Online satellite submission opens
SATELLITE SUBMISSIONS NOW OPEN
Satellite submissions close on 23 July 2020, 23:59 CEST.
The content of proposed satellites should align with the scientific and ethical principles of the conference. Specifically, all applications will be reviewed to ensure that the proposed satellite does not compete or conflict with the official HIVR4P 2020 scientific programme, reflects and supports the vision and objectives of the conference, and is consistent with the conference policies and goals of diversity and inclusion.
Satellite sessions
Satellite sessions at HIVR4P will take place all day on Sunday, 17 January and in the morning and early afternoon on Monday, 18 January. Satellite session rooms are available in various seating capacities for either 2- or 3-hour timeslots. The fee to host a satellite is based on the time slot selected (see below).
Although all satellite sessions will take place in the conference centre, these sessions are fully organized and coordinated by the organization hosting the satellite.
Call for satellites
Satellite submissions will be accepted via the HIVR4P online system until 23 July 2020, 23:59 Central European Summer Time (CEST). Submissions by fax, post or email will not be considered. Satellite dispositions will be sent at the end of September 2020 and fees must be paid by the end of October 2020.
Criteria for satellite approval
The content of proposed HIVR4P satellites should align with the scientific and ethical principles of the conference. Specifically, applications will be reviewed to ensure that the proposed satellite:
- Does not compete or conflict with the official HIVR4P scientific programme;
- Reflects and supports the vision and objectives of the conference;
- Is consistent with the conference policies and goals of diversity and inclusion.
Satellite promotion
Accepted satellite sessions will be listed in the HIVR4P online programme and in the conference mobile app, and will be included in the conference newsletter. Satellite organizers may use the HIVR4P logo, with prior approval from the conference secretariat, for their promotional materials.
Satellite fees
Satellite fees include all the standard audiovisual (AV) equipment required to run a meeting; additional equipment and services (for example, additional microphones, catering) can be rented through approved conference suppliers.
Satellite fees are based on date and timeslot selected. Please note that VAT of 15% will be added to the fee below:
| Day | Non-commercial | Commercial |
|---|---|---|
| Sunday, 17 January (AM) | US$1,500 (+15% VAT) | US$15,000 (+15% VAT) |
| Sunday, 17 January (PM) | US$3,500 (+15% VAT) | US$15,000 (+15% VAT) |
| Monday, 18 January | US$5,000 (+15% VAT) | US$15,000 (+15% VAT) |
Cancellation Policy
Notification of cancellation must be made in writing and sent to the conference organizers by email. The cancellation will not be effective until a written acknowledgement from the secretariat is received. A cancellation or a reduction of the order will follow a strict refund policy:
- 90% of the total amount, if the cancellation or reduction request is received before 31 October 2020, 23:59 CEST
- 50% of the total amount, if the cancellation or reduction request is received between 1 November and 30 November 2020, 23:59 CEST
- NO REFUND if the cancellation or reduction request is received after 30 November 2020.
Credit will not be given for unattended events or early termination of attendance.
Additional information
- The conference secretariat will not distribute individual email invitations to satellites or share the conference registration list. Satellite organizers are encouraged to conduct their own promotion for their programmes;
- The conference organizers will provide logistical signage and a sign outside each satellite room. Additional signage is not permitted;
- Conference registration is not required for satellite speakers and attendees. Conference registration is required to attend any regular HIVR4P conference sessions.
Questions on HIVR4P satellites can be directed to submissions@hivr4p.org.