Conference

Frequently Asked Questions

The conference FAQs are detailed below in several key sections:

Conference Registration

1. What are the conference registration fees?  

  • 13% HST will be added to all charges
  • All charges are in Canadian Dollars (CAD)
  • *Early-Bird registration closes October 2nd, 2017.
 Member Rates Non-Member Rates 
  Early Registration  Late Registration  Early Registration  Late Registration
Full Conference      $350 $425 $700 $775
Single Day  $285 $360 $570 $645
Awards Reception $25 $35 $40 $50
Oct. 25 Members Only Program       $20 $30  n/a n/a

 

 2. How do I register for the conference? 

3. How do I pay for the conference? 

  • We accept payment by cheque, email money transfer, or credit card (Visa or MasterCard)
  • Payment in full is required prior to the conference
  • Payment for Early Bird registrations must be received on or before the deadline (October 2nd). Registrations unpaid by that date will be adjusted to reflect full registration prices
  • Credit card and bank statements will reflect the registration management provider: Mosaic Event & Travel Management

4. How can I access the AFHTO membership discount?  

  • AFHTO members are eligible for the AFHTO membership rate. A code (sent by email to all members who have paid 2015-2016 membership fees in full) will be required to receive the membership rate. If you do not know your organization’s access code, please contact your administrator or regAFHTO@mosaicevents.ca.

5. What other registration discounts are available?

  • Aside from the membership discount, a $50 discount provided to all concurrent session presenters (max 2 per session), concurrent session working group members, registration desk volunteers and awards review committee members. The discount can be combined for those who contribute in more than one capacity (e.g. a presenter who also serves on the awards review committee would receive a $100 discount).

6. I’m not an AFHTO member; can I still come to the conference?  

  • Yes, non-members can register and will pay the non-member registration fee (listed above).

7. Can I register more than one person at the same time?  

  • Yes, you can register multiple people as a group for a single invoice and payment (receipt); if members of the group are paying individually (for example, with different credit cards) and require separate invoices/receipts, you must create separate registrations for each.

8. Do I have to choose concurrent sessions when I register?

  • You can go back in and edit your selections once you are registered. You may return at any time to choose/edit session selections, after registration is completed, by clicking the link in the confirmation email or signing back into the registration site and clicking the “Registration and Agenda” link.
  • Please be sure to select your concurrent sessions by October 2, 2017 to ensure your agenda is included in your registration kit.
  • If you plan to return to select sessions later, it is recommended that you create a password when you register.

9. I’m only attending the IHP Networking Sessions. It was free before so why am I paying a fee this year?

In past years attendees could register for the IHP sessions online or through an IHP CoP Lead. To streamline the registration process, ALL attendees now need to register online. A nominal fee ($20 early bird rate) has been added to cover associated costs. As these sessions last 3 hours, this still represents tremendous value for money. If you have any questions about the change, please contact us at info@afhto.ca.

10. How do I confirm that I am registered for the conference? 

  • If you’ve received a confirmation e-mail from AFHTO 2017 Conference – Registration Management, and have paid in full then you are registered for the conference. Upon completion of registration, an email will be sent to the address(es) entered on the registration form to confirm the registration. Invoices/ receipts are available within the email.
  • If you require the confirmation email to be resent or cannot find the invoice/receipt online, contact regAFHTO@mosaicevents.ca or 1-888-245-4634 for assistance.

11. How do I make a change to my registration? 

  • You can make changes to your registration online.
  • If you require the confirmation email to be resent or cannot find the invoice/receipt online, contact regAFHTO@mosaicevents.ca or 1-888-245-4634 for assistance.
  • It is recommended that you create a password when you register, to facilitate changes to the registration.
  • If you want to change your selection of concurrent sessions, see question #19 below.
  • If you want to transfer your registration to another person, see question #14 below.

12. How do I cancel my registration? 

  • All cancellation requests must be made in writing to
  • Cancellation fees apply. Please see question #13 below.

13. What is the refund/cancellation policy?

  • Refunds, less administrative fees, are available until October 2.
  • If the conference payment was made by credit card, the refund will be processed onto the card used for payment. If the payment was made by cheque or email money transfer, the refund will be sent by cheque to the address on the registration form. Refunds will be processed within two weeks following receipt of the written cancellation request.

14. I’ve missed the cancellation deadline; can I send someone else in my place? 

  • Registrations are fully transferrable to another person. To substitute an attendee and change the name on a registration, click on the link in the confirmation email or send a written request to regAFHTO@mosaicevents.ca
  • Neither AFHTO nor Mosaic Event & Travel Management will transfer any fee or payment balances. It is up to the delegate and their replacement to manage any transfer payments between themselves.
  • To ensure smooth onsite registration for the new delegate: change the name, contact information, dietary restrictions and program selections online and ensure payment is complete.

Conference Program 

15. What is the pre-conference programming? 

  • The purpose of the pre-conference programming (open only to AFHTO members) is to strengthen professional networks across Ontario and use this as an opportunity to share ideas, challenges and solutions. Programs are developed by and for the following groups: Leadership (Executive Director, Medical Director & Board Chair)
    • Administration (medical secretary, receptionist, admin staff, etc.)
    • Chiropractor
    • Health Promoter
    • Mental Health and Social Worker
    • Nurse (RN/RPN)
    • Nurse Practitioner
    • Occupational Therapist
    • Pharmacist
    • Physician Assistant
    • Psychologist
    • Quality Improvement Decision Support Specialist (QIDSS)
    • Registered Dietitian
    • Physiotherapist
    • Chiropodist
    • Respiratory Therapist
  • The physician networking session will be held in the afternoon.
  • OTHER PROFESSIONAL GROUPS? Opportunity is open to any other profession within interprofessional primary care organizations to organize a program. Contact info@afhto.ca.

16. What is a concurrent session?

  • In each Concurrent Session, 8 different presentations will run at the same time in 8 different rooms. Registered delegates choose the sessions they wish to attend. To avoid disappointment, registrants should select their concurrent session through the registration website as soon as possible.
  • These sessions fall under seven thematic streams that will help you to learn what interprofessional primary care organizations are doing to improve the value they deliver. Presentations for each theme were selected by working groups based on their usefulness and relevance to other teams, their evidence of value, and the degree to which the ideas are innovative.

17. How long are concurrent sessions? 

  • Concurrent Sessions are 45 minutes or 90 minutes long.
  • NOTE: 45-minute concurrent sessions take place in a single timeslot: A, B, C, D, E, or F. 90-minute concurrent sessions take place across two timeslots. For example, AB5 Choosing Wisely Canada: Embedding its Principles Within Your Family Health Team is a 90-minute session that takes place in timeslots A and B. To register for a 90-minute concurrent session, select it in the appropriate dropdown box.

18. What do the numbers mean before each concurrent session?

  • Each session is identified by a unique code indicating its timeslot (letter) and theme (number). Sessions from the same theme and in the same timeslot are further identified by a letter at the end.
    • Example: C4-b is in Concurrent Session C, Theme 4 and is the second presentation from that theme during that session.

19. Can I change my selections for the concurrent sessions?  

  • Yes, you can log back in to the registration website, after registration is completed, by clicking the link in the confirmation email or clicking the “View or Change Your Existing Registration” link below the red header box on the first page of the registration form.

20. Will the presentations from the concurrent sessions be available after the conference?  

  • All presenters are requested to give a copy of their slides to AFHTO. These will be posted on the AFHTO members-only website after the conference.

21. Is this an education accredited conference?

  • Accreditation will be sought for this program. Further details will be announced closer to the conference.

Concurrent Session Presenters 

22. Do I have to register and pay for the conference? 

  • Yes, AFHTO’s policy is that all who attend the AFHTO conference, including speakers, must register for the conference at the appropriate rate.

23. Is there a special conference fee for speakers? 

  • A $50 discount is provided to all concurrent session presenters (max. 2 per session), concurrent session working group members, registration desk volunteers and awards review committee members. Unfortunately, there is no discounted rate for poster presenters.

24. What room will I be presenting in? 

  • Concurrent sessions have not been assigned rooms yet. You will be notified of your room assignment via e-mail.

25. What day and/or time is my presentation? 

  • You can search for the day and/or time of your concurrent session here.

26. How do I make a change to my presentation information (e.g. title, abstract, presenters)?

  • E-mail conference@afhto.ca with your concurrent session title, unique numeric code and the change needed. It may take several days for changes to appear on the AFHTO or conference registration websites.

27. What do I need to do before the conference?

  • Register for the conference at the appropriate rate.
  • Submit your presentation PowerPoint slides 2 weeks before the conference. You will receive a follow-up e-mail reminding you of this deadline.

28. Do I need to submit my presentation before the conference? 

  • Yes, send your presentation PowerPoint slides to conference@afhto.ca two weeks before the conference.

Poster Presentations

29. What is the maximum poster size? 

  • The maximum size for posters is 46” (vertical) x 70” (horizontal).

30. When will posters be displayed at the conference? 

  • Posters are to be put into place before 7:45 AM on Wednesday, October 25, 2017, and removed at 4:00 PM on Thursday, October 26, 2017.

Accommodation and Directions 

31. How do I book a hotel room for the conference? 

  • A block of rooms has been set aside, at a discounted group rate, at the Westin Harbour Castle: visit the Westin booking site to reserve a room at the contracted rate by October 2.
  • Conference Group Rate is $210.00 plus tax.
  • The Westin Harbour Castle is also able to accept reservations by telephone. Call 1-888-627-7100 and state you are part of the AFHTO Annual Conference Room Block.

32. How do I get to the conference?