AFHTO 2020 Conference Virtual Event FAQ
The event landscape has changed so the AFHTO conference has changed. We’re thrilled to move our annual conference online to continue and inspire the primary care community. We have reimagined our in-person conference to a robust virtual experience with digital sessions, an online exhibitor and poster gallery, webcasts, podcasts and video chat opportunities to engage with your peers. Join your colleagues on a virtual journey through learning and connecting. AFHTO proudly presents Tectonic Shifts: Rebuilding Primary Care In A New World.
Here you’ll find all the information you need on what to expect and how to prepare for a virtual conference. We will update this page as the program develops and additional information becomes available. If you don’t see an answer to your question below, contact us at email@example.com.
- Conference Registration
- Going Virtual
- Conference Program
- Concurrent Session Presenters
- Poster Presentations
1. How do I register for the virtual conference?
2. What do you get with registration?
Conference registration includes access to conference sessions, the Bright Lights awards ceremony webcasts, podcasts, and posters on both days, virtual exhibition floor and networking areas. Special workshops, IHP networking, and the Annual General Meeting are also included for members, as appropriate.
3. Will themes and sessions be like previous years?
Yes. Our focus hasn’t changed, just the medium. This online conference features the same caliber of speakers as past conferences. Be inspired by our keynote presentations and themed sessions geared towards providing quality primary care, along with some fun virtual wellness activities.
4. What is the cost of the virtual event?
The cost of the virtual event is significantly lower than the price for the in-person event but delivers high value with valuable content, networking, special podcasts, and access to all the sessions and webcasts for on-demand viewing after the event. Take advantage of the pre-conference rate (purchases up to October 1) for the best pricing.
5. 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 2020-2021 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
6. 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 may be required to show student ID at check-in.
7. Is there a special conference rate for patients?
Patient registrations are available at a subsidized rate. For information on discounted pricing please contact firstname.lastname@example.org.
8. What other registration discounts are available?
Aside from the membership discount-
Speakers: A $20 discount is provided to a maximum of 2 concurrent session presenters per concurrent session.
Volunteers: All concurrent session working group members, ‘onsite’ volunteers and awards review committee members also receive a $20 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 $40 discount).
9. 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).
10. 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_2020_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. For individual invoices or receipts, please register each person separately.
Student Registration cannot be processed as part of a group invoice.
11. Do I have to choose concurrent sessions when I register?
Because the AFHTO 2020 conference is virtual, we no longer need to consider room capacity as we would for an in-person event. If you have registered for the relevant day, you’re welcome to attend any concurrent session taking place. Feel free to switch from one session to another if you discover a topic you’d like to learn more about instead.
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?
Registration details can be changed online. Click the link in the confirmation email or return to the registration form and click on the ‘modify existing registration’ button. Use the email address on the registration and the confirmation number in the confirmation email 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.
14. How do I cancel my registration?
Cancellations received on or before October 1, 2020 will be refunded, minus a $40 administrative fee. No refunds will be provided after October 1, 2020.
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
15. I’ve missed the cancellation deadline; can I transfer my registration?
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.
16. Does conference registration include IHP Networking on Wednesday, October 7?
Members who register for the full conference (2 days) or any full single day may also attend the IHP Networking Sessions on October 7. Members who wish to attend the Thursday Morning Free Program and the IHP Networking Sessions should choose the IHP Networking only registration selection and add on the free morning. Visit the Registration Fees page for complete details.
17. Can I attend the IHP Networking Session and Free Thursday morning Program only?
Members who wish to attend the Thursday Morning Free Program and the IHP Networking Sessions should choose the IHP Networking only registration selection and add on the free morning. Visit the Registration Fees page for complete details
18. What is included in the Thursday Morning Free Program?
The free program includes the AGM (for eligible members), the Bright Lights Awards Ceremony, and the Matt Anderson podcast. It also includes access to the virtual exhibit hall. Visit the Program and Agenda page for complete details.
16. Can you describe what you mean by a virtual conference?
This won’t be just a standard Zoom meeting. The AFHTO 2020 conference will feature live presentations, workshops and meetings. You’ll be able to interact with others via one-to-one video chats, online lounges and other virtual gathering spots. Exhibitors will showcase virtual booths to explore between sessions and wellness breaks and event app participation is encouraged. Posters will be available online, offering you an opportunity to ask questions of the presenter(s).
17. How do I log into a virtual event on the day of the event?
You will receive an email with a link to log on to the virtual event from your home computer, laptop or smartphone. Log on credentials are unique for each person and cannot be shared.
18. Will I have to download extra software?
No special software will be required to access the conference, the event will run on your web browser. You may have to sign up to certain services to access the sessions, but these will be free at the point of use. Further instructions will be given upon entry.
For the best experience, we suggest using a desktop or laptop computer and the Chrome internet browser.
19. Do I need to have a webcam for the event?
Although you do not need a webcam to attend the virtual event, you’re encouraged to use your webcam to allow for face-to-face networking with other attendees.
20. Can I record or take photos of the presentations?
AFHTO provides a means to share, publish, and collaborate on the latest developments in primary care research and applications. By registering for the virtually hosted AFHTO conference, you agree to not record, screen capture, or in any way reproduce material presented. Abstracts will be publicly available. Presentation materials (audio and visual) are intellectual properties of the authors and should not be disseminated, in any way, by registrants. We thank you for respecting the work of the presenters and keeping it confidential.
21. Do I have to attend the entire event?
Virtual events bring the experience of an in-person conference to your personal computer, so just like an in-person conference, you have the freedom to pick the sessions you attend. But many say that attending the event in its entirety will help you to get the most out of the experience. If you do miss a session, everything will be recorded and available on demand for registrants, so you can catch up on what you missed.
If you’re only interested in particular sessions, a single-day registration is available. You can also choose to attend for free on Thursday morning, which includes the Bright Lights ceremony and a high-profile speaker (to be announced soon).
22. If the virtual conference is a success, will the conference remain virtual?
We don’t think so. Our community loves conferences and events! There is something when we gather in groups to be creative and energized by each other that can’t be replicated online. However, we have designed the virtual experience to be as close to the real thing as possible! We hope to be back in-person for Fall 2021 but may look at offering some online content and a ‘hybrid’ approach.
23. What are the ways I can interact during the conference?
You can network with your peers in a virtual lounge space or invite other attendees to a one-on-one video chat. You can explore the virtual exhibit hall to talk to exhibitors via webcam. You can listen to presentations and ask questions by typing them in the Q&A field or, in select sessions, by turning on your video and asking the presenter your question directly.
24. I want to be an exhibitor for the 2020 conference. What changes can I expect?
The great news is that the 2020 event features our very first virtual exhibit hall and we’re coming up with creative ways to connect suppliers and delegates. We will work in partnership with each sponsor and exhibitor to shape an experience that delivers the same or greater value as you would have at the live event. We are curating sponsor lounges and virtual booths and setting up new ways to provide lead generation opportunities.
25. Will there be volunteering opportunities at the virtual conference?
We anticipate needing a small number of volunteers. A call for volunteers will go out via email. If you are interested in volunteering, please contact email@example.com.
26. 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:
- Administration (medical secretary, receptionist, admin staff, etc.)
- Health Promoter
- Mental Health and Social Worker
- Nurse (RN/RPN)
- Nurse Practitioner
- Occupational Therapist
- Physician Assistant
- Quality Improvement Decision Support Specialist (QIDSS)
- Registered Dietitian
- Respiratory Therapist
27. What is a concurrent session?
In each Concurrent Session, different presentations will run at the same time in. Registered delegates can attend any session they choose as long as they have registered for that portion of the program.
These sessions fall under five 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
28. How long are concurrent sessions?
Concurrent Sessions are 30 minutes or 45 minutes long.
29. 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.
Concurrent Session Presenters
30. 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.
31. Is there a special conference fee for speakers?
A $20 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.
32. How do I make a change to my presentation information (e.g. title, abstract, presenters)?
Email firstname.lastname@example.org 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 once they’re published.
33. What do I need to do before the conference?
- Register for the conference at the appropriate rate.
- Submit your presentation PowerPoint slides 2 weeks before the conference on September 24th, 2020. You will receive a follow-up e-mail reminding you of this deadline.
- More presenter information will be released soon.
34. 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.
35. 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 10-15 minutes for Q&A.
36. 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.
37. Is there a special conference fee for poster presenters?
Unfortunately, there is no discounted rate for poster presenters.
38. How do I make a change to my presentation information (i.e. title, abstract, presenters)?
Email email@example.com with your title and the change needed.
39. What do I need to do before the conference?
- Register for the conference at the appropriate rate.
- Submit your poster PDF 2 weeks before the conference on September 24th, 2020. You will receive a follow-up e-mail reminding you of this deadline.
- More presenter information will be released soon.
40. When will posters be displayed at the conference?
Posters will be available online to conference attendees as of the morning of Oct. 8.
41. How do I get more information?
Still have questions? Contact us at firstname.lastname@example.org