Affiliated Events

Organizations or groups that wish to schedule meetings or activities in conjunction with the XVII International AIDS Conference (AIDS 2008) should write to affiliatedevents@aids2008.org or complete the Affiliated Event Request Form (Word format). Individuals requesting an Affiliated Event should be registered attendees for AIDS 2008.

The XVII International AIDS Conference (AIDS 2008) desires to maintain the focus and integrity of the conference and therefore must be kept apprised of and approve (in advance, in writing) ALL Affiliated Events being held in conjunction 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 and pre-conferences.

Note: Affiliated Events are not the same as Satellite Symposia. For Satellite Symposia bookings, please visit the Satellites page.

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.

After an Affiliated Event has been approved, a confirmation letter/email will be sent to the function sponsor. At that time, the function sponsor may begin to work directly with their chosen venue regarding specific arrangements.

An individual wishing to hold an Affiliated Event should not sign any space rental agreement until the Affiliated Event request has been approved or does so at their own risk.

There is no processing or sponsorship fee associated with Affiliated Events. No Affiliated Events will take place at the conference centre.

Organizations are responsible for any direct costs of their event such as food and beverage, room rental, audio-visual equipment, etc.

Organizations applying for an Affiliated Event in conjunction with the XVII International AIDS Conference need to follow strict guidelines in respect to time and venue.

Please complete ONE request form for EACH event or activity. Processing takes approximately three to four weeks.

Use of Conference Name and Logo

Use of the conference logo without written permission is strictly prohibited. Requests for permission to use the logo must be made in writing to the conference organizers.

Promotion to Attendees and Door Drops

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 AIDS 2008 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 Nicolas Faurès in the Commercial Sponsorship Department (nicolas.faures@iasociety.org) of the XVII International AIDS Conference secretariat for more information.

Costs

Please note: any charges for services are the responsibility of the function sponsor. The XVII International AIDS Conference is not responsible for payment for any services connected with the above event and has no authority over any service charges, rental fees, labor contracts, etc., that are required by any venue.

Rules and Guidelines for Affiliated Events

The sponsoring company/organization is responsible for the actions of its employees and/or agents, and AIDS 2008 will expect them to follow the Guidelines for affiliated events. It is the AIDS 2008 Programme Committee’s hope 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 to the HIV/AIDS epidemic.
• Affiliated event should reflect conference policies and goals of diversity and inclusion.

The Conference Organizers reserve the right to approve or reject any Affiliated Events applications, and may decline a request, wholly or partially that, in its opinion, is not keeping with the character or purpose of the XVII International AIDS Conference. The XVII International AIDS Conference is not responsible for final content or the organization of any such event, which are the responsibilities of the event organizers.

Permitted Times for Functions

The XVII International AIDS Conference has adopted a policy which limits all functions not part of the official programme to the hours listed below.

No affiliated events should compete with or detract from any part of the formal AIDS 2008 Programme. No activities of any kind may be scheduled in conflict with the official programme or satellite meetings at the conference.