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Welcome to the CHILD-BRIGHT Annual Meeting 2018


We look forward to welcoming you in Montreal from December 5 to 6, 2018 to discuss our shared mandate, and brainstorm ways to strengthen our connections among projects, programs, teams, and sites! By coming together, we will not only learn from each other, but also reflect on shared challenges (and solutions!) and discover ways to make CHILD-BRIGHT stronger and more sustainable in years to come.

We invite you to scroll through this website to access all the information you will need relating to our meeting, and if not already done, we ask that you ensure to register, so we can finalize the logistics related to your attendance.

We look forward to seeing you in Montreal, and don't hesitate to contact us at any time for additional questions. We’re happy to help!!

 
 

Day 1 - December 5, 2018

Day 2 - December 6, 2018

Day 3 (Optional) - December 7, 2018

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You are invited to join us at the CHILD-BRIGHT Policy Forum

When: December 7, 8 a.m - 1 p.m.
(breakfast served from 7:00-8:00 a.m., and lunch from noon-1:00 p.m.)

Location: Rose-Fuschia Room (see map)

CLICK HERE FOR MORE DETAILS
Registration Closed

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We look forward to welcoming registered participants at our optional events!

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CHILD-BRIGHT Social Dinner

When: December 5, 2018, starting at 7 p.m.
Location: Zibo Restaurant

The program committee invites all CHILD-BRIGHT annual meeting attendees to our CHILD-BRIGHT dinner, taking place in the Zibo Restaurant (below the meeting venue). This will be a great space to gather after a full day of networking and learning together. Seats are limited, so please register early for the CHILD-BRIGHT dinner.


Register here

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Patient/Parent Lunch and Learn

When: December 6, 2018, 12:15-2:15 p.m.
Location: Indigo Room

At the end of a very busy 2 days, patient-partners will have the opportunity to enjoy a social meal and engaging conversation. By way of an open mic patient-partners will have the opportunity;


1. To make a personable connection with other patient-partners in the CHILD-BRIGHT Network;
2. To provide input on the direction of the mentor role as it moves into its second year; and
3. To share their experiences regarding their involvement in the CHILD-BRIGHT Network and feel a sense of community among the patient-partners in attendance.

Please note: this session is intended to provide individuals with brain-based developmental disabilities (BDDs) and their families an opportunity to step away from the larger meeting to connect among peers and reflect on shared experiences and their role within the network.

Registration Closed

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CHILD-BRIGHT Policy Forum

When: December 7, 8 a.m - 1 p.m.
(breakfast served from 7:00-8:00 a.m., and lunch from noon-1:00 p.m.)

Location: Orange Room (see map)

Registration Closed

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 Committee & Group Meetings

Day 1 - December 5, 2018

Day 2 - December 6, 2018

 
 

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 Need space to meet or mingle?

We have set aside meeting rooms that any meeting attendee can book. This space can be used to either gather with fellow attendees informally, in a closed setting, or to host their own meetings. Meetings can be anything from informal get-togethers with other parents; a brainstorming session with new acquaintances; a private meeting to discuss a topic of interest; or a more structured working group meeting.

Book your meeting room today!

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Important Dates & Deadlines:

ABSTRACT SUBMISSION DEADLINE: November 09, 2018
CONFIRMATION OF ABSTRACT ACCEPTANCE: November 16, 2018
CONFIRMATION OF POSTER PRESENTATION TIME SLOT: November 30, 2018

On Wednesday, December 5th, all conference attendees including patients, families, trainees, staff, and faculty, are invited to attend our Poster Session (3:15-5:00 p.m.) and Poster cinq à sept sessions (5:00-7:00 p.m.).  

This is an ideal venue for multidisciplinary health professionals, researchers, and patients/families to illustrate the extensive ongoing and innovative activities within their projects that are focused on childhood brain-based developmental disorders.

We are excited to invite representatives (PIs, patient-partners, research staff, or trainees) from CHILD-BRIGHT research projects, initiatives, and all other meeting attendees to showcase their ongoing CHILD-BRIGHT-related work. The aim of this poster session is to share progress updates of ongoing research projects over the previous year and to further strengthen connections between all CHILD-BRIGHT members.

How Can I Become a Presenter?

Participants interested in presenting a poster are asked to submit an abstract by November 9, 2018. Following review of the abstract submissions, applicants will be notified of acceptance by November 16, 2018

What Content Should I Present in my Abstract & Poster?

We recommend that abstracts and scientific posters be adapted to provide more broadly accessible knowledge. Consider providing an overview of your work, building layers of information that guide the audience to the question(s) you seek to answer and helping the audience understand why this project matters to the “big picture.”

If you are representing one of our CHILD-BRIGHT research projects, also consider this an opportunity to present ongoing work and strategies to stimulate informal conversations and build connections over lessons learned to date amongst peers.

We suggest that your poster address the following:

  • Introduction/background of your project detailing the aim/objective of your study as well the methods being employed.

  • Status update on your project’s progress

    • What major milestones have been hit (e.g. # recruited, # of sites operational, etc.)?

    • Recruitment strategies.

  • Preliminary results & conclusions (if any)

  • What challenges have you experienced throughout the process?

    • Are there any particular challenges that you would like to invite input on from your peers?

  • To date, what valuable lessons have you and your team learned through involvement on your POR project?

    • Strategies used to engage patient-partners.

    • How are you addressing different populations?

  • Knowledge Translation products

    • Ways in which you have spread the word about your project (we also encourage you to bring a printed sample of all KT products that can be pinned to your poster board such as recruitment pamphlets, samples of social media posts published, blog entries written, newsletters, news clippings, briefs, articles where your work has been featured, etc.).

If these guidelines and recommendations don’t apply to what you were hoping to present or share, please do not hesitate to contact us. We’re always looking to hear and share new perspectives and would love to hear from you!

Abstract Submission

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  • The abstract will be a maximum of 350 words and must use the Abstract Submission Template.

  • Submit your completed Abstract Submission Template as a word document via the web submission form (please save the file as “Lastname_2018AM”).

  • Use lay/plain language and avoid abbreviations, as much as possible.

  • Highlight the questions you seek to answer, how you address them, and what you want your audience to learn.

  • Emphasize how your work relates to the community and population of interest

Please keep in mind that the focus of everyone’s work (through the submitted abstracts and presented posters) should be accessible to all audiences attending the meeting: from seasoned researchers to knowledgeable caregivers and family members. We thus strongly recommend that abstracts and scientific posters be adapted to provide more broadly accessible knowledge. Consider providing an overview of your work, building layers of information that guide the audience to the question(s) you seek to answer, and helping the audience understand why this project matters to the “big picture.”

Abstract submission deadline is November 9, 2018. Please contact pierre.zwiegers@child-bright.ca for further detail or questions about submitting your abstract .

Poster Presentations

Poster boards will be able to accommodate a 36”x 48” (HxW) poster. Posters will be fixed to the board using pushpins, supplied on site. Please remember to identify your funding sources on your poster. The CHILD-BRIGHT Network logo is available here. A full-size poster template (in PowerPoint format) is available here.

Onsite Poster Setup

Poster setup will be arranged on the morning of Wednesday December 5th (from 7:00 a.m.–noon.). Come to the registration desk with your poster during this period and you will be escorted to the space assigned for your display.

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Meet our speakers, facilitators, contributors and organizing committee members, and learn more about their work and commitment to helping children with disabilities.

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Travel Policy

Reimbursement for travel and other eligible expenses (see below) related to the CHILD-BRIGHT Annual Meeting 2018 must be submitted to and will be processed by the CHILD-BRIGHT central office team in Montreal.

CHILD-BRIGHT Network is governed by the rules of its host institution The Research Institute of the McGill University Health Centre (RI-MUHC) for processing and payment of travel and expense claims. Claimants must submit requests for reimbursement of personally paid expenses via an RI-MUHC Expense Claim Form within 10 days of the completion of the trip. The RI-MUHC method of reimbursement for all Canadian dollar claims is by direct bank deposit. As such, all claimants will be required to fill out an RI-MUHC Direct Deposit Authorization Form.

Due to the large volume of expense claims being processed following the event, we anticipate that there may delays of up to 3-4 months for reimbursement.

To minimize out of pocket expenses, flights and hotels will be booked using a travel agency that invoices the CHILD-BRIGHT Network central office directly, and the majority of meals will be provided at the Annual Meeting (breakfast, lunch and dinner on December 5, 2018 and breakfast and lunch on December 6 and 7, 2018).

Advance travel payment (to pay for taxi to/from airport and for meals outside those provided at the meeting) is also available to avoid a temporary financial burden. Please contact admin@child-bright.ca to request a travel advance or to discuss coverage of expenses outside those listed below, but necessary to enable a Patient-partner’s participation.

All original receipts as well as credit card confirmations and supporting documentation showing proof of payment must be attached to the expense claim and must be sent to CHILD-BRIGHT Network, 5252 Boul. de Maisonneuve O., Bur. 3F.29, Montreal, QC, H4A 3S5. Receipts must clearly show the vendor name and Canadian sales tax registration numbers where applicable. Photocopies of receipts are not accepted. Where the claimant certifies that a receipt other than for a meal was lost, accidentally destroyed or unattainable, a personal declaration may replace the receipt. The RI MUHC may refuse a personal declaration if they feel the claimant is not acting in good faith.

Eligible expenses


Transportation 

For travel by air and by rail, the standard fare is economy class. We strongly encourage you to arrange your trip through McGill Vision Travel Services (see below), as this will allow CHILD-BRIGHT Network to pay for your flight directly. Please book your travel by October 12, 2018. If you purchase your travel independently, we reserve the right to refuse claims that exceed the average air/rail fare between September 15 and November 1, 2018.

McGill Vision Travel Services
Contacts: Lee, Brandon or Maggie; mention group name ‘CHILD-BRIGHT’
mcgill@visionvoyages.ca
T: 514.855.5636  / Toll Free: 1.866.827.7086
M-F: 8:30 a.m. to 5:30 p.m. EST

Please be sure to retain your original ticket (or e-ticket), as this must be included with the Expense Claim. 

For travel by personal or rental vehicle:

  • The mileage reimbursement rate for the use of a personal vehicle is $0.57CAD/kilometer plus parking if any.

  • Proof of mileage from a reliable source such as MapQuest, is required showing the point of departure to destination.

  • The standard for vehicle rentals is mid-size. Vehicles rented beyond the mid-size range shall be authorized based on factors such as but not limited to, safety, the needs of the claimant, and the bulk or weight of goods transported.

  • Proof of vehicle type rented is required.

We ask that you make every effort to select the most cost efficient medium of transport. The RI-MUHC reserves the right to refuse claims where this is shown not to be the case. Kilometer allowance claims should not exceed the actual cost of equivalent rail or economy air fare.

Accommodations 

The CHILD-BRIGHT Network will arrange and cover accommodations for up to 2 nights for the Annual Meeting at the conference venue. A 3rd night will be offered to those who register for the Policy Forum on December 7, 2018.

Any cancellation or no show charge will be at the individual’s expense.

Accommodation expenses (if eligible) at another hotel will be reimbursed if reasonably priced, in a safe environment conveniently located and comfortably equipped.

CHILD-BRIGHT Network reserves the right to refuse reimbursement claims for other hotels should the block of pre-arranged rooms at the Alt Hotel Montreal not be filled. We also reserve the right to refuse claims that exceed the rates as offered by the Alt Hotel Montreal, plus applicable taxes.

If choosing a private stay with family or friends a daily lodging fee of $20.00CAD may be reimbursed. The name and location of the family member or friend must be provided with the expense claim.

Meals 

Claims for meals outside those provided at the Annual Meeting will be reimbursed at actual cost if supported by a detailed receipt as well as proof of payment. Lost receipts declarations will not be accepted. The maximum per diem allowance for meals is $54.00 per day. In the event of a partial day travel, the following rates are applicable:

Breakfast: $10.00
Lunch: $16.00
Dinner: $28.00

All rates are in Canadian dollars and include gratuities.

Alcohol reimbursements are not permitted for CHILD-BRIGHT Network events.


The CHILD-BRIGHT Network will not reimburse non-eligible expenses and the claimant will have to assume its cost. Please check with the central office at
admin@child-bright.ca if you have any question.

Do I need to pay for parking?

No. Parking can be accessed via the entrance on Young street. This is an indoor lot, situated below the Alt hotel. Once parked, please proceed to Alt Hotel reception and explain that you are part of the CHILD-BRIGHT group, and have a car parked in the indoor lot below. Alt reception will provide you with a parking ticket.  Please keep this ticket and use it to exit the parking lot, free of charge. Alt hotel reception will provide you with parking instructions and be able to answer any questions you may have. 

For questions or to let us know about any special arrangements needed for accessibility, please contact us.

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