Guidelines & Terms of Presenting

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.

The following will be among the information requested on the Proposal Form. Please have these ready prior to starting the form:

  • Proposal type (concurrent session, Mega session, pre-conference workshop, Spark!). See Glossary of Terms for definitions
  • Type of presentation: Presentation, panel, other (concurrent sessions only)
  • For concurrent sessions, session title up to 8 words, up to 60-word abstract, 3 learning outcomes of up to 10 words each, and up to 35-word biographies of each presenter. For Mega session, Spark! and pre-conference workshops, session title of up to 10 words, up to 100-word abstract, 5 learning outcomes of up to 10 words each, and up to 70-word biographies for each presenter
  • Names, contact information for each presenter
  • Photos of each presenter (high-resolution: 300 dpi, larger than 800 px width) in either JPEG, EPS or TIFF format. Each photo MUST use the following naming convention: Last name, First Name. For example, Smith, John
  • For first-time Cannexus presenters, a list of other conferences you’ve presented at and links to your presentation slides or video recording, if available
  • Room setup preference: Banquet rounds (6-8 per table) or theatre style (Requested for concurrent sessions only. Mega, pre-conference workshops and Spark! have assigned seating based on the needs of the program)
  • Session length: 30, 60, 75 minutes (Requested for concurrent sessions only. Mega, pre-conference workshops and Spark! have assigned session lengths based on the needs of the program)
  • Social media handles (optional)
  • Accessibility needs (optional)

Should your submission be accepted, you, and each of your co-presenters, agree to the following:

  1. Register and Pay the Presenter Registration Fee: Upon your acceptance, you will be required to register by Wednesday, September 2, 2020 in order to receive the best (discounted) Presenter rate: $425 for a 3-day Super Saver registration. No other speaker compensation will be provided. Should you, or your co-presenters, not register by this date, the Presenter rate will increase to $475 on September 3, 2020. 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 4, 2020 by the end of the Early Bird registration period. Any presenter not registered by this date risks being removed from the conference program. *NoteAll presenters are responsible for their own accommodation, travel, printing/translation of any handouts or any additional costs associated with their participation at Cannexus21. 
  2. Lead and Co-presenter Terms: One presenter must be identified as the Lead Presenter and any co-presenters must be listed. All correspondence will be sent only to the Lead Presenter, and 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 a co-presenter if their inclusion contravenes the terms listed above.
  3. A/V Equipment Terms: 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. Presenters are required to bring their own laptop for their session.
  4. Presentation Content Terms: 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 sandra@ceric.ca about partnership and exhibitor opportunities.

Notification of Acceptance

All Lead Presenters will be notified regarding the status of their application for the Cannexus21 program on or before Monday, July 20, 2020. Presenters who have been accepted will be required to confirm their acceptance by replying to the invitation email by the deadline included in that email. Waitlisted presenters will be updated as spots become available.

If you are no longer able to present at any point, please send notification to sandra@ceric.ca as soon as possible so that others on the waiting list can be notified and have the chance to prepare.

Session Length

Presentations are 30, 60 or 75 minutes in length.

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 an interactive roundtable then delegates rotate to another table of their choice. Presenters deliver their 30-minute presentation twice within a 75-minute block. Carousels can accommodate up to 15 attendees per table.

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 if possible but may follow up with you to offer an alternate session type based on space availability or the content of your submission.

Room Setup

Rooms are set up in two formats:

  • If you intend to have an interactive session with table exercises, banquet rounds may be the best choice
  • If you intend to have a standard presentation, theatre style may be the best option

Please note, this is a “preference.” CERIC reserves the right to alter seating based on the needs of the program. Rooms will be set to maximum capacity with either theatre style or banquet rounds (as assigned).

Panel rooms will be set up with a headtable and up to 6 chairs and 1 table mic (to pass around).

Conference Program

The preliminary program will be posted to the conference website by Monday, September 28, 2020. It is the responsibility of the Lead Presenter to check the accuracy of the information regarding their session. CERIC reserves the right to edit abstracts, titles and biographies to ensure that the information fits the program template and is consistent with our style guide. Only the Lead Presenter may request changes or edits to the preliminary program by sending a request to sandra@ceric.ca. The final opportunity to provide edits will be Friday, October 9, 2020. 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 sandra@ceric.ca along with the contact information, biography and photo of any proposed new co-presenter(s), no later than Friday, October 9, 2020. If the change occurs after this date, there are no guarantees that the change will appear in the final program.

Session Attendance

Delegates are not required to pre-register for any sessions – therefore, we are not able to advise you of expected attendance for your presentation. Any indication of session attendance done through the Cannexus app may give you some idea of attendee numbers but should not be considered firm. 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 5, 2021 for posting to the Cannexus website.

SUMMARY OF CANNEXUS21 PRESENTER DEADLINES

  • Tuesday, June 2, 2020: Last day to submit your proposal
  • Monday, July 20, 2020: Date by which CERIC will contact you regarding the acceptance of your proposal
  • Wednesday, September 2, 2020: Last day to register at the best Super Saver Presenter rate
  • Monday, September 28, 2020: Preliminary program posted at Cannexus website for your review
  • Friday, October 9, 2020: Last day to provide any changes to session description or presenter information
  • Wednesday, November 4, 2020: Last day for presenters to register for Cannexus
  • Friday, February 5, 2021: Deadline to submit your presentation/handouts for posting online

When

25-27 January, 2021

Where

Shaw Centre, Ottawa