May 19, 2013

FAQs for Annual Conference Presenters

What are the dates and locations of future conferences?

See the Annual Conference main page.

What is the abstract submission deadline for the 2012 conference?

February 1st, 2012.

How do I submit an abstract?

All abstracts must be submitted electronically.

How are abstract submissions reviewed and graded?

Abstracts are blind-peer reviewed by a panel of three to five members who represent a variety of interests in psychiatry and practice patterns. Grades are assigned based on whether a submission includes:

• new information in the form of data;
• a new theoretical or treatment approach;
• a new program description;
• a full description of data;
• multicentred data that present diverse points of view; and
• clear, cogent and specific abstracts

Lower ratings are associated with old information, data that will be “available at the time of the meeting,” reports from a single centre or study and a vague discussion of the importance of the topic area.

Common reasons for rejection are:

• the abstract did not conform to the specific instructions;
• the submission was received after the deadline; and
• the abstracts were submitted in a disorganized fashion.

I am a presenter at the conference. Must I register and pay registration fees?

Yes. It is CPA policy that all conference participants—including presenters—register and pay the appropriate fee.

What are the poster guidelines?

Posters will be displayed on boards measuring four feet high by four feet wide (1.219 m by 1.219 m). Velcro tabs will be provided for affixing each poster. Presenters are responsible for putting up their own poster (specific set-up times will be confirmed in writing by CPA) and for taking it down after the poster session is over. The CPA is not responsible for posters not removed by this time.

I want to include a copy of an article, or a section from another copyrighted work in my handout materials. Can I just make photocopies for distribution to attendees?

The Canadian Psychiatric Association adheres strictly to copyright rules and regulations. Should you choose to include any copyrighted works in your handouts, you must obtain the permission of the copyright holder(s) to duplicate the materials in writing. A copy of this written permission must accompany the document(s) where necessary.

I am a presenter at the conference, and want to distribute handouts to attendees at my session. Does the CPA make copies for me?

No. Handouts are neither required nor funded by the CPA for any presentation type other than courses, but attendees often request them, and presenters with handouts often receive higher evaluation scores. Should you and your co-presenter(s) wish to offer handouts, the CPA suggests that you:

• bring a supply of handouts for distribution during the session OR
• circulate a sign-up sheet so presenters can e-mail slides to participants post-conference OR
• post the information on your own website and provide participants with your site address OR
• circulate a one-page sheet with your contact information for participants.

If you use handouts, be sure that they are easy to read. It is preferable that slides and handouts follow the same order.

Please note: The Canadian Psychiatric Association adheres strictly to copyright rules and regulations. Should you choose to include any copyrighted works in your handouts, you must obtain the permission of the copyright holder(s) to duplicate the materials in writing. A copy of this written permission must accompany the document(s) where necessary.

Should I use trade names for drugs on my slides?

When presenting about specific drugs, please use their generic names.

Why do I need to complete a disclosure form?

The CPA’s disclosure policy is intended to openly identify any potential conflict(s) an abstract author or coauthor(s) may have so that audience members are able to form their own opinions about the material presented. Disclosure of financial interests or affiliations is also a requirement of the Maintenance of Certification program.

Presenters must disclose any off-label medication uses as well as any commercial or financial conflicts of interest. Please acknowledge funding sources for your research and other possible conflicts of interest in advance to the CPA, in your slides and verbally during your presentation.

A disclosure slide must be prepared and shown as the second slide of any audio-visual presentation. Sessions will be monitored onsite.

I am a presenter at the conference. Do I need to pay for my own audio-visual equipment?

No. The CPA will pay for your AV, but urges you and your co-presenters to order only necessary equipment. Rental fees for audio-visual equipment are expensive, and a significant portion of the conference budget is devoted to this expense.

If you plan to use an LCD projector, you must bring your own laptop/notebook computer, any necessary cables and/or converters and a back-up diskette/CD of your presentation in case your computer malfunctions.

For presentations with multiple presenters, the CPA recommends that the chair/lead presenter collects all presentation slides on one computer. There will be a Speakers’ Preparation room available for your use throughout the conference.

Does the CPA communicate with all authors associated with one abstract?

No. The CPA only communicates with the lead author. It is the lead author’s responsibility to update his or her co-authors regarding the abstract submission.

As a presenter at the conference, will the CPA pay me an honorarium or reimburse my travel and lodging expenses?

The CPA does not provide honoraria, travel reimbursement or hotel reimbursement to annual conference presenters.

Is photography permitted during annual conference sessions?

Photographs may not be taken during any presentation. The sole exception is for the official CPA photographer for the conference.

My presentation will include new data that may be of great interest to the media. May I issue a press release or schedule a media event to publicize it?

Conference presenters may not plan media events or press conferences during the Annual Conference without prior notification in writing and approval from the CPA’s Executive Director. This is to ensure that scheduling conflicts with official CPA media relations’ events do not occur, and that any pre-event media advisories and/or subsequent coverage do not inappropriately imply the CPA’s approval or endorsement.