FAQ’s

In the context of IAS 2021 – the 11th IAS Conference on HIV Science – an abstract is a standalone statement that briefly explains the essential information of a study, research project, policy or programme.

IAS 2021 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: Prevention science
  • Track D: Social, behavioural and implementation science

Abstract submissions are open from 15 December 2020 to 10 February 2021, 23:59 Central European Time. During this period, abstracts will be accepted through the online submission form available on the Abstracts page.

Detailed descriptions of the scope and objectives of each scientific track, as defined by the IAS 2021 Scientific Programme Committee.

The deadline to submit abstracts is 15 February 2021, 23:59 Central European Time.

Abstracts are intended to present scientific studies, research, programmes and policies, highlighting both the methods and/or description and results and/or recommendations. If you are describing a study that is still in the planning stage, it would not be suitable for submission unless the method that you use is, for example, of particular scientific interest. However, if your study is currently ongoing and you only have preliminary data that seems relevant or significant, please submit the abstract.

Late-breaker submissions must introduce data of unquestioned significance. Data analysed after the regular submission deadline (15 February 2021) should not be sent in as late breakers if the data do not meet an extremely high threshold of scientific merit. 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. A small number of late-breaker abstracts will be accepted to be presented orally or as posters at the conference.

During their abstract submission, authors will have to declare the reason why their abstract is a late breaker. The same submission rules apply for late-breaker abstracts as for regular abstracts, but each presenting author may present only one late-breaker abstract at the conference. The late-breaker abstract submission will be open from 20 April to 10 May 2021.

An abstract consists of a title, author list and abstract text no longer than 350 words. It can also include tables or graphs and/or images. Literature references should not be included.

IAS 2021 offers two options for abstract submission:

Option 1
This is suited for research conducted in all disciplines. Abstracts submitted under Option 1 should contain concise statements of:

  • Background: Indicate the purpose and objective of the research, the hypothesis that was tested or a description of the problem being analysed or evaluated.
  • Methods: Describe the study period, setting and location, study design, study population, data collection and methods of analysis used.
  • Results: Present as clearly and in as much detail as possible the findings and/or outcomes of the study. Please disaggregate data by age and gender where possible and summarize any specific results.
  • Conclusions: Explain the significance of the findings and/or outcomes of your study for HIV prevention, treatment, care and/or support and future implications of the results.

Option 2
This is suited for lessons learned through programme, project or policy implementation or management. Abstracts submitted under Option 2 should contain concise statements of:

  • Background: Summarize the purpose, scope and objectives of the programme, project or policy.
  • Description: Describe the programme, project or policy period, setting and location, the structure, key population (if applicable) and activities and interventions undertaken in support of the programme, project or policy.
  • Lessons learned: Present as clearly and in as much detail as possible the findings and/or outcomes of the programme, project or policy. Include an analysis or evaluation of lessons learned and best practices. Please summarize any specific results that support your lessons learned and best practices.
  • Conclusions/next steps: Explain the significance of the findings and/or outcomes of the programme, project or policy for HIV prevention, treatment, care and/or support and future implications of the results.

Before submitting an abstract, you are asked to create a conference account. One or several abstracts can be submitted through the conference account.

To submit abstracts, please log in to your conference account and click on the “Abstract submission” box on the conference account overview page. Then click on the red button, “Submit an abstract”. In the abstract submission system:

  1. Select the track, 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 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.

After an abstract has been created, modifications can be made at any time until the submission deadline. After submission, the abstract submitter will receive a confirmation email with an abstract reference number. Please refer to this reference number in all conference correspondence.

A tutorial on how to submit an abstract is available on the Abstracts page.

After an abstract has been submitted via the conference account, modifications can be made until the submission deadline, 15 February 2021. After making your modifications, you need to resubmit your abstract. No modifications will be accepted after 15 February 2021.

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 presentation. 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. Titles are limited to 30 words.

It is permitted but not mandatory to include tables or graphs and/or images in the abstract. A maximum of two tables, graphs or images in total can be included. A graph or image (in JPG, GIF or PNG, ideally at least 600dpi) counts as 50 words and a table counts as five words per row (50 words maximum). As a reminder, the abstract text body is limited to 350 words.  

Please create your table or upload your graph or image following the instructions in the abstract submission system. Place the table or graph or image into your abstract text and save the changes. Review the abstract preview page to ensure that your table, graph and/or image displays properly.

There is no limit to the number of co-authors per abstract, although we strongly recommend the use of a study group name for abstracts with a high number of co-authors. A person can be listed as a co-author if they meet ALL the following criteria:

  • Made substantial contributions to concept and design, acquisition of data, or analysis and interpretation of data
  • Drafted the abstract or revised it for intellectual content
  • Approved the final version to be submitted.

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.  

Material presented in abstracts should not violate any copyright laws. If figures, graphics and/or images have been taken from sources not copyrighted by the author, it is the author’s sole responsibility to secure the rights from the copyright holder in writing to reproduce those figures, graphics and/or images for both worldwide print and web publication. The author must bear all reproduction costs charged by the copyright holder.

All submitted abstracts will go through a blind peer-review process carried out by international reviewers. Each abstract will be reviewed by at least three reviewers. The IAS 2021 Scientific Programme Committee makes the final selection of abstracts to be included in the conference programme.  
 
The highest-scoring abstracts will be selected for presentation in an oral abstract session. The majority of the posters will be displayed in the poster exhibition.

The methodology or study design presented in your abstract should be appropriate to address the purpose and objectives. Results or lessons learned 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 strongly recommend that you have your abstract reviewed by a native English speaker working in your field before submission.

You may check the common reasons for abstract rejection in the abstract submission guidelines.

You may also review examples of abstracts from previous conferences. If you need additional support, the Abstract Mentor Programme offers free, expert feedback to young or less experienced researchers interested in submitting an abstract for IAS 2021. The programme is open from 20 November 2020 to 25 January 2021. Find out more by visiting the AMP webpage. 

 

Notification of acceptance or rejection will be sent to the submitting (corresponding) author by the end of April.

To obtain a certificate for abstracts accepted, please contact [email protected].

The submission of the abstract constitutes the authors’ consent to publish. If the abstract is accepted, the authors agree that their abstract can be published under the Creative Commons Attribution 3.0 Unported (CC BY 3.0) licence. The licence allows third parties to share the published work (copy, distribute, transmit) and to adapt it for any purposes, under the condition that IAS 2021 and the authors are given credit, and that in the event of reuse or distribution, the terms of this licence are made clear. Authors retain the copyright of their abstracts, with first publication rights granted to the IAS.

An electronic abstract book will be available free of charge on the conference website.

Accepted abstracts will be published on IAS websites and in publications, such as the IAS 2021 online programme and other conference materials, the IAS abstract archive and the Journal of the International AIDS Society (JIAS).

Conference registration will open o10 February 2021

Yes. Registration fees will be substantially reduced. Please visit our Registration page for details.

Satellite symposia applications must be submitted via our IAS Satellites and Exhibition Tracker (ISET) ordering platform. The link to ISET is available on the IAS 2021 satellites webpage.

Satellite prices are available here.

Satellite symposia will take place from 18 to 21 July 2021. IAS 2021 has allocated attractive time slots in the programme throughout the conference; find them here.

  • Sessions scheduled at highly attractive timeslots in the programme throughout the conference period
  • Satellite session available on-demand on the virtual platform after the scheduled satellite takes place and accessible to registered delegates for 30 days after the conference
  • Satellites listed as a part of the conference programme
  • Satellites marketed to registered delegates
  • Access to satellite session statistics.

Find detailed information about the three different satellite packages here.

There are no registrations included in the satellites packages.  If you wish to access the conference, registrations are available for purchase. More detailed information is available here.

In order to monitor your semi-live or live satellite session, each satellite organizer will be provided with back-end access while the session is running.

The satellite schedule will be released in May 2021.

You can access and purchase add-ons only after ordering and paying for your preferred satellite package. Once payment has been received, the add-ons menu will be enabled in ISET.

  • 31 March 2021: Early fee deadline
  • 01 April 2021: Standard fee applies
  • 30 April 2021: Satellite and exhibition applications close
  • 18 July – 21 July 2021: IAS 2021 – 11th IAS Conference on HIV Science – takes place

Satellite sessions can be cancelled in accordance with the IAS 2021 – Terms & Conditions for Satellites and Exhibition.

Yes. IAS 2021 will offer unparalleled opportunities to both commercial and non-commercial organizations to present their products and services to the world’s leading HIV professionals.

The exhibition will take place during the conference period: 18-21 July 2021. The exhibition pages/booths can be filtered by organization and categories. All delegates who have registered for IAS will have access to the virtual exhibition. More detailed information is available here.

Organizer frequently asked questions (FAQs)

Exhibition page/booth applications must be submitted via our IAS Satellites and Exhibition Tracker (ISET) ordering platform, which is open from 15 January 2021 to 30 April 2021. The link to ISET is available on the IAS 2021 exhibition webpage.

  • 24-hour delegate access throughout the conference period, allowing delegates to explore the exhibition at any time wherever they are in the world and save information for viewing later
  • Listing on the IAS 2021 exhibition website and index on entry to the virtual exhibition
  • Interactive engagement with delegates through a variety of online tools (for example, surveys, text chat and video presentation rooms for both 1:1 and multi-party interaction)
  • Instant access to a personal statistics portal with page/booth data.

Detailed information about the different exhibition packages can be found here.

You can access and purchase add-ons after ordering and paying for your preferred exhibition package. Once payment has been received, the add-ons menu will be enabled in ISET.

Exhibition prices are available here.

There are no conference registrations included in the exhibition packages. If you wish to access the conference, registrations are available for purchase. More detailed information is available here.

In order to set up and manage the page/booth, each exhibitor will be provided a unique link with back-office access.

  • 31 March 2021: Early fee deadline
  • 1 April 2021: Standard fee applies
  • 30 April 2021: Satellite and exhibition applications close
  • 18 July – 21 July 2021: IAS 2021 – the 11th IAS Conference on HIV Science – takes place

Exhibition space can be cancelled in accordance with the IAS 2021 – Terms & Conditions for Satellites and Exhibition.

They are local in-person events hosted by official IAS 2021 partners. Detailed information on Local Partner Hubs will follow in early 2021. Please sign up to the newsletter to receive updates as they become available.

The IAS 2021 Scholarship Programme is open to anyone around the world working or volunteering in the field of HIV and AIDS and who is at least 18 years old at the time of the conference. Priority will be given to:

  • Abstract presenters
  • Those whose participation will help enhance their work in their own communities
  • Those who are able to assist in the transfer of skills and knowledge acquired at the conference
  • Delegates from lower-income countries
  • Delegates who belong to key populations,  including people living with HIV.

Community representatives, healthcare workers, junior investigators and media representatives from resource-limited settings can apply for a registration waiver for IAS 2021.

For IAS 2019, a total of 3,605 applications were submitted and 214 scholarships were awarded. We are aiming at maintaining this level of support for IAS 2021.

A limited number of scholarships will also be available for media representatives from around the world to participate in The IAS 2021 Journalist Fellowship programme that will be conducted virtually.

Although every attempt will be made to assist as many people as possible, the number of scholarships is limited. Applicants are therefore strongly encouraged to also seek other/additional funding from other sources.

You can submit your Conference or Media scholarship application through the IAS 2021 conference profile from 15 January until 4 March 2021, 23:59 CET.

IAS Members have a deadline extension and can apply until 10 March 2021.

  • Applications via email are not accepted.
  • Your conference profile must be complete before you start a scholarship application.

Conference Scholarship

General delegates and abstract presenters who wish to request financial support for the conference need to submit a scholarship application form and a letter of recommendation from a manager, colleague or peer.

If your application form is incomplete or the recommendation letter is not submitted by 4 March 2021, 23:59 CET, your application will not be considered.

IAS Members have a deadline extension and can apply until 10 March 2021.

Media scholarship

If you are a media representative, you must complete the media scholarship application form and submit three samples of your work, as well as a letter from your editor by 4 March 2021, 23:59 CET.

Once an application is submitted, the applicant receives a confirmation email containing the scholarship application number.

No, you do not need to register for the conference in order to submit your scholarship application. You will, however, need to create a conference profile.

An extension of the early registration fee will be granted to all applicants who submitted a complete application but were not granted support for the conference.

Most of the questions concern personal data, your work experience and your motivation to attend the conference. There are four open-ended type of questions that ask you to explain:

  • What your organization does
  • What your job involves
  • Why you want to attend the conference
  • How your organization or community would benefit from your attendance at the conference.

You will also need to provide the contact details for a referee and a letter of recommendation.

Abstract presenters who need support to participate in the conference are encouraged to apply for a scholarship by 26 February 2021. If you are submitting an abstract on behalf of someone else, please make sure that the presenting author applies for a scholarship in time.

Please verify that all abstract submissions for which you are listed as a presenting author are linked to your scholarship application. You can do so in the “Scholarship” section of your conference profile.

If you are awarded a scholarship in relation to your role as a presenting author of an abstract, then the scholarship is attached to that role. Consequently, if you are no longer the presenting author of the abstract, the scholarship will be cancelled unless it is transferred to the new presenting author for this abstract.

Please note that the acceptance of your abstract for the conference does not guarantee you a scholarship. Therefore, it is strongly recommended that you also seek alternative funding.

Yes, a limited number of scholarships will be awarded to media representatives.

You will need to complete the media scholarship application form through your conference profile and submit three samples of your work, as well as a letter from your editor.

Media Scholars will be able to participate to the IAS 2021 Journalist Fellowship programme that will be conducted virtually, and will feature live and recorded online training with leading HIV treatment, care and prevention research and implementation experts. The programme will include special resources for Journalist Fellows, dedicated access to conference chairs and other key speakers as well as special online briefings throughout the conference.

The same deadline of 4 March 2021 and age limit (18 years) apply to Media scholarship applications.

No, the minimum age for a scholarship is 18 years old at the time of the conference.

No, there is no group application for scholarships. Each member of your organization who wishes to attend the conference with a scholarship needs to make an individual application through the conference profile. Each application will be considered individually.

If several applications are identical (even partially), this will be considered fraudulent and the applications will be considered invalid.

Yes, you can apply for a scholarship. This is a scholarship to attend the 11th IAS Conference on HIV Science (IAS 2021) it is not for a research or study programme.

The Scholarship Programme provides complimentary to community representatives, healthcare workers, junior investigators and media representatives from resource-limited settings to attend IAS 2021.

No, the application process is entirely free.

No, due to the high number of applications, all applications must be made online through the conference profile.

In addition, the IAS Scholarship team communicates with applicants and recipients mainly through email. Therefore, we recommend that you open a free email account on Gmail (Gmail account), Yahoo (Yahoo account) or Outlook (Outlook.com)

The Youth Ambassador programme is offered at the International AIDS Conference and IAS Conference on HIV Science to ensure that the voices of young people living with HIV, young activists and young researchers are heard at international meetings. In addition, the dedicated programme provides young people with opportunities to strengthen their research and advocacy skills to support capacity building.

Accepted applicants will benefit from a four-day curriculum at IAS 2021, which will include the following opportunities:

  • Meetings with leading scientists, researchers and advocates, including IAS 2021 plenary speakers
  • Abstract writing training
  • Communications training
  • Resource mobilization training
  • One-on-one career forum to discuss individual career pathways in the field of HIV
  • Networking with other young people living with HIV, young activists and young researchers.
  • The IAS 2021 Youth Ambassador programme is open to all registered delegates who are aged 26 or under at the time of the conference.
  • Youth Ambassadors must have a good working knowledge of English.
  • Applicants will be selected based on the strength of their application while ensuring diversity of representation.

As for IAS 2019 we aim to select 30 Youth Ambassadors for IAS 2021.

Applications open on Monday, 15 March 2021 and can be made through your conference profile. Please check back then for more details on how to apply.

Applicants will be notified of the outcome of their submission at the beginning of June.

The IAS 2021 Youth Ambassador programme is open to registered delegates only. Youth Ambassadors are therefore expected to already be funding their own attendance to IAS 2021 or in receipt of a scholarship.

Please direct any inquiries not addressed in this FAQ to [email protected].