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Frequently Asked



What is the proposal submission deadline? 

Call for proposals is now closed.

Proposals for POSTERS can be submitted via the online portal until August 18, 2023.

Proposals can be submitted via the online portal until May 31, 2023.

How will I know if my submission was received?

After you submit your proposal, you will receive an email confirming that your proposal has been submitted.


How do I let the organizers know if I have any accessibility requirements? 

If you have any accessibility requests, please enter the details in the "Please advise if you have any accessibility requirements" section in the Call for Proposals application.

Conference Registration

Is conference registration required for presenters? 

Conference registration is required in order to present an accepted paper or poster. 


Where will the conference be hosted?

Your hosts are located at the University of British Columbia and will feature speakers and activities from British Columbia, Canada. The conference will take place virtually with a strong focus on asynchronous as well as live, recorded content so that participants can join from around the world. The conference platform and materials, including recordings, will be accessible to participants until February 1, 2024 (3 months post-conference). 

Technology & Set-Up

What platform will the conference be hosted on? 

The conference will use Pheedloop conference software.

What software will be used for presentations? 

Presenters will be sent instructions in advance and will largely be presenting via Zoom, which will be provided.

What do I need to present on Zoom?

Required technology for presentations: access to a computer with a camera and microphone (headset recommended). We also highly recommend a wired connection. 

Presentation Formats & Deadlines

When must I have my poster / supplementary material uploaded to Pheedloop?

We encourage you to take full advantage of the conference platform and add supplementary material to enhance your presentations. Please complete your speaker profile, check your session description, and upload materials by Oct 8, 2023.

As a speaker or panelist, what options will I have for sharing materials and engaging with an audience?

Presentations and panel discussions have the following elements:

  • Live presentation which will be recorded (unless otherwise requested)
  • Chat feature to interact with presenters
  • Speaker profile
  • Optional: slides, transcript, handouts
  • Full paper submission for proceedings (due post-conference)

As a poster presenter, what options will I have for sharing materials and engaging with an audience?

Poster submissions have the following elements:

  • Poster (PDF)
  • 1-3 minute recording presenting your poster
  • Live presentation and question period to interact with attendees
  • Speaker profile
  • Optional: banner image for your virtual presentation space

How do I create a poster?

Create a virtual poster in exactly the same way you would create a print poster, except convert it to a PDF file rather than printing it!

You can find guidelines from the University of British Columbia here. We recommend the sections on "How to Create a Research Poster in PowerPoint - An Overview" and "General Design Tips." By creating your poster at a large size, you will have room for all of your content and viewers can zoom in for more detail. If you do not have PowerPoint, there are many guides on using Google Slides, Canva, and other tools to create a poster available online. Just remember to save and upload it to the virtual conference site as a PDF file.

There will be additional instructions on how to upload your poster once you have logged into your Exhibitor Portal. You can find the instructions under the "Information" section within the "Exhibitor Instructions" tab.

Where do I upload and edit poster files and descriptions in the Pheedloop Exhibitor Portal?


  • Upload your poster in the "File Uploads" section.
  • Your poster should be a single page PDF. Max size: 25MB.
  • Your poster will be available for attendees to view or download.


  • Upload a banner image in the "Edit Design" section.
  • The banner shows at the top of your poster's Exhibit Hall presentation page and creates a more colourful and interesting page. One suggestion is to create a banner image that uses the background colour or design from your poster and includes your poster title. PowerPoint is one easy option to create the image but there are many others as well.
  • Recommended size: approx. 1000w x 400h PNG or JPEG, with no white-space.

Promotional Video

  • Upload a video in the "Edit Design" section under "Promotional Video."
  • We will have a live poster presentation session with 1-3 minute presentations (or a recording if you are unavailable) and it will be recorded and available to attendees. However, if you are unavailable at that time and will be creating a video to be screened during the live presentation session, you can also upload the video here so that attendees can view it whenever they visit your poster page in the Exhibit Hall. If you will be presenting live but you would like to also include a recording in the Exhibit Hall, you can do that too!
  • Single MP4 file up to 100MB (duration of video depends on resolution, usually 5-10 mins of HD quality, typically 16:9 ratio. Videos are displayed on loop and start muted.

Edit Poster Title

  • Edit title in the "Edit Profile" section.
  • Title should be already included and you will see it in the "Organization Name" field (please forgive the poorly named field).

Edit Poster Description

  • Edit poster description in the "Edit Profile" section.
  • The Description should be already included and you will see it in the "Organization Description/Promo Text" field (please forgive the poorly named field).

Additional Questions

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