Session Guidelines

Deadline

21 July 2017

General Information

Three types of sessions will be considered for submission to the 17th World Conference on Tobacco or Health (WCTOH)

  • Symposia
  • Satellite sessions
  • Workshops (submission opening soon!)

It is recommended that session submitters have initial contact with the proposed speakers before they submit a session to determine their availability to attend the conference, should the session be accepted. If a proposed speaker declines, it is the responsibility of the session submitter to provide the name and contact information of an alternative speaker. For speakers representing a UN programme, submitters are required to select the organisation in the list available in the drop-down menu;

If the session is accepted, the submitter is expected to facilitate communication between the session speakers to ensure a coherent session and avoid duplication or contradiction amongst the presentations.

Important note: to accommodate the number of session slots available, chairs of different accepted sessions may be requested to merge their session to be able to present them.

Please consider replacement speakers in case the ones initially proposed decline the invitation. Facilitate communication between the speakers of the session to avoid duplication or contradiction.

New users: If you are a new user, click on ‘CREATE A NEW ACCOUNT (for first time users) below the ‘login’ button.

Programme Tracks

The theme of the 17th World Conference on Tobacco or Health is: UNITING THE WORLD FOR A TOBACCO-FREE GENERATION.

This concept of the conference theme is presented via five scientific tracks.

Please find below the list of tracks under which your session must be submitted:

Track 1: The Future: Views from the mountain (for blue-sky presentations)

Track 2: Tobacco Governance, Sustainable Development and Policy Advocacy

Track 3: Demand reduction measures and the Regulatory Science

Track 4: Tobacco Products, prevalence, health and cessation studies

Track 5: Social justice, the underserved and Vulnerable Populations

Download

For a full list, download the Scientific tracks and sub-tracks (PDF 81 KB)

Symposia

  • Symposia sessions are 90 minutes in length and are scheduled during the core conference hours;
  • 1-2 individuals serve as Chairs. They are responsible for coordinating the session, communicating with speakers, submitting the session online, promptly liaising with the Secretariat about changes and chairing the session. The role of ‘Chair’ and ‘Coordinator’ from past conferences has now been combined;
  • Description sub-heading: describe the overall objective of the session in 100 words or less (minimum of 10);
  • There should be a minimum of four and maximum of five speakers from a variety of countries/settings;
  • Please make sure that you are entering the active email address of the chairs and speakers. Every communication will be made with the email addresses you are entering;
  • A short description of 150 words or less should be submitted for each presentation;
  • A biography of no more than 100 words must be submitted for each proposed speaker;
  • The presentation description and biography will only be considered for reviewing purpose and not be included in the programme;
  • A confirmation of submission will be emailed to all chairs and speakers.
  • Symposia are editable until the closing date: Friday, 21 July. No further changes are accepted after the deadline;
  • Symposia are peer-reviewed by a minimum of three experts and assessed based on objectives, relevance, presentation, originality, utilisation of evidence, geographical impact, and country representation.

Satellite sessions

General conditions

  • Satellite sessions will be held on 08 and 09 March outside the hours of the core programme: either for 90 minutes at lunch time and 90 minutes in the evening;
  • There should be at least one and up to two chairs. They will be responsible for coordinating the session, communicating with speakers, promptly communicating with the Secretariat about changes, and chairing or co-chairing the session;
  • The maximum number of presentations is five;
  • The session will be reviewed by the Scientific Committee;
  • There will be two rounds of review and notification. Proposals submitted in the first round will have priority on the slots selection. Satellite sessions submitted before 01 October 2017 will receive notification by 15 November. If there are still spaces available, there will be a second round of reviewing of sessions submitted between 01 October and 01 December 2017. Notifications for the second round will be sent early January.
  • Full payment should be made within six weeks of approval. If no payment is received, the slot will be allocated to another satellite;
  • The satellite session organiser should ensure costs of travel, accommodation and registration for the speakers and chairpersons will be covered.

Rates

Lunchtime (90 minutes)

Medium room (90 – 120 pax)

$4000

Large room (380 pax)

$5000

Evening sessions (90 minutes)

Medium room (90 – 120 pax)

$5000

Large room (380 pax)

$6000

Rates include

  • Room e-signage before the session;
  • Availability of the room 15 minutes before the beginning of the symposium;
  • Sound and basic audio-visual equipment;
  • Details of the session and speakers in the conference programme;
  • Hyperlinked logo on the conference programme online
  • Complimentary registrations depending on the room capacity – two day passes for medium rooms and one full conference registration for large room

Conditions of cancellation

All cancellations must be made in writing to the Conference Secretariat according the following conditions:

  • Until 31 October: cancellation charge of 50 percent
  • From 01 November: no refund

Workshops – submission opening soon

  • Workshops are 3 or 6 hours long and scheduled for the opening days of the conference
  • Sessions should be organised around a specific theme and must have an expected output, i.e. report, plan of action, roadmap
  • Active learning and participation are expected including in the presentation format (i.e. videos). The session agenda should include ample time for discussion and interactive activities
  • Description sub-heading: describe the objectives, expected outputs/outcomes, and relevance of the topic for the target audience in 300 words or less
  • There should be at least one and up to two coordinators. They will be responsible for coordinating the workshop, communicating with speakers, promptly liaising with the Secretariat about changes, and facilitating or co-facilitating the workshop
  • Please make sure that you are entering the active email address of the chairs and speakers. Every communication will be made with the email addresses you are entering
  • You also have the option of including up to two chairs. In this case and for diversity purpose, it is important that the coordinators of the session do not chair the session they coordinate
  • For 3-hour workshops: minimum of 4 and a maximum of 5 speakers
  • For 6-hour workshops: maximum of 10 speakers
  • A short description of 150 words or less should be submitted for each presentation
  • A biography of no more than 100 words must be submitted for each proposed speaker
  • Workshops are assessed based on objectives, relevance, presentation, originality, utilization of evidence, geographical impact, and country representation
  • The workshop organiser should cover travel, accommodation and registration costs for their speakers and chairpersons
  • If accepted, a workshop organiser must pay to host a workshop within six weeks of notification. If no payment is received, the slot will be allocated to another workshop