CPA 2021 Virtual Event:

Frequently Asked Questions and Instructions for Presenters


GENERAL QUESTIONS

The impacts of COVID-19 continue to be wide-reaching, impacting all aspects of life as we know it. Given the ongoing challenges presented by COVID-19, the CPA has made the decision to, once again, pivot its annual 2021 in-person convention to a virtual event from June 7th – 25th.

The CPA is committed to knowledge exchange and community for all its members and affiliates. To that end, the virtual event will feature hundreds of submissions, featuring new and familiar presentation types, offered as pre-recorded and live sessions.

After going through this information, please contact convention@cpa.ca with any questions you may still have regarding the virtual event and/or your participation in it.

HOW WILL IT WORK?

Individuals will submit an abstract for consideration in the virtual event’s program; visit the convention’s website for step-by-step instructions on submitting an abstract (https://convention.cpa.ca).  All submissions will be peer-reviewed.  Anyone accepted to present, virtually, in the virtual event will have until May 3rd to register for the convention and upload their presentation(s).  Failure to register by the May 3rd deadline will result in presentations not being uploaded to the virtual event platform.

WHEN WILL THE VIRTUAL EVENT TAKE PLACE?

The virtual event will begin on June 7th and continue through to June 25th. Exact dates for any live chats associated with spoken presentations will be posted to the virtual platform’s schedule. Recordings and digitized formats of sessions will be available, on-demand, through to the end of December 2021.

WHAT IS THE SCHEDULE FOR THE VIRTUAL SERIES?

Updated information on the virtual event’s schedule can be found on the convention’s website (https://convention.cpa.ca/scientific-program/program-schedule-and-themes/).  During each of the three weeks of the Virtual Event, new content will be released. All pre-recorded and digitized content will be available through to the end of December 2021.

The online schedule also indicates which section programming will be released each week. As timing for specific events is confirmed, the schedule will be updated accordingly.

IS PARTICIPATION IN THE VIRTUAL EVENT MANDATORY?

No, as per any CPA Convention, participation is completely optional.

I HAD AN ABSTRACT SUBMISSION ACCEPTED FOR CPA2020 AND OPTED TO HAVE IT MOVED TO CPA2021. WHAT DO I DO NOW?

Individuals who were accepted to deliver a presentation, of any type, at the CPA’s 2020 National Convention and opted to have their work included in the CPA’s 2021 convention will have their submission automatically moved to the submission system for inclusion in the scientific program provided there are no changes to the original submission; please see your in-box for a message from the CPA’s Convention Department.  Should a change, of any sort, be required to the original submission, individuals must submit a new submission; the new submission will be re-reviewed and a decision made about its inclusion in the scientific program.

WHEN WILL THE ABSTRACT SUBMISSION SYSTEM FOR CPA2021 OPEN?

The abstract submission system will open at the end of October and will remain open until at least mid-December; the exact closure date is to be determined.  When the closure date has been finalized, it will be noted on the CPA’s convention website and communicated to the CPA’s membership.

IF ACCEPTED, WHAT IS THE DEADLINE FOR UPLOADING MATERIALS TO PARTICIPATE IN THE VIRTUAL SERIES?

All presentation materials must be submitted to the CPA’s submission portal by May 3rd, 2021. Submissions not received by this date will not be included in the virtual event.

WHAT TYPES OF PRESENTATIONS WILL THE VIRTUAL SERIES FEATURE?

The virtual series will feature familiar and new presentation types. Visit the convention’s website for an overview of the various presentation types and their requirements (https://convention.cpa.ca/scientific-program/presentation-types/).

WILL WORKSHOPS BE INCLUDED IN THE VIRTUAL OFFERING?

The CPA’s 2021 Virtual Event will include professional development workshops of varying length (6-hours, 3-hours, and 85-minutes) and varying CE Credit (6-credits, 3-credits, 1-credit).  Workshops will be offered throughout the three-week span of the virtual event at a cost over-and-above the virtual event registration.

Individuals interested in participating in one of the 3- or 6-hour workshops as a virtual event delegate will be able to register for them as part of the virtual event registration process. Individuals wishing to register solely for one or more 3- or 6-hour workshops, without participating in the virtual event, will be able to do so but will have to register via a mechanism different from the virtual event platform.

GIMME 5S ARE NOT LISTED AS A PRESENTATION TYPE?  WHAT DOES THAT MEAN?

Gimme 5s have been replaced by “Snapshots”.  Similar to the Gimme 5, Snapshots must be pre-recorded as a 5-minute voice-over audio (and/or audio and video) recording of 3 PowerPoint slides or as a Zoom recording with a screen share of 3 PowerPoint slides. You are able to submit an audio only (without video) PowerPoint presentation or Zoom recording if that is your preference.

Submissions containing more than 3 slides (not including a title slide) or longer than 5-minutes will not be accepted.

The Snapshot is a method for sharing information in a spoken/visual format in a succinct manner, creating interest in a project or program, and promoting networking amongst delegates, either within or after the virtual event. A Snapshot can be used for presenting a high-level overview of one’s research study, program, intervention, or the need/impact for/of a policy.

IS THERE A REGISTRATION FEE TO PARTICIPATE IN THE CPA’S 2021 VIRTUAL EVENT?

Yes, there will be a registration fee for CPA members and affiliates, student affiliates, non-members, and student non-affiliates to participate in the CPA’s 2021 Virtual Event.

Note that all presenters must register for the virtual event by May 3rd, 2021; failure to register by this date will result in presentations not being uploaded to the virtual event platform.

WHY IS THERE A REGISTRATION FEE THIS YEAR?

Out of recognition of the unprecedented restrictions and impacts facing professional associations, members of our profession, students, faculty, researchers, and/or practitioners – to name just a few – the CPA’s Board opted to offer CPA 2020 free of charge to CPA members and affiliates whose membership was in good standing.

National conventions, whether in-person or virtual, have significant expenses associated with them; delegate registration fees partially offset some of those expenses. The CPA remains committed to providing learning and networking opportunities for our members and affiliates, and we are excited to be able to connect with you virtually until such time that we can once again come together in person.  Your registration fees offset our actual virtual meeting costs and support both our year-round advocacy and our ability to develop and deliver numerous resources and activities that support our members and affiliates.

DO I HAVE TO REGISTER TO PARTICIPATE IN THE VIRTUAL SERIES?

Yes, all individuals participating in the CPA’s virtual series (presenters and non-presenters, paying and complimentary) are required to register (https://convention.cpa.ca/registration/.

WHEN WILL REGISTRATION FOR THE VIRTUAL SERIES OPEN?

Registration for the virtual series will open in February (https://convention.cpa.ca/registration/) and will stay open through to the end of the series.

CAN I PROMOTE MY SESSION VIA SOCIAL MEDIA OR TO THE MEDIA?

As a presenter during the CPA’s 2021 Virtual Event, you have a great opportunity to generate media coverage for your organization and increase attendance for your presentation by utilizing effective media relations.

Consider issuing a media advisory announcing your selection to present at the virtual event. An advisory summarizes your topic and could include quotes from your presentation, a link to your organization’s/institution’s website, and information about you and your organization/institution.

Another option is to turn your presentation into a bylined article. Many technology publications routinely print articles that detail “real-life” experiences or offer helpful tips to others in the field.

Any of these options can be used in a social media campaign, particularly Twitter and LinkedIn. Tweet about the details from your presentation or provide links to any relevant articles that might generate from the press advisory and/or bylined article. Consider joining relevant LinkedIn groups and share these updates with like-minded individuals. You can engage with the CPA and its members through the CPA’s various social media outlets.

NOTE: 
Only registered attendees will be able to view the presentation through the EventMobi Virtual Event interface, but that the individual video or .pdf files can be directly linked to. The links will appear in the Session description.

WILL THE VIRTUAL EVENT INCLUDE AN EXHIBIT HALL TO CONNECT WITH KEY EXHIBITORS AND SPONSORS?

Yes, the virtual event will feature exhibitors and sponsors via a virtual exhibit hall. You will have the opportunity to set up times to virtually “meet” with exhibitors and learn about their companies.

IF ACCEPTED, HOW DO I UPLOAD MY PRESENTATION?

Click here for the Upload Instructions for Presenters.

STILL HAVE QUESTIONS?

If you have questions or concerns, please contact us at convention@cpa.ca.


INSTRUCTIONS FOR PRESENTERS

HOW DO I PREPARE MY PRINTED POSTER?

Printed Posters can be submitted as a PDF or as a PDF slide deck; voice-over narration is permitted.

Poster slide decks should have no more than 6 slides (e.g., title/author/contact information, abstract, rationale, method, results, conclusion/discussion).

Sessions will be arranged to have group chats with the poster presenters.

HOW DO I PREPARE A SPOKEN PRESENTATION (EXCLUDING SNAPSHOTS)?

With the exception of Snapshots, all spoken individual and group presentations (e.g., 12-minute talk, conversation sessions, review sessions, panel discussions, award/chair addresses) must be pre-recorded as a voice-over audio (and/or audio and video) recording of Powerpoint slides or as a Zoom recording for multiple presenters and/or moderators with a screen share of Powerpoint slides and/or videos (and any other multimedia). You are able to submit an audio only (without video) powerpoint presentation or Zoom recording if that is your preference.

If your presentation has multiple people, it is preferred that ALL presentations, including the moderator, are included in one file. This can easily be accomplished with a pre-recorded Zoom session. If this cannot be accomplished, please contact us at convention@cpa.ca to discuss alternatives.

Your pre-recording must not exceed the allotted time of your accepted abstract.

Convention staff will follow up with presenters to discuss their availability to participate in a live chat on a date to be determined and/or to monitor posted questions by viewers.

For accepted symposia, at least two of the presenters of the accepted symposium must agree to participate in the virtual event.

See below for detailed instructions on how to prepare a voice-over Powerpoint or Zoom recording.

All files must be exported to .MP4 format.

INSTRUCTIONS ON HOW TO PREPARE A VOICE-OVER POWERPOINT

Voice-over Powerpoint – please be sure to save the complete file as a video / MP4 file.

Here are some detailed instructions on how to create voice-overs and associated video using Powerpoint: https://support.microsoft.com/en-us/office/record-a-slide-show-with-narration-and-slide-timings-0b9502c6-5f6c-40ae-b1e7-e47d8741161c?ui=en-us&rs=en-us&ad=us#OfficeVersion=Office_365

Here are some detailed instructions on how to export your presentation and save it as an MP4 file. https://support.office.com/en-us/article/turn-your-presentation-into-a-video-c140551f-cb37-4818-b5d4-3e30815c3e83

INSTRUCTIONS ON HOW TO PREPARE A PRE-RECORDED ZOOM SESSION

Zoom – you can use Zoom to prepare recordings that will allow you to share your Powerpoint on the screen, narrate the slides, and show your face using your webcam. You can choose ‘Cloud Storage’ as the way to save your recording or if you do not have a paid Zoom account, you can record directly to your computer.

Here are some detailed instructions on how to create your presentation using Zoom with Cloud Storage: https://support.zoom.us/hc/en-us/articles/203741855-Cloud-recording

PLEASE NOTE – if you do not have access to a Zoom account – you can create one for free here https://zoom.us/ which allows meetings up 100 people for 40 minutes. If you submit a session longer than 40 minutes and do not have access to a paid Zoom account, please contact chantel@saysomething.ca who will schedule a time for you to pre-record your session using a paid account.If you require technical assistance in order to pre-record your session, please contact Chantel Beaupre chantel@saysomething.ca who will schedule a 15 minute meeting to assist you.

INSTRUCTIONS ON HOW TO PREPARE A POWER POINT PRESENTATION

  • Use of a specific powerpoint background/template is not required.
  • All PowerPoint presentations must use a 16:9 aspect ratio.
    • To ensure your ratio setting is correct, go to the “Design” tab in PowerPoint, click “Slide Size” and choose “Widescreen (16:9).”
      Powerpoint sizing
    • Presentation slides submitted in any other format will not be accepted.
  • Do not change the layout of the slides.
  • The template font sizes have been set to ensure optimal readability by the audience. If you must change font sizes in the template, please use a minimum 16-point.
  • Keep all graphics simple.
  • The first slide is to be used for your submission ID#, presentation title, your name, title and affiliation.

DO YOU HAVE TIPS FOR PREPARING MY PRESENTATION?

  • For Snapshots and spoken presentations, prepare it in the same manner as you will deliver it, bearing in mind the time-limit for your accepted presentation type.
  • Time your presentation and know how much time you will spend on key slides.
  • The location in which record your presentation should be free from distractions and any other sources of interference. Keep doors closed or locked and consider putting up a sign telling others that you are presenting/recording and should not be disturbed.
  • For the best results, use a high-quality external webcam rather than your device’s built-in webcam.
  • Make sure to position your webcam at eye level for a good quality camera angle. If you are using a laptop’s built-in camera, consider using a laptop stand or other objects to elevate the webcam to a useable and professional looking height. A low angled camera position will not provide the best version of you to your audience.
  • Present from a brightly lit room as adequate lighting is needed for your camera. Avoid putting outdoor-facing windows and other bright light sources directly behind you.
  • Plain backgrounds to sit/stand in front of, such as a wall painted a solid color or non-patterned drapery, are recommended to avoid distracting viewers and causing visual artifacts with your camera. Consider using one of the two official CPA’s Virtual Series backgrounds for your presentation (posted on the convention website when available).
  • For the best sound quality, use an external microphone and headphones when possible. Consider using a Bluetooth headset or check your webcam as it may come with a quality microphone and noise/echo cancelling built in.
  • We highly recommend setting up a time for a test call with one of our CPA Convention Staff. They will help walk you through the finer details of your presentation and assist you in getting the best quality out of your presentation/recording setup.

IS THERE A SPECIFIC WAY TO NAME MY PRESENTATION FILE?

Yes, the filename should be comprised of the following elements in the following format, with hyphens between the elements:

SubmissionID–SubmissionCODE-LastName-TitlePart.fileextension

There should be no spaces, accented characters, or special characters in the file name.

SubmissionID: The unique Submission # assigned to the presentation when the abstract was submitted
SubmissionCODE: The Type of Submission, using the codes in all caps in the table below
LastName: The Last Name of the First Presenter (or Moderator if a Symposium)
TitlePart: The first three words of the title of the presentation, with no spaces between the words.

Submission Code: Submission Type
12MIN
AWARD
CONVERS
PANEL
SNAP
KEYNOTE
KTACTION
POSTER
REVIEW
SECTIONCHR
SECTIONSPK
SECTIONSYM
SYMPAPER
SYMPOSIUM

WORKSHOP

12-Minute Talk
Award presentation
Conversation Session
Panel Discussion
Snapshot
Keynote address
Knowledge Translation in Action
Printed Poster
Review Session
Section Chair Address
Section Featured Speaker
Section Invited Symposium
Paper within a Symposium
Symposium

Workshop

For example, a 12-Minute Talk video file submission might look like:

54321-12MIN-Smith-PsychologicalBestPractices.mp4

In the case of a paper within a symposium, if provided outside of an overall symposium video, the format should be:

SymposiumSubmissionID-SubmissionID–SubmissionTYPE-LastName-TitlePart

In this case, the Symposium presentation would look like:

55555-SYMPOSIUM-Jones-WhatCanWe.mp4

The individually submitted papers for the symposium would look like:

55555-54111-SYMPAPER-North-WecouldMaybe.mp4

55555-54112-SYMPAPER-White-OrHowAbout.mp4

55555-54113-SYMPAPER-Brown-MaybeWeShould.mp4

I CAN NO LONGER PARTICIPATE IN THE VIRTUAL SERIES. WHAT DO I DO?

If you are no longer able to participate in the virtual event or unable to participate in a scheduled Live Chat, Discussion or Q&A Session, please notify convention@cpa.ca.