Speakers & Conference Planning
Keynote Presenters
Planning a PL day, conference or team retreat? These are speakers we love from across the sector — independent presenters (not ELCC staff) we’ve gathered in one place to make booking inspiration easier. Connect with them directly through their sites, or ask our consulting team below for a hand planning your event.
Voices from Canadian stages
A browsable gallery of keynote voices who have headlined early learning and child care conferences across Canada since 2021 — researched by our team so you can find the right fit for your next PL day or conference. Like our featured presenters above, these are independent voices we source and gather (not ELCC staff): explore by theme and connect with them directly through their own sites.
Appearances compiled from public conference programs (2021–2026).
Part two · Plan the event
The Conference Planning Studio
Found voices you love above? This is where the rest of your event comes together — draft an agenda, name your gathering, work through checklists, compare platforms, and price it with confidence. Free, and it all runs in your browser.
Build your conference
Sketch your next PL day or conference in about a minute. Choose the shape of your event, describe your theme, and we will draft a working agenda — modelled on how real Canadian early learning conferences run — plus suggest speakers from the gallery above whose work fits your theme.
Conference name generator
Stuck on a name? Type your theme above, then let us play — five friendly, year-free suggestions per click. Click any name to copy it.
A kind note before you print the banners: search the name before you fall in love with it — and consider checking your provincial business registry and the Canadian trademarks database (CIPO).
Privacy: this planner runs entirely in your browser — nothing you type is saved, sent anywhere or tracked.
Your draft agenda
Suggested speakers for your theme
Suggestions are drawn from the speaker gallery on this page — click a face to open their profile. Speakers are independent presenters; connect and book with them directly.
Suggested next steps
Want a hand shaping it?
Our consulting team helps early learning organizations plan PL days and conferences — agendas, speakers, budgets and logistics. Send us your draft and we will take it from there.
Browse sector conferences
See how organizations across Canada structure their events — our PL Directory lists sector conferences from coast to coast to coast, updated as new programs are announced.
Post a call for presenters
Planning workshops or breakout streams? List your call for presenters (or any PL opportunity) with us and reach educators and speakers across the country.
Host Your Own PL Day or Conference
Four proven shapes, inspired by conferences across the Canadian early learning and school-age sector. Open any card for its full outline and add-on checklist — and for living examples, see AECEA and ECEBC.
PL Day
Single-organization staff day
One organization, one day, one team — a keynote, hands-on workshops and protected reflection time.
Outline & add-on checklist
One organization, one day, one team. A welcome that sets intentions, a keynote to open hearts and minds, a hands-on workshop block, lunch together, a second presenter or deep-dive in the afternoon, and protected time for team reflection before the close. One keynote plus one or two extra presenters is plenty.
Perfect for centre-wide closure days — generate one with the conference builder above.
Add-on checklist
- Arrange substitute coverage or a full closure day, and send families the closure notice well in advance.
- Collect staff dietary needs and preferences early — lunch together is part of the day’s magic.
- Book presenters who can stay for the afternoon — a keynote who also runs a workshop stretches your budget.
- Protect the team-reflection block — it is where inspiration becomes a plan for Monday.
- Keep the venue simple: your own centre, a library room or a community hall all work beautifully.
One-day provincial
Keynote + breakout day
The classic association shape: opening keynote, breakout streams, exhibitor lunch, plenary close.
Outline & add-on checklist
The classic provincial-association shape: registration and coffee, an opening keynote that sets the tone, two morning breakout blocks with concurrent streams, a long lunch with exhibitors and networking, one or two afternoon blocks, and a plenary close that sends everyone home with a commitment.
Think of Alberta’s one-day association conferences — see aecea.ca.
Add-on checklist
- Recruit and schedule volunteers — registration desk, room hosts, runners — with a printed shift sheet.
- Open exhibitor booking early and share a floor plan; exhibitor fees fund a surprising share of the day.
- Collect sponsor logos in print quality and confirm where each appears: signage, program, slides, lanyards.
- Plan the registration rush: extra greeters, pre-printed badges sorted A–Z, clear signage from the door.
- Reconfirm keynote AV and travel a week out — provincial days live and die on the morning keynote.
Two-day national
Keynotes, streams & an evening
Two keynote days, themed streams and the evening reception where the real connecting happens.
Outline & add-on checklist
Day one opens with a headline keynote and themed session streams, and ends with an evening networking reception — often the most valuable hours of the event. Day two runs a second keynote or panel, hands-on workshops, and a closing plenary with certificates and calls to action.
A shape used by national and provincial gatherings alike — see ecebc.ca.
Add-on checklist
- Reserve a hotel room block early and share the booking code in every confirmation email.
- Plan the evening event — reception, awards or social — and decide if it is included or ticketed separately.
- Contract multi-day catering with day-two menu variety, and reconfirm numbers after day one.
- Offer day-one-only and day-two-only rates for educators who cannot leave their programs for two days.
- Check what the venue can store securely overnight — and when rooms are locked and unlocked.
School-age energy
School-age energy day
A high-energy keynote, hands-on streams, active breaks and a team plan for Monday morning.
Outline & add-on checklist
Built for out-of-school-time teams: a high-energy opening keynote, themed streams (play, leadership, program design), plenty of movement and hands-on sessions, and a closing session that turns inspiration into a team plan for Monday morning.
Inspired by school-age care conferences across Canada.
Add-on checklist
- Schedule for practitioners: many school-age educators work split shifts — weekends or early-finish days work best.
- Build active breaks into the agenda — movement games between sessions keep the energy honest.
- Choose hands-on session formats over lectures; this crowd learns by doing.
- Stock a gear library — loose parts, balls, craft supplies — so sessions borrow instead of hauling.
- End with a team-plan session so each program leaves with one idea to try Monday.
Conference Toolbox
Every event, every time — each pattern card above carries its own add-on checklist too. Use the copy button inside any list to drop it straight into your planning doc.
Venue, AV & Tech
- Book rooms that match your stream count — one plenary space plus a breakout room per concurrent stream.
- Confirm microphones, projection, adapters and Wi-Fi for every room; do a full AV run-through the day before.
- Have a tech point-person on site and a backup plan (printed handouts, offline slides) for every session.
- Ask presenters for their AV needs at confirmation time, not the week of the event.
Registration & Communications
- Open registration 8–12 weeks out with a simple form: name, role, organization, access needs, dietary needs.
- Publish your cancellation and refund terms on the registration page before tickets go on sale.
- Send a know-before-you-go email the week of the event: parking, doors-open time, schedule, what to bring.
- Keep a live headcount shared with catering and the venue — and run a waitlist if the room caps out.
Catering & Dietary Needs
- Ask about dietary needs on the registration form — not at the buffet line.
- Label every dish, keep common allergens separated, and brief servers on what is in each item.
- Feed the people who make the day run: presenters, volunteers and AV crews eat too.
- Coffee is infrastructure — plan for arrival, mid-morning and the post-lunch slump.
Care for Attendees
- Educators often attend on their own time — generous breaks, real food and good coffee are program features, not extras.
- Offer a quiet room for regulation and rest, and clear signage so nobody wastes a break being lost.
- Consider on-site or subsidized child care, and label dietary options clearly at meals.
- Build in networking moments with prompts — many attendees come alone and leave with a community.
Honouring Indigenous Protocols
- Learn whose territory you are gathering on and craft a land acknowledgement that is specific and personal — native-land.ca is a respectful starting point, and CAUT’s territorial acknowledgement guide offers wording guidance.
- Where possible, go beyond acknowledgement: invite local Elders or Knowledge Keepers to open the gathering, follow their community’s protocols, and compensate them properly.
- Feature Indigenous presenters as keynotes and session leaders — not only for “Indigenous topics.”
- Give reconciliation-focused sessions real time on the agenda rather than squeezing them into short slots.
Accessibility
- Choose step-free venues with accessible washrooms, and keep aisles and seating flexible for mobility devices.
- Use microphones for every speaker and every audience question — no exceptions.
- Offer large-print programs, high-contrast slides and, where budgets allow, ASL interpretation or live captioning.
- Ask about access needs on the registration form so you can plan rather than react.
Feedback Loops
- Keep session feedback short — two or three questions per session beats a ten-page survey nobody finishes.
- Collect feedback before people leave (QR codes in each room work well), then share what you heard and what will change.
- Debrief with presenters and volunteers within two weeks while memories are fresh.
- Save your agenda, budget and lessons learned in one place — next year’s committee will thank you.
Insurance Basics
Liability & special-event insurance
- Commercial general liability (CGL) covers injury and property-damage claims arising from your event; organizations often extend an existing CGL policy to cover it.
- For one-off events, single-event or special-event liability policies exist — in Canada, PAL Canada’s special events liability program is a long-standing example, and the Insurance Bureau of Canada’s business insurance pages explain the concepts.
- Serving alcohol at a reception changes your exposure — ask specifically about host liquor liability.
- Consider cancellation insurance for larger events where deposits are significant.
Certificates of insurance (COIs)
- Most venues require a certificate of insurance naming them as additional insured, at a stated limit — ask for the exact wording early, in writing.
- Ask presenters, caterers and vendors for their own COIs, especially anyone running physical activities or bringing equipment.
- Keep every certificate in one folder with your venue contract — future-you will be grateful.
When to talk to a broker
- Talk to a licensed insurance broker when your event involves alcohol, physical activity, overnight stays, children on site, or budgets large enough to hurt.
- Brokers quote multiple insurers, and they translate venue requirements into the right coverage — usually at no direct cost to you.
- This section is general information only — confirm your actual needs with your insurer, broker and venue.
Conference Toolbox
Pick a tab to pull a card from the box
Conference platforms & event tech
Platforms organizers commonly use for registration, scheduling and event apps — compare and choose what fits your size, budget and comfort with tech. We have no partnership with any of them; this is simply a map of the landscape. Hover, tap or focus a logo for a quick take, or open the comparison below.
Compare the platforms side by side
| Platform | Registration & ticketing | Mobile app | Virtual & hybrid | Session scheduling | Exhibitor & sponsor tools | On-site check-in | Pricing model |
|---|---|---|---|---|---|---|---|
| PheedLoop | ✓ built in | ✓ native event app | ✓ virtual & hybrid | ✓ full program builder | ✓ Strong — booths, lead retrieval, sponsor portals | ✓ badges & scanning | Quote-based; modular by feature |
| Whova | ✓ built in | ✓ well-known attendee app | ✓ virtual & hybrid | ✓ personal agendas | ✓ exhibitor & sponsor features | ✓ QR & kiosk | Per-event quote plus per-paid-ticket fee |
| Eventbrite | ✓ Core strength | ✓ Organizer & attendee apps | ◐ Limited — links out to streams | ◐ Basic — ticket tiers, no full program builder | ◐ Limited | ✓ QR scan in organizer app | Free events free; per-paid-ticket service fee |
| Sched | ◐ Basic — ticketing & registration integrations | ◐ Mobile web; branded app on higher tiers | ✓ virtual session links | ✓ Core strength — personal agendas, waitlists | ◐ Basic — sponsor & exhibitor pages | ✓ self check-in | Flat annual tiers; nonprofit & education discounts |
| Cvent | ✓ advanced | ✓ | ✓ webinars & hybrid | ✓ advanced | ✓ advanced | ✓ OnArrival badging | Quote-based contracts; enterprise-oriented |
Feature sets change often — confirm details on each platform’s own site before you commit. Pricing notes are general patterns, not quotes.
Policies & pricing your conference
The quiet paperwork that makes an event feel safe and fair. Plain-language starting points for Canadian organizers — this is general information, not legal advice: confirm specifics with your insurer, your venue and, where needed, a lawyer. Looking for insurance basics? They live in the Conference Toolbox above. New for hosts: three presenter-governance templates — expectations, session safeguards, and screening & review — sit just below, ready to adapt for your own event.
Common conference policies
Code of conduct
- Say plainly what behaviour you expect and what is not welcome — harassment, discrimination, disruption — at the event, online and at socials.
- Name how to report a concern, to whom, and what happens next; give reporters more than one route.
- Apply it to everyone: attendees, presenters, exhibitors, volunteers and organizers alike.
- Publish it with registration and link it in the program — a template starting point lives at confcodeofconduct.com.
Photography & media consent
- Tell attendees at registration if the event will be photographed or recorded, and what the images will be used for.
- Offer a real opt-out — a differently coloured lanyard or sticker photographers can see at a glance.
- Take extra care with images of children: get specific, written consent from families, every time.
- Photos of identifiable people are personal information under Canadian privacy law — see the Privacy Commissioner’s PIPEDA overview.
- Presenters and exhibitors need the same clarity — set the expectation that no one photographs, films or records participants or sessions without your express approval (see the presenter expectations template below).
Cancellation & refund policy
- Decide your terms before tickets go on sale: full-refund deadline, partial-refund window, and the no-refund cutoff.
- Allow name substitutions freely — a colleague attending instead of a refund keeps everyone whole.
- Say what happens if you cancel or the venue closes (weather, illness): refund, credit or a rescheduled date.
- Publish the policy on the registration page and repeat it in the confirmation email — surprises are what upset people, not policies.
Accessibility statement
- State what the venue offers — step-free access, accessible washrooms and parking, hearing loops — honestly, including limits.
- Invite access requests on the registration form with a named contact and a response promise.
- Budget for accommodations up front: ASL interpretation, captioning, large-print programs, dietary needs.
- Two helpful Canadian guides: the federal Guide to Planning Inclusive Meetings and Accessible Campus event planning.
Scent-free & health considerations
- Ask attendees and presenters to come fragrance-free — scent sensitivity is common and a genuine barrier; CCOHS explains why and how.
- Say how you will handle illness: stay home if unwell, and pair it with a kind substitution or credit option.
- Note food allergy practices at catering stations, and keep a first-aid point and nearest-AED note in the program.
- Offer a quiet room — it serves nursing parents, sensory needs and plain old overwhelm equally well.
Privacy of attendee data
- Collect only what you need to run the event; access needs and dietary details are sensitive — share them only with those who must know.
- Tell attendees how their information will be used, and never share the attendee list with sponsors or exhibitors without clear consent.
- Check where your registration platform stores data and delete what you no longer need after the event.
- The PIPEDA in brief page is a friendly primer on Canadian privacy obligations.
Presenter governance templates
Three ready-to-adapt templates for hosting presenters well — written for any early learning event organizer. Open one, swap in your organization’s name and details, and use the copy button to drop it into your planning doc.
Presenter expectations
Presenters shape the learning experience. This template sets shared standards for how sessions are planned, delivered and facilitated — so every participant learns in a space that is respectful, credible and safe.
1. Psychological safety
- Create an environment where participants can engage, reflect and ask questions without fear of ridicule or judgment.
- No shaming, singling people out or belittling humour — even in jest.
- Respect differences, lived experience and comfort levels in every activity.
- Bring extra sensitivity to reflective sessions that touch on values, identity or professional confidence.
2. Professionalism & respectful engagement
- Speak respectfully — no personal attacks, dismissive remarks or inflammatory language.
- Welcome varied viewpoints and respond to them constructively.
- Keep facilitator–participant boundaries appropriate throughout the event.
3. Evidence-informed content
- Keep content factual, researched and informed by real practice.
- Distinguish clearly between evidence, professional opinion and personal perspective.
- No misleading, exaggerated or unsupported claims.
- Reflect current, responsible practice in the field.
4. Facilitating reflective or vulnerable spaces with care
- Frame the purpose and boundaries of reflective activities before they begin.
- Never put participants on the spot — depth of engagement is always the participant’s choice.
- Respond thoughtfully to discomfort or non-participation, without pressure or penalty.
5. Inclusion & participant dignity
- Be mindful of language, examples and delivery.
- No stereotypes or comments that target identity, personality, background or capacity.
- Make everyone feel welcome, whatever their role or experience level.
6. Photography, recording & media
- Do not photograph, film or record participants, sessions or session materials without the host organization’s express approval in advance.
- Where media capture is approved, follow the host’s consent practices — attendees who have opted out are never photographed or recorded.
- Children’s images are never captured or shared.
- Participant work, reflections or contributions are not photographed or posted without permission.
- If you would like to capture content for your own promotion, arrange it with the host organization in writing before the event.
Presenter commitment
- Uphold these standards in every session.
- Deliver content responsibly and accurately.
- Submit materials for review on time.
- Accept feedback with professionalism.
- Seek express approval before any photography, recording or media capture.
- Partner with the host organization in keeping learning spaces respectful.
Responding to concerns
The host organization reserves the right to review concerns, follow up with presenters and determine next steps — feedback, revised expectations, additional screening or other action that protects participant safety and the integrity of the event.
Session safeguards & real-time support
Every session should be clear, respectful and professionally facilitated — and responsive to participant wellbeing, especially where a session invites reflection, identity-based discussion or vulnerable engagement.
1. Clear session framing
- State the session’s purpose and intended outcomes up front.
- Explain what participation involves before activities begin.
- Set expectations for engagement — and remind the room that everyone’s dignity is respected.
2. Opt-out language presenters should use
Ready-made phrases that make choice feel normal, not awkward:
- “You are welcome to participate at the level that feels right for you.”
- “You may reflect privately rather than share aloud.”
- “If this activity does not feel like a fit for you, you may step back without explanation.”
- “Different responses and approaches are welcome here.”
3. Real-time support
- Identify event leads or support contacts participants can approach on the day.
- Offer a discreet way to raise a concern during or after any session.
- Give presenters guidance on how to pause, redirect or reset a room.
- Keep quick internal assessment protocols so support starts early — not only after harm has happened.
4. Presenter preparation & accountability
- Use expectation documents or agreements with every presenter.
- Talk about psychological safety in pre-event communication.
- Ask for materials about two weeks ahead when review is requested.
- Offer guidance for sessions that involve sensitive discussion topics.
- Treat participant wellbeing as part of session quality — not an afterthought.
5. Post-session feedback & review
- Include evaluation questions on safety, clarity and professionalism.
- Document and review any concerns raised.
- Follow up when conduct falls below the standards.
- Let feedback inform future presenter selection.
6. The commitment
Participants should leave every session challenged, inspired and stretched — never diminished, unsafe or disrespected.
Presenter screening & content review
A simple screening and review process keeps sessions credible, relevant and respectful. Scale these steps to the size and style of your event.
1. Screening
- Review experience and qualifications, presenting ability, topic fit, prior feedback or references, and facilitation style.
- Ask for what you need: a bio and credentials, a session outline, examples or recordings of past sessions, references.
2. Reputation & conduct review
- Consider prior participant feedback and any patterns of concern.
- Notice how a presenter handles disagreement and interaction.
- Check that their public presence aligns with the host organization’s values.
- This is not punitive — it is about the capability to lead learning spaces with care.
3. Content review
- Confirm relevance to the audience, factual and responsible content, and supported claims.
- Ask presenters to be clear about what is research, what is experience and what is opinion.
- Check that planned activities suit the audience and the room.
- Set materials due about two weeks prior — late submission may affect approval or future participation.
- For reflective or sensitive sessions, ask for extra detail: framing, how participants are invited to engage, opt-out language, and how discomfort will be handled.
4. Risk review for reflective or high-engagement sessions
- Request facilitator notes, clear boundaries and intended outcomes.
- Review the exact language of reflective exercises.
- Talk about safety and dignity directly with the presenter.
- The stronger the vulnerability level, the stronger the preparation.
5. Approval, conditions & follow-up
- Approval can come with conditions: revisions, sourcing requirements or more participant choice built in.
- Ask presenters to agree to your standards before confirmation.
- Withhold confirmation if materials do not arrive in time.
- After the event, close the loop: invite back, set conditions for next time, or document concerns for the record.
6. Commitment to quality and trust
Screening protects the integrity of your event and the trust of your participants — it never limits authenticity. Strong presenters do more than share ideas: they create environments where participants can learn, reflect and grow with dignity.
Pricing your conference
Your cost inventory
- Venue: room rental, setup and teardown time, security or custodial fees.
- AV & tech: microphones, projection, streaming, platform fees, Wi-Fi upgrades.
- Catering: meals, breaks, dietary accommodations — usually the biggest line after the venue.
- Speakers: fees, travel, accommodation and a thank-you that means something.
- Insurance, registration platform fees, printing, signage, materials and a contingency of about 10%.
Common Canadian pricing practices
- Early-bird pricing rewards the people who make your budget predictable — close it two to four weeks before the event.
- Member and non-member rates are standard for associations; the gap is part of the value of membership.
- Student and retiree rates keep the field’s newest and wisest people in the room.
- Group rates (register three or four, save a percentage) suit centres sending whole teams.
- Whatever the tiers, the math below has to work — sponsorship and exhibitor fees are what let discounted seats exist.
Rough numbers in, suggested tiers out. Like everything on this page, it runs entirely in your browser — nothing is saved or sent.
The ~10% cushion guards against no-shows and surprise costs. If member or early-bird tiers dip below break-even, sponsorship or a few more seats make up the difference. No benchmark prices here — your numbers, your call.
Presenters, this hub is for you too
Everyone featured here is an independent presenter — not ELCC staff. We source and gather voices from Canadian stages so organizers can find them faster, and speakers connect and book directly with you. If you present keynotes or workshops in early learning or school-age care, we would love to know about you. Note for organizers: certificates of participation vary by provider — confirm with each presenter or training organization. Presenters: want to see what great hosts will expect of you? Read the presenter governance templates in the policies section above.