Educators’ Roundtable 2023: Apply to attend in-person


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Please read this information carefully as it contains all the essential information to submit an application. The deadline for submitting an application is Tuesday, January 17, 2023, at 4 PM. Applicants will be informed of their status by Wednesday, January 25, 2023.


Registration and Event Meals Sponsorship:

All accepted applicants will be provided with free event registration, breakfast and lunch on March 8 and 9. Dinners and other incidentals are the responsibility of individual delegates or their organizations. In exchange for this free registration all training participants agree to complete a post-event evaluation.


Travel and Accommodation Sponsorship:

Accepted applicants will be provided with travel and accommodation support where required, but they will be negotiated on an individual basis.

If the accepted applicant requires a flight to attend, PAN will arrange for your flight. You will be responsible for seat reservation fees, baggage fees, change fees and any other related costs. Due to recent trends in airline availability and fares, the details of participant itineraries will be determined by PAN.*

Rooms have been made available for accepted delegates at the Coast Coal Harbour Hotel, and PAN will make your booking. Please do not call the hotel directly. In light of COVID and other factors, all rooms are single occupancy. To ensure accommodation, applicants must submit the required accommodation information, via the online application form, at the time of submission.

Successful applicants will be eligible for one room night per day of training, unless you are not able to get back to your home community at the end of the session and in that case we will provide an additional night of accommodation.


Cancellation, Changes and No-Show Policy:

All attendees are responsible for notifying the event registrar (contact information available at the end of this page) of any cancellations 5 business days in advance of their scheduled arrival (i.e., by March 1, 2023) in order to avoid accommodation, and conference food and beverage, billing for non-attendance. In the event that a person does not arrive at the training hotel for this training (a no-show) PAN will invoice the accepted applicant for accommodation costs (where applicable) and a registration fee to cover program, venue and meal costs.

Exceptions will apply in the event of illness, health-related and/or exceptional circumstances. It is the responsibility of the individual to inform PAN staff as to the reason for lateness or absence.


Expense and Reimbursement guidelines for people travelling by car or bus:

Accepted applicants will be provided with travel support where required, but they will be negotiated on an individual basis.

Approved travel reimbursement could include:

    • Mileage at $0.58 per kilometer, but only to the equivalent cost of an economy fare flight from that community
    • Bus and/or ferry fares

Travel receipts and boarding passes will be required with your reimbursement submission. You will be provided with a reimbursement form at onsite registration and forms should be submitted to PAN.

        • Costs for cancelled or altered airfares/bus will not be reimbursed.
        • Expense claims received after 14 days WILL NOT BE REIMBURSED.

* Please note: Due to recent trends in airline availability and fares, PAN will cover the cost of a flight up to $500. In the unlikely circumstance that a flight exceeds $500, PAN staff will contact participants to discuss booking options, potentially including a cost-sharing arrangement with participants or their organization.


If you have further questions, please contact:
Janet Madsen, Event Registrar
Email: [email protected]


Please ensure you have thoroughly read the travel and accommodation information, the cancellation and no-show policy and the expense reimbursement guidelines.


We greatly appreciate the vision of our government funders and their ongoing commitment to supporting the work of PAN. In particular we gratefully acknowledge the Public Health Agency of Canada – HIV and Hepatitis C Community Action Fund. The views expressed herein do not necessarily represent the views of the Public Health Agency of Canada.
Image: Linus Nylund on Unsplash


Information collected via this application form is confidential and will be used to track attendance, evaluation, and for post-event follow up by the PAN team. All questions marked with a * require a response.
By completing and submitting the information requested in this online application form I agree that I have read, understood and accept the Group Guidelines. I have also thoroughly read, and agree to the travel and accommodation information, the cancellation and no-show policy and the expense reimbursement guidelines. I agree to complete the post-event evaluation.(Required)
I agree to wear a mask throughout the event and follow PAN's health and safety guidelines.
Please indicate if you would like to be informed of similar PAN events in the future.(Required)


We will do our best to support as many applicants as possible, but due to limited funds, application does not guarantee you will receive a partial or complete subsidy.
Are you applying for a travel subsidy? (Flight, ferry, mileage reimbursement, etc.)(Required)
Those requesting travel subsidy will be contacted for further information. *Do not book your flights.*
By submitting a request for a travel subsidy, I agree that I have read, understood and accept the travel and accommodation guidelines, the cancellation and no-show policy, and the expense reimbursement guidelines.(Required)
Please list name as shown on government issued photo identificaiton
Government issued photo identification will be required for people who are traveling by air.
Are you applying for a hotel scholarship?(Required)

Subsidy Application - Hotel Reservation Information

Please complete the information below to streamline the registration process, should your application be accepted. PAN will book hotel stays for two nights: March 7 and March 8 (and possibly 9 if needed). If you need alternate or additional dates, you must contact Stacy Leblanc or Janet Madsen at PAN to arrange this as soon as you have completed this application. Please Note: A credit card or cash deposit will be required upon check-in for incidentals/damage deposit. If you do not have a credit card or are not able to pay a cash deposit, please let us know below in the "special requirements" section. PAN does not cover room service or any other incidental charges. I have read and understood this information.
I understand that if I require a hotel room in addition to March 7 and 8, I will contact Stacy Leblanc or Janet Madsen immediately following submitting this application.
Stacy Leblanc: [email protected] | Janet Madsen: [email protected]
If we can't accommodate your application for in-person attendance, are you interested in attending virtually?(Required)


In applying to take part in this event, I acknowledge that PAN is recording this event and that my name, image and voice may be recorded. I give PAN the right and authority to use my name, voice, and image if applicable.(Required)
We are recording the event and cannot guarantee individual privacy.