FAQs

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

To submit abstracts, please log in to your conference account and click on the “Abstracts” box on the conference account overview page. Then click on the blue button, “Submit and manage abstracts”. 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.

After an abstract has been created, modifications can be made at any time until the submission deadline, 31 January 2023. 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.

Find out more about submitting abstracts for IAS 2023.

Yes. For IAS 2023, event organizers will be able to apply for Affiliated Independent Event status and benefit from being visible and promoted to the large and diverse network of IAS Members and conference delegates.

Affiliated Independent Event applications for IAS 2023 will open in early 2023. More information will be coming soon.

Yes. IAS 2023 will offer tailored live, semi-live and pre-recorded satellite symposia packages in Brisbane and virtually.

Find out more about IAS 2023 satellite symposia here.

Please view the programme at a glance for provisional satellite symposia dates and times. These dates and times are subject to change.

Yes. Exhibitors can choose to exhibit in person and virtually or virtually only.

Find out more about IAS 2023 exhibition here.

To host a satellite symposium and/or exhibit at IAS 2023, commercial and non-commercial organizations must meet the following criteria:  

• The organization reflects and/or supports the vision and goals of the conference.  

• The organization addresses HIV and AIDS, co-infections or issues faced by individuals or organizations affected by or responding to the HIV and AIDS epidemic.

• The organization reflects the conference policies and goals of diversity and inclusion.  

Registration for IAS 2023 is now open. Register here.

Yes. IAS 2023 allows you to change your type of registration until 3 May 2023.

If you change from in-person plus virtual registration to virtual registration, we will refund the difference to you free of charge.

If you change from virtual registration to in-person plus virtual registration, the difference will be charged to you.

Read the terms and conditions here.

If the IAS changes the conference format to fully virtual, all in-person registrations will be converted to virtual registrations and the difference refunded.

Read the terms and conditions here.

Yes. The IAS will offer a comprehensive in-person volunteer programme. Applications open in March 2023.

IAS 2023 is committed to accommodating the needs of individuals with disabilities. For any accessibility-related questions, please contact the IAS 2023 Accessibility team at accessibility@ias2023.org.

If you wish to apply for a scholarship, you must do so via your conference profile by 31 January 2023, 23:59 CET. Find out more about the scholarship programme here.

The IAS has implemented a bag policy and a prohibited items policy that limits the size, type and contents of bags that may be brought into the IAS 2023 venue. This measure will significantly enhance public safety and make it easier for all guests to gain access to the event. We therefore advise you to leave your luggage at your hotel and limit the number and size of bags you bring with you to the venue as much as possible. If required, credentialled IAS 2023 attendees can store luggage (for free) in the cloakroom (subject to availability and operating on a first-come, first-served basis due to space restrictions). 

All travellers, except citizens of New Zealand, must obtain a visa or electronic travel authority (ETA) before travelling to Australia. To enter Australia as a visitor, please review and follow the steps listed on this page.

• Delegates requiring an official letter of invitation from IAS – the International AIDS Society – for the visa process can request one through the IAS 2023 online registration portal. To receive an IAS 2023 letter of invitation, delegates must first register for the conference, pay in full and submit any required supporting documentation, if applicable. Delegates should begin the visa application process early, including requesting a letter of invitation.

• The IAS 2023 letter of invitation does not guarantee an entry visa to Australia and does not place any financial obligations on the IAS. All expenses incurred in relation to conference participation are the sole responsibility of the delegate.

• If you have submitted a scholarship application, please do not register for the conference separately. If your application is successful, the IAS will register you for the conference and provide you with a letter of invitation when scholarships are awarded in early April 2023.

Fully registered participants can ask the IAS for a personalized invitation letter to support their visa applications. The IAS is in regular contact with the immigration office at the Australian Department of Home Affairs and shares lists of registered participants to help facilitate the visa application process.

However, this does not guarantee an entry visa to Australia. The visa process is managed entirely by the Australian Department of Home Affairs and the IAS has no ability to intervene in any cases, including for scholarship recipients. All expenses incurred in relation to conference participation and the visa process are the sole responsibility of the delegate, with the exception of scholarship recipients.

As the Australian Department of Home Affairs has sole authority over the visa approval process, the IAS cannot provide further assistance if a visa is denied. There is no appeals process, but you do have the opportunity to apply for a new visa. If you choose this option, we strongly advise you to ensure that all the required documentation is included and completed. If any documents were missing in your previous application, please make sure to include them in your new application.

Additionally, we recommend that you address the arguments and reasons provided in the initial rejection decision. We also recommend that you provide a detailed explanation of how the IAS conference will be beneficial for your professional development once you return to your home country.

If the delegate applied for the visa and can show proof that the visa was not granted, the delegate may request: 

• To change their in-person plus virtual registration to a virtual registration and get the difference to their in-person and virtual registration fee refunded 

• A full reimbursement for their in-person plus virtual registration minus a handling fee of USD 65 

To request a change to a virtual registration and have the difference refunded or to request a registration refund minus a handling fee of USD 65, delegates must contact the IAS 2023 Registration team by email and provide the visa rejection letter no later than 31 July 2023. No requests will be accepted after 31 July. The change to a virtual registration or refund request will not be effective until the delegate has received a written acknowledgement from the IAS 2023 Registration team.

For general information and visa process recommendations, please visit the IAS 2023 Immigration page.

If you have further questions, please contact the IAS 2023 Immigration Support team at visa@ias2023.org.