|Satellite Submission Period||31 January – 17 May 2018|
|Dispositions||6 July 2018|
A satellite session at HIVR4P 2018 provides the perfect opportunity to dive deep into the issues that most concern your organization, shine a light on new prevention strategies, highlight the needs of key populations or address any other aspects of the epidemic that deserve extra attention.
Satellite sessions at HIVR4P are held on 21 and 22 October, immediately before the main program, and take place in the conference venue – guaranteeing you access to more than 1,400 researchers, policy makers, funders and advocates from around the world attending HIVR4P.
Satellite sessions are fully organized and coordinated by the organization hosting the satellite. Scheduling is at the discretion of the conference organizers and is based on content, session requirements and the availability of space. Therefore, satellite session organizers are encouraged to carefully examine the submission and review process below.
Criteria for approval include the following:
Please complete the Application Form to request space for satellites you would like to host during the HIVR4P conference.
All satellite requests must be submitted no later than 17 May 2018.
Satellite dispositions will be sent on 6 July 2018 and fees must be paid by 3 August 2018. Once the satellite session is confirmed, guidelines for preparing a satellite session including the description for publication in conference materials will be provided to the satellite organizer.
A schedule of accepted satellite sessions will be included on the conference website, in conference emails and the conference mobile app.
The conference organizers will not distribute individual email invitations to satellites. Satellite organizers are encouraged to conduct their own promotion for their programs.
HIVR4P 2018 will provide logistical signage and a sign outside each satellite room. Additional signage is not permitted.
You may use the following HIVR4P logo specific to satellites. Click here to download the logo.
Satellite session rooms are available for 90 to 350 guests and are held for 2 or 3 hours. Satellite fees includes the following setup:
Satellite fees are based on room size, please note that VAT of 21% will be added to the fee below:
90 participants: US$ 2,500
140-160 participants: US$ 3,500
300-350 participants: US$ 5,000
Refreshments may be served in conjunction with a satellite. All food and beverage must be purchased through the conference venue.
Please contact us at HIVR4P2018@icsevents.com for additional requirements or questions. A direct contact with the venue will be made available soon.
To inquire about costs for additional A/V equipment or dedicated technical staff, email HIVR4P2018@icsevents.com. A direct contact with the venue will be made available soon.
The option to webcast your satellite session is available at extra cost for your organization.
Detailed information will be made available soon.
The satellite organizer is liable for any injuries or accidents to people or property while conducting the satellite.
Satellite session organizers must comply with all HIVR4P conference venue policies. Policy violations may result in the cancellation of the satellite session, and/or denial of admission or the ability to host a satellite session at current or future HIVR4P conferences.