Host a pre-conference at AIDS 2024, the premier global platform to advance the HIV response
Pre-conferences are independently organized meetings that offer a wide range of population- and issue-specific programming in global health and development. The AIDS 2024 pre-conference programme will take place on Saturday and Sunday, 20-21 July 2024.
- Showcase your work at the world's largest conference on HIV and AIDS.
- Reach a bigger audience and offer a more exclusive event for registered delegates who attend either in person or virtually.
Pre-conferences are open to all registered delegates. Passes are available for those who wish to attend only pre-conferences but not the main conference.
Pre-conference application and selection process
To host a pre-conference, organizations need to submit a letter of interest to preconferences@aids2024.org. The letter must include:
- A brief description of the topic for their event
- The preferred pre-conference package
- The preferred date(s) (20 and/or 21 July)
Pre-conference packages
Organizers are responsible for the full coordination of their pre-conference and can select from two flexible packages: standard or premium.
1. Standard packages
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Select between a small, medium or large package:
- Standard package – small: three sessions in total (two 60-minute sessions and one 90-minute session)
- Standard package – medium: five sessions in total (three 60-minute sessions and two 90-minute sessions)
- Standard package – large: seven sessions in total (five 60-minute sessions and two 90-minute sessions)
- Pre-conference sessions will take place in one of the smaller in-person session rooms (up to 500 people)*, which include standard conference set up (chairs, stage and podium), audio-visual equipment and technicians.
- The pre-conference sessions are fully hybrid and streamed live on the virtual conference platform. Speakers can therefore present either live in person in the session room and/or virtually. In addition, pre-recorded content can be streamed in the session room and on the virtual conference platform.
*Room capacities are tentative and may change based on the final room set up and conference requirements.
2. Premium packages
- Select between a small, medium or large package:
- Premium package – small: three sessions in total (two 60-minute sessions and one 90-minute session)
- Premium package – medium: five sessions in total (three 60-minute sessions and two 90-minute sessions)
- Premium package – large: seven sessions in total (five 60-minute sessions and two 90-minute sessions)
- Pre-conference sessions will take place in one of the bigger in-person session rooms (more than 500 people)*, which include standard conference set up (chairs, stage and podium), audio-visual equipment and technicians.
- The pre-conference sessions are fully hybrid and streamed live on the virtual conference platform. Speakers can therefore present either live in person in the session room and/or virtually. In addition, pre-recorded content can be streamed in the session room and on the virtual conference platform.
*Room capacities are tentative and may change based on the final room set up and conference requirements.
Pre-conference fees
Which organizations do the different fees apply to?
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Non-commercial organizations:
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Category 1. This includes academia, non-profit organizations (international), people living with HIV networks, non-governmental organizations (community based or national) and advocacy networks.
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Category 2. This includes government representatives, UN agencies and philanthropic organizations.
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| Standard packages | Number of session slots | Non-commercial | |
|---|---|---|---|
| Category 1 | Category 2 | ||
| Small | 3 | USD 14,850 | USD 29,700 |
| Medium | 5 | USD 24,750 | USD 49,500 |
| Large | 7 | USD 34,650 | USD 69,300 |
| Premium packages | Number of session slots | Non-commercial | |
|---|---|---|---|
| Category 1 | Category 2 | ||
| Small | 3 | USD 18,150 | USD 36,300 |
| Medium | 5 | USD 30,250 | USD 60,500 |
| Large | 7 | USD 42,350 | USD 84,700 |
Please note:
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Prices are in USD.
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For pre-conferences, no German VAT will be charged by the IAS, but the reverse-charge mechanism may apply.
FAQs
When will pre-conferences take place?
The AIDS 2024 pre-conferences will take place on Saturday, 20 July, and Sunday, 21 July 2024.
Who can host a pre-conference at AIDS 2024?
To host a pre-conference at AIDS 2024, 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 pandemic.
- The organization reflects the conference policies and goals of diversity and inclusion.
The IAS reserves the right to review pre-conference content and reject any application if it perceives that the organization is not in line with the values and objectives of AIDS 2024.
How can I host a pre-conference?
To host a pre-conference, organizations need to submit a letter of interest to preconferences@aids2024.org. The letter must include:
- A brief description of the topic for their event
- The preferred pre-conference package
- The preferred date(s) (20 and/or 21 July)
How are pre-conferences scheduled?
The scheduling of pre-conferences is at the discretion of the AIDS 2024 Pre-conferences team. However, pre-conference organizers can indicate their preferred date in their application.
Do pre-conference speakers need to be registered?
Speaker(s) who will present in person in Munich will need to be registered. They can either register for the full conference or buy a pre-conference pass.
Speaker(s) who will join virtually only to present during the pre-conference will be granted access to the green room (back-end access) to present during the pre-conference. No conference registration is required to access the green room for the pre-conference presentation.
Find more registration information here.
Can pre-conference organizers attend the pre-conference?
To attend the pre-conference, pre-conference organizers need to purchase a pre-conference pass or register for the full conference.
What is included in in-person session rooms?
Session rooms are equipped with standard conference equipment, including chairs, stage and podium, and standard audio-visual equipment. We will share further details closer to the conference.
What technical support is provided?
The following technical support is included in the pre-conference package:
- Technical audio-visual support during the scheduled pre-conference
- Technical support on the virtual platform and in the green room during the pre-conference
What is the pre-conference changes or cancellations policy?
If the IAS changes the conference format to fully virtual, all pre-conferences will be run fully virtually at the same pre-conference package price structure.
AIDS 2024 allows you to change the format of your pre-conference package as follows until 13 March 2024, 23:59 CET:
- If there is a change from a small to a medium or large pre-conference package, or from a medium to a large pre-conference package, the difference will be charged.
- If there is a change from a large to a medium or small pre-conference package, or from a medium to a small pre-conference package, the difference will be refunded free of charge.
Are special hotel rates available
Yes. The AIDS 2024 Accommodation team has negotiated a variety of room and price categories in Munich. Find further details on the accommodation page.
Questions
Contact the AIDS 2024 Pre-conferences team.
If you have any questions, please email preconferences@aids2024.org.