In the meantime, keep your eyes out next week for the announcement as we unveil this year’s program. Maybe you’ll look at it a little differently now that you understand how much effort and thought goes into putting it together.

Be well,
Jenabeth

Jenabeth Ferguson
Vice President, Symposium Director
Healthcare Facilities Symposium & Expo