Submission Guidelines for Poster Abstracts

 

The 2011 CAPHC Conference Program Committee is pleased to invite you to submit a poster for display at the 2011 Canadian Association of Paediatric Health Centres (CAPHC) Conference, “Exploring the Future of Children’s Health Care - What Can We Expect? How Do We Prepare?”.  This year's annual conference will be held in Ottawa, Ontario, from October 16 - 19, 2011 at the Westin Ottawa and the Ottawa Convention Centre.

The 2011 conference poster presentations will feature the following themes:

  • Clinical Research: A research project undertaken in a pediatric population.  Research using human subjects or their confidential information must indicate ethical approval and informed consent have been obtained
  • Innovation in Clinical Practice: A project that focuses on changing clinical practice within a particular organization. The innovation may be in the clinical practice, the evaluation methodology, or the knowledge mobilization plan.
  • System Innovation:  A project that focuses on changing practices that has implications for a wide number of organizations. The innovation may be in the practice, the evaluation methodology, or the knowledge mobilization plan.
  • Family - Centered Care: A project that demonstrates family-centered care principles, both in the content of the project, and by involving families and/or young people in the design, evaluation, and dissemination of the project.

CAPHC's poster sessions provide an ideal venue for multidisciplinary health professionals and practitioners from primary care to complex tertiary care to illustrate the richness of activity in many innovative areas of child and youth health from, regional, national and international perspectives.


Session Times

This year’s poster fair will have all posters on display throughout the conference (Sunday evening to Tuesday afternoon).  In order to provide maximum viewing and networking, and to give poster presenters an opportunity to view other posters, the posters will be assigned to one of two attended poster sessions.  Poster Session 1 will have attended viewing times on Monday, October 17, 2011.  Poster Session 2 will have attended viewing times on Tuesday, October 18, 2011.   Posters will be assigned to one of the poster sessions once the poster has been approved and accepted.

  • Attended Poster Session 1 – Monday, October 17, 2011, 3:00pm to 5:00pm
  • Attended Poster Session 2 – Tuesday, October 18, 2011, 12:30pm to 2:30pm

Please note that for attended sessions, presenters should be beside their poster.

Posters will be available for unattended viewing during all breaks, and meal sessions from Sunday evening to Tuesday afternoon. 

Submission Instructions

  1. Prepare your abstract in a wordprocessor or text editor. Abstracts should be in English, and no more that 300 words, not counting title and authors. Data tables are permitted where required, but will count as 75 words against the 300 word total. You must provide the email address of the person submitting the abstract, and that of the presenting author. You should also have the institutional affiliation, city and country for all authors.  During the submission process you will be asked to authorize publication of your abstract should it be accepted.

  2. When ready to submit, please visit http://www.caphcabstracts.ca/, and select the submit abstract link, which will take you to the submission page.  You will also be asked to provide the name and email address of the person who will be the contact person for this submission.  This will be the contact information used to inform the submitters of acceptance of the abstract, of presentation information (if they are a finalist), of awards (if applicable).


  3. Log in as a new user, set a username and password and supply the required contact information.

  4. From the main menu, select “New Abstract”, and answer the questions on authorization, and Conflict of Interest and presenting author, and click submit

  5. From there follow the on-screen instructions, providing the required information on authors, affiliations, theme, title and body of the abstract. Once your abstract has been submitted you will receive a confirmation email from the submission system.

  6. You may edit your abstract submission at any time prior to the electronic submission deadline of Sunday, May 31, 2011. If you are unable to access the online submission system or have any questions regarding the submission process, please contact caphc@scolars.com.

Conference Registration

Please note that each poster that is accepted to the poster fair must have a registered delegate of the conference available to attend to that poster at the appropriate times.  CAPHC will only accept one poster per delegate, and a delegate may NOT attend to multiple posters simultaneously.

Upon confirmation of acceptance of the poster, the contact person will be asked to confirm who will be registering for the conference to attend to that poster.

Please note that ALL poster presenters must register as delegates for the CAPHC conference. To register please follow the links on the left. Please take advantage of the early bird registration rate that is available until Monday, August 29, 2011 offering all delegates a $100 savings!

 

Hotel Accommodation

Special conference guest room rates have been negotiated for delegates of the 2011 CAPHC Conference at the Westin Ottawa. Please click here for details on how to book your accommodation.

 

Deadline for Abstract Submission

Submissions must be received by Tuesday, May 31, 2011.

 

Instructions for Poster Preparation

Please prepare materials for an 8 foot wide by 4 foot high poster board. These poster boards will be on-site and already in place when you arrive. Velcro and pushpins will be provided to affix your presentation. Please note that the exact size of the poster board will be supplied to you in future correspondence.

Poster Setup Times

Setup:  Sunday, October 16, 2011 - 12:00pm to 4:00pm

Poster Removal:  Tuesday, October 18, 2011 - 4:30pm to 5:30pm

Please note that Posters that are not removed by the owner will be removed by conference staff and disposed.

 
2011 Poster Presentation Awards

Judging of Posters

Posters will be judged in two rounds. The first round of judging will be based on the abstract submissions. The final adjudication will take place onsite and will take into account the score given to the abstract, as well as the onsite presentation and content of the poster.

 

Scoring Criteria

All criteria are intended to act as a guideline to facilitate the review process, and are applied at the discretion of the judges.  The judges retain the ability to accept or reject any abstract based on their expert opinion on the quality and relevance of any submission.

The scoring criteria are based on three categories:  common criteria that will be applied to all abstracts, category specific criteria applied only within the specific category, and rejection criteria to be applied to all abstracts.

 

The criteria that will be considered for the common criteria include:

  1. Does the abstract provide a clear, concise summary of the work (objective, methods/approach used, results obtained, conclusion, implications for practice, evaluation, outcomes, etc)?
  2. Do the conclusions logically flow from the method, results and/or process being presented?
  3. Does the abstract describe results/findings to date, including an evaluation framework?
  4. Does the abstract advance practice and introduce a fresh approach?
  5. Were families or clients considered in, or contributors to, any part of the design, planning or evaluation stages of this practice?
  6. FOR POSTER ONLY:  Does the poster accurately reflect the expectations that were established by the abstract submission.

 

The category specific criteria include:

Clinical Practice

  1. Does the abstract clearly identify the clinical practice problem or issue?
  2. Are strategies to address the clinical practice issue clearly described?
  3. Is the impact for clinical practice evaluated?

                                                         
Clinical Research

  1. Is the methodology chosen for the research appropriate for the research question being asked? 
  2. Is there evidence of an appropriate process to obtain informed consent?
  3. Does the research contain sufficient patient numbers or sample size to answer the question being asked (qualitative research) or permit statistical evaluation (quantitative research), if appropriate? 


Family Centred Care

  1. Does the abstract indicate the relation between the project/study and the principles and existing practices of family-centred care? 
  2. Were families substantially involved, and able to determine, at least in part, the terms and nature of their involvement, in the planning, execution, and evaluation of the project study?
  3. Does the project/study have the potential to deepen or extend partnerships between staff and families? 


System Innovation

  1. Will this system innovation substantively influence health care policy making or policy discussions at the regional, provincial or national level? 
  2. Is this innovation deeply anchored in solid research, evaluation and stable funding 
  3. Will this innovation continue to leverage and sustain high-impact outcomes?

 

The criteria for evaluation also include situations that would result in the dismissal of the abstract. An abstract could be eliminated if any one of the following criteria is met:

  1. The content is inappropriate, or not relevant to the CAPHC community
  2. The abstract/poster submission too closely resembles a submission from the same author or group from a previous CAPHC Annual Meeting

 

Awards

Awards of recognition will be issued to the top abstract in each of the 4 categories for a total of 4 winners based on overall content, creativity, and innovation. The prizes will be awarded at the Annual CAPHC Dinner (held Tuesday, October 18, 2011).

Best of Luck to Everyone!

 

Notification

Notification of acceptance will be given by Friday, July 16, 2011.

The contact person provided within the abstract submission will be notified about the acceptance of this presentation. Please note it is the responsibility of the contact person to contact any other authors.


Registration

Please note that ALL poster presenters must register as delegates for the CAPHC conference. To register and book your hotel room on-line please follow the links in the left column. Please take advantage of the early bird registration rate that is available until Wednesday, August 29, 2011 offering all delegates a $100 savings!