WELCOME: SESSION INFORMATION
Session Attendance
It is estimated that there will be 75 +/- participants each education session,. Numbers will vary depending on topic interest (unless they have been designated ‘limited attendance’). CSAE does not ticket education sessions, so delegates are not required to participate in a particular session. They may pick and choose as they see fit.
Room Set-up
Rooms will be set up in rounds or half rounds of 6 where possible. In some rooms there may be additional theatre seating around the perimeter or possibly classroom around the walls. There will be a table at the front/side of the room for materials and a head table will be provided if required. A standing lectern is in the room off to the side – for either the speaker and/or the introducer. Lectern mic, wireless lavalier mic, a screen, LCD projector and laptop as well as a flip chart will be provided. You may also bring your own laptop. Please bring the most recent copy of your presentation with you on a flash drive or on your computer. We will need it for content capture – we will load it onto the computer upon your arrival if you are not using your own computer. This will ensure your most recent version is available for the session. However we do ask for a copy of your presentation before conference… just in case!
If there is anything else you require in the session, we can discuss it, but… please remember rooms are used for various events so consistency is essential.
Please note that the room set-up will ultimately be at CSAE’s discretion. We will strive to meet your needs, but may need to alter your requested set-up to accommodate everyone using the room that day.
Conference Registration
You are welcome to attend any meals, sessions (plenary, workshop or concurrent), or networking events while you are in Toronto – it is beneficial to be available to speak to conference participants. If you wish to attend the entire conference, complete the registration form provided with the agreement. Please return as soon as possible If you cannot attend the whole conference please advise when you will be there to help us with logistics at various functions.
Session Support
Conference staff and volunteers will be on-site to assist you in your session room. And, of course, Rachel Lyon and Gail McHardy, CMP will be available to help you before and during the conference.
Sponsors and volunteers chosen by CSAE will introduce you to the delegates at the beginning of your session. Please provide the introduction you wish used for your session, not a full biography. If you are speaking with others, include everyone in that introduction. If there is a sponsor for your session, a representative will do the introduction.
Handout Material
Handouts are a vital component of the learning experience. They provide a “touch point” to help solidify and recall the content and experience of your session. Handouts will be provided electronically to the attendees… posted on the mobile app and on the web pre conference, unless you specify not to. Handouts must be in Microsoft Word, PowerPoint or PDF. Handouts will not be accepted on company letterhead. The final version should look professional and include bullet-point outlines, checklists, forms, case studies, reprints, resource bibliographies, etc. as appropriate. Feel free to include a final slide/page with company information and your contact information.
This year the app will be able to handle polls in your session if you wish. Keep them simple and we are told they are best used sparingly – maybe only 1 or 2 in a session. Rachel Lyon can provide more information on this closer to the event.
We will NOT provide hard copy handouts on site. Therefore it is essential that your presentation and handouts be ready no later than Sep 30, 2016, preferably earlier.
Session evaluations will be done on line immediately following the conference electronically.
Session Rehearsal
There will be no scheduled rehearsal time for your event. We recommend that you arrive at your session room 30 minutes prior to the start of your session in order to prepare appropriately. Audio-visual technical support will be available to assist you in setting up or testing your presentation technology. Delegates often make their way to session rooms 10 to 15 minutes before the session is scheduled to start.
Non-Commercial Nature of Sessions
CSAE 2015 provides a unique opportunity for open dialogue and creative exchange of ideas among association professionals. With this in mind, speakers and facilitators must refrain from the use of specific product endorsements in their presentation. Under no circumstances is this platform to be used as a place for direct promotion of a speaker’s product, service or monetary self-interest. Presenters who ignore this request will find that their evaluations reflect our delegates’ dissatisfaction with being subject to a ‘sales pitch’. Provide good educational information and you will find far more interest from the attendees than if you push a product or service.
In Case of Emergency – Prior to Event
If you are unable to present as the result of a last-minute emergency, please call Gail McHardy on her cell phone: number 1- 647-460-5360
Expense Reports
Your expenses must be recorded and submitted to CSAE no later than December 15, 2016Please complete and return the form included in this package. Receipts must be attached, especially for air fare. It is almost impossible for our accounting department to sort out the taxes on fares.
The following expenses are eligible to be covered (Please keep receipts for reimbursement):
One return economy airfare from your home to Toronto or return mileage from your home to the site ($0.50/km)
Note: Please use Air Canada:
To book, select your flights ataircanada.comand use the promo codeU2GZRPP1. Discount will be applied at checkout.
Transportation from your home to the local airport and back (either mileage or taxi/limo/bus fare)
Ground transportation from the Winnipeg airport to your hotel and back
Parking at your home airport
Accommodation at a host hotel (as outlined in your agreement) This will be placed on the CSAE master account
1 of 3