HIVR4P Frequently Asked Questions
What are the new dates for HIVR4P?
HIVR4P will be held on 17-21 January 2021.
Why is HIVR4P being postponed?
Our first commitment is to the safety of all HIVR4P participants. Currently available information indicates that the global COVID-19 situation may not be sufficiently controlled by October to allow conference participants from all parts of the world to travel safely to Cape Town. In addition, we know that many researchers and research organizations with important studies to submit to HIVR4P are also heavily engaged now in the COVID-19 response. Our hope is that holding the conference on 17-21 January will provide the additional time needed to ensure broad participation in the meeting, in accordance with public health guidelines.
Could the conference be postponed from January to a still later date?
No. At this time, we are considering holding either an in-person conference in Cape Town, a virtual conference or a combination event featuring both in-person and virtual elements. We will hold the conference on 17-21 January 2021, and this date will remain unchanged.
What format will the conference take?
Depending on the trajectory of the COVID-19 pandemic, the final format of the meeting may be an in-person conference in Cape Town, a virtual conference or a combination event featuring both in-person and virtual elements.
Will the conference be held in the same venue?
Yes. If an in-person HIVR4P conference is possible, it will be held 17-21 January 2021 at the Cape Town International Conference Centre, the same venue chosen for the original HIVR4P dates.
When will a final decision be made about the conference format?
A final decision about the conference format will be announced by September 2020, to allow all attendees sufficient time to plan for their participation.
How will the decision on the final conference format be made?
The final format for HIVR4P will be announced in September 2020, and will be guided by the latest available recommendations from leading global and local health authorities to ensure the safety and wellbeing of conference participants.
Will all aspects of the conference programme take place?
At this time we anticipate that, regardless of the final format of HIVR4P, all previously announced sessions including plenary sessions, symposia, oral and poster presentation sessions, satellite sessions and community programming will take place. More details on the conference programme will be available later in 2020.
What is happening with abstract, scholarship and satellite deadlines?
In light of the postponement, deadlines for abstract submission, research and community scholarship, journalist fellowship and satellite session applications have been extended until 23 July 2020, 23:59 Central European Summer Time (CEST).
If I have already submitted an abstract, what happens now?
All conference abstracts will be reviewed as previously announced by a peer-review panel and the conference Programme Organizing Committee. Abstracts already submitted can be withdrawn and resubmitted with updated data before 23 July 2020, 23:59 CEST if required.
If I am registered already, is my registration still valid?
If you have already paid for your HIVR4P 2020 registration, your registration will be automatically transferred to the conference taking place from 17 – 21 January 2021. Once the format of the conference is confirmed, and if a renewed fee structure is developed, you will be refunded appropriately.
What will happen with hotel reservations?
All hotel reservations that have been made through the official channel will be transferred to the new dates and an updated confirmation will be sent. Should a cancellation be required, this will be processed with a cancellation fee being imposed.
The accommodation booking portal will shortly be updated with revised options for the new dates.