Frequently Asked Questions


Abstract Submission

In the context of the 9th IAS Conference on HIV Science (IAS 2017), an abstract is a stand-alone statement that briefly explains, in a non-repetitive style, the essential information of a study, research project, policy or programme.

IAS 2017 welcomes the submission of abstracts for original contribution to the field in the following scientific tracks:

  • Track A: Basic Science
  • Track B: Clinical Science
  • Track C: Prevention Science
  • Track D: Implementation Science

Abstract submissions are open from 1 December 2016 to 25 January 2017– 23:59 Central European Time. During this time period, abstracts will be accepted through the online submission form available through the conference profile.

Detailed descriptions about the scope and objectives of each scientific track, as defined by the Conference Coordinating Committee, can be found here.
The final deadline to submit abstracts is 25 January 2017 - 23:59 Central European Time.
Abstracts are intended to present scientific studies, research, programmes, policies, etc. highlighting both the methods or description and results or recommendations. If you are describing a study that is still in the planning stage, it would not be suitable for an abstract submission, unless the method that you will use is, for instance, of particular scientific interest. However, if your study is currently ongoing and you only have preliminary data, but it seems relevant or significant, please submit the abstract.

Late breaker submissions must be data of unquestioned significance. Data analysed after the regular submission (25 January 2017) should not be sent in as late breakers if the data do not meet a high threshold of scientific merit. The percentage of abstracts selected for late breakers will depend on the number of submissions, but selection will certainly be more rigorous than for regular abstracts. A small number of late breaker abstracts will be accepted to be presented orally or as posters at the conference.

During their submission, authors will have to declare why their abstract has been submitted as a late breaker. The same submission rules apply for the late breaker abstracts as for the regular abstracts, but each presenting author may only present one late breaker abstract at the conference. The late breaker abstract submission will be open from 24 April to 15 May 2017.

An abstract consists of a title, author list and the abstract text. It can also include tables or graphs/images. Literature references should not be included.

The abstract text should be structured as follows:

  • Background: indicate the purpose and objective of the research, the hypothesis that was tested or a description of the problem being analysed or evaluated.
  • Methods: describe the study period / setting / location, study design, study population, data collection and methods of analysis used.
  • Results: present as clearly and as much in detail as possible the findings / outcome of the study. Please summarize any specific results.
  • Conclusions: explain the significance of your findings / outcomes of the study for HIV prevention, treatment, care and/or support, and future implications of the results.

Before submitting an abstract, you are asked to create a Conference Profile. One or several abstracts can be submitted through the Conference Profile.

To submit abstracts, please login into your Conference Profile on and click on the "Abstract Submission" field in the Overview-tab. You will then see a link to enter into the abstract submission system.
In the abstract submission system, please follow the steps 1-4 to create and submit your abstract:

  1. Select the track, category and country of research; enter your abstract title and text
  2. Enter the presenting author and co-authors (individually)
  3. Preview your abstract and check format and correctness
  4. Submit your abstract

To navigate the abstract submission system, please use the next step buttons or the upper menu bar. For detailed instructions about the abstract submission system, please click on "HELP" in the upper menu bar in the abstract submission system.

After an abstract has been created, modifications can be made at any time until the submission deadline. After submission, the abstract submitter will receive a confirmation email. This email will contain the abstract reference number. Please refer to this reference number in all communications.

After an abstract has been created through the online Conference Profile, modifications can be made (even after submission) until the deadline. After making your modifications, you need to submit your abstract. No modification will be accepted after the submission deadline.
A good abstract title is short, specific, representative and informative. It helps the reviewers categorize your abstract, and if accepted, it may help conference delegates find your session. The title should summarize your abstract without going into excessive details. Describe the topic clearly, including, for example, the population, country and issue of the research.

It is possible, but not mandatory, to include tables or graphs/images in the abstract. A maximum of two tables/graphs in total can be included. A graph/image (in JPG, GIF or PNG with ideally 600 dpi) counts as 50 words and a table counts as 5 words per row (50 words maximum).

Please create your table or upload your graph/image following the instructions in the abstract submission system. Place the table or graph/image into your abstract text and save the changes. Review the abstract preview-page to ensure that your table or graph/image displays properly.

There is no limit to the number of co-authors per abstract, although we strongly recommend the use of a Study Group Name for abstracts with a high number of co-authors. A person can be listed as a co-author if he/she meets ALL the following criteria:

  1. made substantial contributions to concept and design, acquisition of data, or analysis and interpretation of data,
  2. drafted the abstract or revised it for intellectual content,
  3. approved the final version to be submitted.

If the abstract is accepted, the presenting authors are asked to disclose all financial and personal relationships between themselves and others that might be perceived by others as biasing their work. The conference organizer asks that all presenting authors disclose any conflict of interest at the time of presentation for the benefit of conference delegates. The purpose of this is to guarantee that all potential conflicts of interest are recognized and mechanisms to resolve them prior to the conference are implemented.

Material presented in abstracts should not violate any copyright laws. If figures/graphics/images have been taken from sources not copyrighted by the author, it is the author's sole responsibility to secure the rights from the copyright holder in writing to reproduce those figures/graphics/images for both worldwide print and web publication. All reproduction costs charged by the copyright holder must be borne by the author.

All submitted abstracts will go through a blind peer-review process carried out by an international review committee. Each abstract will be reviewed by at least three reviewers. The Conference Coordinating Committee makes the final selection of abstracts to be included in the conference programme.

Abstracts can be selected for oral presentation, in oral abstract sessions, or to be presented as a poster. A small number of highest-scoring posters are selected for presentation in oral poster discussion sessions; the majority of the posters will be displayed in the Poster Exhibition.

The methodology or study design presented in your abstract should be appropriate to address the purpose and objectives. Results should be clearly presented and support the conclusions. In addition, the findings should contribute to the advancement of knowledge and development in the field. If English is not your native language, we strongly recommend that you have your abstract reviewed by a native English speaker working in your field before submission.

You may check the common reasons for abstract rejection on the abstract submission guidelines. You may also review examples of abstracts from previous conferences.

Notification of acceptance or rejection will be sent to the submitting (corresponding) author by the end of March.

Authors of abstracts selected for Oral Poster Discussion Sessions and Poster Exhibition are invited to upload an electronic poster (e-poster). The e-posters will be published on the conference website. Instructions for preparing and uploading the e-posters will be sent to selected abstract authors via email.

The submission of the abstract constitutes the authors’ consent to publish. If the abstract is accepted, the authors agree that their abstract can be published under Creative Commons Attribution 3.0 Unported (CC BY 3.0). The license allows third parties to share the published work (copy, distribute, transmit) and to adapt it for any purposes, under the condition that IAS 2017 and authors are given credit, and that in the event of reuse or distribution, the terms of this license are made clear. Authors retain the copyright of their abstracts, with first publication rights granted to the IAS.

An electronic abstract book will be available free of charge on the conference website.

If accepted, your abstract may be published on IAS websites, such as the IAS 2017 online programme, and other conference materials, the IAS abstract archive, the Journal of the International AIDS Society (JIAS), etc.

Scholarships

The scholarship programme is open to everyone around the world. Priority will be given to those whose participation will help enhance their work in their own communities, to those who are able to assist in the transfer of skills and knowledge acquired at the conference and to those whose abstract has been selected.

Financial assistance will be offered to delegates from resource-limited settings, healthcare workers, community representatives and junior investigators to help them attend.
For IAS 2015 in Vancouver more than 1,200 applications were received and 90 scholarships were awarded. A limited number of scholarships will also be available for media representatives from around the world.

Although every attempt will be made to assist as many people as possible, the number of scholarships is limited. Applicants are therefore strongly encouraged to also seek funding from other sources.

Online scholarship applications are now open now open until 1 February 2017. Please create a conference profile to submit your application.

IAS 2017 will also offer scholarships to media representatives (see more information below).


SCHOLARSHIP

For general delegates and abstract presenters, please submit a scholarship application form and a letter of recommendation from your manager, colleague or peer. You are able to do so in the scholarship section of your conference profile until 1 February 2017, 23:59 CET. If your application form is incomplete or the recommendation letter is not submitted by 1 February 2017, 23:59 CET, your application will not be considered.

If you are an abstract presenter, you should also make sure that your application is linked to your submitted abstract(s). Instructions on how to do this are detailed within the application.

Click here to read the terms and conditions to apply for scholarship.


MEDIA SCHOLARSHIP

If you are a media representative, you must complete the Media Scholarship application form and submit the following supporting documentation:

PRINT (including newsletters):

  1. Copies of three articles that you have written, with your by-line on the article. Do not send Word documents; we require copies of the original published article. If the articles are written in a foreign language, please make sure to provide the by-line in English.
  2. A letter from your editor (on the official letterhead of your organization) stating that he or she supports your application and will grant you leave to attend the pre-conference briefing and the conference, should you be awarded a scholarship.
  3. A copy of your press card. If you do not have a press card, your editor must state this clearly in the above letter.

BROADCAST AND RADIO:

  1. Transcripts of three broadcast programmes you have written or produced. If the broadcast programmes are in a foreign language, please make sure to provide a brief summary in English.
  2. A letter from your editor (on the official letterhead of your organization) stating that he or she supports your application and will grant you leave to attend the pre-conference briefing and the conference, should you be awarded a scholarship.
  3. A copy of your press card. If you do not have a press card, your editor must state this clearly in the above letter.

BLOGGERS:

  1. The URLs of three articles you have written, with your by-line on the article. If the articles are written in a foreign language, please make sure to provide the by-line in English.
  2. A letter from your editor (on the official letterhead of your organization) stating that he or she supports your application and will grant you leave to attend the pre-conference briefing and the conference, should you be awarded a scholarship.
  3. A copy of your press card. If you do not have a press card, your editor must state this clearly in the above letter.

Click here to read the terms and conditions to apply for a Media Scholarship.


Applicants can request all or some of the following grants to attend IAS 2017:

  • Conference registration fee (includes access to all sessions and exhibitions)
  • Travel (pre-paid airfare at the lowest fare available, from the nearest international airport)
  • Accommodation (in shared rooms for the days of the conference)
  • Modest daily living allowance for the conference duration (23-26 July 2017)

Please note that the level of support requested may not be the level of support granted. Full scholarships will only be awarded in a limited number of cases. Partial scholarships will also be awarded.

In all cases individuals will be required to cover the cost of their hotel incidental expenses, meals, visa applications and any optional extra expenses.

As media registration is free, media representatives will not be able to request registration as part of their application, but will be registered by the Scholarship Department should they be awarded a media scholarship.

Most of the questions are regarding personal details and your work experience. There are also four “essay” type questions which ask you to explain what your organization does, what your job involves, why you want to attend the conference and how your organization or community would benefit from your attendance at the conference.

You are requested to fill in the scholarship application form from your conference profile and link it to the abstract submission number(s) you received after submitting your abstract. A recommendation letter will also be requested to complete your scholarship application.

Scholarship applications linked to abstracts are judged based on the quality of the abstract, and the scholarship is connected to the abstract, not an individual. If the presenting author changes, the scholarship will be cancelled unless a request is made to transfer the grant(s) to the new presenter. Please note that if the new presenting author has already incurred costs for travel, accommodation or registration, these will not be reimbursed by the scholarship. Deadline for scholarship transfer requests is 29 May 2017.

Please note that acceptance of your abstract to be presented at the conference does not guarantee you a scholarship. Therefore, you are strongly recommended to seek alternative funding.

A limited number of scholarships will be awarded to media representatives. Please complete the media scholarship application form from your conference profile. You will also be requested to submit supporting documentation which will accredit you as a media representative.

Please note that you must be at least 16 years of age at the time of the conference (that is, turn 16 on or before 23 July 2017) to apply for a scholarship.

The minimum age to be able to apply for a scholarship is 16 years old. If you are under 18 years old at the time of the conference, you will need to show proof of an accompanying adult on your application. Note that the accompanying adult will not receive a scholarship if your application is successful.

There is no group application process for scholarships. Each member of your organization who wishes to attend the conference with a scholarship needs to make an individual application from his/her conference profile. Each application will be considered individually.

Please note that scholarships are meant to support people to attend the IAS 2017 conference, and do not provide support for research or study programmes.

Due to the high number of applications, all applications must be made online through the conference profile.

In addition, the scholarship department communicates with applicants and recipients primarily through email. Therefore, please open a free email account at Hotmail (Hotmail account), Yahoo (Yahoo account) or Gmail (Gmail account) and make sure that you check it regularly.

Accommodation

General

To make an accommodation booking, please follow the steps below:
  1. Log-in to your conference profile. If you do not have a profile yet, please create one.
  2. Select the Accommodation Booking section under Overview.
  3. Follow the Click here to book accommodation link.
  4. Enter your check-in and check-out dates. Hotels available over your requested dates will then display.
  5. Upon selecting a hotel, the website will guide you through the remaining steps of the booking process.
  6. Ensure you accept the terms and conditions and submit your booking on step 7 “Review and submit”.
Upon making your reservation, you will receive an acknowledgement email specifying your reservation details. Please ensure you enter your contact email address correctly and make sure you fully complete the final step of the reservation process by accepting the Terms & Conditions and clicking on the Submit button. If you do not receive an acknowledgement email (in your inbox or junk mail folder) within 24 hours, please contact us to verify if the reservation has been successfully received.
Daily breakfast is included in the rate. Other meals are not included.

Payment

There are two common reasons why your credit card payment may be declined:
  1. Your bank/credit card company is blocking the charge. Banks often block foreign charges for security reasons. In this case, you need to confirm with them that the charge by A111 Power of Conference Service in Vancouver, Canada is authorized and should be allowed by them. After they have authorized the transaction, you can try making your booking again.
  2. Your billing address is incorrect. If your billing address is different from your conference profile address, please click the ‘Billing Address’ checkbox when entering your credit card information. This will allow you to enter an alternate address.
A deposit payment of 400 USD is required in order to hold your booking and full payment is due by June 1, 2017. Reservations that have not been paid in full will be cancelled at this deadline.
You will receive an acknowledgement email with your booking details and credit card payment information immediately after submitting your reservation.

Invoices/payment confirmations are issued regularly and are sent to the email address provided in your conference profile after payment has been received. Please note that payments made via bank transfer and AMEX can take approximately a week before they are received to our account.
To pay your remaining balance by credit card, please refer to the acknowledgement email you received immediately after you made your booking. Within this email, you will find a Request for Change link/button which will allow you to make changes and pay your remaining balance by credit card. Please click on the Make a Payment button at the top, right of the screen. You will then enter a secure credit card payment screen where you can pay your balance.

If you no longer have your acknowledgement email, you can request another by following these steps:
  1. Sign in to your conference profile
  2. Under the Accommodation Booking tab, follow the Click here to add or edit accommodation link
  3. Click the Existing Reservation button on the top, left corner
  4. Enter your email address and last name. A new acknowledgement email will then be sent to you.
A111 Power of Conference Service LTD.
Bank name and address:
Royal Bank of Canada.
PO Box 700 – 200 Birch Ave
100 Mile House, BC
V0K 2E0 Canada
Branch: 003
Account No: 4001095
Swift/BIC: ROYCCAT2
Local Clearing Code/Transit code: 04120

Please mention as payment reference: IAS 2017, delegate name, and reservation ID.
Payment at the hotel is not possible. Full pre-payment is required by June 1, 2017 and unpaid and partially paid reservations will be cancelled at this deadline.

Changes

To makes changes to your reservation, please refer to the acknowledgement email you received immediately after you made your booking. Within this email, you will find a Request for Change link/button to make changes to your reservation.

Changes can be made online till June 1, 2017. After this date all changes need to be done by email to the IAS 2017 Accommodation Department.

If you no longer have your acknowledgement email, you can request another by following these steps:
  1. Sign in to your conference profile
  2. Under the Accommodation Booking tab, follow the Click here to add or edit accommodation link
  3. Click the Existing Reservation button on the top, left corner
  4. Enter your email address and last name. A new acknowledgement email will then be sent to you.