CPA CONVENTION FREQUENTLY ASKED QUESTIONS

The CPA is pleased to provide answers to some of your frequently asked questions (FAQs). If your question isn’t there, please don’t hesitate to reach out to us at convention@cpa.ca.

 

ABSTRACT SUBMISSION INFORMATION

WHEN CAN I MAKE A SUBMISSION TO THE CONVENTION?

The abstract submission system is open from October 2024 until December 3, 2024.

DO I NEED TO BE A CPA MEMBER OR AFFILIATE TO SUBMIT AN ABSTRACT?

It is not necessary to be a member or affiliate of the CPA in order to submit an abstract to the convention; however, CPA members and affiliates do receive a discount on the registration fees to attend the convention.

IS THERE A LIMIT ON THE NUMBER OF SUBMISSIONS AN INDIVIDUAL CAN SUBMIT?

No. However, the CPA’s Convention Department reserves the right to limit the number of multiple submissions from same Main and presenting authors. Please note that should you submit multiple abstracts you will be expected to be available to present all that are accepted.

WHAT IS THE PREFERRED LANGUAGE FOR A SUBMISSION?

You can submit and/or present in either of the two official languages, English or French. Please note that accepted abstracts will be printed in any program materials in the language in which it was submitted.

WHAT IS THE CHARACTER LIMIT FOR A SUBMISSION?

The character limit when entering an abstract is 1,400 characters (Including spaces), 240 characters (Including spaces) for titles, and 50 characters (Including spaces) for abbreviated titles.

WHAT ARE THE PRESENTATION TYPES?

The CPA’s 2025 Annual National Convention will feature multiple presentations of varying presentation type.  These include:

  • Workshops (of varying duration and varying eligibility for Continuing Education credits, including 6-hour, 3-hour, and 85-minute Workshops)
  • Spoken Individual Presentations (of varying duration, including 5-minute Snapshots, 12-minute talks, 25-minute Round Table Conversation Sessions, and 25-minute Theory Review Sessions)
  • Spoken Group Presentations (of varying duration, including 55-minute panel discussions and 55-minute symposia)
  • Poster Presentations (Traditional Printed posters (55 minute group sessions), Virtual posters (5 minutes))

See the Presentation Types page for details on each presentation type, including descriptions and submission requirements.

CAN I SUBMIT MY ABSTRACT IF MY RESEARCH HAS NOT YET BEEN COMPLETED?

Given the seven-month period between the submission of an abstract and the presentation, submissions can be made for which data analyses are underway but are incomplete (at the time of submission); in this case, submissions should include a description of preliminary data or analyses. Note that the content of the research submission will be closely reviewed, and presentations can nonetheless be declined based on the potential results or lack thereof. The study must be completed by time of presentation..

CAN MY ABSTRACT BE PRESENTED AT ANOTHER CONFERENCE IN ADDITION TO THE CPA?

Submissions should report original work which (with the exception of student conferences) has not been previously presented or published. Identical content should not be presented at multiple conferences.

I CAN’T PRESS THE “NEXT” BUTTON ON THE SUBMISSION SCREEN. WHAT DO I DO?

The Submission system requires browsers with Javascript. The Symptom for Javascript not enabled is the inability to press next button on the submission screen.

Please enable Javascript before proceeding:

Firefox

  1. On the Tools menu, click Options.
  2. On the Content tab, click to select the Enable JavaScript check box.
  3. Click the Reload current page button to run scripts.

Internet Explorer

  1. On the Tools menu, click Internet Options, then click the Security 
  2. Click the Internet Zone.
  3. If you do not have to customize your Internet security settings, click Default Level. Then go to step d.
  4. If you have to customize your Internet security settings, follow these steps:
    • Click Custom Level.
    • In the Security Settings – Internet Zone dialog box, click Enable for Active Scripting in the Scripting 
    • Click the Back button to return to the previous page, and then click the Refresh button to run scripts.

Chrome

For Chrome users, follow this link: JavaScript Enable/Disable for Chrome

HOW DO I KNOW IF MY SUBMISSION WAS SUCCESSFULLY SUBMITTED?

Submitters will receive a “Confirmation” via email. Please contact the CPA Convention Office (convention@cpa.ca) if you do not receive confirmation. You may also log into the submission database to see the status (completed) of your submission.

WHAT ARE THE RESPONSIBILITIES OF THE MAIN PRESENTING AUTHORS AND THE CO-PRESENTING AUTHORS?

The main presenting author and the co-presenting authors agree to register, pay the appropriate convention fees, and present the accepted submission as scheduled.

The main presenting author and the co-presenting authors understand that if they are unable to attend the convention, they will find a replacement to present the submission and will let the CPA Convention Department know in writing before March 14th,2025. Failure to do so will result in the Main and Presenting author being put on the delinquent author list.

The Main Presenting author is responsible for notifying Additional Author(s) about the results of the submission process.

NOTE: When adding presenters/moderators/authors, please use the email addresses that they intend to use for Convention Registration to ensure that the presentation is associated with their profile in the scheduling app.

WHAT IS THE DELINQUENT AUTHOR LIST?

Main presenting author(s) and co-presenting authors of accepted submission must be present on the date/time of their presentation indicated in their acceptance letter. Authors who fail to appear to present their submission will be on the “Delinquent Authors list” for the next year’s convention and their submissions will not be accepted.

WHAT ARE THE RESPONSIBILITIES OF ADDITIONAL AUTHOR(S)?

Additional Author(s) listed within the submission are not required to pay convention registration fees or present at the convention.

Additional Author(s) that intend to participate in the presentation of the submission during the convention are required to register and pay the appropriate convention fees and present their submission as scheduled. They should instead be listed as Co-Presenting Authors.

CAN I MAKE CHANGES TO MY ABSTRACT (E.G., EDIT CONTENT, ADD/REMOVE AUTHORS, UPDATE CONTACT INFORMATION) AFTER IT HAS BEEN SUBMITTED?

The Main Presenting author can edit a submitted abstract through the 2025 CPA Convention Submission System; these changes can include edits to content, adding/removing an author, updating contact information, etc.  Up until  December 3rd, 2024 at 23:59 EST.

It is your responsibility to make the changes online and resubmit your submission or to send questions about your submissions to convention@cpa.ca, before December 3th, 2024. The submission review phase begins on December 4th, 2024. Submissions may not be changed during (or following) the official submission review period.

HOW DO I CHANGE THE MAIN AND PRESENTING AUTHOR FOR MY SUBMISSION?

The main and presenting author must send an email notification to the CPA Convention office (convention@cpa.ca) of the new main and presenting author, ensuring all contact information is provided. Email notification must be sent and received by the CPA Convention Office (convention@cpa.ca) prior to March 14th.

WHEN WILL I KNOW IF MY SUBMISSION WAS ACCEPTED OR DECLINED?

The Main and Presenting author will receive an email notification no later than March 14th regarding acceptance or a declined of their submission; consequently, an accurate email address is critical. It is the responsibility of the Main and Presenting Author to notify all co-author(s) of the acceptance or declined submission.

Note: Due to the high number of convention submissions, some submissions will be declined based on lack of space in the convention program. This does not mean that your submission is declined due to content, but rather that we lack the necessary space in the venue to present all accepted submissions. For more information, please contact convention@cpa.ca.

MY SUBMISSION WAS ACCEPTED, BUT THE DATE AND TIME OF MY PRESENTATION WAS NOT SPECIFIED?

So that you may be able to begin making travel arrangements (e.g., securing institutional travel funding), acceptance letters may be received in two phases: notice of acceptance without a date and time, followed by a notice of scheduled date and time.  Some submitters will receive only one notification, which states both acceptance and the presentation’s scheduled date/time.  In either scenario…

  1. Plan to be available to make your presentation
    You will receive an e-mail by April 1st, 2025 (at the latest) from the CPA Convention Office once the scheduling process is complete, at which time we will confirm the actual date and time of your presentation. Due to the very large number of sessions and the exponential number of variables that we must consider when planning the program schedule, it is not possible to accommodate requests for specific dates/time slots.
  2. Register for the Convention
    On-line Registration for the CPA 86th Annual National Convention opens at the beginning of February. All Main and Presenting authors are required to register and pay the appropriate convention registration fees no later than April 4th, 2025, to secure a space in the convention program. Please contact the CPA’s Convention Office (convention@cpa.ca) if you had an abstract accepted but cannot register by April 4th, 2025.

MY SUBMISSION WAS DECLINED, AND I DO NOT AGREE. WHAT CAN I DO?

In the event you do not agree with the Peer Review decision, please send an email inquiry to the CPA Convention Office for appeal/review (convention@cpa.ca).

HOW DO I WITHDRAW MY SUBMISSION?

The Main and Presenting author may withdraw their presentation, providing written notification has been sent and confirmed by the CPA Convention Office (convention@cpa.ca) prior to March 14th, 2025.

I CONFIRMED MY PARTICIPATION AT THE CONVENTION BUT CAN NO LONGER ATTEND. WHAT DO I DO?

The main and presenting author must designate an alternate main and presenting author. The replacement must register for the convention and pay the appropriate convention registration fee. Should no alternate presenter be available or able to present on behalf of the Main and Presenting author, the submission will need to be withdrawn. To withdraw a submission, please send an email to the CPA Convention Office (convention@cpa.ca) prior to March 14th, 2025.

HOW DO I MAKE A VOICE-OVER SLIDE SHOW IN POWERPOINT?

You can find instructions here:

Once recorded, you can save the PowerPoint presentation as a .mp4 video file.

GENERAL QUESTIONS

WHEN WILL THE CONVENTION TAKE PLACE?

The convention will take place from June 12th – 14th, 2025.   Pre-Convention Professional Development Workshops will take place on June 11th, 2025.  Exact dates/times for specific session will be available in March 2025. Recordings and digitized formats of some sessions will be available, on-demand, for at least three months following the convention.

WHAT PUBLIC HEALTH MEASURES WILL THE CPA HAVE IN PLACE DURING THE CONVENTION?

The safety of the CPA’s membership, staff, and all convention delegates is of the most importance to the CPA’s Head Office and Convention Committee.

The CPA will adhere to any public health guidelines in place at the time by the Newfoundland & Labrador and St. John’s Public Health Departments.  The CPA may also put in other safeguards as it deems appropriate.

WHAT TYPES OF PRESENTATIONS WILL BE AVAILABLE VIRTUALLY?

Virtual Poster: A Virtual Poster is a 5-minute pre-recorded voice-over narration. This is for presenters who only want to pre-record and upload to the virtual platform.

WILL PROFESSIONAL DEVELOPMENT OR STANDARD WORKSHOPS BE INCLUDED IN THE CPA2025 SCIENTIFIC PROGRAM?

CPA2025 will include in-person professional development workshops of varying length (6-hours, 3-hours, and 85-minutes) and varying CE Credit (6-credits, 3-credits, 1-credit). The 3- and 6-hour workshops will be offered on June 11th as pre-convention workshops; you can register and pay for pre-convention workshops during convention registration, or you can register and pay for them separately.  Workshops 85-minutes in length will be offered, in-person, during the convention’s three days; access to these workshops is included with convention registration.

WILL CPA2025 INCLUDE AN EXHIBIT HALL TO CONNECT WITH KEY EXHIBITORS AND SPONSORS?

Yes, CPA2025 will feature an in-person exhibit hall for you to connect with exhibitors and sponsors.  We will be as happy to see exhibitors and sponsors in-person again, along with all our delegates.

WHO OWNS AND CAN USE SUBMITTED MATERIALS AND PRESENTATIONS?

All rights, title, and interest in material submitted in connection with the CPA’s 2025 scientific program will remain with the author(s). As a condition of the acceptance of the approved submission, all author(s) agree to grant the CPA a royalty-free, non-exclusive, worldwide perpetual license to use, reproduce, publicly display, distribute, and prepare derivative works of the submitted material in any medium, including electronic, online, and/or print format. This license shall also include electronic archiving of submitted material in the CPA’s virtual convention platform, unless the author(s) or a person authorized to submit on behalf of the author(s) decides not to permit electronic archiving of the material by contacting the CPA’s convention department. CPA Sections shall not be granted any rights hereunder.

By submitting submitted material for use by the CPA, you represent and guarantee that you are either an author of the submitted material or a person authorized to act on behalf of the author(s). If you are a coauthor or acting on behalf of a coauthor, you represent and guarantee that you have received permission from all authors for your submission of material on their behalf. You also represent and guarantee that the submitted material is an original work or authorship that has not been previously published and does not infringe any third party’s rights. You represent and guarantee that you have all necessary permissions to use any third-party materials incorporated into the submitted material, and you have the authority to make these representations and guarantees and grant the rights herein. Should any third party bring a claim against the CPA for its use of the submitted material, you agree to indemnify, defend, and hold the CPA harmless for any use of the submitted material set forth herein.