Call for Proposals Guidelines

checklistSession Proposal Form Deadline: Please complete the required information on the session proposal form and submit by 11:59PM EST, February 22, 2017, to be considered for this year’s conference.

Session Notification: You will be notified via email by the end of March 2017 if your session has been accepted or not. Please make sure the email address you provide is correct and up-to-date.

Conference Registration: All presenters must register and pay to attend conference by July 27, 2017. Healthy Teen Network cannot offer an honorarium or pay travel, per diem, or lodging expenses. Healthy Teen Network extends a 15% discount on conference registration to lead presenters only.

Penalties: Presenters who fail to show up for their scheduled sessions without notifying the program planner of cancellation will not be permitted to present at Healthy Teen Network events for two years following the “no-show.”

Unique Sessions: We highly encourage unique sessions. Session proposals submitted and accepted at prior conferences may be submitted for consideration. However, to make the Healthy Teen Network Conference as rich, diverse, and unique as possible, we require presenters to provide information about previous presentations of the session, including conference name, date/s, and location/s on the Call for Session Proposals application.

Session Types: Three types of sessions are conducted at the conference: workshops, roundtables, and posters. Workshop sessions feature an individual, group, or panel presentation on specific programmatic experiences, research, promising practices, skill building, policies, procedures, or training. Roundtable sessions feature an open discussion and informal exchange of ideas in a small group led by a facilitator, not a presenter/lecturer. Poster sessions highlight evidence-based and innovative programs and practices in a visual format, with a formal poster presentation session.

Room Setup: By default, workshop rooms will be arranged in a classroom-style setting and roundtable rooms will be arranged in a hollow square. If you anticipate needing a different room setup, please indicate so on the form. We will do our best to accommodate requests, but we cannot guarantee them.

Workshop Structure: All workshops are 45 or 90 minutes long. Workshops must be interactive and provide attendees with new tools, resources, and strategies applicable to their work. While we encourage presenters to showcase their work, we want to strongly emphasize that only one-third of the workshop session should be spent doing so, with the remaining time allotted to capacity building.

Roundtable Structure: All roundtables are 45 or 90 minutes long. Roundtable facilitations typically include 10 minutes of presentation, introductions, and/or instructions, followed by 35 or 80 minutes of discussion.

Poster Guidelines: Poster presentations are intended to share new and innovative programs and research. We welcome completed work as well as work that is in progress and will be completed by the start of conference. The poster session provides the opportunity for viewers and presenters to engage in discussion and to have one-on-one interactions with one another. Posters should be eye-catching and include graphics, images, charts, tables, and/or text.

The formal poster session will be held Tuesday, October 3, 2017, from 3:30-5:00 pm. If your poster is accepted, you are required to be present by your poster at this time. You will also need to register for at least one day of conference. You will be required to submit an electronic proof of your poster for review prior to printing and a final electronic version of the final poster for inclusion on Healthy Teen Network’s website. Healthy Teen Network reserves the right to refuse inclusion of any material that is in opposition to its Mission and Values. If accepted, you will be responsible for printing your poster (maximum size: 72” W x 48” H) and mounting and removing it at the conference. Healthy Teen Network will provide the display boards and materials to mount the posters. More details will be provided upon acceptance of your poster proposal.

Standard AV: An LCD projector, speakers, podium (in rooms with adequate space), and microphone (in rooms large enough to warrant one) are provided in each room. Laptops are NOT provided to presenters. You must bring a laptop if you intend to display a presentation on the projection screen. Those presenters using Apple computers must use their own adapter to connect to the LCD projector. Healthy Teen Network is not able to provide adapters for Apple computers.

Proposal Acceptance: All sessions at the Healthy Teen Network conference must be aligned with our Mission, Vision, and Guiding Principles. Healthy Teen Network reserves the right to reject any session proposal at its discretion.

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