Organizers

Instructions – Open event listings

Instructions – Open event listings

***Submissions for this form are closed.***

If you would like to open some of your Congress events to all registered Congress attendees and/or the general public, please fill out an Open Event Listing Form and the Federation will promote your event. Events will be advertised and published in the online calendar of open events as well as in the printed Congress Essentials guide for attendees to browse and attend while on site.

Guidelines for promotion of open events:

  • The deadline to submit new Open Event Listing Forms is March 2, 2018.
  • If you require any changes to be made after the form has been submitted, please fill out an Open Event Change Form. The deadline to submit changes is March 16, 2018.
  • There cannot be a fee or a separate registration or sign up process to attend these events.
  • Only scholarly associations that are officially participating in Congress, along with exhibitors, official Congress sponsors, the university and the Federation are eligible to host open events at Congress.
  • Event participation must be open to either all Congress attendees or all Congress attendees and the general public.
  • A separate form must be submitted for each event that you wish to be promoted.

When you submit the form, you will receive a reference # for your event. Please make note of this number and use it when submitting changes via the Open Event Change Form. Also, please be mindful that any details submitted after the deadline will NOT be reflected in the Congress Essentials guide and may result in confusion for attendees who are looking for your event.

The Federation reserves the right not to publish event listings that do not comply with the guidelines listed above. For more help, take a look at the FAQs below. Thank you for your help in making Congress interdisciplinary and open to all!

Questions? Contact us at organizers@ideas-idees.ca.

Open Event Listing FAQs

Jump to:
General information
How to complete the form
Technical issues
Event promotion

General information

Q. What should I do if I have more than one event to feature?
A. The Open Event Listing Form is designed to collect information for one event at a time. If you have multiple events you would like to feature, please fill out a separate form for each event you wish to open to all registered attendees and/or the general public. Be sure to save the reference # for each event which you will receive when you submit the form.

Q. What should I do if my event takes place on more than one day?
A. If an event has the exact same content, speakers, time, etc. and will repeat with that same content on multiple days, this is considered a ‘recurring’ event (e.g. an art exhibit that is open for three days). Recurring events only need one form submission that indicates the date range for the event. 

Q. Once submitted, can I make changes to my form?
A. Once you have submitted an Open Event Listing Form, you cannot go back and edit it. All new event listings must be received by March 2, 2018. If you require any changes to be made after you have submitted the event, please fill out an Open Event Change Form  by March 16, 2018. You will need to know your reference # to do so. No changes will be accepted via email. Please be mindful that any new submissions sent after March 2 or changes to existing submissions communicated after March 16 will not be reflected in the Congress Essentials guide and may result in confusion for attendees on site.

Q. Do I have to fill out a form if my association has received funding from the Federation?
A. Yes. All events that have benefited from either the International Keynote Speaker Support Fund or the Aid for Interdisciplinary Sessions Fund must be open to the general public and listed as open events in the Congress Essentials guide and the online calendar of open events. Please be sure to click on this checkbox in the Open Event Listing Form so that we can match the form submission to your funding application.

Q. Can I charge Congress attendees a fee to attend my event?
A.
All events that we feature must be free and open to all Congress attendees and/or the general public. There cannot be a fee or a separate registration or sign up process to attend these events and the Federation reserves the right not to publish event listings that do not comply with this requirement.

Q. Can I create a sign-up or registration page to track my event attendance?
A.
To avoid confusion, attendees should only be directed to the official Congress 2018 website to register. Therefore, the use of other commercial/external registration systems or sign-up programs is prohibited. There cannot be a fee or a separate registration or sign up process to attend these events and the Federation reserves the right not to publish event listings that do not comply with this requirement.

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How to complete the form

Q. My organization is not included in the list of host associations, what should I do?
A. 
Only scholarly associations that are officially participating in Congress are included in the list of host associations. These scholarly associations, along with exhibitors, official Congress sponsors, the university and the Federation are the only organizations that can be listed as an event ‘host’. To view the list of scholarly associations who are participating in Congress 2018 click here. If your association is not officially participating in Congress but would like to host an event, you do have the option of co-hosting an event with another association who is already participating. For assistance, contact organizers@ideas-idees.ca.

Q. What is a room request ID#, why do I need to provide one and where can I find mine?
A.
The room request ID# can be found in the Congress Request System. It is the ID# that is attached to a specific association’s room request, and is used to track room allocations in the system. This number is NOT a room number. The Federation will use this number to identify the location of your event, so that we can include it in the Congress Essentials guide and online along with your event listing. To view an example of a room request ID#, please click here.

Q. What do I do if my room was not booked through the Congress Request System?
A.
All room requests must be placed through the Congress Request System for on-campus events. If you booked a room on campus outside the Congress Request System, please contact organizers@ideas-idees.ca immediately. If your event is booked off campus, list the building, address (and room if applicable).

Q. My event is bilingual: will the Federation provide translation for the event listing?
A.
The Federation cannot provide translation services. Translations will be published only for bilingual events and for those organizations with an official bilingual mandate, but only if the translation is provided by the association in the Open Event Listing Form. Event titles and descriptions provided will be published in the language in which the event will be presented. 

Q. My event is bilingual and the form prompts me to provide a translation which I do not wish to provide. What do I do?
A.
The Federation cannot provide translation services. Therefore, bilingual events for which a translation wasn’t provided will be featured only in the language provided.

Q. What do I put for the event title?
A.
This is the event title as you wish it to appear printed in the Congress Essentials guide. Please note that event descriptions will not be published in the Congress Essentials guide; attendees will be redirected from the event listings in the guide to the corresponding web listing in the calendar of open events. Therefore, keep your event title short (ideally less than 10 words), explicit and informative to catch attendees’ interest. Please avoid academic paper titles or the name of an association conference.

Q. The form only allows for the submission of three speaker names. If I have more I would like to feature, how do I do this?
A.
Additional speaker names can be provided in the comments section at the end of the form and will be added to the relevant event page in the online calendar of open events. Due to space constraints, only up to three speaker names will be featured in the Congress Essentials printed guide.  Also, if you provide the names of any speakers or presenters, we will automatically append these details to the description and so it is not necessary to list them again there.

Q. In the speakers section of the form, there is a field to include presenter’s email addresses. How will this contact information be used?
A. Open Events may be pitched to the media as part of the Federation’s media outreach program. The Federation actively engages with media in the weeks preceding Congress to help journalists navigate the extensive programming and facilitate their access to researchers. Presenters listed in the Open Event Listing Form may be contacted for media purposes, unless the Federation is advised otherwise.

Q. I am not sure how to draft my event description, can you help me?
A.
A sample Open Event Listing Form including a good event description can be found here. Remember to identify any key topics being covered. Good descriptions are brief (less is better!), interesting, and informative. Think of this as an elevator pitch. Why should someone attend? How is the topic timely and relevant? Why may this event be of interest to the community or the media?

This is the event description as you wish it to appear in the online calendar of open events. Please note that it will not be published in the Congress Essentials guide. Also, any names that you provide in the Speakers section will automatically be appended to the description so it is not necessary to include them here.

Q. Why do I have to provide my personal contact information?
A. In the form, we ask for your personal contact information so that we have a way of contacting you in case we need to follow up in regards to the details you provide in your event listing. This information will only be used by Federation staff.

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Technical issues

Q. Can I save a draft form and return to it later?
A. No, you cannot save a partially completed form. Please review the form ahead of time and collect all of the required information. Fill out the form when you are ready to submit the event listing to the Federation.

Q. When filling out more than one form, why doesn’t the software remember my identification details (name, association, etc.)?
A.
Unlike the Congress Request System, the form is not tied to a specific user/login. Because of this, it cannot be programmed to remember and auto-fill the contact information you previously submitted.

Q. I tried to submit my form but I keep receiving an error message, how should I proceed?
A.
If you try to submit a form, but it does not work, please review the form to make sure that you have completed all of the required questions. The form should highlight these fields in red.  Once you have made your corrections, you will be able to submit the form. When doing this the form will only submit once, it will not duplicate.

Q. How can I check if my form has been submitted?
A.
Once you’ve submitted a form, a message will appear on your web browser confirming your submission and an email will be sent to the address that you provided.  Please make note of the reference # that is included in the confirmation message, in case you later need to submit an Open Event Change Form.

Q. How do I get a copy of my form submission?
A.
A confirmation email will automatically be sent to the email address that you provided on the form. The confirmation email will include all of the details that you submitted, as well as a reference # in case you later need to submit an Open Event Change Form. If you did not receive a confirmation email, please contact organizers@ideas-idees.ca.

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Event promotion

Q. Where will my events be featured?
A.
Submitted events will be published in the online calendar of open events as well as listed in the printed Congress Essentials guide handed out to all Congress attendees on site for them to browse and attend in their free time.

Q. Where will my event be featured on the Congress website?
A.
Your open event(s) will be published in the online calendar of open events. Scholarly associations will also have links to your events posted on your association’s page.

Q. What is the Congress Essentials guide?
A.
The printed Congress Essentials guide is handed out to all registered attendees on site.

The Congress Essentials guide DOES include:

  • A listing of associations including basic information about their conference
  • A listing of association events that are open to all registered attendees and/or the general public, sorted by day and by association
  • A listing of events organized by the Federation, the University of Regina and their partners that are open to the general public
  • Practical information such as a map of the campus, getting around tips and a list of amenities

The Congress Essentials guide DOES NOT include:

  • Association conference programs
  • A listing of every single event happening at Congress

All open events submitted via an Open Event Listing Form by the deadline will be included in the Congress Essentials guide.

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