Come join us in sunny Florida.
"Effecting community change requires collaborative work based on a deep understanding of how groups come together and maintain their capacity to work together. Fran Butterfoss is arguably the most experienced and informed individual in the country on community engagement and ongoing participation."
- Noreen M. Clark, Ph.D. Director, Center for Managing Chronic Disease, University of Michigan
Frequently Asked Questions
About the On-line Submission Process
Preparing Information for Submissions
Planning your Presentation
Logistics and Attendance
International Attendees
Conference Proceedings
Requests for Content/Agenda Information
Requests for Exhibits or Distribution of Materials or Books
Conference Registration Issues
Requests for Reduced Rates, Waivers, and Scholarships
Requests for Hotel Information
Presenter Requests
Presenter AND Participant Questions
About the On-line Submission Process
Q. Will each presenter in my submission need to log into the submission database?
A. Yes, however, the first presenter must go into the submission’s tab for the additional presenters and add the email information for each of the additional presenters. This must be done by the first presenter for each submission. Co-presenters will only be able to access the submission once they have created an account and after the first presenter has entered their correct email under the appropriate presenter tab.
Q. Who is the main contact person for my submission?
A. The main contact person is the first, or primary, presenter. This person may not necessarily be the one who submits the application online, but he or she is the main person with whom we correspond. For example, letters reflecting our final determination will be sent, by email, to the contact person; it is the contact person’s responsibility to forward that information to other presenters or members of the research team. We ask that all questions or requests from other members of the research team be relayed to us through the contact person.
Q. How many submissions can I submit?
A. Each presenter is asked to submit no more than three presentations total.
Q. I accidentally hit the “Submit” button twice. Will I have duplicate submissions?
A. No. You may hit the “Submit” button multiple times; doing so will not create multiple submissions of the same application.
Q. I started my application but need to make some changes. Can I get back into my online application and make these changes?
A. Yes, you may edit your application until the deadline for submissions, Monday, November 2nd at 5:00 pm EST. We suggest that you make note of the submission ID # on the left side of your title bar for future correspondence or questions.
Q. Can you make the changes to my submission for me?
A. No. Only presenters that have logged into the submission database will have access to making changes to existing submissions.
Q. Will I receive email confirmation after submitting my application?
A. Confirmation that we have received your submission can be seen by hitting the “Return to My Submissions” button.
Q. I have some of the information at home that I need for the submission. Can I use a different computer to edit the submission?
A. Because our online submission service is web-based, you may access your submission from any computer.
Q. I have figures from another presentation that I would like to include. Can I send multiple files?
A. Although it is not necessary to send additional information for our reviewers, you can upload documents using the Documents tab in the submission database.
Q. I have some figures and tables relevant to my presentation that I would like to include. How do I embed them in the 500 word summary section?
A. These items can be uploaded via the Documents tab in the submission database.
Q. Can I submit a PowerPoint presentation?
A. No. We do not accept PowerPoint presentations as submissions. However, you may upload it as additional information by clicking on the Documents tab.
Q. How can I get a printed copy of my completed submission?
A. It is recommended that you print each completed page (tab) after hitting the “Submit” button, or that you cut and paste from a word document that you can keep for your records.
Q. I prepared a submission online, but have now decided not to submit. What do I do?
A. Just click on the "delete" button on the proposal screen and your proposal will be deleted.
Q. I deleted my proposal by accident. What do I do?
A. No worries, none of your information will be lost. Send an email to Scott Bryant-Comstock, scott@bcinnovations.com, include the title of your presentation, your name and he will reinstate the file for you.
Preparing Information for Submissions
Q. We’d like to prepare a submission for a symposium. What will I need to compile for the submission?
A. The process is generally the same as submitting for a paper. However, symposia submissions should include the above summaries and abstracts for each presentation plus an additional 500 word summary of the overall symposium.
Q. How many submissions can I submit?
A. Presenters are encouraged to submit no more than three presentations total.
Q. How much time do I have for a paper presentation?
A. Paper presentations are scheduled for 30 minutes. We suggest you organize your presentation with ample time at the conclusion for discussion (e.g. 20-minute presentation, 10-minute question and answer period). Paper presentations are typically scheduled with complementary presentations per 60-minute session.
Q. How can I find out about other presenters in my session?
A. The online agenda will be posted on the website as we get closer to the event.
Q. How many people may speak during a single presentation?
A. We suggest a maximum of three presenters per presentation.
Q. When will I hear if my submission has been accepted?
A. Notification letters should be sent out in December through early January. If you are accepted but cannot present during the date and time assigned to you, please contact Catherine Newman cnewman@fmhi.usf.edu or call her at (813) 974-8429 immediately.
Q. Do you provide travel expenses or reimbursements for presenters?
A. We do not cover travel expenses for presenters.
Q. Will presenters receive discounted registration rates for the conference?
A. This year’s conference registration fee structure does not include a reduced rate for presenters. All conference participants will pay a standard registration fee with a discounted rate available to those who register for the conference before the early registration cut-off date. Please see the Registration page on the conference website for details.
Q. Do I need to register for the conference?
A. Yes, we also suggest you make your reservations at the conference hotel in advance in order to get the reduced conference rate. For more information on Registration and Hotel information, visit the conference website.
Q. My application to present at the conference has been accepted. However, I am not a citizen of the United States. Can I get a letter of invitation on my behalf so I can attain a visa to attend the conference?
A. Your letter of acceptance and proof of payment for conference registration will enable to you procure a visa. If additional correspondence or documentation is necessary, please contact Catherine Newman at cnewman@fmhi.usf.edu or (813) 974-8429.
Q. I am an international citizen and I would like to attend your conference. I have not submitted an application to present. Can you write me a letter of invitation so I may attend the conference?
A. International citizens may receive a letter of invitation to attend the conference only upon the request of a sponsoring USF faculty member.
Q. Will the Proceedings or an Agenda/Proceedings booklet be published this year?
A. No. Instead, the agenda will include the 75 word abstracts for all presentations so you can make an informed choice about which presentations to attend. We plan to post presentation handouts on the conference website after the conference. However, we encourage presenters to provide a link to handouts on their websites as well.
Requests for Content/Agenda Information
Q. Can I get a sneak preview of the agenda so I can plan my attendance at the conference?
A. Beginning in mid-January, the agenda will be continually updated online at the conference website.
Q. I’m a parent/practitioner/administrator. Would this conference be of value to me?
A. This conference focuses on research on the integration of complex systems for children’s mental health, and policy that works toward that goal. Most of the presentations describe research presentations on children’s mental health service provision. We suggest that you first review our conference website and then contact Catherine Newman at cnewman@fmhi.usf.edu or call her at (813) 974-8429 if you have further questions.
Q. Will there be CEUs available for the sessions, and who is eligible for them?
A. We do not plan to offer CEUs at this conference.
Requests for Exhibits or Distribution of Materials or Books
Q. Can I arrange to have an exhibit or display at your conference?
A. Please refer to the conference website for information regarding sponsorship and exhibitor opportunities. The USF Department of Child & Family Studies reserves the right to include only those organizations whose activities are compatible with our mission and consistent with our values and principles.
Q. Can I distribute materials to your participants at the conference (e.g., program description, employment opportunities, brochures, etc.)?
A. Participants or organizations wishing to make materials available to conference attendees must purchase an Exhibit booth. Information on booth rental can be found on the conference website. The USF Department of Child & Family Studies reserves the right to include only those organizations whose activities are compatible with our mission and consistent with our values and principles.
Q. Will you have a “Take One Table” for distribution of materials related to children’s mental health?
A. No. Participants or organizations wishing to make materials available to conference attendees must purchase an Exhibit booth. Information on booth rental can be found on the conference website. The USF Department of Child & Family Studies reserves the right to include only those organizations whose activities are compatible with our mission and consistent with our values and principles.
Conference Registration Issues
Q. How will I know if I am registered for the Conference?
A. A link to registration will be provided on our website once we have opened Registration. You should receive a confirmation email directly from ACTEVA once you have completed the registration process.
Requests for Reduced Rates, Waivers, and Scholarships
Q. I can only attend the conference for one day. Can I have a discount?
A. We do not offer a one-day conference fee.
Q. I would like to volunteer to host or moderate at the conference in exchange for a reduced fee or scholarship. Is this possible?
A. We will not offer sponsorship waivers in exchange for volunteer services at this year's conference.
Requests for Hotel Information
Q. Is there a cheaper hotel locally?
A. The best way to find available lodging is through hotels.com or expedia.com. However, in our experience, any savings may be offset by the need to pay for transportation and parking at the Hyatt Regency. Please visit the conference website for more details on lodging and transportation.
Q. I called the Hyatt Regency for a reservation and they said they’re sold out, or that they’ve never heard of the conference.
A. Sometimes a reservationist reads our information incorrectly; we apologize for this inconvenience. If you call back, you will probably be able to register successfully. If you have further difficulty with hotel registration, contact Dan Casella at casella@fmhi.usf.edu or via phone at (813) 974-6143.
Q. Does the Hyatt Regency offer concierge services?
A. Yes, the concierge can provide a complete list of information on local dining and area activities. Visit the concierge website to view a list of activities during your stay.
Q. Can I make copies (handouts, documents, etc.) at the hotel/conference site?
A. The conference is unable to make copies for you. However, the Hyatt Regency has a business center available.
Q. I want to ship something to the hotel for the conference, such as a poster display or handouts. What's the procedure?
A. The conference coordinators are unable to receive and track your materials for you onsite. Please plan to send your materials to yourself for pick-up upon arrival. To ensure proper handling of your materials, please include the following on each box/item. See the hotel page on our website for details on shipping costs.
- 23rd Annual Children's Mental Health Research & Policy Conference
- Name of your organization and your name/conference participant
- Hold for arrival of 00/00/00
- C/O Hyatt Regency Tampa
- Two Tampa City Center
- Tampa, FL 33602
Presenter AND Participant Questions
Q. Will there be computers available so I can check my email?
A. We will not have a “Cyber Café” at this year’s conference. However, hotel rooms are equipped with internet connections. Please contact the Hyatt directly for internet connection fee information.
Q. What kind of special clothing shall I bring to the conference? What is the weather like in Florida in March?
A. Early March weather in Florida varies from year to year; sometimes it can be a tad chilly (for us Floridians!), rainy, or gorgeously warm and sunny. At the very least, bring a light – medium sweater or jacket for indoor and outdoor use (generally speaking, conference rooms are known for being rather chilly!).
Q. Do you have someone to watch my child while I present? Do you provide childcare?
A. We do not provide childcare arrangements for the conference. The hotel may have a list of local childcare providers.
Q. I have special dietary needs. Will I be accommodated?
A. Whenever possible, we provide a variety of healthy selections including vegetarian options. Please refer to the agenda for information on which meals are provided.
