SESSION SUBMISSION GUIDELINES

KEY DATES

  • Symposia and post-graduate courses submission closes: Friday 19 June 2020
  • Notifications on the submission of symposia: Monday 7 September 2020
  • Registration deadline for all symposia presenters: Monday 30 September 2020
  • Satellite and workshop submission closes: Friday 11 December 2020

SUBMIT YOUR SESSION

GENERAL INFORMATION

  1. SESSION SUBMISSION

Four types of sessions are considered for the 18th World Conference on Tobacco or Health (WCTOH):

Before submitting a session, it is recommended that session submitters have initial contact with the proposed speakers to determine their availability to attend the conference. Please consider replacement speakers in case the ones initially proposed decline the invitation.

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. 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, specialized agency, or entity submitters are required to select the organisation in the list available in the drop-down menu.

Please refrain from submitting multiple sessions on the same topic by varying the authors or under different titles with only minor word changes. In such cases, all the submissions on that topic will be automatically rejected.

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.

Sessions should be submitted in English and through the online platform. Submissions in any other language and/or by email will be automatically rejected.

Accepted sessions are placed under embargo until they are presented at the conference.

  1. CONFIRMATION OF PARTICIPATION

Accepted symposium submitters presenting at the 18th World Conference on Tobacco or Health need to register online before Monday 30 September 2020. Failing to do so will result in the symposium withdrawal from the programme. If submitters have already registered for the Conference, they do not need to register again.

  1. SCIENTIFIC TRACKS

The 18th World Conference on Tobacco or Health theme “Navigating Change: Leading with Impact”, is explored through six scientific tracks. Submitters are invited to choose the most relevant track and sub-track to their session.

LIST OF SCIENTIFIC TRACKS

 

POST-GRADUATE COURSES GUIDELINES

GENERAL GUIDELINES
DateMonday, 8 March 2021 (pre-conference).
LocationPost-Graduate courses will be held at the Convention Centre Dublin. The rooms will be allocated following the indicated maximum number of attendees.
DescriptionEach Post-Graduate course should be organised around a specific theme, have clear learning objectives, specify skills and knowledge to be gained.

The agenda must include ample time for discussion and activities that encourage active participation.

DurationCourses can be half day (3 hours) or full day (6 hours) sessions.  The required course length should be indicated during the online session submission.
Coordinators and ChairsPost-Graduate courses should have at least one and up to two coordinators. Course coordinators will be responsible for communicating with speakers, promptly liaising with the Secretariat about changes and facilitating or co-facilitating the course. Submitters will also have the option to include up to two course chairs. In this case and for diversity purposes, it is important that the coordinators of the session do not chair sessions they coordinate.
SpeakersIt is recommended to have a minimum of 4 and a maximum of 5 speakers for half-day courses and a maximum of 10 speakers for full day ones.
Attendance FeeAll delegates registered to the conference can attend a Post-Graduate course at no extra cost.
TECHNICAL GUIDELINES
SubmissionPost-Graduate courses submission closes on Friday, 19 June 2020. No session edits will be accepted after this deadline.
Course DescriptionDescription sub-heading should include course objectives, expected outputs/outcomes, and relevance of the topic for the target audience in 300 words or less.
Presentation DescriptionA short description of 150 words or less should be submitted for each presentation.
BiographiesA biography of no more than 100 words must be submitted for each proposed speaker.
Use of non-stigmatising languageThe Union, acting as the Conference Secretariat, is committed to promoting patient-centred language in all conference abstracts and presentations. When drafting your abstract, The Union requests that you follow the guidelines laid out in the Stop TB Partnership’s publication, Suggested Language and Usage for Tuberculosis Care, Communications and Publications.
ReviewPost-Graduate courses are assessed based on objectives, relevance, presentation, originality, utilisation of evidence, geographical impact, and country.
EmailEnter the active email addresses of the coordinators and speakers as all related submission communications will be made via email.

SUBMIT YOUR SESSION

SYMPOSIA GUIDELINES

GENERAL GUIDELINES
DateTuesday, 9 March to Thursday, 11 March 2021.
LocationSymposia will be held at the Convention Centre Dublin. The date, hour, and room of the presentation will be allocated by the Conference Secretariat.
DescriptionA symposium is organised by 1 or 2 chairs around a specific track and presented during the core conference programme hours. The session includes 4 presentations (approximately) from a variety of countries/settings and should allow some time for discussion.
DurationA symposium is a 60 or 90 minutes session during the core conference programme hours.
ChairsSymposium should have one to two individuals serving as chairs. They play the role of coordinators, communicate with speakers, submit the session online, and liaise with the Conference Secretariat about changes and chairing of the session.
SpeakersIt is recommended to have a minimum of 4 and a maximum of 5 speakers from different countries and settings.
Attendance FeeAll delegates registered to the conference can attend symposia sessions.
TECHNICAL GUIDELINES
SubmissionSymposia submission closes on Friday, 19 June 2020.

No session edits will be accepted after Friday, 19 June 2020.

The chairs and speakers will receive an email confirming the submission of the symposium.

Session DescriptionDescription sub-heading should describe the overall objective of the session in 100 words or less (minimum of 10 words).
Presentation DescriptionA short description of 150 words or less should be submitted for each presentation. The presentation might be considered for publication in the Abstract Book, the online programme, and mobile application.
BiographiesA biography of no more than 100 words must be submitted for each proposed speaker. The biography might be considered for publication in the Abstract Book, the online programme, and mobile application.
Use of non-stigmatising languageThe Union, acting as the Conference Secretariat, is committed to promoting patient-centered language in all conference abstracts and presentations. When drafting your abstract, The Union requests that you follow the guidelines laid out in the Stop TB Partnership’s publication, Suggested Language and Usage for Tuberculosis Care, Communications and Publications.
ReviewSymposia are peer-reviewed by a minimum of three experts and assessed based on objectives, relevance, coherence of session, originality, geographical impact, and country representation.
EmailEnter the active email addresses of the chairs and speakers as all related submission communications will be made via email.

SUBMIT YOUR SESSION

 

SATELLITE SESSION GUIDELINES

GENERAL GUIDELINES
DateSatellite sessions will be held during lunchtime on Tuesday, 9 and Thursday, 11 March and in the evening on Wednesday, 10 March 2021.
LocationSatellite sessions will be held at the Convention Centre Dublin. The room of the session will be allocated by the Conference Secretariat based on the indicated number of attendees and on a first-come first-served basis.
Room LayoutThe room layout is restricted to Theatre style.
DescriptionSatellite session offers individuals, non-profit groups, organisations, or commercial entities the opportunity to showcase their work, research and programmes, or draw more attention to a specific subject or area. The sponsor of a satellite session is to be identified and mentioned during the submission process.
DurationSatellite session is held for either 60 or 90 minutes.
ChairsSatellite sessions should have one to two individuals serving as chairs. They play the role of coordinators, communicate with speakers, submit the session online, and liaise with the Conference Secretariat about changes and chairing of the session.
SpeakersIt is recommended to have a maximum of 5 speakers.
Delegate AttendanceAll delegates registered to the conference can attend a satellite session.
Organiser AttendanceThe satellite session organiser should cover the costs of travel, accommodation, and registration of the session’s speakers and chairpersons.
PaymentFull payment should be made within six weeks of session approval. If no payment is received, the slot will be allocated to another submitter.
TECHNICAL GUIDELINES
SubmissionSatellite sessions submitted before Tuesday, 9 June 2020 will receive a notification by Wednesday, 1 July 2020. If there are remaining spaces, there will be a second round of reviewing for sessions submitted between Tuesday, 9 June and Thursday, 29 October 2020. The second-round notifications will be sent by Wednesday, 18 November 2020.

A third round of submission might be considered in case of space availability for sessions submitted between Thursday, 29 October and Friday, 11 December 2020. Notifications will be sent on Thursday, 14 January 2021.

Session DescriptionDescribe the overall objective of the session in 100 words or less (minimum of 10 words).
Presentation DescriptionA short description of 150 words or less should be submitted for each presentation.
BiographiesA biography of no more than 100 words must be submitted for each proposed speaker. The biography might be considered for publication in the Abstract Book, the online programme, and mobile application.
Use of non-stigmatising languageThe Union, acting as the Conference Secretariat, is committed to promoting patient-centred language in all conference abstracts and presentations. When drafting your abstract, The Union requests that you follow the guidelines laid out in the Stop TB Partnership’s publication, Suggested Language and Usage for Tuberculosis Care, Communications and Publications.
ReviewThe session will be reviewed for compliance with World Conference on Tobacco or Health’s mission and vision. There will be three rounds of review and notification. Proposals submitted in the first round will be given priority.
EmailEnter the active email addresses of the chairs and speakers as all related submission communications will be made via email.

 

SATELLITE RATES
CORPORATE
Duration/CapacityLess than 100 participantsUp to 300 participants
Lunchtime (60 minutes)€ 6,500€ 9,000
Prime Time (90 minutes)€ 8,500€ 15,000
NON-PROFIT*
Duration/CapacityLess than 100 participantsUp to 300 participants
Lunchtime (60 minutes)€ 5,000€ 7,000
Prime Time (90 minutes)€ 6,000€ 10,750
*Not for profit rates are reserved for not for profit entities with an annual operational budget of less than €20 million. Please contact partners@theunion.org if you are eligible for these rates.
Rates include–       Room with basic sound and audio-visual equipment;

–       Exclusive room access.

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

  • Until Monday, 30 November 2020: cancellation charge will amount to 50% of the total cost.
  • From Tuesday, 1 December 2020: no refund is possible.

SUBMIT YOUR SESSION

 

WORKSHOP GUIDELINES

GENERAL GUIDELINES
DateMonday, 8 March 2021 (pre-conference).
LocationWorkshops will be held at the Convention Centre Dublin. The room of the session will be allocated by the Conference Secretariat based on the indicated number of attendees and on a first-come first-served basis.
Room LayoutThe available room layouts are cabaret, classroom, and theatre.
DescriptionWorkshops should be organised around a specific theme and must have an expected output (report, plan of action, or roadmap) and should encompass active learning and participation including in the presentation format (i.e. videos). The session agenda should include ample time for discussion and interactive activities.
DurationWorkshops can be half day (3 hours) or full day (6 hours) sessions.  The required workshop length should be indicated during the online session submission.
Coordinators and ChairsWorkshops should have at least one and up to two coordinators. They will be responsible for communicating with speakers, promptly liaising with the Secretariat about changes and facilitating or co-facilitating the workshop. Submitters will also have the option to include up to two session chairs. In this case and for diversity purposes, it is important that the coordinators of the session do not chair sessions they coordinate.
SpeakersIt is recommended to have a minimum of 4 and a maximum of 5 speakers for a half-day workshop and a maximum of 10 speakers for a full day one.
Delegate AttendanceAll delegates registered to the conference can attend a Workshop at no extra cost.
Organiser AttendanceThe workshop organiser should cover the costs of travel, accommodation, and registration of the session’s speakers and chairpersons.
PaymentFull payment should be made within six weeks of session approval. If no payment is received, the slot will be allocated to another submitter.
TECHNICAL GUIDELINES
SubmissionWorkshops submitted before Tuesday, 9 June 2020 will receive a notification by Wednesday, 1 July 2020. If there are remaining spaces, there will be a second round of reviewing for sessions submitted between Tuesday, 9 June and Thursday, 29 October 2020. The second-round notifications will be sent by Wednesday, 18 November 2020.

A third round of submission might be considered in case of space availability for sessions submitted between Thursday, 29 October and Friday, 11 December 2020. Notifications will be sent on Thursday, 14 January 2021.

Session DescriptionDescription sub-heading should include workshop objectives, expected outputs/outcomes, and relevance of the topic for the target audience in 300 words or less.
Presentation DescriptionA short description of 150 words or less should be submitted for each presentation.
BiographiesA biography of no more than 100 words must be submitted for each proposed speaker.
Use of non-stigmatising languageThe Union, acting as the Conference Secretariat, is committed to promoting patient-centred language in all conference abstracts and presentations. When drafting your abstract, The Union requests that you follow the guidelines laid out in the Stop TB Partnership’s publication, Suggested Language and Usage for Tuberculosis Care, Communications and Publications.
ReviewWorkshops are assessed based on objectives, relevance, presentation, originality, utilisation of evidence, geographical impact, and country representation.
EmailEnter the active email addresses of the coordinators and speakers as all related submission communications will be made via email.

 

WORKSHOP RATES
CORPORATE
Duration/CapacityLess than 100 participantsUp to 300 participants
Half day€ 7,800€ 10,800
Full Day€ 10,200€ 18,000
NON-PROFIT¨
Duration/CapacityLess than 100 participantsUp to 300 participants
Half day€ 6,000€ 8,400
Full Day€ 7,200€ 12,900
*Not for profit rates are reserved for not for profit entities with an annual operational budget of less than €20 million. Please contact partners@theunion.org if you are eligible for these rates.
Rates include–       Room with basic sound and audio-visual equipment;

–       Exclusive room access.

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

  • Until Monday, 30 November 2020: cancellation charge will amount to 50% of the total cost.
  • From Tuesday, 1 December 2020: no refund is possible.

SUBMIT YOUR SESSION