C UExpo 2015 Presenter Information Package

C2UExpo 2015
Presenter Information Package
Contents
Conference Location ..................................................................................................................................... 3
Pre-Conference Workshops – May 26, 2015 ............................................................................................ 3
Conference Sessions – May 27 – 29, 2015................................................................................................ 3
Banquet and Awards Night ....................................................................................................................... 3
Conference Accommodations....................................................................................................................... 4
Dress Code .................................................................................................................................................... 4
Conference schedule .................................................................................................................................... 5
Registration Desk .......................................................................................................................................... 6
Engagement Fair – Booth Information ......................................................................................................... 6
Engagement Fair Logistics ......................................................................................................................... 6
Information for ALL Presenters ..................................................................................................................... 8
Key Dates and Deadlines........................................................................................................................... 8
Confirming your Presenter Information – Read this entire section carefully ........................................... 8
AV and your presentation ......................................................................................................................... 9
Your presentation materials – Due May 13 ............................................................................................ 10
Accessibility and your presentation ........................................................................................................ 10
Accessibility Tips and Pointers ............................................................................................................ 11
Additional Information for Poster Presenters ........................................................................................ 13
Staying Connected and Helping Us Promote C2UExpo 2015 ...................................................................... 14
Social media ............................................................................................................................................ 14
Email your friends and colleagues .......................................................................................................... 15
Put a Link on your Website ..................................................................................................................... 15
Let us know what you need! ................................................................................................................... 15
Potential Funding Opportunity for Students – Due April 5 ........................................................................ 16
STUDENT INFORMATION FORM – Due April 5........................................................................................ 16
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Congratulations on having your presentation accepted to C2UExpo 2015. We have a highly robust and
interesting program thanks to your contributions. This package contains the information you need to
know in order to prepare for your presentation at the conference May 27 – 29. Please be sure to review
it in its entirety before sending us your questions. We look forward to seeing you there!
Conference Location
Pre-Conference Workshops – May 26, 2015
Pre-conference workshops will take place on May 26, 2015 at Algonquin College. Delegates are expected
to find their own way to and from the venue via taxi, public transit, or driving.
Algonquin College
1385 Woodroffe Ave. Ottawa, ON K2G 1V8
(613) 727-4723
http://www.algonquincollege.com/
Blueline Taxi: (613) 238-1111
Capital Taxi: (613) 744-3333
Public Transit Trip-planner: http://www.octranspo1.com/travelplanner/travelplanner
Conference Sessions – May 27 – 29, 2015
All other conference activities and sessions will take place at Carleton University, in the River Building.
Carleton University
1125 Colonel By Dr. Ottawa, ON K1S 5B6
(613) 520-2600
http://www.carleton.ca/
Banquet and Awards Night
On the evening of May 27, we are hosting the CUExpo series Banquet and Awards night at the Shaw
Centre, in the Trillium Ballroom. Delegates are expected to find their way to and from this venue.
55 Colonel By Drive, Ottawa, ON K1N 9J2
(613) 563-1984
http://www.shaw-centre.com/
During the spring and summer, Ottawa often has a large number of construction sites. For information
about these construction sites phone the National Capital Commission at (613) 239-5555 or visit the
website found at this link: http://ottawa.ca/cgi-bin/trafficreport/report_search.pl?lang=en
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Conference Accommodations
Conference presenters and delegates are expected to make their own travel and accommodations
reservations. We have reserved room blocks at the following places. These blocks will be released as of
April 24, 2015. You therefore need to register by April 23, 2015 in order to secure a room reservation
and discount. You will find all accommodations contact information, discount codes, etc. by visiting our
Accommodations page on our website.
Carleton University Campus Residences
1125 Colonel By Drive Ottawa, ON, Canada K1S 5B6
The Carleton University Campus Residences are located right on Carleton University campus.
Les Suites Hotel
130 Besserer St, Ottawa, ON K1N 9M9
Les Suites Hotel is located in downtown Ottawa, close to the Byward Market. This hotel is 10 minutes
(walking) from a major bus hub. The hotel is a 9 minute drive from Carleton University.
ARC The.Hotel
140 Slater St, Ottawa, ON K1P 5H6
ARC The.Hotel is located in downtown Ottawa, close to the Parliament Buildings. This hotel is 5 minutes
(walk) from a major bus hub. The hotel is an 11 minute drive from Carleton University.
Radisson
402 Queen Street, Ottawa, ON K1R 5A7
Radisson Hotel is located in downtown Ottawa. This hotel is approximately 7 minutes (walk) from a
major bus hub. The hotel is an 8 minute drive from Carleton University.
Dress Code
The suggested dress code is business casual. The suggested dress code for the banquet is “business
elegance.”
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Conference schedule
TUESDAY, MAY 26
Location: Algonquin College Campus
Pre-conference workshops at Algonquin College 8:00 to 17:30.
Open-to-community Evening Reception 18:00 to 20:30.
WEDNESDAY, MAY 27
Location: Carleton University, River Building
Registration and Refreshments
Opening Ceremony and Keynote
Concurrent Sessions
Keynote Plenary
Concurrent Sessions
Banquet and Awards Night
7:00 – 8:15
8:15 – 10:00
10:30 – 12:00
13:00 – 13:45
14:00 – 17:30
18:30 – 22:00 (Location: The Shaw Centre, Trillium Ballroom)
THURSDAY, MAY 28
Location: Carleton University, River Building
Registration and Refreshments
7:00 – 8:00
Keynote Plenary
8:00 – 9:00
Concurrent Sessions
9:00 – 12:00
Keynote Plenary
12:45 – 13:20
Concurrent Sessions
13:30 – 15:00
Engagement Fair, Poster Sessions, and Living Library (Location: Carleton University Library) 15:00 – 17:30
FRIDAY, MAY 29
Location: Carleton University, River Building
Registration and Refreshments
Concurrent Sessions
Keynote Plenaries
Closing Ceremony and Lunch
7:00 – 8:15
8:30 – 10:00
10:30 – 12:30
12:30 – 14:00
Closer to the date of the conference, the full conference schedule will be available as a downloadable
PDF here: http://cuexpo2015.ca/program/
Printed programs will only be available for those who have purchased a printed program when
registering for the conference.
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Registration Desk
Please visit us at the registration desk upon your arrival to register, receive your delegate package, name
badge, and information on how to access the conference wifi.
May 26: Located at Algonquin College, open 8:00 to 16:00.
May 27: Located at Carleton University, in the River Building open 7:00 to 17:30.
May 28: Located at Carleton University, in the River Building open 7:00 to 17:30.
May 29: Located at Carleton University, in the River Building open 7:00 to 12:30.
Engagement Fair – Booth Information
Do you want to connect with others working to make the world a better place? Want to share the
accomplishments of your community-campus partnership? Looking to identify new partners? The
C2UExpo 2015 Engagement Fair on May 28th will provide community organizations and academics with
these opportunities and more!
If you are interested in having a booth at the C2UExpo 2015 Engagement Fair, please visit our website to
download the Engagement Fair form and send it to Nicole Bedford at [email protected] by April
24th. Space is limited, so be sure to secure your spot soon!
Engagement Fair Logistics
If you have already reserved your booth for the Engagement Fair, here is the information you need to
know regarding set-up and tear down at the Fair event:
Parking / Load-in / Registration
1) The event is taking place in Room 252 of the Carleton University MacOdrum Library. For
partners arriving from off-campus, please park in Lot P1.
2) If you would like to drop off items the day before the event, you can drop off items from 3 p.m.
to 4 p.m. only on May 27. If you plan to come ahead of time, please inform Ashley Fleischer
([email protected]). Please bring items to Room 252 of the MacOdrum Library.
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3) On May 28, access to Room 252 will be available starting at 1:30 p.m. We ask that you check-in
with our registration desk, which will be located in the lobby of the MacOdrum Library. Our onsite representative will direct you to your assigned space. Refreshments will be available.
4) Each booth will consist of a table measuring approx. 6 ft. x 2 ft. and two chairs (pipe and drape is
not included). A code for accessing the internet will be provided to you at the registration desk.
You should bring your laptops/devices with full charge, as there is limited access to power in the
room.
5) We request that your booth be completely set up by 2:30 p.m. on Thursday May 28.
6) The event is from 3:00 p.m. to 5:30 p.m. Booth staff will be welcome to mingle and watch the
main event, but must be available to provide information when people are visiting booths.
Tear Down / Load Out
1) Booths can be dismantled after 5:30 p.m.
2) Should you require additional assistance with your load-out, let us know.
If you have any questions, please contact Ashley Fleischer at 613-520-2600 ext. 1503.
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Information for ALL Presenters
Key Dates and Deadlines
March 25
April 5
April 6
April 23
April 24
May 13
Deadline to submit all updated presenter information including:
 Co-presenter information
 Presentation Title
 Abstract
 Bios and Pictures
Last day for presenters to register; Student assistance applications due
Regular registration rates begin
Hotel Blocks Released
Deadline for Engagement Fair Booth applications
Deadline to submit presenter PowerPoints and presentation materials
Confirming your Presenter Information – Read this entire section carefully
If, during the abstract submission process, you provided explicit permission to use your bio and picture
(as applicable) for promotion, we have uploaded this information to a presenter’s portion of our
website, the link to which is currently published but not readily available for viewing by the public:
http://cuexpo2015.ca/?p=958. (This page loads best using Google Chrome.)
At this time, we request that you carefully review the information that has been uploaded, and send us
any and all changes in ONE email with the subject line “Updated Presenter Information” to
[email protected] by end-of-day March 25th. In this email, please include the name and ID# of
the primary presenter for reference purposes.
Changes can include:
 Adding additional presenters, presenter images, and bios.
o For those presentations where the “Primary Presenter” is merely the main point of
contact, you can send a photo that includes all presenters, and change the name of the
primary presenter to a SHORT group name/title.
 Changing the presentation title and brief abstract. (Please send the revised version rather than
just the pieces to add).
 Selecting a new or different presentation keyword.
 Adding website links, contact information, etc.
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If you did not previously provide permission to upload this information, or if your presentation
information is not yet uploaded to the website, and you would like to do so now, please follow the same
steps above, but be sure to include ALL information to be uploaded (Presentation title; presenter names,
pictures, and bios; brief abstract).
If you do not wish to have your information uploaded to the website, but you would like to provide
updated presenter information for the Conference Program, please send ONE email with the following
information to [email protected] with the subject line “Presenter Information for Program Only”
by end-of-day March 25th:
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Presenter name(s) and titles
Presenter image(s) (if applicable)
Presentation Title
Brief abstract
Type of presentation
Name and email of original Primary Contact (i.e. the person who submitted the initial abstract)
AV and your presentation
Each room will be equipped with a sound system, digital projector, screens and microphones. Each room
will also be equipped with a computer. NOTE: Presenters cannot use personal laptops. Presentations
must be run from the presentation room computer.
You will have wifi access at the conference. Staff will provide information about how to access wifi upon
your arrival at the conference.
Technicians and staff will be available to assist with your presentation running smoothly. We ask that
you arrive early to your presentation. Greeters will be available to meet you in your session room upon
your arrival.
Your presentation will be pre-loaded onto the computer, provided you have sent us your finalized
presentation by May 13. Even so, it is strongly recommended to bring a backup copy of your
presentation on a USB key.
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Your presentation materials – Due May 13
If you intend to use PowerPoint (or a similar tool) to accompany your presentation, we ask that you
restrict your presentation to a maximum of 10 slides per presenter in a 20 minute presentation (max. 6
slides for Pecha Kucha-like presentations). We also request that you do your best to make your
PowerPoint accessible (see next section below). While we appreciate the richness of your presentation,
we have constraints for storing, uploading and making available presenter PowerPoints (provided you
have confirmed that your PowerPoint may be shared). We also must be strict in keeping to allotted
presentation times. We therefore ask you to keep your presentation PowerPoint dynamic, engaging, but
succinct. Your cooperation will be much appreciated by the conference staff, as well as your fellow
presenters!
Please upload your Poster (as a PDF with the dimensions 24” X 36" (61 cm X 91.5 cm)) or PowerPoint
presentation (max. 10 slides) by May 13 to our online form at this link:
http://forms.carleton.ca/conferences/c%C2%B2uexpo-2015-presentation-intake-form/. We ask that you
also submit digital copies of your handouts, audio files, and video files. If you need to upload your
presentation after May 13, you must let us know by May 13 by emailing [email protected].
If you must make last-minute changes to your presentation materials, you may hand in your materials to
the staff in the Administration Office at the conference no later than the day before your presentation.
If you choose to provide hand-outs to the audience during your presentation, you must print copies and
bring them with you. A copy of your handouts must also be sent to the conference team by May 13.
Accessibility and your presentation
Please try to ensure that your presentation materials are accessible. Your cooperation with this will
contribute to the conference being fully inclusive.
Electronic copies of your presentation (PowerPoint or other) should be accessible to audience members
with a wide variety of abilities, including those with visual and hearing impairments. To help you do this,
we have created an accessible PowerPoint template (available for download on the Presenter
Information page of our website) that you can use to create your presentation. We have also included in
this information package Accessibility Tips and Pointers. We encourage you to follow these tips and
pointers closely so that your conference presentation is accessible to everyone.
If you are bringing hand-outs for the audience, please ensure that you bring 5 copies in large font (18
point, sans serif font such as Arial or Verdana). If possible, please try to ensure that all video files are
captioned. Audio files should be accompanied by a transcript or be presented in video format and
should include captions.
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Accessibility Tips and Pointers
These tips will help you make your presentations accessible to the greatest number of people and limit
the amount of work you need to do to accommodate people with disabilities. This document is divided
into 2 sections: General tips on making PowerPoint presentations accessible and an elaboration on
effective use of Alt text.
General tips
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Ensure that the type is large enough to read easily. If your presentation will be viewed via
projector, the type should be larger than on printed handouts; 30-point type is recommended.
Make sure there is a high contrast between the background and the text. If your presentation
will be viewed via projector, the contrast often needs to be more pronounced than on printed
material.
If you use colours, use ones that are highly contrasting.
Make sure the content can be interpreted in grey-scale, in case someone prints it in black and
white.
Use titles on each slide, so the flow of the presentation is easy to navigate.
Use simple slide transitions or avoid animation-like effects altogether. Complex transitions, such
as checkerboards, can be distracting during presentations; they may also cause problems with
screen readers or other assistive technologies if someone views the presentation electronically.
Use simple language.
Don’t overcrowd slides with text. Three to seven bullet points per slide is a good rule of thumb.
If you embed video, make sure it is captioned and that the player controls — start, pause and
stop — are accessible.
If you embed audio, make sure a transcript is available.
If your slides contain animations, make sure they are brief and do not distract from the most
important content on the page.
Use Alt Text to explain pictures, images, graphics, graphs, tables and flowcharts, so that a screen
reader can access them.
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Effective Alt Text (also applies to verbal descriptions during presentations)
Alternative text describes an image so that the user’s assistive technology may convey what information
is being provided. It appears when you move your cursor over a picture or object. In situations where
the reader cannot see the image, Alt Text ensures that no information is lost.
 Communicates the purpose of the image accurately and succinctly.
 Contains a short description of the image that is important to the user’s understanding of the
information conveyed and a longer description for complex or detailed diagrams and images.
 Does not repeat the text of an adjacent caption. Screen readers read both the caption and the
Alt Text, so avoid having the same details in both.
 Does not contain the words “Image of” at the start of the Alt Text. Screen readers tell the user
that there is an image and then read the Alt Text.
 Does indicate “Screen shot of…” if it is an image taken from a computer screen.
 Does indicate “Photo of…” if it is a photo.
 Requires no text if an image is purely decorative. Simply provide two quotation marks (“ ”) as
the Alt Text.
 Uses punctuation for full sentences.
More info on alt text can be found here
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Additional Information for Poster Presenters
If you have been accepted to present your poster at C2UExpo 2015, please note that the poster session
will take place during the Engagement Fair on May 28, from 3:00 p.m. to 5:30 p.m. in the Discovery
Centre located at the Carleton University MacOdrum Library. Please follow these instructions to ensure
you are ready for the poster session on May 28:
1) The event is taking place in The Discovery Centre (4th Floor) of the Carleton University
MacOdrum Library. For presenters arriving from off-campus, please park in Lot P1.
2) If you would like to drop off items the day before the event, you can drop off items from 3 p.m.
to 4 p.m. only on May 27. If you plan to come ahead of time, please inform Ashley Fleischer
([email protected]). Please bring items to Room 252 of the MacOdrum Library.
Please note that on May 28th you will be responsible for claiming your materials in room 252 and
bringing them to the Discovery Centre.
3) On May 28, access to the Discovery Centre will be available starting at 1:30 p.m. We ask that
you check-in with our registration desk, which will be located in the lobby of the MacOdrum
Library. Our representative on-site will direct you to your assigned space. Refreshments will be
available.
4) Each poster display will provide the presenter with a 7’h x 2’w sized grid for hanging a poster
that is maximum 3’h x 4’w. Posters will be hung using bulldog clips. Presenters are required to
print their own posters, and provide cardboard as needed to mount them. Please note: A couple
of posters may be mounted to Velcro-type fabric stands.
5) We request that your poster be completely set up by 2:30 p.m.
6) The event runs from 3:00 p.m. to 5:30 p.m. Presenters will be welcome to mingle and watch the
main event, but must be available to provide information when people are visiting your poster.
7) Posters can be dismantled after 5:30 p.m.
If you have any questions, please contact Ashley Fleischer at 613-520-2600 ext. 1503 or the Discovery
Centre at 613-520-2600 ext. 8962.
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Staying Connected and Helping Us Promote C2UExpo 2015
To reach as many people as possible, we would like to request your help with spreading the word about
C2UExpo 2015. Here are a few ways you can help us. Please feel free to edit any of the below
suggestions as you see fit.
Social media
Connect with us on social media.
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Follow us @CUExpo on Twitter and invite members of your network to follow us as well.
Use the hashtag #C2UExpo when posting about the conference on any of your social media
channels.
Tweet about your participation at C2UExpo 2015. Here are some examples:
o I'm excited to be a part of @CUExpo this May 26-29. Check out the full program &
register at http://cuexpo2015.ca/ #C2UExpo
o I am presenting about “fill in here” at @CUExpo this May 26-29. Join us to create
change. #C2UExpo. http://cuexpo2015.ca/
o @CUExpo will bring together diverse leaders to promote #community #campus
partnerships. Visit the site http://cuexpo2015.ca/ #C2UExpo
o Register now for #C2UExpo from May 26-29 in Ottawa, Ontario. Together we are
making it happen @CUExpo http://cuexpo2015.ca/
Post about C2UExpo 2015 on your Facebook page. Here are some examples:
o Join us in Ottawa, Ontario for C2UExpo 2015. I will be presenting on (session title, date
and time). View the full program and register now. http://cuexpo2015.ca/ (Can add the
logo as an image – see logo attached to the email)
o I will be presenting at C2UExpo 2015 on (session title, date and time). There is a great
line-up of prominent speakers. Join us in Ottawa, Ontario. View the full program and
register now. http://cuexpo2015.ca/ (Can add the logo as an image – see logo attached
to the email)
o C2UExpo 2015 from May 26-29 in Ottawa, Ontario will bring together diverse leaders to
promote community-campus partnerships http://cuexpo2015.ca/
o Register now for C2UExpo 2015 from May 26-29 in Ottawa, Ontario. Together we are
finding citizen solutions for a better world. http://cuexpo2015.ca/
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Email your friends and colleagues
Send an email to your friends and colleagues about your participation in the conference. Here is a sample
email to use:
Dear friend,
From May 26-29, 2015, C2UExpo 2015 will highlight, share, and begin to scale up hundreds of
community-driven partnerships and projects toward better policy. These partnerships matter—they are
a dynamic tool for building a better world.
At the conference I will facilitate a workshop/present on the topic of ____. Because of your interest in
community-campus partnerships and policy, I invite you to consider attending the conference. Early
registration rates are available until April 5, 2015.
Hosted at Carleton University, the conference program features an exciting lineup of presenters,
workshops and exhibits.
Speakers include:
 Michel Lizée - Pension Plans for community groups
 Al Richmond – Partnerships for Health Equity and Social Justice
 Abra Brynne – Local and Sustainable Food Systems
 And more!
For full speaker bios and the conference program are online at: http://cuexpo2015.ca/program/
Stay up-to-date with conference updates and announcements by following us on Twitter at @CUExpo,
or by visiting our website http://cuexpo2015.ca/.
For questions or comments, contact us here http://cuexpo2015.ca/contact-us/.
Put a Link on your Website
Add a link to your personal or organization website
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Add a link to http://cuexpo2015.ca/ on your personal website or your organizations website.
Use a text-based link
We have provided an image for you to use as a link as an attachment on this email.
Let us know what you need!
If there is anything else you would like to help promote C2UExpo 2015, please let us know!
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Potential Funding Opportunity for Students – Due April 5
If you are a student, and you think you might need financial assistance to attend the conference, we ask
that you please let us know by filling in the following information and returning it via email to Meridith
Shea, C2UExpo 2015 Student Fundraiser, at [email protected] by April 5th with the subject
heading "Potential Student Attendee." Please note this is in no way a guarantee that you will receive
financial assistance from us; however, we are interested in collecting this information so that we can
match students to funds where they might exist or become available.
If you are a professor who knows of students that are interested in attending our conference but who
may not have the means to do so, we encourage you to forward this email to them as well.
If you have any questions, please do not hesitate to email us.
STUDENT INFORMATION FORM – Due April 5
Name (first & last):
Student Number:
Email (required):
Phone (optional):
Degree/Diploma (that you are pursuing):
Faculty:
Name and email for your student government/student association:
Full name and email for your faculty dean:
Please briefly explain (1 paragraph MAX) why you want to attend and/or present at C2UExpo 2015:
If you are presenting at C2UExpo 2015, please include the title of your presentation here:
Thank you for providing us with this information. We will do our best to connect you with available
financial assistance as it becomes available. We look forward to seeing you at the conference!
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