CBIE2025 Conference FAQs

Once the Call for Proposal deadline has passed, your proposal will be evaluated by our review committee. Following the review process, CBIE will notify the primary contact with a decision whether your proposal was accepted or not. For those whose proposal has been accepted, you will be contacted by a member of our team to join our speaker portal. All speakers in the session will have access to the portal and should check in regularly to stay up to date on all information pertaining to the conference.

There are many reasons why a proposal is rejected. The most common reason for proposal rejection is the high number of submissions that we receive on the same topic (track) or theme, making it challenging to accommodate all within the limited session slots available. Proposals that are overly promotional, too broad in scope, or not strongly aligned with the evaluation criteria receive lower scores.

Absolutely! Each year, CBIE takes pride in developing a robust program that focuses on evolving topics and trends impacting the international education sector. We strongly encourage you to resubmit a session proposal next year.

Sometimes things come up that may force you to cancel participation in the conference — a health issue, a family emergency, etc. In such an event, please contact us at conference-congres@cbie.ca.

Congratulations! We look forward to having you as a part of our CBIE2025 conference program. A member of our team will be in contact with you to join our speaker portal. Within the portal, you will be able to accept or decline your participation in this year’s conference by the indicated deadline. Those who have not confirmed their participation by the deadline may be subject to removal from the list of accepted sessions.

If you have questions pertaining to the speaker portal or next steps, please contact our team at conference-congres@cbie.ca

Speakers are encouraged to collaborate with colleagues and professionals from outside their institutions on session proposals. Where possible, presenters are encouraged to offer tools, resources, or frameworks that can be shared with attendees.

Sessions are one (1) hour in length and run concurrently and continuously throughout the day. Consequently, rooms must be cleared promptly at the end of the time period so that the next session can begin.

Each session must have at least one speaker present at the conference to deliver the material, as virtual sessions are not supported. If your session requires a virtual element or virtual speaker, you may choose to include a pre-recorded video embedded in your presentation. Two-way virtual presentations (e.g., via live Zoom with interactive Q&A) are not available.

All sessions, regardless of format, will take place in rooms arranged with either theatre seating or round tables. Due to the size of the conference, rooms with round tables are limited, and customized setup styles are not guaranteed. Speakers should ensure their session is adaptable to either of the room configurations mentioned.

Furniture arrangements may not be altered. All concurrent session rooms will include a podium, microphone, screen, projector, presentation laptop, and a table with four chairs at the front of the room.

Due to the complex nature of scheduling the conference program, CBIE cannot guarantee the fulfillment of all requests made for a specific date or time within the conference program. However, we will evaluate all requests on a case-by-case basis. Please contact us via email once your proposal has been accepted.

Changes to the format of approved sessions will not be accepted. All proposals are accepted and evaluated based on the details provided in your submission, including the selected format (Presentation, Interactive Discussion and Panel Session).

Session details, including the description and speakers, can be updated through the Speaker Portal. If there is a change in speakers, we kindly ask presenters to notify CBIE, as proposals are evaluated based on the expertise of the listed speakers. Please note that once the program is published on our website, further edits to the session will not be permitted.

Personal laptops are not permitted for use during the presentation. CBIE will provide all audio-visual requirements for your session. The on-site tech team will ensure that all equipment is functioning, so you may focus on your presentation in a stress-free environment.

On-site, a “Speaker Ready Room” will be available for speakers to test their presentations with the assistance of an audiovisual technician. The technician will check for technical issues and upload the presentation to the session room.

Speakers are invited to check in up to 24 hours prior to their scheduled presentation, and no later than two (2) hours prior to the start of their session. Additional details about the location and operating hours of the Speaker Ready Room will be provided in the Speaker Portal.

Simultaneous translation will not be available for all sessions. Sessions will be presented in the language in which the proposal was submitted. Presenters who submitted bilingual sessions should be prepared to alternate between the verbal use of English and French equally.

All presenters must register by September 10, 2025 and pay the applicable conference fee to proceed with their session. Speakers who are not registered by this date may risk being removed from the final program. A discount code for speakers will be provided within your Speaker Portal.