Please find below important information concerning participation in Summit 2025. These policies are designed to ensure a pleasant, inclusive, and equitable experience for all presenters, attendees, and organizers. Please review them carefully, as adherence is required.
REGISTRATION
Registration to attend Summit 2025 (November 20-22) is required. To register, please visit cbrcsummit.net. If you require assistance, please contact [email protected].
REGISTRATION HOURS
The registration desk is located on the 4th floor and is open during the following hours:
- Thursday, November 21 9:00am - 7:00pm
- Friday, November 22 8:00am - 2:30pm
- Saturday, November 23 8:00am - 2:30pm
CONFERENCE FEES
Summit 2025:
- 3-Day Regular rate: $800
(e.g. healthcare providers, academic researchers, government officials)
- 3-Day Community and Non-profit rate: $450
(e.g. community-based organization staff, grassroots community organizers, students.)
Two-Spirit Symposium:
- Free with registration
- Please contact [email protected] for more information
NAME BADGE
Conference participants will receive a name badge. In addition to serving as identification to colleagues, it also allows the hotel to know that you are attending the Summit. As seating is limited, you are asked to wear your name badge for admission to conference sessions and events in the hotel, and may be asked by conference volunteers or staff to produce your name badge.
CERTIFICATES OF ATTENDANCE
If you require a Certificate of Attendance, please contact us by email at [email protected].
TRANSFER AND REFUND POLICY
We understand that life can get in the way of your original plans, and we want to provide some options and flexibility for those who need to make adjustments to their attendance for Summit 2025.
Ticket Transfer Policy
Attendees can transfer their tickets to another person until November 2, 2025 at 11:59 PM PST. After this date, ticket transfers will no longer be possible.
To transfer your ticket, please contact [email protected] with the both name and email address of the original registrant and the person who will be attending in your place. A member of the Summit team will reach out to that individual to arrange their registration and confirm the transfer.
Refund Policy
If you are no longer able to attend Summit, you may cancel your registration and request a 50% refund to [email protected] by November 2, 2025 at 11:59 PM PST. After November 2, we will no longer be able to offer any refunds. Please ensure that your plans are finalized before the refund deadline to avoid any inconvenience.
HEALTH AND SAFETY RECOMMENDATIONS
Our conference is committed to supporting the health and safety of our communities by helping to prevent the spread of COVID-19 and other illnesses. While we acknowledge certain logistical limitations in our planning, we strongly encourage all attendees to remain mindful of their own health and considerate of others throughout the event.
PLEASE STAY HOME IF: 1) You are feeling unwell or experiencing any symptoms of COVID-19, such as fever, cough, sore throat, etc., or 2) You have been exposed to someone who has tested positive for COVID-19.
CBRC also recommends the following measures to keep yourself and others safe, though these measures will not be required.
- Wear a mask: We recommend that attendees wear high-quality, properly fitting masks that cover both the nose and mouth. If you forget yours or need a replacement, complimentary KN95 masks will be available at the registration desk.
- Vaccination: We strongly recommend that attendees be fully vaccinated and recently boosted against COVID-19, and receive the seasonal influenza shot. Consult your physician about the best course and timing of vaccinations before travelling and attending large gatherings. For more information, visit the Government of Canada’s website.
- Hand sanitizers: Hand sanitizer stations will be available throughout the venue. We encourage everyone to sanitize their hands frequently.
- Self-screening: Consider completing a self-screening before attending the event (no more than 24 hours in advance).
- Rapid tests: Complimentary rapid COVID-19 tests will be available at the registration table.
HOTEL HVAC INFORMATION
- Each conference room is connected to a central HVAC system that brings in fresh air through the "make-up air" system.
- The HVAC system is regularly inspected and undergoes maintenance, including filter changes every quarter.
- The hotel uses MERV 8 filters, which help improve air quality by trapping dust and other particles.
Thank you for your consideration and cooperation in supporting a safe and successful Summit 2025.
COMMUNITY GUIDELINES
Our shared commitment to queer and trans health is part of what brings us together at Summit each year. In response to feedback from participants, we have introduced community guidelines to help us build a safer, supportive, and inclusive space. These guidelines include our expectations for how we treat each other within this space. We ask that you please:
- Respect personal experiences. In many cases, presenters, moderators, facilitators, and participants share their personal experiences as part of the Summit. We know these personal experiences are powerful in shaping our understanding of the world around us. The experiences, and the words that the person uses to describe them, are not up for debate or disagreement.
- Follow guidelines from presenters, moderators, and facilitators. Summit welcomes many presenters and guests each year, and there are a variety of session types, each with different possibilities for participation. Throughout Summit, follow the specific guidelines for each presentation about confidentiality and participation.
- Share the space! Many of us have lots to say about the topics we will be considering. During questions and conversations, our team will prioritize first-time attendees, those who have not yet spoken, and people who identify as a peer to the topic being discussed. We will do our best to ensure as many people as possible join the discussion.
- Participate from a place of learning and with an open mind. We all have something to learn at the Summit, including things we can teach others. As a participant, you will play a key role in pushing discussions forward, asking questions, and building your capacity to enact change in your own local community
- Presentations will be in the language preferred by the presenter(s)/speaker(s). All plenary and some concurrent sessions will include live simultaneous interpretation.
We will work with participants to ensure that all community guidelines are upheld and will follow up directly with those who do not respect them. If an attendee is unable to participate in the Summit in a way that creates a supportive environment for everyone, they will be removed. Should you have a concern about someone’s behaviour, please let us know at [email protected].
Racism, transphobia, biphobia, sexism, homophobia, ableism, antisemitism, classism, fatphobia, Islamophobia, and other forms of discrimination or hate speech, as well as intimidation and personal attacks, are not permitted. Our team will address any of these instances immediately and will remove any participant who behaves in this way.
Content Note and Accessing Support: The Summit will cover a range of topics, including many that may bring up harmful, traumatic, violent, or isolating experiences. These topics include racism, transphobia, anti-Black violence, sexual orientation and gender identity change efforts, criminalization of people living with HIV, suicide, addiction, sexualized violence, cissexism, and colonization.
We recognize that these kinds of presentations may be emotionally taxing for Black folks, Indigenous Peoples, and people of colour (BIPOC). We encourage participants to reach out to the counselling and mental health professionals that have partnered with Summit to process any of the content, feelings, or experiences it brings up. We also encourage participants to choose whether or not to attend sessions based on their content. Please refer to our peer support page for more details.
LANGUAGE OF THE CONFERENCE
Since 2017, CBRC has strived to make the conference more accessible for our Francophone participants, presenters, and stakeholders, as well as people who have other accessibility needs. While English remains the primary language used at the Summit, we are pleased to provide live simultaneous interpretation for all plenary and some concurrent sessions for Summit attendees. Summit attendees can access simultaneous interpretation via a headset device that participants can “rent out” in exchange for their ID.
ACCESSIBILITY STATEMENT
CBRC is committed to providing an inclusive and accessible Summit in order to support participation for everyone. This commitment includes providing full and partial scholarships for the conference, enabling simultaneous interpretation, offering support to potential Summit 2025 proposal submission authors, and ensuring that conference proceedings and ancillary/social events are fully accessible for people with physical disabilities (e.g. wheelchair access, reserved front row seating).
Though we are doing our best to enable everyone’s participation during Summit, we recognize that some needs may not be met through these measures. If you have other accessibility needs which have not been addressed through this statement, please let us know when completing your registration.
If you have questions or comments regarding Summit 2025’s accessibility, please contact [email protected].
