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International AIDS Society

Frequently Asked Questions



About AIDS 2012
Registration & Accommodation
Scholarships
Abstract Submissions
Conference Programme
Conference Hubs
Prizes & Awards
Satellites & Exhibitions
Sponsorship Opportunities
Volunteers
Other Information


About AIDS 2012

What is the International AIDS Conference?
The International AIDS Conference is the premier meeting for those working in the field of HIV/AIDS, as well as policymakers, people living with HIV/AIDS and others committed to ending the epidemic. The conference features abstract-driven breakout sessions; daily plenary sessions; professional development workshops; and components such as the Global Village and the Youth Program.

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What is the official name of the conference?
XIX (19th) International AIDS Conference or AIDS 2012

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When is AIDS 2012?
July 22 – 27, 2012

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Where will AIDS 2012 take place?
At the Walter E. Washington Convention Center in Washington, D.C. located in downtown D.C.

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Who is the host/organizer of AIDS 2012?
The conference is organized by the Geneva- based International AIDS Society in partnership with a number of international bodies and local partners.

Convened by: International AIDS Society

Local Partners
  • District of Columbia Department of Health
  • The White House Office of National AIDS Policy (ONAP)
  • The Black AIDS Institute
  • U.S. Positive Women’s Network
  • National Institutes of Health
  • HIV Medicine Association of the Infectious Diseases Society of America
International Partners
  • UNAIDS
  • International Community of Women Living with HIV/AIDS
  • International Council of AIDS Service Organizations
  • Global Network of People Living with HIV
  • Caribbean Vulnerable Communities Coalition
  • Sidaction
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How many participants does the conference typically attract?
This conference typically attracts between 20,000 – 25,000 delegates from nearly 200 countries. The delegates are scientists, researchers, community leaders, advocates and activists, government and business leaders.

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Why has it been 22 years since the United States has been chosen to host the International AIDS Conference?
The IAS Governing Council voted to hold AIDS 2012 in Washington, D.C., following U.S. President Barack Obama’s October 2009 announcement that the nation would end its entry restrictions on people living with HIV effective January 4, 2010.  The conference was last held in the U.S. in 1990 in San Francisco, California. The removal of entry restrictions on people living with HIV by the U.S. allows for the return of this global conference to the United States after a 22-year absence.

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Registration & Accommodation

I would like to register to attend the conference, how do I register?
Visit www.aids2012.org/registration.aspx in order to register online. We urge all delegates to register early. The registration fee for regular delegates, students/post-docs and youth delegates includes entry to all conference sessions, the exhibition and poster area, and the opening and closing session. Registration will open 1 December 2011.

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How much does a conference registration cost?
Conference registration fees vary based on your classification and also based on the time when registered (cheaper if registered before mid-February 2012), but range between USD$150 - $1,045.  To determine what your registration fee is visit www.aids2012.org//registration.aspx.

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Can I pay the registration fee in EUR, rather than USD?
The registration fee must accompany all conference registrations. Payments should be made in advance and in USD only, using a credit card or by bank transfer. 

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May I submit supporting documentation for my student/post-doc/youth registration in languages other than English?
Yes. While the registration form itself must be completed in English, your proof of fulltime enrolment at a recognized university or college or proof of age may be in languages other than English.

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How do I register a group?
Group registration is applicable to the registration of 10 persons or more. The registration fees are the same as for individual delegates.

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How do I get an invitation for my visa application?
Letters of Invitation will only be issued to delegates who have registered and paid (or media representatives who have been approved) and can be requested on the online registration form.

The Letter of Invitation does not financially obligate the conference organizers in any way. All expenses incurred in relation to the conference are the sole responsibility of the delegate.

Delegates are strongly encouraged to apply for their visa as soon as possible, to ensure that it is issued on time. All visa applications should be made no later than 90 days before travelling to the U.S. (i.e. no later than mid-April 2012 for conference delegates).

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How do I register as media to report on the conference?
Visit www.aids2012.org//registration.aspx in order to register online. As space will be limited, accreditation will only be granted to journalists who submit completed applications, with all supporting documentation, including verification of media credentials. The online registration system will prompt you to upload the supporting documentation to support your request for accreditation.

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Why must I submit supporting documentation with my media registration?
The supporting documents you submit with your application for media accreditation are used to prove that you are a journalist and therefore eligible to attend the conference free of charge. Unfortunately, this process is necessary, as we have received many fraudulent applications in the past.

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May I submit supporting documentation for my media registration in languages other than English?
Yes. While the registration form itself must be completed in English, the letter from your editor and the by-lined articles or three other examples of your professional work may be in languages other than English.

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I would like to book a hotel room for my time in Washington, D.C. for the conference.  What hotels have the best rates?
A large number of hotel rooms in various price categories have been secured at negotiated rates for conference delegates. Online booking for accommodations will be available on the conference website as of 1 December 2011.

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Scholarships

What are the criteria for the scholarship programme and how are scholarships awarded?
The Media and International Scholarship Programmes provide full and partial scholarships to eligible, highly-evaluated applicants. The aim of the programmes is to bring to the conference individuals who are most able to transfer the skills and knowledge acquired there to the work they undertake in their own organizations and communities.

Fully completed applications will be scored according to these criteria by the Scholarship Review Committee and the highest scoring applications will be awarded a scholarship. .

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How many scholarships will be offered?
For AIDS 2010 in Vienna we were able to offer over 800 international and media scholarships. For this conference the same share of the total budget has been allocated for scholarships; the organizers therefore aim to keep the same level as that for AIDS 2010, depending on the average cost of each scholarship. Financial assistance will be offered to delegates from resource-limited settings and communities, key populations at higher risk, people living with HIV, young people, researchers and students to help them attend. A very limited number of scholarships will also be available for media representatives from around the world.

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 abstracts or workshops have been selected or are involved in programme activity.

Although every attempt will be made to assist as many people as possible to attend, we regret that the number of scholarships that will be allocated is limited. Applicants are therefore strongly encouraged to seek other funding as well.

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How do I apply for a scholarship?
Scholarship applications were accepted from 8 December 2011 to 15 February 2012. Scholarship applications are now closed.

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What support does the scholarship provide?
Applicants were able to request all or some of the following aspects of the scholarship to attend AIDS 2012:

  • Conference registration fee (includes access to all sessions and exhibitions)
  • Travel (pre-paid airfare or ground travel at the lowest fare available, from the nearest international airport or station)
  • Accommodation (shared in dormitory rooms for the days of the conference)
  • Modest daily living allowance for the conference duration (22-27 July 2012, the equivalent of USD 55 per day)
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 did not need to request registration as part of their application.

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How do I know if I am awarded a scholarship?
Scholarship notifications will be sent by email to all applicants in early April.

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Abstract Submissions

What is an abstract?
In the context of the XIX International AIDS Conference (AIDS 2012), 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. The abstract presents the objective, methods, results, and conclusions of the study.

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May I submit an abstract to the conference?
AIDS 2012 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: Epidemiology and Prevention Science
  • Track D: Social Science, Human Rights and Political Science
  • Track E: Implementation Science, Health Systems and Economics
Abstract submissions are open between 1 December, 2011 and 15 February, 2012 – 24:00 Central European Time. During this time period, abstracts will be accepted through the online submission form available on the conference website.

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When is the submission deadline for abstracts?
The final deadline to submit the abstract is 15 February 2012 - 24:00 Central European Time.

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What is a late breaker abstract?
A small number of late breaker abstracts will be accepted to be presented orally or as posters at the conference. 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. Therefore, if at all possible, abstracts should be submitted by the regular deadline and the late breaker format should be reserved for data that is indeed not available before 15 February 2012.

The same submission rules apply for the late breaker abstracts as for the regular abstracts, but each presenting author may only be present one late breaker abstract at the conference. Late breaker abstract submissions will be open between 19 April and 22 May 2012.

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Where can I read more about the scientific tracks?
Detailed descriptions about the scope and objectives of each scientific track, as defined by the Scientific Programme Committee, can be found here: www.aids2012.org/Default.aspx?pageId=422

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How do I submit an abstract?
Before submitting an abstract, you are asked to create a Conference Profile on http://profile.aids2012.org. One or several abstracts can be submitted from the Conference Profile.

To submit abstracts, please login into your Conference Profile on www.aids2012.org 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 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 in 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 until the submission deadline. After submitting, a confirmation email will be sent to the abstract submitter. This email will contain the abstract reference number.

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Once submitted, can I still modify my abstract?
After an abstract has been created via the online Conference Profile, modifications can be made (even after submitting) until the submission deadline. After making your modifications, you need to submit your abstract again. No modifications will be accepted after the submission deadline.

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My project is still ongoing and there are no results yet, should I still submit an abstract?
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 you are currently doing investigation and you only have initial data but it seems relevant or significant, please submit the abstract.

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What is the required structure for an abstract?
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 analyzed or evaluated.
  • Methods: Describe the setting/location for the study, study design, study population, data collection and methods of analysis used.
  • Results: Present as clearly and detailed as possible the findings/outcome of the study, with specific results in summarized form.
  • Conclusions: Briefly discuss the data and main outcome of the study. Emphasize the significance for HIV prevention, treatment, care and/or support, and future implications of the results.
For abstracts that do not easily fit into this structure described above, further suggestions on how to use the different fields are provided below:
  • Background: Describe the issue being analyzed or addressed.
  • Methods: Include a description on the way the issue was addressed, e.g. how a programme was implemented and evaluated.
  • Results: Include information on the knowledge gained from the work and the specific lessons learned.
  • Conclusions: Discuss the findings, next steps or recommendations.

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How should I define the title of my abstract?
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.

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Can I include a table, graph or image in my abstract?
It is possible, but not mandatory, to include tables or graphs/images in the abstract.

The maximum number of tables allowed per abstract is three. The maximum number of columns in a table is 10. The maximum number of rows in a table is 10.

The maximum number of graphs/images allowed per abstract is three. The maximum file size of each graph is 500 KB. The maximum pixel size of the graph is 600(w) x 800(h) pixel. You may upload graphs in JPG, GIF or PNG format.

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. See on the abstract preview-page that your table or graph/image is displaying properly.

Tables and graphs/images (in JPG, GIF or PNG format) do not count toward the character limit. Please limit your abstract to one page when printed in MS Word document format.

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How many co-authors can I include on the authors' list?
The number of co-authors is limited to 50 persons per abstract. A person can be listed as a co-author if he/she has made a substantive intellectual contribution, i.e. conceived or designed the study OR acquired data OR analyzed or interpreted data AND drafted the abstract or revised it for intellectual content AND approved the final version to be published.

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Do I need to disclose information of any conflict of interest in my abstract?
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.

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Who selects the abstracts and decides how they will be presented?
All submitted abstracts will go through a blind peer-review process carried out by an international reviewing committee. Each abstract will be reviewed by at least three reviewers. The Scientific Programme 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, whereas majority of the posters will be displayed in the Poster Exhibition.

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What is abstract mentoring?
The goal of the AIDS 2012 Abstract Mentor Programme is to provide an opportunity for young and/or less experienced abstract submitters to have their draft abstracts mentored by more experienced authors before submitting their abstract to the conference.

For more information please visit www.aids2012.org/abstract_mentor.aspx.

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How can I increase the chances for my abstract to be accepted?
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 recommend that you have your abstract reviewed by a native speaker before submission.

You may also want to look into some examples of abstracts from previous conferences, available at: www.iasociety.org/AbstractSearch.aspx.

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Who has the copyright for my abstract after submission?
The submission of your abstract constitutes your consent to publication. If the abstract is accepted, the IAS can publish or reprint the abstract text and the authors' information in the Abstract Book, Abstract CD-ROM, the Journal of the IAS (JIAS), IAS websites and other IAS publications.

The copyright of the abstract stays with the author, but with the understanding that permission is granted to the IAS for non-commercial use or reproduction of abstracts presented at AIDS 2012 provided that textual and graphical content are not altered and that the source is acknowledged.

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I need a certificate that my abstract was accepted for the conference. Who do I contact?
To obtain certificates on abstracts accepted to the conference, please contact .

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How do I receive an abstract book?
All abstracts presented at the conference (in Oral Abstract Sessions, Oral Poster Discussion Sessions and in the Poster Exhibition) are included in full text in the conference abstract book. The book is available via pre-order and the cost is 35 USD per book. Delegates who would like to have a printed copy of the abstract book are asked to indicate this on the online registration form when registering to the conference. A limited number of copies of the Abstract Book will also be available for purchase in the conference venue.

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How do I receive an abstract CD-ROM?
All abstracts presented at the conference (in Oral Abstract Sessions, Oral Poster Discussion Sessions and in the Poster Exhibition) are included in full text on the abstract CD-ROM. All registered delegates will receive a voucher in their conference bag and may exchange it for an abstract CD-ROM in the Exhibition Area at the conference venue. The CD-ROM is free of charge. More information will be provided in the printed conference material.

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What is an e-poster?
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 Abstract CD-ROM and on the conference website. Instructions for preparing and uploading the e-posters will be sent to selected abstract authors via email.

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Conference Programme

Can I see the conference programme in advance?
The conference programme will be published on the conference website in June 2012. However, regular updates will be posted on the website throughout 2011 and 2012.

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What is the Workshops programme?
AIDS 2012 will offer a selection of high-quality workshops to promote and enhance delegates' learning experience. Each of the 90- and 180-minute workshops will focus on a particular topic for Professional Development, Leadership & Accountability, and Community Skills Development.

Experienced and dynamic practitioners and faculty from the world's leading training and educational organizat 0 workshops will be selected by the Workshops Working Group following a review of public submissions by a Reviewing Committee. The Working Group will select high caliber workshops that align with the conference vision and objectives.

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What is the Global Village?
The Global Village is a large area at the conference consisting of exhibitions, workshops, networking areas, marketplace booths and so on. It is open to both conference delegates and non-delegates (without a fee). This includes community organizations from around the world, local or national groups and the general public. The Global Village enables greater civil society involvement and exchange.

Through this interactive and participatory space, the Global Village will highlight HIV-related issues, concerns and priorities facing various HIV-affected communities. The programme promotes dialogue, encourages networking, builds solidarity, and promotes inclusion in the global community.

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May I submit more than one application?
Yes, you may. Please complete one application form for each activity you submit.

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In what languages can I apply for an activity?
All applications should be submitted in English. The application guidelines are available both in English and Spanish.

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Will interpretation services be available at the Global Village?
Yes. The Global Village session rooms will have interpretation services from English to Spanish.

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If my application to the Global Village is successful, who will pay for my trip to and accommodation at the conference?
We encourage applicants to secure travelling and accommodation support through external sources. If no other funding is available, there is the option of applying for an international scholarship. More details concerning scholarship applications are available on the conference website.

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If our activity is accepted, will we receive any funds for transporting materials and setting up our activity?
There are no funds available for transporting materials and set up costs. Shipment of goods as well as the set-up of activities is at the participants' expense. More information is available in the application guidelines.

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May I automatically access the conference if I am accepted for a Global Village activity?
A successful Global Village application does not guarantee access to the whole conference programme. Successful applicants will need to register online to access the conference. Please check the conference website for more information on the registration process.

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How much space do I have for my activity at the Global Village?
This depends on the type of activity. You will find details regarding sizes and timelines in the application form for Global Village activities and in the guidelines.

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May we ask for donations / charge for an activity?
The Global Village is a space to present activities from communities worldwide. With the exception of Marketplace Booths, it is not a fundraising-event. It is, however, a great opportunity to get in touch with donors and leaders, to network and to exchange experiences.

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What are the criteria for an activity being selected?
Selection criteria are described in the guidelines.

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Who selects the activities for the Global Village?
Working groups composed of international experts select the Global Village programme. A full member list is available on the Global Village page.

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When does the GV open?
The Global Village doors will open at noon Sunday, July 22. The official opening ceremony will take place on Monday, July 23.

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What is the Youth Programme?
The aim of the AIDS 2012 Youth Programme is to strengthen the participation of youth and the profile of youth issues in the conference. This will be accomplished through activities such as a youth pavilion, an electronic youth bulletin, a youth media hub, youth presentation space, youth mentorship activities and a youth website.

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Conference Hubs

What are conference hubs?
Conference hubs are “mini conferences” hosted by local organizations active in the AIDS response, where several conference sessions are screened and followed by moderated local discussions to examine how the session content can be used to strengthen the local AIDS response.

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Who can organize a conference hub?
Organizations that may wish to consider hosting a conference hub include non-governmental organizations/charities, PLHIV networks, faith-based organizations, clinics and hospitals, universities and medical schools, government entities and UN bodies. Organizing a hub is free and just requires that the organizers complete a form to inform the conference about their event.

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Why organize a conference hub in your region? 
Due to financial, timing and/or immigration constraints many individuals and organizations will be unable to attend the conference itself. To ensure that you and your organization and/or community do not miss out on the conference momentum, discussions, materials and networking opportunities you can hold a conference hub in the comfort of your own home town.
Conference hubs will give the opportunity to build professional capacity at the local and regional level by accessing the relevant content presented at AIDS 2012, including information on best practices, and through the organization of additional trainings and/or workshops.

Conference hubs will facilitate discussions and debates among local stakeholders to help strengthen the response to HIV and AIDS, with the potential to contextualize the outcomes and prepare a comprehensive plan for future actions at local or regional levels.

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How can I organize a conference hub?
Organizing a hub is easy but needs some human and financial resources, as well as time and leadership. Applications to become a hub organizer will open in 2012 and require you to enter information about your hub’s target audience, the date of the event, potential venue etc. Applications to become a hub organizer will open in 2012 and require you to enter information about your hub's target audience, the date of the event, potential venue etc. Registration for Hubs opens 14 March 2012. Please note that the conference organizers will not fund conference hubs.

Further details are available at: www.aids2012.org/hubs.aspx.

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Prizes & Awards

How do I apply for the IAS/ANRS Young Investigator Award?
You do not need to apply for the award directly. Once you have submitted an abstract for the IAS 2011 conference and if you meet the criteria listed below, you will be automatically considered.

Eligible candidates are the presenting authors of IAS conference abstracts who meet the following criteria:

  • The abstract must have been accepted as an oral presentation, poster discussion or poster exhibition by the Scientific Programme Committee;
  • The presenting author must be under 35 years of age;
  • The research demonstrates innovation, originality, rationale and quality
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How do I apply for the Women, Girls and HIV Investigator Prize?
You do not need to fill-in a specific application. In order to identify relevant conference abstracts for the prize, a tick box is available on the conference abstract submission page with the question: Is the abstract specifically related to women and girls? Only abstracts that have answered this question by ticking the box will be considered for the prize.

In addition, to be eligible for the prize, abstracts must meet the following criteria:

  • The abstract must have been accepted as an oral presentation, poster discussion or poster exhibition by the Scientific Programme Committee;
  • The presenting author is a national from a low- or middle-income country;
  • The investigation has taken place in a low- or middle-income country;
  • The abstract demonstrates excellence in research and/or practice that addresses women, girls and gender issues related to HIV and AIDS.
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How do I apply for the IAS TB/HIV Research Prize
You do not need to apply for the prize directly. Once you have submitted an abstract for the IAS 2011 conference and if you meet the criteria listed below, you will be automatically considered.

To be eligible for the prize, abstracts must meet the following criteria:

  • The abstract must have been accepted as an oral presentation, poster discussion or poster exhibition by the Scientific Programme Committee;
  • Research must be related to HIV and TB.
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How do I apply for the IAS/CCABA Prize for Excellence in Research Related to the Needs of Children affected by AIDS?
You do not need to fill-in a specific application. In order to identify relevant conference abstracts for the prize, a tick box is available on the conference abstract submission page with the question: Is the abstract specifically related to infants and children affected by HIV? Only abstracts that have answered this question by ticking the box will be considered for the prize.

In addition, to be eligible for the prize, abstracts must meet the following criteria:

  • The abstract must have been accepted as an oral presentation, poster discussion or poster exhibition by the Scientific Programme Committee;
  • The research must be related to the needs of children affected by HIV and must include younger children. Abstracts related only to adolescents will not be considered. Research focusing on the integration of care and support will be favored;
  • The research site must include low- or middle-income country.
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How do I apply for the IAS Presidential Award?
You can not apply for the IAS Presidential Award and the prize will be awarded independently from abstracts submitted to the conference. The candidates for the Presidential Award must be nominated by two or more members of the IAS Governing Council from at least two regions and must show a long history of leadership and excellence as a pioneer at the forefront of the response to HIV and AIDS.

If you want to propose a nomination, please, contact the IAS Governing Council Member of your region.

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Satellites & Exhibitions

What is a satellite session?
Intended for conference delegates, satellite sessions take place in the conference centre. While they fall outside the official conference hours, they are part of the conference programme, and will be advertised as such. Satellite sessions are fully organized and coordinated by the organization hosting the satellite (private company, government agency, institution or NGO).

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Is there a cost to host a satellite session?
Yes. There is a fee to host a satellite. However, there are a limited number of fee waivers available for satellites that cover identified gaps in the conference programme.

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How do I apply to host a satellite session?
Applications for a satellite session must be made through the IAS Satellite and Exhibition Tracker (ISET) tool . Applications to host a satellite meeting will be accepted until 31 March 2012.

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How do I apply to have an exhibition booth at AIDS 2012?
With over 7,000 square metres of prime exhibition space, AIDS 2012 will offer unparalleled opportunities for commercial and non-commercial organizations to showcase their products and services to the largest gathering of HIV/AIDS professionals in the world. Requests for exhibition space may be made through the IAS Satellite and Exhibition Tracker (ISET) tool . Exhibition space has a cost per square metre, for both commercial and non-commercial organizations. The deadline for exhibition applications is 25 May 2012. However, if capacity is reached, exhibitions will be closed earlier.

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Sponsorship Opportunities

Where can I find out more about the AIDS 2012 sponsorship opportunities?
The AIDS 2012 Commercial Invitation to those companies, organizations or others that want to become a sponsor, will be released by the end of 2011 and be available on the AIDS 2012 website. This document will include the list of sponsorship opportunities for the conference.

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What is the purpose of these sponsorship opportunities?
The AIDS 2012 conference will offer conference supporters various possibilities to enhance their visibility and association with the event. The sponsorship opportunities allow each sponsor unique ways of associating brands or messages with different aspects of the conference, not only targeting the 20-25,000 participants, but also reaching out much further through the 2,500 media representatives that normally attend the conference The items have been divided into three categories: Onsite, Delegate Items and Conference Materials. Each category reaches the conference delegates in a different way, allowing sponsors to put together a package of items that ensures the expected visibility.

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Volunteers

Who can volunteer for the AIDS 2012 Conference?
Volunteers must be at least 18 years old (as of 22 July 2012) and have a basic understanding of English language.

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How do I apply to volunteer?
An Online Volunteer Application Form will be available from 1st April. The IAS Volunteer Department will only accept applications through this online form. Applications by email, fax or letter will be refused.

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When will volunteers know if they have been accepted?
Volunteers who apply in April will be notified of their acceptance before the Last Minute Registration Fee applies (3 May 2012). Volunteers who apply after 1st May 2012 will be notified of their acceptance within 20 days of successfully submitting the Volunteer Application Form.

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What are the criteria to be accepted as a volunteer?
Volunteers who have a maximum availability to volunteer at the conference will be prioritized.

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When will volunteers receive their final schedule?
After confirming suggested timetable through the Online Volunteer Portal, volunteers will then receive their final schedule within 10 days.

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Can volunteers outside of the U.S. apply?
Yes. Volunteers seeking to volunteer at AIDS 2012 will be required to meet U.S. customs and immigration requirements for visitors. Unfortunately, the conference secretariat is not able to offer any financial assistance and volunteers are responsible for their own accommodation and travel costs.

It is the sole responsibility of the volunteer to take care of his/her visa requirements.

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What are the benefits for volunteers?
Volunteers will have access to conference sessions when not on duty. They will receive a volunteer T-shirt and will get lunch for free. Furthermore, volunteers will have the possibility to gain international experience at the world's largest conference on AIDS.

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Do volunteers receive a Certificate for their participation at the AIDS 2012 Conference?
A Certificate of Appreciation will be downloadable after the conference.

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Is there a volunteer application closing date?
We usually close the applications once we reach the numbers of volunteer needed. We therefore encourage you to apply as soon as the Volunteer Application Form is online (1st April 2012).

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If a person is selected to volunteer, but has already paid the registration fee, will the secretariat refund the volunteer?
No, unfortunately the secretariat does not reimburse volunteers if they have registered as delegates. Please refer to the Registration Cancellation Policy for more details.

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How many hours per day will a volunteer be expected to work?
It depends on the activity the volunteer is selected for. Activities can vary between 6 and 8 hours a day.

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Where can I keep updated on volunteer updates and information?
We have a Facebook and Twitter account for those who want to get more information about volunteering.

Facebook: AIDS 2012 Volunteers | Twitter: @AIDS2012Vol

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Other Information

What languages will be used at the conference?
The official language of the conference is English howe ver most sessions will be interpreted into Spanish as well. Many of the conference printed materials (General Information brochure, signage, press kits etc) and the conference website will be in both English and Spanish.

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I would like to explore Washington, D.C. while in town for the conference.  Where can I find tourist and visitor information?
Participants are encouraged to visit the Visitor’s Center at the nearby DC Chamber of Commerce or the Visitor’s Helpdesk at the conference venue. There will also be a link on the conference website listing things to do in the Washington, D.C. area.

Day tours and post conference trip packages will also be made available to purchase. Please visit www.aids2012.org//tours.aspx for more information.

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Is it possible to link our website to the conference website?
We receive many thousands of requests to link to other organizations’ websites. If we were to accommodate all these requests, we would need an entire website to do this. Therefore, we link only to our partner organizations’ sites.

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How do I register an Affiliated Independent Event?
Affiliated Independent Events are events organized in conjunction with AIDS 2012, but are held away from the main conference venue and outside the normal hours of the conference programme. Please visit www.aids2012.org/Default.aspx?pageId=411 for more information.

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Will there be a conference evaluation?
As in the past years, the AIDS 2012 will be evaluated to assess its strengths and weaknesses as well as its impacts on the global response to HIV/AIDS. The evaluation will be conducted by the IAS evaluation team in line with the internationally recognized Code of Ethics. A wide range of data collection methods will be used including interviews with key informants and anonymous surveys before, during and after the conference. Key findings will be documented in an Evaluation Report which will be posted on the conference website in December 2012 (see the AIDS 2010 evaluation report).

An impact assessment will be conducted in May-June 2013 to identify the long-term influences of the conference at different levels (see the AIDS 2010 impact assessment report).

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How can a delegate contribute to the conference evaluation?

  • Taking part in a short interview if you’re approached during the conference by one of the Evaluation Team member.
  • Completing printed questionnaires you may receive during the conference and dropping them in one of the evaluation boxes at the conference venue.
  • Filling in the post-conference online survey. It will be emailed to you in August or September (there will also be a link on the conference website).
  • Your feedback will be treated confidentially and will be carefully taken into consideration for planning future conferences.
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I need to apply for a visa to enter the United States.  What is the process?
The conference organizers strongly recommend that potential AIDS 2012 delegates make contact with the U.S. embassy/consulate in their country as soon as possible to enquire about the specific U.S. immigration processes and timing that will apply to them.

Visit the conference website for more information, including U.S. embassy contact information.

All visa applications should be made no later than 90 days before travelling to the U.S. (i.e. no later than mid-April 2012 for conference delegates).

Further information will be regularly updated on the conference website: www.aids2012.org/visa.aspx.

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How can I find more information on AIDS 2012 including announcements and programme updates?
To ensure you receive the latest AIDS 2012 updates visit www.aids2012.org and follow the conference on Facebook and Twitter.

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