Frequently Asked Questions

Frequently Asked Questions

The conference FAQs are detailed below in several key sections:

  • Conference Registration
  • Conference Program
  • Concurrent Session Presenters
  • Poster Presentations
  • Accommodation and Directions

Conference Registration

  1. What are the conference registration fees?  

•    13% HST will be added to all charges
•    All charges are in Canadian Dollars (CAD)

*Early-Bird registration ends September 4, 2019

 

 Member Rates

Non-Member Rates 

Patient and Student Rates

 

Early Registration 

Late Registration 

Early Registration

Late Registration

Early Registration

Late Registration

Full Conference     

$360 

$435 

$720 

$795 

$250
 

$300 

Single Day 

$295

$370 

$585 

$660 

$125

$200 

September 18
Governance Workshop Only

$40 

$60

n/a 

n/a 

n/a

n/a 

September 19
Member Programming Only

$20 

$30 

n/a 

n/a 

n/a

n/a 

Fireside Chat tickets

$40 

$60 

$60 

$80

$25

$50

 

 2. How do I register for the conference? 

3. How do I pay for the conference? 

  • We accept payment by cheque, email money transfer, or credit card (Visa or MasterCard)
  • Payment in full is required prior to the conference
  • Payment for Early Bird registrations must be received on or before the deadline (September 4th, 2019). Registrations unpaid by that date will be adjusted to reflect full registration prices
  • Credit card and bank statements will reflect the registration management provider: Mosaic Event & Travel Management

4. How can I access the AFHTO membership discount?  

  • AFHTO members are eligible for the AFHTO membership rate. A code (sent by email to all members who have paid 2019-2020 membership fees in full) will be required to receive the membership rate. If you do not know your organization’s access code, please contact your administrator or regAFHTO@mosaicevents.ca 

5. Is there a special conference rate for students?

  • A limited number of student registrations are available at a subsidized rate. Once these are filled, you can request to be added to a waitlist by contacting regAFHTO@mosaicevents.ca
  • Students will be required to show student ID at check-in.

6. Is there a special conference rate for patients?

7. What other registration discounts are available?

  • Aside from the membership discount-
  • Speakers: A $50 discount is provided to a maximum of 2 concurrent session presenters per concurrent session.
  • Volunteers: All concurrent session working group members, registration desk volunteers and awards review committee members also receive a $50 discount
  • The discount can be combined for those who contribute in more than one capacity (e.g. a presenter who also serves on the awards review committee would receive a $100 discount).

8. I’m not an AFHTO member; can I still come to the conference?  

  • Yes, non-members can register and will pay the non-member registration fee (listed above).

9. Can I register more than one person at the same time?  

  • Yes, you can register multiple people at the same time using the conference registration website: https://events.myconferencesuite.com/AFHTO_2019_Registration/reg/landing#
  • If you are registering multiple people and would like all registrations on a single invoice or payment, you can process them as a group. A complete registration form is required for each person - after completing details for the first registrant, you may add additional people to the group prior to the payment page, using the 'register another' button on the summary page for each registrant. The first registrant entered will be the primary for the group and invoicing.
  • Group registrations will be processed as a single invoice and payment (receipt); the first registrant will become the primary record and the total fees for all registrants in the group will be charged to this record. If members of the group are paying individually (for example, with different credit cards) and require separate invoices or receipts, you must create separate registrations for each.
  • Student Registration cannot be processed as part of a group invoice.

10. Do I have to choose concurrent sessions when I register?

  • Session selection is part of the registration form. The registration form will time out after 25 minutes of inactivity, so we recommend you review the session descriptions here, prior to commencing registration.
  • Sessions will fill up, so we encourage you to make your selections at the time of registration, but this does not need to be completed during the initial registration process. You may return at any time to choose/edit session selections by clicking the link in the confirmation email or returning to the registration form and clicking on the ‘modify existing registration’ button. Use the email address on the registration and the registration confirmation number to enter the registration. If you require the confirmation email to be resent or require assistance updating your registration, contact regAFHTO@mosaicevents.ca or 1-888-245-4634.
  • Don't delay too long or sessions may fill- and be sure to select your concurrent sessions by September 4 to ensure your agenda is included in your registration kit.

11. I’m only attending the IHP Networking Sessions. It was free before so why am I paying a fee this year?

  • In past years attendees could register for the IHP sessions online or through an IHP CoP Lead. As of 2017, to streamline the registration process, ALL attendees now need to register online. A nominal fee ($20 early bird rate) has been added to cover associated costs. As these sessions last 2 hours, this still represents tremendous value for money. If you have any questions about the change, please contact us at info@afhto.ca.


12. How do I confirm that I am registered for the conference? 

  • Upon completion of registration, an email will be sent to the address(es) entered in the registration form to confirm the registration. Invoices and/or receipts are available within the email. If you require the confirmation email to be resent or require assistance updating your registration, contact regAFHTO@mosaicevents.ca or 1-888-245-4634.

13. How do I make a change to my registration? 

  • You can make changes to your registration online, using the link provided in your confirmation email. Visit the Changes and Cancellations page for complete details.

14. How do I cancel my registration? 

15. What is the refund/cancellation policy?

  • Cancellations received on or before September 4, 2019 will be refunded, minus a $40 administrative fee. No refunds will be provided after September 4, 2019.
  • Registrations are fully transferrable. To substitute an attendee and change the name on a registration, click on the link in the confirmation email or send a written request to regAFHTO@mosaicevents.ca.
  • To cancel your registration, please submit a written request to regAFHTO@mosaicevents.ca.

16. I’ve missed the cancellation deadline; can I send someone else in my place? 

  • Registrations are fully transferrable to another person. To substitute an attendee and change the name on a registration, click on the link in the confirmation email or send a written request to regAFHTO@mosaicevents.ca
  • Neither AFHTO nor Mosaic Event & Travel Management will transfer any fee or payment balances. It is up to the delegate and their replacement to manage any transfer payments between themselves.
  • To ensure smooth onsite registration for the new delegate: change the name, contact information, dietary restrictions and program selections online and ensure payment is complete.

Conference Program 

17. What is the pre-conference programming? 

  • The purpose of the pre-conference programming (open only to AFHTO members) is to strengthen professional networks across Ontario and use this as an opportunity to share ideas, challenges and solutions. Programs are developed by and for the following groups:
    • Leadership (Executive Director, Medical Director & Board Chair)
    • Administration (medical secretary, receptionist, admin staff, etc.)
    • Chiropractor
    • Health Promoter
    • Mental Health and Social Worker
    • Nurse (RN/RPN)
    • Nurse Practitioner
    • Occupational Therapist
    • Pharmacist
    • Physician Assistant
    • Psychologist
    • Quality Improvement Decision Support Specialist (QIDSS)
    • Registered Dietitian
    • Physiotherapist
    • Chiropodist
    • Respiratory Therapist
  • OTHER PROFESSIONAL GROUPS? Opportunity is open to any other profession within interprofessional primary care organizations to organize a program. Contact info@afhto.ca.

18. What is a concurrent session?

  • In each Concurrent Session, 8 different presentations will run at the same time in 8 different rooms. Registered delegates choose the sessions they wish to attend. To avoid disappointment, registrants should select their concurrent session through the registration website as soon as possible.
  • These sessions fall under six thematic streams that will help you to learn what inter-professional primary care organizations are doing to improve the value they deliver. Presentations for each theme were selected by working groups based on their usefulness and relevance to other teams, their evidence of value, and the degree to which the ideas are innovative.

19. How long are concurrent sessions? 

  • Concurrent Sessions are 45 minutes or 90 minutes long.
  • NOTE: 45-minute concurrent sessions take place in a single timeslot: A, B, C, D, E, or F. 90-minute concurrent sessions take place across two timeslots. For example, AB2 Reducing Silos and Improving Health Care Experience: Integrated Care for Seniors with Complex Needs is a 90-minute session that takes place in timeslots A and B. To register for a 90-minute concurrent session, select it in the appropriate dropdown box.

20. What do the numbers mean before each concurrent session?

  • Each session is identified by a unique code indicating its timeslot (letter) and theme (number). Sessions from the same theme and in the same timeslot are further identified by a letter at the end.
    • Example: C6-b is in Concurrent Session C, Theme 6 and is the second presentation from that theme during that session.

21. Can I change my selections for the concurrent sessions?  

  • Yes, you can log back into the registration website, after registration is completed, by clicking the link in the confirmation email.

22. Will the presentations from the concurrent sessions be available after the conference?  

  • All presenters are requested to give a copy of their slides to AFHTO. These will be posted on the AFHTO members-only website after the conference.

23. Is this an education accredited conference?

  • Accreditation will be sought for this program. Further details will be announced closer to the conference.

Concurrent Session Presenters 

23. Do I have to register and pay for the conference? 

  • Yes, AFHTO’s policy is that all who attend the AFHTO conference, including speakers, must register for the conference at the appropriate rate.

24. Is there a special conference fee for speakers? 

  • A $50 discount is provided to concurrent session presenters (max. 2 per session), concurrent session working group members, registration desk volunteers and awards review committee members. Unfortunately, there is no discounted rate for poster presenters.

25. What room will I be presenting in? 

  • Concurrent sessions have not been assigned rooms yet. You will be notified of your room assignment via e-mail.

26. What day and/or time is my presentation? 

  • You can search for the day and/or time of your concurrent session here.

27. How do I make a change to my presentation information (e.g. title, abstract, presenters)?

  • E-mail conference@afhto.ca with your concurrent session title, unique numeric code and the change needed. It may take several days for changes to appear on the AFHTO or conference registration websites.

28. What do I need to do before the conference?

  • Register for the conference at the appropriate rate.
  • Complete your conflict-of-interest (COI) slides for all presenters, and COI forms for all presenters, authors, contributors and facilitators to your presentation by June 13th, 2019 
  • Submit your presentation PowerPoint slides 2 weeks before the conference on September 5th, 2019. You will receive a follow-up e-mail reminding you of this deadline.
  • All information for concurrent session presenters are available here.

29. Do I need to submit my presentation before the conference? 

  • Yes, upload your presentation PowerPoint slides to the presenter management portal two weeks before the conference.

30. Is/will there be a template AFHTO PowerPoint presentation deck we should use, or can we use our own branded template?

  • All presenters are to provide their own branded template. However, please be sure to consult our “conflict declaration materials” section under our webpage, “Information for Concurrent Session Presenters”. We have provided a CFPC conflict declaration PowerPoint slide template.

31. Are there any suggestions/limitations on the timing and presentation format (presentation, Q&As, etc.)

  • The format and time allocation is left to the presenter(s) unless otherwise specified in your confirmation email. However, we do suggest offering at least 10 minutes for Q&A.

Poster Presentations

32. Do I have to register and pay for the conference?

  • Yes, AFHTO’s policy is that all who attend the AFHTO conference, including poster presenters, must register for the conference at the appropriate rate.

33. Is there a special conference fee for poster presenters?

  • Unfortunately, there is no discounted rate for poster presenters.

34. How do I make a change to my presentation information (i.e. title, abstract, presenters)?

35. What do I need to do before the conference?

  • Register for the conference at the appropriate rate.
  • Upload your poster PDF to the presenter management portal at least two weeks before the conference by September 5, 2019.

36. Do I need to submit my poster presentation before the conference?

  • Yes, upload your poster PDF to the presenter management portal for the online poster gallery at least two weeks before the conference by September 5th, 2019.

37. What is the maximum poster size? 

  • The maximum size for posters is 46” (vertical) x 70” (horizontal).

38. When will posters be displayed at the conference? 

  • Posters are to be put into place before 7:45 AM on Thursday, September 19th, 2019, and removed at 4:00 PM on Friday, September 20th, 2019.

Accommodation and Directions 

39. How do I book a hotel room for the conference? 

  • A block of rooms has been set aside, at a discounted group rate, at the Westin Harbour Castle: visit the Westin booking site to reserve a room at the contracted rate by August 19.
  • Book by August 19th, 2019 to take advantage of the Conference Group Rate. Rooms begin at $222 plus tax (based on single/double occupancy). After this date, availability and prices cannot be guaranteed.
  • The Westin Harbour Castle is also able to accept reservations by telephone. Call 1-888-627-8559 and state you are part of the AFHTO Annual Conference 2019 or state the group code AF1.

40. How do I get to the conference?