Presenter & Moderator Guidelines

Key Deadlines:

• May 1: Deadline to update author/presenter details.
  Submitters are responsible accuracy; incorrect information may result in removal from the program.
  
• May 15: Deadline to complete the Conflict of Interest Disclosure form.
  Only the presenting author must complete this form. A RED button means an action is outstanding, a GREEN means it has been completed.

Registration:

• All presenters are must register and pay in full for the Annual Meeting. Registration opens late February. Members who have paid their 2026 dues will be eligible for the discounted registration price.

Presentation Date and Time:

• All talks will be delivered in-person, in St. John’s, Newfoundland and Labrador.
• Presentations schedule will be available in the online program (coming early Feb).
  Search/filter by last name and review each day for your session(s).
• Note: Significant effort has been made to avoid scheduling conflicts for presenters with multiple talks. Please contact education@canorth.org with any concerns.

Presentation Length:

• Podium (paper) presentations: 6-minute presentation, 3-minute discussion time. Strict adherence to time limits will be enforced.

• Symposia / ICL / Other Sessions: Determined by session organizer. please refer to the online program (coming early Feb).

ALL On-Site Presenters:

• Mandatory: To be compliant with Royal College accreditation, each talk must include a statement of financial disclosure. A sample slide will be provided shortly. State “no disclosures” if none.
• All patient identifiers must be removed from slides.
• Presenters are encouraged to add 2-3 self-learning tips/resources at the end of their presentation, related to their talk topic. g. scientific papers, upcoming conferences, books, podcasts, etc.

Format Instructions:

• Aspect ratio: 16:9 ratio preferred (4:3 will show black side bars).
• Slide upload link will be provided to you in May.
• A Speaker Ready Room will be available on-site.
• Bring a backup copy of your PowerPoint presentation on a USB drive or email yourself a copy.
• Avoid live web links (presenter laptops have no internet).
• Presentations will run on PCs only. We are unable to accommodate personal laptops or Macintosh computers. Macintosh adapters will not be available.

Uploading Slides Onsite:

• Visit the Speaker Ready Room for testing, edits, or verification.
• If uploading onsite, slides must be loaded at least 2 hours before your session.
• No loading presentations directly in session rooms.

Accredited Session Requirements:

• No product-specific advertising or promotional materials in or near accredited sessions (slides, handouts, webpages), immediately before, during, or immediately after an accredited CPD activity.
• Any participant incentives must be approved by the COA.
• If your presentation includes discussion of a product that is relevant to the educational topic, or part of a care path (e.g. a hospital department app or implant), please use generic terms and not product-specific language where possible.
• Review the RCPSC National Standards (see Element 6 on commercial promotion).

An optional PowerPoint slide template, including mandatory disclosure slides, will be provided in the coming weeks.

Key Deadlines:

• May 1: Deadline to update author/presenter details.
  Submitters are responsible accuracy; incorrect information may result in removal from the program.
  
• May 15: Deadline to complete the Conflict of Interest Disclosure form.
  Only the presenting author must complete this form. A RED button means an action is outstanding, a GREEN means it has been completed.

Registration:

• All presenters must register and pay in full for the Annual Meeting.
• Registration opens late February. Members who have paid their 2026 dues will be eligible for the discounted registration price.

Presentation Date and Time:

• All talks will be delivered in-person, in St. John’s, Newfoundland and Labrador.
• Presentations schedule will be available in the online program (coming early Feb).
  Search/filter by last name and review each day for your session(s).
• Note: Significant effort has been made to avoid scheduling conflicts for presenters with multiple talks. Please contact education@canorth.org with any concerns.

Format of Rapid-Fire Presentations:

• 3-minute presentation (maximum 3 slides), 3-minute discussion time. Strict adherence to time limits will be enforced.

ALL On-Site Presenters:

• Mandatory: To be compliant with Royal College accreditation, each talk must include a statement of financial disclosure. A sample slide will be provided shortly. State “no disclosures” if none.
• All patient identifiers must be removed from slides.

Format Instructions:

• Aspect ratio: 16:9 ratio preferred (4:3 will show black side bars).
• Slide upload link will be provided to you in May.
• A Speaker Ready Room will be available on-site.
• Bring a backup copy of your PowerPoint presentation on a USB drive or email yourself a copy.
• Avoid live web links (presenter laptops have no internet).
• Presentations will run on PCs only. We are unable to accommodate personal laptops or Macintosh computers. Macintosh adapters will not be available.

Uploading Slides Onsite:

• Visit the Speaker Ready Room for testing, edits, or verification.
• If uploading onsite, slides must be loaded at least 2 hours before your session.
• No loading presentations directly in session rooms.

Accredited Session Requirements:

• No product-specific advertising or promotional materials in or near accredited sessions (slides, handouts, webpages), immediately before, during, or immediately after an accredited CPD activity.
• Any participant incentives must be approved by the COA.
• If your presentation includes discussion of a product that is relevant to the educational topic, or part of a care path (e.g. a hospital department app or implant), please use generic terms and not product-specific language where possible.
• Review the RCPSC National Standards (see Element 6 on commercial promotion).

An optional PowerPoint slide template, including mandatory disclosure slides, will be provided in the coming weeks.

Please note that we are transitioning to physical posters this year.
Digital formats will not be available.

Key Deadlines:

• May 1: Deadline to update author/presenter details.
  Submitters are responsible accuracy; incorrect information may result in removal from the program.
  
• May 15: Deadline to complete the Conflict of Interest Disclosure form.
  Only the presenting author must complete this form. A RED button means an action is outstanding, a GREEN means it has been completed.

Registration:

• All presenters must register and pay in full for the Annual Meeting. Registration opens late February. Members who have paid their 2026 dues will be eligible for the discounted registration price.

Poster Set Up: Wednesday, June 10 between 12:00-15:45 NT

Poster Tear-Down: Friday, June 12 between 16:30-18:30 NT. It is the presenter’s responsibility to remove all materials; The COA Staff will not assume responsibility for materials remaining after June 12 after 18:30 NT.

Presentation Date and Time:

• All posters will be displayed in-person, in the Exhibit Hall, The Bowring Ballroom, at the St. John’s Convention Centre.
• Authors will be assigned a 30‑minute subspecialty‑based time slot during a Thursday or Friday break. Presenters are encouraged to stand by their poster while attendees visit and engage with them during this period. Presentation time slots will be shared in February.
• Note: Significant effort has been made to avoid scheduling conflicts for presenters with multiple talks. Please contact education@canorth.org with any concerns.

Poster Format:

• Maximum poster size: 44″ × 44″.
• Oversized posters will be removed to ensure space for two posters per board.
• Presentations should be clear and self‑explanatory; presenters may elaborate on specific points during their assigned time.
• Posters may be mounted using push pins or Velcro, which will be provided on site. Avoid heavy materials, as it may not stay in place.
• For easy identification, include a heading with the poster title and author(s).
• Do not write directly on the poster boards.
• You may include a QR code linking learners to additional resources or supporting information.

Onsite Poster Printing Service:

• PRINT THREE, a local print shop, is offering an optional printing service for presenters.
• The shop is located across the street from the St. John’s Convention Centre:
  Suite 330, Cabot Place, 100 New Gower Street, St. John’s, NL A1C 6K3.
  Open Monday to Friday, 9:00 – 17:00.
• Pricing: For a 42″ x 42″ poster on matte coated paper, the cost is $69 + tx. Other custom sizes are available and priced accordingly.
• To print your poster, upload your file on their website (click “Send a file” in the red banner).
• Payment accepted: cash, debit, or credit at pick‑up.
• Tel: (709) 579‑3350, Website: print3newfoundland.com, Email: print3@nfld.net 
• Posters must be submitted at least a week in advance of the meeting.
• Presenters are responsible for picking up and paying for their posters.

Please refer to the COA’s Code of Conduct. Our goal is to ensure a respectful, inclusive, and professional environment focused on scientific and professional growth.

Responsibilities Prior to the Session You are Moderating:

1. Review speaker disclosures.
   
   • Disclosures are listed under each presenter in the mobile app (‘COA Events’) or in the online program. If a conflict of interest raises significant concern – e.g. where minimizing bias is difficult – please email education@canorth.org.
2. Review abstracts (paper sessions).
   • The abstracts for each paper session are available in the online program and mobile app.
   • If you prefer PDF copies, please email education@canorth.org.
3. Additional preparation tips:
   • Prepare a few questions to stimulate discussion if needed.
   • Bring a time-keeping device (e.g., phone) to keep the session on schedule.

Responsibilities at the Start of the Session:

1. Sit at the moderator’s table at the front of the room, introduce yourself, and share any announcements.
2. COA staff will leave a coloured information sheet on the podium with any updates.
3. Disclose any conflicts of interest verbally and with a slide (see template, coming shortly). A link to upload your disclosure slide to the Speaker Platform will be emailed to you in May.

Responsibilities During the Session:

1. Ensure presentation times are respected and all speakers disclose their conflicts of interest before their talk.
2. Facilitate the question-and-answer period.
3. If a presenter is absent when scheduled, move to the next talk and place the missed talk at the end.
4. If you perceive a real or potential conflict of interest during a presentation, record the following information and email it to education@canorth.org:
   • presenter’s name
   • title of the talk / abstract number
   • nature of the concern

Responsibilities at the end of the session:

1. Thank all speakers and participants.
2. Share any Slido polls indicated for the session.
3. Remind delegates to complete the electronic evaluation form in the mobile app or online to obtain CME credits.