Guidelines & Terms of Presenting
Cannexus is a program of CERIC.
You may submit a completed Call for Presenters "Proposal Form" in either French or English and present in either language; simultaneous interpretation will be made available for some sessions. Your CFP submission must be received no later than 11:59 pm ET, Friday, June 8, 2018 to be considered for inclusion in the Cannexus19 conference programme. Any later proposals will be automatically added to a waitlist for consideration if spots become available.
Before Starting Your Proposal Form
The following will be among the information requested on the Proposal Form. Please have these ready prior to starting the form:
* Session title (up to 8 words) and 60-word abstract
* Names, contact information and 35-word biographies for each presenter
* 3 learning outcomes of up to 10 words each
* Photos of each presenter (high-resolution: 300 dpi, larger than 800 px width) in either JPEG, EPS or TIFF format
*For first-time presenters, a list of other conferences you’ve presented at and links to your presentation slides or video recording, if available
*One presenter must be identified as the Lead Presenter and any co-presenters must be listed. All correspondence will be sent to the Lead Presenter.
*Only the Lead Presenter can make any changes to the session description, or provide supporting documents such as biographies or slides.
*Lead Presenters will not be permitted to add a co-presenter who has already been confirmed in at least two other sessions. Any presenter can participate in a maximum of two sessions: either once as a lead and once as a co-presenter, or as a co-presenter twice.
CERIC reserves the right to decline any requests for adding a co-presenter, based on the above.
Registering for Cannexus
Should your submission be accepted, you, and each of your co-presenters, agree to register and pay the Presenter registration fee for participating in the conference – you must register for the full conference or, if you are only attending on the day of your presentation, you must register for that day.
Upon your acceptance, you will need to register by Wednesday, September 5, 2018 in order to get the best (discounted) Presenter rate: $400 for a 3-day Super Saver registration – no other compensation will be provided. Should you, or your co-presenters not register by this date, the Presenter rate will increase to $440 after Wednesday, September 5, 2018. It is the responsibility of the Lead Presenter to ensure that any and all co-presenters have registered for Cannexus. All presenters must be registered by Wednesday, November 7, 2018. Any presenter not registered by this date risks being removed from the conference programme.
Note: All presenters are responsible for their own accommodation, travel, printing/translation of any handouts or any additional costs associated with their participation at Cannexus19.
Notification of Acceptance
All Lead Presenters will be notified regarding the status of their session in the Cannexus19 programme on or before Monday, July 9, 2018. If you do not hear from us by this date, please reach out to firstname.lastname@example.org. Presenters who have been accepted will be required to confirm their acceptance by email on or before Tuesday, August 7, 2018 to email@example.com. Waitlisted presenters will be updated as spots become available.
As a courtesy, if you are no longer able to present, please send notification to firstname.lastname@example.org as soon as possible so that others on the waiting list can be notified and have the chance to prepare.
Presentations are 30, 50 or 75 minutes in length. Sessions should leave at least 10 minutes at the end for questions and answers. We will assign slots to accepted presentations based on requested session length as possible but may follow up with you to offer an alternate session type based on space availability or the content of your submission.
The 30-minute presentations are part of a Carousel. Carousel sessions are a great way to share knowledge in a less formal setting. Presenters speak for 30 minutes at a roundtable then delegates rotate to another table of their choice. So, presenters deliver their presentation twice back-to-back during the Carousel.
Each room is equipped with a podium, podium mic, Wi-Fi, screen, LCD projector, Mac adapter, connection to the sound system and a flipchart. Any additional A/V requirements will need to be arranged directly by the presenter in advance with the on-site A/V supplier and will be at the presenter's own expense. ALL PRESENTERS ARE REQUIRED TO USE THEIR OWN LAPTOP FOR THEIR SESSION.
The standard set-up for concurrent sessions at Cannexus is half-rounds of six seats (banquet style seating).
The preliminary programme will be posted to the conference website – Cannexus.ca – by Monday, September 24, 2018. It is the responsibility of the Lead Presenter to check the accuracy of the information regarding their session. Please note that CERIC reserves the right to edit abstracts, titles and biographies to ensure that the information fits the programme template and is consistent with our style guide. Only the Lead Presenter may request changes or edits to the preliminary programme by sending your request to email@example.com. The final opportunity to provide edits will be Friday, October 12, 2018. Though every effort will be made to accommodate changes and edits, CERIC will not be responsible for any errors and omissions.
Adding a Co-Presenter
Lead presenters will not be permitted to add a co-presenter who has been confirmed in at least two other sessions. Any presenter can participate in a maximum of two sessions: either once as a lead and once as a co-presenter, or as a co-presenter twice. CERIC reserves the right to decline any requests for adding a co-presenter, based on the above. If at any time you wish to change or add a co-presenter(s), the Lead Presenter must send a request to firstname.lastname@example.org along with the contact information, biography and photo of any proposed new co-presenter(s), no later than Friday, October 12, 2018. If the change occurs after this date, there are no guarantees that the change will appear in the final programme.
Delegates are not required to pre-register for any sessions – therefore, we are not able to advise you of expected attendance for your presentation. Note that any indication of session attendance done through our Cannexus app may give you some idea of numbers but should not be considered firm, as delegates do not pre-select their sessions. On average, presenters can expect anywhere from 15 to 75 participants.
Presentations and Handouts
Delegates highly value receiving copies of presentations, either hard copies on-site, or electronically (with translations if you choose to do so). In the past, most presenters who provided handouts on-site printed three per table (30 copies) and encouraged sharing. In addition, presenters are asked to provide an electronic copy of their presentation by Friday, February 1, 2019, for posting to the Cannexus website.
Selling During Sessions
Selling during sessions is NOT PERMITTED at Cannexus. In cases where we receive multiple complaints about selling in a session, you risk your proposal being declined in future years. If you wish to promote your services, materials or products during the conference, please contact email@example.com about sponsorship, advertising and exhibitor opportunities.
SUMMARY OF CANNEXUS19 PRESENTER DEADLINES (2018 & 2019)
* Friday, June 8, 2018: Last day to submit your proposal – there will be no exceptions
* Monday, July 9, 2018: You will be contacted by CERIC by this date regarding the acceptance of your proposal
* Tuesday, August 7, 2018: Last day to confirm acceptance of your presentation slot
* Wednesday, September 5, 2018: Last day to register at the best Presenter rate
* Monday, September 24, 2018: Preliminary programme posted at Cannexus.ca for your review
* Friday, October 12, 2018: Last day to provide any changes to session descriptions or presenter information
* Wednesday, November 7, 2018: Last day for presenters to register for Cannexus
* Friday, February 1, 2019: Submit your presentation/handouts for posting online
Should you have any additional questions regarding your submission or presentation, please contact:
Danielle Levitt, CMP
Conference & Events Manager