1. Are there discounted registration fees for Speakers and Panel Organizers? Yes. There is a reduced registration fee for speakers and panel organizers (one panel organizer per panel):
    – For the day of the panel presentation the fee is $250
    – For the whole conference the fee is  $500. Please note that the gala dinner can be purchased at additional fee ($150)
    – For more information, please visit the registration page here
  2. What hotel rooms are available?
    Travel and accommodation can be booked here. CSPC has arranged for a block of guest rooms at the Westin Ottawa starting at $299.00 per night plus applicable taxes. The deadline for booking under CSPC reduced rates is 5:00 PM ET Monday, October 21, 2024. Please make your reservation ASAP as the rooms are being booked very rapidly and availability is limited.
  3. What discounts are available for the conference?
    There are a number of discounts available for the conference, including:- Early Bird: $200 savings (Sept. 2nd – Oct. 5th)

    Registration Discount Types
    – Academic/Non-Profit/Retired/Diplomat
    – Student/Post-doctoral fellowFor more information, please visit the registration page here

    Group Discounts
    Multiple ticket discounts are available. CSPC offers a 5% discount on groups of 5-9 registrations and a 10% discount for 10 registrations or more. Please contact conference@sciencepolicy.ca for your group discount code which can be applied at check out during registration.

    More information on conference registration at https://sciencepolicyconference.ca/registration/

  4. Key dates:
    Panel PowerPoint Presentation Deadline: Oct 30th
    If speakers wish to submit their powerpoint presentations, please share them with Ashleigh Heath and your volunteer content coordinator by October 30. Please include panel ID and full name of panel organizer.Panelists can also bring their powerpoint presentation in a USB key, to the Speaker Ready Room at the Westin up to 2 hours before their session. The Speaker ready room is located in the Alberta room on the 4th floor of the Westin Hotel.Audio Visual Equipment in Concurrent Sessions
    CSPC has arranged for Audio Visual equipment with the in-house AV company at the Westin Ottawa Hotel (Encore).Each room will have the following equipment:

    • Screen
    • Projector
    • Podium with microphone
    • Microphones
    • Floor mic for Q and A
    • Laptop
    • Sound system
    • All panels will be audio recorded, plenary sessions will be Video recorded. 

    Panelists are NOT required to bring a laptop for their presentation, but they are welcome to do so if preferred. If you choose to bring your own laptop, please ensure you have the necessary connecting cables. We kindly ask that all panelists arrive in the room at least 30 minutes before the session begins to allow the AV technician sufficient time to set up your equipment.

    Live Polling using the Conference App – Deadline: Oct 25th
    You can engage the audience using the Conference Mobile App chat, by accepting questions in the app and/or by leveraging polls.  (Note: You can utilize the conference mobile app for polls, or any other online source of your choosing.) If you wish to use the Conference Mobile App for attendee engagement, you must submit your polling questions on a template that will be sent in the coming weeks, no later than October 25th. More information will be provided in the next few weeks.

    As you meet with your panel over the coming weeks, please reflect on the content highlights and specific feedback you want from your audience. Take advantage of these options to create greater engagement with your session attendees.

    In order to ensure the Conference App is pre-loaded with your question(s), we need this information in the template that will be provided no later than October 25, 2024. If your materials are ready sooner, please send them asap. It takes time to upload everything so the earlier the better. Do not leave this to the last minute. With more than 50 panels we need as much time as possible to complete this exercise and cannot guarantee your questions will be included if the deadline is missed.

    Speaker Information – Please submit as soon as possible
    If you haven’t already, please ensure your speaker bios and headshots are uploaded to Oxford Abstracts as soon as possible. Please communicate to your CSPC volunteer as soon as there is new upload or a change in speakers list so they can flag via email to Ashleigh Heath.These details are needed to support the conference promotion in the coming weeks and the completion of the Conference App.

    Speaker Release Forms – Please submit as soon as possible
    Similar to the request for Speaker bios, can you please ensure your speaker release forms are completed and uploaded to Oxford Abstracts as soon as possible.  At this point all speakers are confirmed and we need the signed release forms in order to promote their participation in CSPC 2024. Without this information, your panel and panelists cannot receive any pre-conference marketing. 

    Speaker Registration –  Must be done as soon as possible
    Please ensure all speakers are registered as this is required for the pre-conference and in-person sessions.  No exceptions. Follow this registration link to complete the registration.

  5. Final Details
    Preparation calls with your panel
    Over the course of the next weeks, remember to convene a call with your panel to ensure you remain on track for the Conference.Translation: ​​CSPC will offer simultaneous translation for panels that have previously requested it, using an AI service that provides live-stream captions. Please watch for further communication on this.Panel Promotion: We encourage you to promote your panel in any shape and form in all social media channels. Please always tag your post with #CSPC2024.

    Special Requests: If you have any other special requests such as accessibility or translation, please let us know as soon as possible. You should have already indicated the preferred room format, and confirmations will be provided to you shortly. Please note that all speakers must be present in person; any exception to this is made on a case by-case basis and must be communicated to us as soon as possible.

    At any time, should you have any questions about CSPC 2024, please feel free to contact us at conference@sciencepolicy.ca.