When it comes to buying simulators, many programs lose years chasing perfection. In this expert guide, Ferooz Sekandarpoor, leader of BrainNet Consulting Inc., shares practical strategies for simulation center directors: how to make smarter, faster equipment decisions that actually improve learning. From budgeting and vendor strategy to practical metrics and maintenance planning, discover what truly works for programs that deliver results rather than just collecting dust.
Written in collaboration with BrainNet Consulting Inc.
The Expensive Mistake I Keep Seeing
I once visited a medical school that had been planning its simulation center for three years. Three years! They were still finalizing their equipment list because they couldn’t decide on which robotic surgical trainer to buy, one they might use for a single course per semester. Meanwhile, their residents were getting zero hands-on simulation time.
Unfortunately, this isn’t rare. Many programs fall into the same trap: analysis paralysis. They spend years debating, benchmarking, and demoing “ideal” technology setups that can handle every imaginable scenario. But here’s the truth: the simulation centers that actually make an impact are the ones that start small, with good enough technology, and improve from there.
Why the 80/20 Rule Changed Everything for Me
Five years ago, I started tracking equipment usage across different simulation programs I work with. The pattern was striking and, honestly, a bit embarrassing for how long it took me to notice it.
What gets used every day:
- Basic adult and pediatric manikins
- Standard monitors and IV pumps
- Video recording systems
- Simple debriefing rooms
What gets used occasionally:
- High-end procedure trainers
- Specialty equipment for specific courses
- VR headsets (yes, even those expensive ones)
What collects dust:
- That $200K surgical robot simulator
- Ultra-specialized trainers for rare procedures
- Equipment that requires a PhD to operate
The math is brutal but clear: focus your budget on what you’ll actually use daily, not what looks impressive in brochures.
7 Rules for Smarter Equipment Decisions
After watching too many programs struggle, I developed a straightforward approach. Nothing revolutionary, just practical rules that work.
- Start with Your Teaching Schedule
Before you even look at equipment catalogs, map out what you’re actually teaching. I use a simple spreadsheet:
- Course name
- Number of students per year
- How many times you’ll run it
- What skills need practicing
This kills about 60% of unnecessary equipment purchases right there.
- Test for Integration
Ask early: “Does this play nicely with what we already have?”
Avoid “technology islands”: systems that don’t talk to each other or require separate support teams. Instructors should be teaching, not troubleshooting.
- Apply the “Grandmother Test”
If your least tech-savvy faculty member can’t use it within 30 minutes, think twice. Complex gear often ends up unused because nobody wants to wrestle with it on busy days.
- Calculate the Real Cost
That $50K manikin isn’t really $50K. Add:
- Annual service contracts (usually 10-15%)
- Training costs for faculty
- Software licensing fees
- Replacement parts and consumables
Once you do the math, your priorities will shift.
- Track the Metrics That Matter
Forget vanity data. Focus on what tells the real story:
- Equipment downtime: If something’s broken more than 10% of the time, you have a problem.
- Instructor confidence: Are faculty comfortable using the equipment independently? If they’re calling tech support weekly, that’s a red flag.
- Student throughput: How many learners actually get hands-on time? This is where expensive, finicky equipment kills your ROI.
- Utilization rates: Anything below 40% usage needs serious evaluation.
- Build in Phases, and Stay Flexible
Year 1: Get the Basics Right
Start with reliable, multipurpose equipment that covers your highest-volume training needs. Don’t try to do everything.
Year 2: Fill the Gaps
Add specialized equipment based on actual usage data from year one. You’ll be amazed how different your wish list looks after running a program for a year.
Year 3 and Beyond: Innovation Time
Now you can experiment with emerging technologies, knowing your core program is solid.
- Build Strong Vendor Relationships
Here’s something nobody talks about enough: your relationship with equipment vendors can make or break your program.
- Local support matters more than you think. That amazing simulator means nothing if the nearest service tech is 500 miles away.
- User communities are gold. The best equipment comes with active user groups where you can share scenarios, troubleshoot problems, and learn from other programs.
- Beware the “total solution” pitch. Vendors love selling comprehensive packages, but you’ll often get stuck with components you don’t need.
A strong vendor relationship is less about sales, and more about sustainable support.
The Lessons Learned from Programs That Get It Right
The simulation centers I admire most share a few traits. They standardize ruthlessly, using the same brand of manikin or platform across labs so parts are interchangeable and faculty training is simplified. They prioritize reliability over features, preferring equipment that works every time rather than tools that look impressive but fail at critical moments. And they plan for the boring stuff, budgeting 15–20% of equipment costs each year for upkeep. Because while the glamorous tech gets the attention, it’s the quiet, consistent maintenance that keeps programs alive.
Avoid the Common Traps
It’s easy to get dazzled by technology. The demonstration at a major simulation conference always looks flawless (Conference Effect), but those demos happen under ideal conditions, with expert operators and perfect setups. Real life is rarely so kind. Another common pitfall is feature creep: buying equipment that can do 47 different things, when in practice you’ll only ever use three. And then there’s the cutting-edge trap: being the first to try new technology often means being the first to discover all its flaws. The best programs learn to look past the hype, investing instead in tools that are proven, practical, and aligned with their actual training needs.
Conclusion: Making It Work in the Real World
The best simulation programs I’ve seen didn’t begin with perfect equipment lists or shiny new technology. They started with clear educational goals and built their tech strategy around what mattered most: learning.
Perfection is overrated, reliability wins every time. Train your faculty well on whatever tools you choose, plan for maintenance and upgrades from day one, and stay focused on outcomes, not optics.
Remember, your students don’t care about the latest gadgets. They care about real learning experiences that prepare them for real patients.
So start somewhere. The program that launches next month with solid, functional equipment will change more lives than the “perfect” center that never opens its doors.
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