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Affiliated Events
Organizations or groups that wish to schedule meetings or activities affiliated with the 5th IAS Conference on HIV Pathogenesis, Treatment and Prevention (IAS 2009) should complete the Affiliated Event Request Form. Individuals requesting event affiliation should be registered attendees for IAS 2009.
The conference organizers desire to maintain the focus and integrity of IAS 2009 and therefore, must be kept apprised of and approve (in advance, in writing) ALL events being held in association with the conference.
Official Affiliated Events are held off the main conference site and may include a broader range of venues, time length and formats and include: symposia, company meetings, dinners and receptions, investigator group meetings, workshops, debates and pre-conferences. Events may be population or issue specific (e.g. women, gay men/MSM, harm reduction, faith-based), and organized by corporations, scientists, community, health-care workers, etc.
Organizations or individuals submitting an event for affiliation with IAS 2009 need to follow strict guidelines in respect to time and venue. No Affiliated Events will take place at the Cape Town Conference Centre. Affiliated Events are limited to schedules that do not compete with the official conference programme.
The conference organizers reserve the right to approve or reject any Affiliated Event application, and may decline a request, wholly or partially that, in its opinion, is not in keeping with the character or purpose of IAS 2009. Conference organizers are not responsible for final content or the organization of any such event. Organizations are responsible for any planning and/or any direct costs of their event such as food and beverage, room rental, audio-visual equipment, etc.
Note: Affiliated Events are not the same as Satellite Meetings. For Satellite Meetings bookings, please visit the Satellites page.
Once an Affiliated Event has been approved, a confirmation email will be sent to the function sponsor. An organization or individual wishing to hold an affiliated event should wait for event affiliation approval before signing any space rental agreement. Organizations or individuals who make arrangements prior to notification do so at their own risk.
Rules and Guidelines for Affiliated Events
The sponsoring company/organization is responsible for the actions of its employees and/or agents, and IAS 2009 will expect them to follow the Rules and Guidelines for Affiliated Events. It is the IAS 2009 Conference Coordinating Committee’s expectation that individuals will respect and support the meeting’s philosophy, atmosphere, and policies. Failure of any company, non-profit organization, or working group, and its agents or employees to follow these guidelines may result in the loss of the company, organization, or group’s ability to register an Affiliated Event at future IAS conferences.
Criteria for selection as an Official Affiliated Event include:
- Affiliated Events should reflect and/or support the vision and goals of the conference.
- Affiliated Events should address HIV/AIDS, Co-infections or issues faced by individuals or organizations affected by or responding the HIV/AIDS epidemic.
- The Affiliated Event programme should reflect IAS 2009 policies and goals of diversity and inclusion.
Social Functions
Social and hospitality functions may take place before or after the official conference programme outlined below. Sponsors of social events should submit proposed copy of announcements or invitations to the Conference Secretariat for approval prior to printing. The terms “preceding” or “following” the 5th IAS Conference on HIV Pathogenesis, Treatment and Prevention (IAS 2009) should be used, rather than “in conjunction with.” The announcements or invitations should not imply that the Affiliated Event is an official activity of IAS 2009.
Media Events, Press Conferences and Press Releases
Any function, publication, supplement or electronic product devoted to the coverage of the conference - before, during and after - must have prior written approval of the Conference Secretariat. (i.e., meeting highlights, on-line conference proceedings/ reporting, audio Conferences, fax newsletters, abstract compilations, etc.).
Promotion to Attendees
At the conference, there will be tables in the exhibition areas for individuals to post notices of social events and to place future meeting announcements. Door drops (deliveries by hotel to individual guest rooms) are a sponsorship item, and must be coordinated through the Conference Secretariat.
The IAS 2009 Conference does not sell the pre-registration list. There are other methods of advertising the Affiliated Event, including flyers on-site, advertising in publications, bag inserts, etc. Kindly contact the secretariat at sponsorship@ias2009.org for more information.
Costs
Please note: any charges for services are the responsibility of the function sponsor. The 5th IAS Conference on HIV Pathogenesis, Treatment and Prevention is not responsible for payment of any services connected with the above event and has no authority over any service charges, rental fees, labour contracts, etc., that are required by any venue.
Permitted Times for Functions
The 5th IAS Conference on HIV Pathogenesis, Treatment and Prevention (IAS 2009) has adopted a policy which limits all functions not part of the Official Programme to the hours listed below.
No activities of any kind may be scheduled in conflict with the Official Programme or Satellite Meetings at the Conference.
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Date |
Official Programme |
Available Times for Affiliated Events |
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Saturday
18 July 2009
and prior |
None |
All day |
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Sunday
19 July 2009 |
Satellite Meetings
08:00-19:00
Opening Session
19:30-21:30
Welcome Reception 21:30-22:30 |
Prior to 08:00 |
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Monday
20 July 2009 |
Satellite Meetings
07:00-08:30
Official Programme
09:00-18:00
Satellite Meetings
18:30-20:30 |
Prior to 07:00
After 20:30 |
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Tuesday
21 July 2009 |
Satellite Meetings
07:00-08:30
Official Programme
09:00-18:00
Satellite Meetings
18:30-20:30 |
Prior to 07:00
After 20:30 |
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Wednesday
22 July 2009 |
Satellite Meetings
07:00-08:30
Official Programme
09:00-16:00
Rapporteur & Closing Session
16:30-18:30 |
Prior to 07:00
After 18:30 |
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Thursday
23 July 2009
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None |
All day |
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Contact details
Affiliated Events Department |
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