Abstract Submission Form 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 Learning Institute. 

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 should not include identifying information within the body of the abstract, as they will be reviewed anonymously.  

Virtual Delivery Requirements: The Learning Institute is delivered entirely online. Presenters are expected to be comfortable presenting to a virtual audience and using common online learning tools such as video conferencing platforms, screen sharing, chat, polls, and breakout rooms. CHPCA will provide logistical support and guidance; however, presenters are responsible for being able to facilitate their session effectively in a virtual environment. 

Session Materials and Timing Requirements: Presenters will be expected to submit a finalized session description and high-level agenda no later than four (4) weeks prior to the scheduled session for promotional and program materials. 

Refining of the presentation and content is permitted as the session is developed; however, the established session timing and overall structure should remain consistent once finalized and should not be completely amended. 

Learning Institute sessions are 3 to 3.5 hours in length not including either one (1) 30-minute break or two (2) 15-minute breaks, if desired. 

Presenters will also be asked to submit a preview of their slide deck no later than one (1) week before the scheduled session. 

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

Presenter Responsibilities: If your abstract is accepted, any additional expenses beyond basic audio/visual support for virtual delivery will be your responsibility. This may include, but is not limited to, costs related to specialized session materials, third-party facilitation tools or platforms, or custom video production, if used. 

CHPCA will provide the virtual meeting platform and standard features (e.g., screen sharing, chat, and breakout rooms). Any additional tools or services used to support session delivery must be arranged and covered by the presenter(s). 

Please note that presenters are responsible for their own time and participation; honoraria or other costs are not provided for Learning Institute sessions. 

Communication: All official communication regarding the progress of your abstract will be sent exclusively to the person identified as Contact 1 in the submission.  

Acceptance: Submission of an abstract does not guarantee acceptance.  

Alternative Presenter: If a speaker is unable to attend, an alternative presenter may be allowed to participate in their place. Any changes to the presenter group must be communicated in advance and approved by the Learning Institute organizers. 

Session Scheduling and Date Commitment: Once a workshop abstract is approved, presenters will be offered potential date options for their session. The Learning Institute will run between May 2026 and March 2027, and sessions may be scheduled at any time within this period, as mutually agreed upon by the presenter(s) and the CHPCA. 

Once a session date is confirmed, it is considered a final commitment. Requests to change confirmed session dates will generally not be accommodated, except in cases of extreme or unforeseen circumstances, and at the discretion of the CHPCA.