10th IAS Conference on HIV Science | 21-24 July 2019 | Mexico City, Mexico

Abstract submission

In the context of the 10th IAS Conference on HIV Science (IAS 2019), an abstract is a standalone statement that briefly explains, in a non-repetitive style, the essential information of a study, research project, policy or programme.

IAS 2019 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 1 December 2018 to 22 January 2019, 23:59 Central European Time. During this period, abstracts will be accepted through the online submission form available on the conference website.

Detailed descriptions about the scope and objectives of each scientific track, as defined by the Scientific Programme Committee, can be found on the IAS 2019 website.

The final deadline for submission of abstracts is 22 January 2019, 23:59 Central European Time.

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

Late-breaker submissions must be based on data of unquestioned significance. Data analysed after the regular submission (22 January 2019) should not be sent in as late breakers if the data do not meet a high threshold of scientific merit. The percentage of abstracts selected as 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 for presentation orally or as posters at the conference.

During their submission, authors will have to declare why their abstract has been submitted as a late breaker. The same submission rules apply for the late-breaker abstracts as for the regular abstracts, but each presenting author may present only one-late breaker abstract at the conference. Late-breaker abstract submission will be open from 18 April to 9 May 2019.

An abstract consists of a title, author list and the abstract text. It can also include tables or graphs/images. Literature references should not be included.

The abstract text should be structured as follows:

  • 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 as much in detail as possible the findings and/or outcomes of the study. Please summarize any specific results.
  • Conclusions: Explain the significance of your findings and/or outcomes of the study for HIV prevention, treatment, care and/or support, and future implications of the results.

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

To submit abstracts, please log in to your profile and click on the “Abstract Submission” box on the Profile overview page. Then click on the red button “Submit an abstract”. In the abstract submission system, please follow steps 1-4 to create and submit your abstract:

  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 in the abstract submission system.

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. This email will contain the abstract reference number. Please refer to this reference number in all communications.

After an abstract has been created through the online profile platform, modifications can be made (even after submission) until the deadline. After making your modifications, you need to submit your abstract. No modification will be accepted after the submission deadline.

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 session. 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.

It is possible, but not mandatory, to include tables or graphs/images in the abstract. A maximum of two tables/graphs in total can be included. A graph/image (in JPG, GIF or PNG with ideally 600 dpi) counts as 50 words and a table counts as five words per row (50 words maximum). The abstract text body is limited to 350 words. Titles are limited to 30 words.

Please create your table or upload your graph/image following the instructions in the abstract submission system. Place the table or graph/image in your abstract text and save the changes. Check the abstract preview page to ensure that your table or graph/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 he/she meets ALL the following criteria:

  1. Made substantial contributions to concept and design, acquisition of data or analysis and interpretation of data
  2. Drafted the abstract or revised it for intellectual content
  3. 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 conflicts 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. All reproduction costs charged by the copyright holder must be borne by the author.

All submitted abstracts will go through a blind peer-review process carried out by an international review committee. Each abstract will be reviewed by at least three reviewers. The Scientific Programme Committee makes the final selection of abstracts to be included in the conference programme.

Abstracts can be selected for oral presentation, for oral abstract sessions, or for presentation as a poster. A small number of highest scoring posters will be selected for presentation in oral poster discussion sessions; 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 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 on the abstract submission guidelines. You may also review examples of abstracts from previous conferences.

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

To obtain certificates on abstracts accepted to the conference, please contact [email protected].

Authors of abstracts selected for oral poster discussion sessions and poster exhibition will be invited to upload an electronic poster (e-poster). The e-posters will be published on the conference website. Instructions for preparing and uploading the e-posters will be sent to selected abstract authors via email.

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 Creative Commons Attribution 3.0 Unported (CC BY 3.0). 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 2019 and 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.

If accepted, your abstract may be published on IAS websites, such as the IAS 2019 online programme, in other conference materials (abstract book) and in the IAS abstract archive. Abstracts selected for oral presentation (i.e., oral abstract and poster discussion sessions) will be published in the Journal of the International AIDS Society (JIAS), etc.

Abstract Mentor Programme

The Abstract Mentor Programme (AMP) is targeted at less experienced and early-career abstract submitters who plan to submit an abstract to the 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 been proven to increase motivation and acceptance of abstracts from developing countries and early-career researchers.

The AMP ran from 26 November until 7 January 2019. The next edition will occur at the end of 2019, in preparation for AIDS 2020.

The International AIDS Society 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.

The AMP is open to everyone with a proficient level of English and who completed the JIAS/Health[e]Foundation e-course on abstract writing for scientific conferences.

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 IAS 2019 AMP received 168 draft abstracts from 118 authors. 60 mentors volunteered their time to review these abstracts.

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.

Please consult the online abstract writing module developed by JIAS in collaboration with Health[e]Foundation. It is designed to help you develop your abstract. The AMP is now closed.

Scholarship programme

The IAS 2019 Scholarship Programme was open to anyone around the world working or volunteering in the field of HIV and AIDS and who will be at least 16 years old at the time of the conference. Priority was 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 or who are people living with HIV.

Financial assistance was offered to qualifying abstract presenters, community representatives, healthcare workers, and junior investigators from resource-limited settings.

The IAS 2019 Scholarship Programme granted 75 scholarships to abstract presenters , community representatives, healthcare workers and junior investigators, mostly from lower-income countries.

The IAS/AVAC Media Scholarship Programme awarded 14 IAS 2019 scholarships to journalists and community educators reporting on HIV.

The IAS Educational Fund offered an additional 122 IAS 2019 scholarships to clinicians and HIV service providers from resource-limited countries.

Notifications were sent to all applicants on 28 March 2019.

Applicants can verify the status of their scholarship application at any time on the profile platform.

Applicants were able to request all or some of the following aspects of the scholarship to attend IAS 2019:

  • Conference registration fee (includes access to all sessions and exhibitions)
  • Travel (pre-paid airfare at the lowest fare available, from the nearest international airport)
  • Accommodation (in a budget hotel for the days of the conference only)
  • Modest daily living allowance for each day of the conference (21-24 July 2019).

Please note that the level of support requested may not be the level of support granted. In an effort to maximize the number of scholarship recipients, full scholarships are awarded only in a limited number of cases. Partial scholarships are also awarded.

In all cases, individuals are required to cover:

  • Visa application costs
  • Medical/travel insurance
  • Transportation to and from the airport
  • Meals
  • Hotel incidental expenses
  • Any other expenses.

Media scholarship programme

The IAS/AVAC Media Scholarship Programme was open to all journalists and community educators reporting on HIV for a recognized print, radio, broadcast or online consumer, medical, community or AIDS Service Organization-sponsored media outlet in any country. Media scholarship recipients must be at least 18 years old at the time of the conference.

The online application platform was open from 1 December 2018 until 24 January 2019, 23:59 CET. Media scholarship applications are no longer accepted.

Recipients of the IAS/AVAC Media Scholarship will receive:

  • Travel to and from the 10th IAS Conference on HIV Science (IAS 2019) (roundtrip ticket at lowest fare available from the nearest international airport), arriving 20 July and departing 25 July 2019
  • Accommodation in a budget hotel for the days of the conference
  • A daily living allowance for each of the days of the conference (21-24 July 2019)

Please note that the programme will not reimburse any costs incurred prior to receiving a scholarship. Scholarships do not include visa costs, transportation to/from the airport or any other incidental cost.

Participation in IAS/AVAC Media Scholarship programmes including a day-long training with HIV experts, briefings, press conferences and site visits, and dedicated support in the conference media centre.

Media scholarship recipients must agree to be in Mexico City from 21 through 24 July and attend and participate in all media scholarship programme activities, including the day-long training and daily briefings and press conferences.

Media scholarship recipients are responsible for obtaining a visa to enter Mexico, as well as any additional travel visas, if needed. Any scholarship granted will be withdrawn if the applicant is unable to obtain any required travel visa.

If there is no Mexican representation in your country of residence, please budget for additional time and costs related to obtaining your visa. This may involve travel to a Mexican embassy or consulate in another city or country, if one is not located near you. Please note that all costs related to obtaining a required visa are the responsibility of the scholarship recipient.

In order to facilitate the visa application process, the IAS 2019 Scholarship Programme and Registration department will provide you with:

  • The original, manually signed scholarship award letter (sent by post)
  • The official letter of invitation (electronically signed and sent by email once you are registered).

Priority was given to media scholarship applicants:

  • Representing national top tier media outlets or wire services with a wide regional or national reach, regardless of the medium.
  • With a proven history of covering HIV and/or AIDS and/or infectious diseases. Scientific and broader reporting are both encouraged.
  • Based in resource-limited settings as well journalists representing target countries/regions of interest, including South East Asia, Latin America and the Caribbean and sub-Saharan Africa.
  • Demonstrating a strong commitment to reporting on HIV and/or AIDS. Emphasis will be given to journalists and outlets with a background in reporting on global health topics, infectious diseases and HIV and/or AIDS more specifically.
  • Who are part of a key population or are living with HIV.

Any inquiries not addressed in this FAQ should be directed to [email protected]

Satellite symposia

Satellite symposia applications are submitted via our IAS Satellites and Exhibition Tracker (ISET) ordering platform, which is open from 1 December 2018 to 31 March 2019. ISET offers a simple ordering process, which requires you to sign in with a login and password. The link to ISET will be available on the IAS 2019 website from 1 December 2018.

Satellite prices are available here.

Satellite symposia will take place all day on Sunday, 21 July, and in morning and evening blocks from Monday, 22 July, to Wednesday, 24 July 2019.

Satellites are available in a number of formats, depending on length (90 or 120 minutes), type (regular or prime time) and room capacity (only a limited number of rooms are available in each capacity).

90-minute symposia take place only in the mornings (07:00-08:30) from Monday till Wednesday.

120-minute regular symposia will take place on:

  • Sunday, 21 July, at 08:00-10:00, 10:15-12:15, 12:30-14:30 and 14:45-16:45.

120-minute prime-time symposia will take place on:

  • Sunday, 21 July, at 17:00-19:00
  • Monday, 22 July, and Tuesday, 23 July, at 18:30-20:30.

Satellite symposia organizers receive the following benefits:

  • Listing in the conference pocket programme (printed) and the online programme
  • Listing in the mobile app
  • A number of complimentary day passes for satellite organizers according to room capacity ordered.

Day passes include access, only on the day of your satellite, to all conference sessions, satellite symposia, the exhibition area and the poster area. If more passes are needed, additional persons have to be registered as regular conference delegates for a fee.

The number of complimentary day passes offered depends on the room capacity ordered, as follows:

  • 200 room capacity – 5 day passes
  • 430/480 room capacity – 10 day passes
  • 780 room capacity – 15 day passes
  • Prime-time satellites (regardless of room capacity) – 20 day passes.

The satellite schedule is the sole responsibility of the conference organizers (the IAS); the schedule will be released at the end of April 2019.

Scheduling is handled on a first-come, first-served, first-paid basis according to the dates when applications are received and in line with the satellite organizers’ chosen time slot (90-minute/120-minute, regular/prime) and requested room capacity (there is limited availability of each room capacity). Room capacities are estimates and may vary by 15%, depending on final conference planning.

All session rooms are equipped with the following equipment:

  • Theatre-style audience seating
  • Lectern with microphone, laptop and mouse
  • Chairperson table with microphone(s) (two pax per microphone)
  • Session room screen to display a PowerPoint presentation (in some of the bigger session rooms, the speaker may be shown on the screen too)
  • Cuelight
  • Microphones (wired) on stands for audience questions; amount is subject to size of session room.

Youth Ambassador programme

The Youth Ambassadors 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 three-day curriculum at IAS 2019, which will include the following opportunities:

  • Meetings with leading scientists, researchers and advocates, including IAS 2019 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 2019 Youth Ambassador programme is open to all registered delegates who are aged 25 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 2017, we aim to select 30 Youth Ambassadors for IAS 2019.

To apply, please download the application form and send it to [email protected] no later than Monday, 17 June 2019, 23:59 CET.

Applicants will be notified of the outcome of their submission by the end of May.

The IAS 2019 Youth Ambassador programme is open to registered delegates only. Youth Ambassadors are therefore expected to already be funding their own attendance of IAS 2019.

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