Abstract Submission Guidelines

The CHPCA and their partners respect the privacy of personal information; as such, the information collected during the abstract submission process will solely be used by the CHPCA for the purpose of evaluating content for the conference.

By submitting an abstract, you acknowledge and accept the following:

Abstract Drafts and Edits: Abstracts may be saved in draft form prior to submission. However, once an abstract has been submitted, no further changes can be made through the system. If edits are required before the submission deadline, please contact [email protected] to request changes. To avoid technical issues or accidental data loss, presenters are strongly encouraged to prepare their content offline in a word processor and transfer it into the submission form when ready to submit.

Language and Formatting: Please use clear, concise language within the body of your abstract. Standard abbreviations may be used where appropriate. Write with an interdisciplinary audience in mind to ensure your abstract is easily understood by reviewers across a variety of professional and community perspectives.

Review Process: All abstracts will be reviewed by expert reviewers. Submissions for oral presentations, posters, and workshops should not include identifying information within the body of the abstract, as they will be reviewed anonymously. Panel presentation abstracts will be reviewed with presenter details visible, in order to assess group composition, diversity of expertise, and relevance of the session format to the proposed content.

Alternate Presentation Format: If an oral presentation or workshop abstract is not accepted, the review committee may offer the opportunity to present the work in an alternate format (e.g., poster), where appropriate.

Preview and Presentation Submission: If presenting a workshop, oral presentation, or panel presentation, you may be asked to submit a preview of your slide deck or outline no later than one week before your scheduled session. Final presentations must be submitted onsite and/or uploaded with conference technicians at least two hours prior to your presentation time.

Use of Submitted Content: CHPCA may use submitted abstracts to promote awareness of hospice palliative care, the conference, CHPCA-hosted learning events, or related initiatives. This may include publication on the conference website, in the conference syllabus, on social media, and in other promotional materials.

Originality and Ethics: Abstracts that have been presented previously are welcome; however, whenever possible, content should be updated to reflect the most current information and tailored to the needs and interests of the CHPCA conference audience. Abstracts that have not been previously presented may be given priority when all other evaluation criteria are equal. Abstracts must not contain plagiarized content or material generated by artificial intelligence without proper attribution.

Presenter Responsibilities: If your abstract is accepted, any additional expenses beyond basic audio/visual support for in-person presentations will be your responsibility. This includes, but is not limited to, registration fees and any special presentation costs (e.g., video production, poster printing, panel facilitation tools, etc.).

Communication: All official communication regarding the progress of your abstract will be sent exclusively to the person identified as Contact 1 in the submission. In the case of panel presentations, Contact 1 will serve as the primary liaison for the group.

Acceptance and Registration: Submission of an abstract does not guarantee acceptance. All accepted presenters must register and pay the full conference fee by the designated registration deadline provided in the notification of abstract acceptance. Failure to register by this deadline will result in removal from the program and deletion of the abstract without notice. Each accepted abstract will receive a discount code to access the first presenter rate. This discount applies to one presenter per abstract. The code must be used by the specified registration deadline; after that date, the discount will no longer be available.

Alternative Presenter: If a speaker is unable to attend, an alternative presenter may be allowed to participate in their place. Please note that an administrative fee may apply. In the case of panel presentations, any changes to the presenter group must be communicated in advance and approved by the conference organizers.

Cancellation and Refunds: Inability to attend due to travel disruptions, illness, or other commitments does not automatically qualify for a refund. All cancellations are subject to the terms and conditions outlined in the conference’s cancellation policy.

Oral Presentation Guidelines 

1. Oral presentations are research outcomes-based presentations. Oral presentations are not for the purpose of presenting a ‘mini workshop’.
2. Oral presentations will be no more than 15 minutes in length, with an additional 5 minutes for questions and discussion.
3. There should not be more than two presenters for oral presentations.
4. All presentations using PowerPoint or slide-based visuals must include the Mainpro+® Conflict of Interest (COI) slide, which will be provided in the abstract acceptance notification package. This slide must appear at the beginning of the presentation, regardless of whether the presenter has any disclosures to make.
5. As part of the Mainpro+® certification process, the Canadian Hospice Palliative Care Association (CHPCA) requires all presenters, moderators, facilitators, authors, and scientific planning committee members to complete the CFPC Mainpro+® Declaration of Interest form. Disclosure must be made to the audience whether or not you have a relationship with a for-profit or not-for-profit entity.
6. Failure to complete the required form or include the COI slide may affect your ability to present at the conference.
7. All accepted presenters must register and pay the full conference fee by the designated registration deadline provided in the notification of abstract acceptance. Failure to register by this deadline will result in removal from the program and deletion of the abstract without notice. Each accepted abstract will receive a discount code to access the first presenter rate. This discount applies to one presenter per submission and must be used by the stated deadline; after that date, the discount will no longer be available.

Workshop Guidelines 

1. Workshop presentations are interactive, skills-based sessions designed to support knowledge sharing, collaboration, and practical application. Sessions may be scheduled for 30, 45, or 60 minutes. If your abstract is accepted, you will be informed of the exact length assigned by the conference organizers.
2. Workshops must include interactive elements and offer practical information or tools that participants can apply in their communities, organizations, or clinical settings. Audience engagement should be incorporated throughout the session using strategies aligned with adult learning principles.
3. The 2025 Canadian Hospice Palliative Care Association Conference will be held in person. All workshop rooms will include a screen and a computer. Microphones may not be available in smaller rooms where they are not deemed necessary. If you require specific A/V equipment beyond what is standard (e.g., microphones, speakers, computer), please notify the conference team well in advance. While the CHPCA cannot cover the cost of additional equipment, we would be happy to coordinate with you to arrange rentals or connect you with preferred vendors.
4. Presenters may be asked to submit a preview of their slide deck or outline no later than one week before the scheduled session date. Final presentations must be submitted onsite and/or uploaded with conference technicians at least two hours prior to your presentation time. Presenters are strongly encouraged to test their presentation on the provided system upon arrival.
5. All presentations using PowerPoint or slide-based visuals must include the Mainpro+® Conflict of Interest (COI) slide, which will be provided in the abstract acceptance notification package. This slide must appear at the beginning of the presentation, regardless of whether the presenter has any disclosures to make.
6. As part of the Mainpro+® certification process, the Canadian Hospice Palliative Care Association (CHPCA) requires all presenters, moderators, facilitators, authors, and scientific planning committee members to complete the CFPC Mainpro+® Declaration of Interest form. Disclosure must be made to the audience whether or not you have a relationship with a for-profit or not-for-profit entity.
7. Failure to complete the required form or include the COI slide may affect your ability to present at the conference.
8. All accepted presenters must register and pay the full conference fee by the designated registration deadline provided in the notification of abstract acceptance. Failure to register by this deadline will result in removal from the program and deletion of the abstract without notice. Each accepted abstract will receive a discount code to access the first presenter rate. This discount applies to one presenter per submission and must be used by the stated deadline; after that date, the discount will no longer be available.

Poster Guidelines 

1. Posters presentations include the key learning, and knowledge points you wish to share with conference participants.
2. Poster presenters are required to be available during breaks and gaps in sessions to answer questions.
3. Exact specifications regarding poster dimensions will be communicated to successful poster presenters.
4. Poster presenters will have opportunities to share accompanying materials with conference delegates.  Information will be communicated to successful poster presenters.
5. As part of the Mainpro+® certification process, the Canadian Hospice Palliative Care Association (CHPCA) requires all presenters, moderators, facilitators, authors, and scientific planning committee members to complete the CFPC Mainpro+® Declaration of Interest form. Disclosure must be made to the audience whether or not you have a relationship with a for-profit or not-for-profit entity.
6. Failure to complete the required form or include the COI slide may affect your ability to present at the conference.
7. All accepted presenters must register and pay the full conference fee by the designated registration deadline provided in the notification of abstract acceptance. Failure to register by this deadline will result in removal from the program and deletion of the abstract without notice. Each accepted abstract will receive a discount code to access the first presenter rate. This discount applies to one presenter per submission and must be used by the stated deadline; after that date, the discount will no longer be available.

Panel Presentation Guidelines

1. Panel presentations are designed to explore a specific topic or question through multiple perspectives, typically featuring a combination of lived experience, practice-based insights, and/or research evidence. Submissions should clearly explain how the panel format enhances the presentation’s impact, with a unifying theme that ties together each speaker’s contribution.
2. Panels are scheduled for 90 minutes. Presenters may choose to structure the session as 60 minutes of presentation followed by 30 minutes of Q&A or use the full 90 minutes as an integrated discussion with audience engagement woven throughout. Submissions must outline the intended session structure, including how each speaker will contribute.
3. Panel submissions may include up to four speakers, including a moderator. The presenter group should demonstrate a diversity of experience, expertise, and/or perspectives relevant to the topic. The individual identified as Contact 1 will serve as the main liaison for the panel and receive all communications. Contact 1 may act solely as a submission manager and does not count toward the total number of presenters. If this is the case, please clearly indicate their role as Submission Manager during the submission process.
4. All panelists must be confirmed and agree to present before the abstract is submitted. If you are unable to confirm all panelists in advance, you must contact [email protected] prior to submission to explain the reason (e.g., pending invitation or process for soliciting a speaker), along with your plan for finalizing the presenter lineup.
5. Substitutions for panelists may be considered for extenuating circumstances. If a panelist becomes unavailable, the remaining panel members should identify a substitute presenter with comparable experience and perspectives. All substitution requests must be communicated to [email protected] as soon as possible and are subject to approval by CHPCA.
6. Presenters may be asked to submit a session outline or slide preview no later than one week prior to the scheduled session date. Final presentations (if slides are used) must be submitted onsite and/or uploaded with conference technicians at least two hours prior to the session. Presenters are strongly encouraged to test materials in advance.
7. All presentations using PowerPoint or slide-based visuals must include the Mainpro+® Conflict of Interest (COI) slide, which will be provided in the abstract acceptance notification package. This slide must appear at the beginning of the session.
8. As part of the Mainpro+® certification process, the Canadian Hospice Palliative Care Association (CHPCA) requires all presenters, moderators, facilitators, authors, and scientific planning committee members to complete the CFPC Mainpro+® Declaration of Interest form. Disclosure must be made to the audience whether or not a relationship exists with a for-profit or not-for-profit entity.
9. Failure to complete the required form or include the COI slide may affect your ability to present at the conference.
10. Panel rooms will be equipped with standard A/V (screen, computer, sound, and microphones). If your session requires additional equipment or technology, please notify the conference team well in advance. While CHPCA cannot cover additional costs, we are happy to help coordinate rental arrangements if needed.
11. All accepted presenters must register and pay the full conference fee by the designated registration deadline provided in the notification of abstract acceptance. Failure to register by this deadline will result in removal from the program and deletion of the abstract without notice. Each accepted abstract will receive a discount code to access the first presenter rate. This discount applies to one presenter per submission and must be used by the stated deadline; after that date, the discount will no longer be available.

All abstracts will be reviewed by the Abstract Review Committee through a structured and standardized process. Submissions for oral presentations, workshops, and posters will be blind-reviewed (identifying information will be removed prior to review). Panel presentation abstracts will be reviewed with presenter details visible regarding experience, expertise, and roles (e.g., job positions, lived experience, areas of practice), but names will be excluded. This allows reviewers to assess the diversity of perspectives, relevance of contributions, and appropriateness of the panel format, while maintaining consistency with anonymized review principles.

Each abstract will be reviewed by a minimum of two reviewers, who will evaluate the submission using detailed scoring criteria aligned with the presentation type and category selected. Abstracts will be assessed based on:

• Clarity of focus, purpose, and structure
• Relevance and contribution to the field of hospice palliative care
• Alignment with selected conference streams and sub-themes
• Practical significance or real-world application for attendees
• Innovation, originality, or reinforcement of best practices
• Methodological rigour or thoughtful design (where applicable)
• Consideration of interdisciplinary, patient/family-centred, or community-informed approaches
• Ethical considerations, lived experience, or cultural representation (if applicable)

All accepted presenters must meet Mainpro+® conflict of interest disclosure requirements, and reviewers are asked to flag abstracts that require clarification, refinement, or ethical follow-up.

Acceptance decisions will be made based on review scores, alignment with program goals, and diversity of content across the final conference schedule.

Abstract submission is now open.

If you have questions or if you experience difficulties with the abstract submission form, please contact us.