AbstractsAbstract Mentor ProgrammeRegistrationSatellitesExhibitionLocal Partner HubsScholarship Programme
What is an abstract?
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.
May I submit an abstract to the conference?
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 conference website.
Where can I read more about the scientific tracks?
Detailed descriptions of the scope and objectives of each scientific track, as defined by the IAS 2021 Scientific Programme Committee, can be found on the IAS 2021 website.
When is the submission deadline for abstracts?
The deadline to submit abstracts is 10 February 2021, 23:59 Central European Time.
My project is still ongoing and there are no results yet. Should I submit an abstract?
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.
What is a late-breaker abstract?
Late-breaker submissions must introduce data of unquestioned significance. Data analysed after the regular submission deadline (10 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.
What is the required structure for an abstract?
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.
How do I submit an abstract?
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:
- Select the track, category and country of research. Enter your abstract title and text.
- Enter the presenting author and co-authors (individually).
- Preview your abstract and check format and correctness.
- 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 IAS 2021 website.
Once submitted, can I still modify my abstract?
After an abstract has been submitted via the conference account, modifications can be made until the submission deadline, 10 February 2021. After making your modifications, you need to resubmit your abstract. No modifications will be accepted after 10 February 2021.
How should I write 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 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.
Can I include a table, graph or image in my abstract?
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.
How many co-authors can I include on the list of authors?
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.
Do I need to disclose information about 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.
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.
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 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.
How can I increase the chances of my abstract being accepted?
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.
When will I be notified if my abstract submission has been successful?
Notification of acceptance or rejection will be sent to the submitting (corresponding) author by the end of April.
I need a certificate that shows that my abstract was accepted for the conference. Who do I contact?
To obtain a certificate for abstracts accepted, please contact [email protected].
Who has the copyright for my abstract after submission?
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.
Will there be an abstract book for IAS 2021?
An electronic abstract book will be available free of charge on the conference website.
Where will my abstract be published?
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).
What is the abstract mentor programme and does it work?
The International AIDS Society (IAS) Abstract Mentor Programme (AMP) is for less experienced and early-career abstract submitters who plan to submit an abstract to International AIDS or IAS conferences. Introduced at the 15th International AIDS Conference (AIDS 2004), the objective of the AMP is to help less experienced submitters improve the quality of their abstract writing.
The AMP aims to provide submitters with a better opportunity of having their abstracts accepted as either oral or abstract presentations. Over the years, the AMP has proven to increase the motivation of early career researchers, as well as the number of abstract submissions from resource-limited countries. The AIDS 2020 AMP received 225 unique draft abstracts. From the draft abstracts that received online mentoring and were submitted for this conference, 30% were accepted into the abstract conference programme, among which 4 as oral abstract presentations.
When is the programme available?
Individuals interested in becoming a mentor can sign-up from 16 November 2020 to 25 January 2021 through their conference profile.
Individuals who seek mentor support can submit abstracts from 30 November 2020 to 25 January 2021 through their conference profile.
Why does the IAS provide this service?
The IAS offers this programme to support professional development for young and less experienced HIV researchers. The programme enables these groups to submit higher quality abstracts, which increases the chance of them being accepted into the conference programme. The aim is to build capacity for a new generation of young researchers and increases the diversity of speakers and presenters at the conference.
Who can use the mentoring service?
The AMP is open to everyone with a proficient level of English and who has completed the IAS Scientific Writing [e]Education course.
Can I be an abstract mentor?
Yes, we welcome public health professionals with experience in HIV research who have had at least two abstracts accepted to an international conference and who have co-authored at least one manuscript accepted by a peer-reviewed scientific journal within the last five years.
Is the mentoring free?
Yes, and each participant can make up to 2 submissions.
Do I have to be registered for IAS 2021 to participate as a mentor or to submit an abstract for mentoring?
No, neither mentors nor mentees need to be registered for the conference to participate in the AMP.
What kind of questions can I ask my mentor?
You can ask mentors questions on practical issues, such as writing clarity and abstract requirements, as well as any methodological or scientific questions that may arise from the abstract content. Their answers should guide subsequent edits and improvements to the abstract before you officially submit it to the conference.
Here are some examples of previously asked questions:
- Is my introduction extensive enough?
- Are my conclusions clear and well supported by the data?
- Have I described the method well enough?
- What part of the abstract could I edit to shorten the text?
- Would a graph or table be useful?
- What other conclusions/lessons learned should I include?
Note: mentors do not write, translate or make changes to the draft abstract on your behalf.
What kind of questions am I not allowed to ask mentors?
Mentors will not answer questions related to:
- Whether or not s/he thinks your abstract will be accepted to the conference
- Grammar issues
- Other conference programmes such as scholarships
What happens after I have submitted an abstract for review?
We match your abstract with a mentor specialized in your field of research and you will receive feedback within 10 working days.
What is the timeline?
Mentors review abstracts based on guidelines and provide feedback within 10 working days, at the latest by 25 January 2021 (excluding the end of the year holidays period: 24 December 2020 to 1 January 2021).
Is the service available only in English?
Yes. Abstracts submitted to IAS 2021 must be written in English so the AMP is also only available in English.
Is abstract mentoring part of the IAS 2021 abstract review and selection process?
No, mentoring is completely independent of the abstract review and selection process. Once you have finalized your abstract you need to submit it to the conference through your conference profile.
I need help to plan and develop my abstract. Can you help?
Please consult the online abstract writing module, developed by JIAS in collaboration with Health[e]Foundation, to help you develop your abstract.
When does registration open?
Conference registration will open on 10 February 2021.
Will the cost be reduced compared to an in-person conference?
Yes. Registration fees will be substantially reduced. Please visit our Registration page for details.
Will there be satellites opportunities at IAS 2021?
Yes. IAS 2021 will offer unique opportunities to both commercial and non-commercial organizations to present their work towards advancing the science, policy and community response, and to engage with distinguished HIV leaders.
When will applications for satellite symposia open?
Satellite symposia will open early in 2021. Additional details will be provided soon. Please sign up to the newsletter to receive updates as they become available.
I am considering organizing a satellite session and want to find out more. Who do I contact?
If you have questions, please contact [email protected] .
Will there be a virtual exhibition at IAS2021?
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.
I am considering exhibiting at IAS 2021 and want to find out more. Who do I contact?
If you have questions, please contact [email protected] .
What are Local Partner Hubs and is there one near me?
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.
What are the criteria?
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.
How many scholarships will be offered?
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.
How do I apply for a scholarship? What supporting documentation is required?
You can submit your Conference or Media scholarship application through the IAS 2021 conference profile from 15 January until 26 February 2021, 23:59 CET.
- 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 26 February 2021, 23:59 CET, your application will not be considered.
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 26 February 2021, 23:59 CET.
Once an application is submitted, the applicant receives a confirmation email containing the scholarship application number.
Do I need to register for the conference in order to apply for a scholarship?
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.
What questions are asked on the application form?
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.
I am submitting an abstract for the conference. How do I apply for a scholarship?
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.
I am a journalist. Can I apply for a scholarship?
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 26 February 2021 and age limit (18 years) apply to Media scholarship applications.
I am 17 years old. Can I apply for a scholarship?
No, the minimum age for a scholarship is 18 years old at the time of the conference.
A group from our organization wants to apply for scholarships. Can we apply together?
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.
I want to continue my studies. Can I apply for a scholarship?
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.
What support does the scholarship provide?
The Scholarship Programme provides complimentary to community representatives, healthcare workers, junior investigators and media representatives from resource-limited settings to attend IAS 2021.
Do I need to pay to submit a scholarship application?
No, the application process is entirely free.
I have limited access to the internet and I do not have an email address. Can I apply for a scholarship through the post?
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)