Application Process
Please make sure you provide complete and accurate information in the application form. Only fully completed applications will be considered for Affiliated Independent Event status.
The applicant will receive a message confirming receipt of the application within one day and will be notified of the outcome within two weeks.
Please note that information provided in the application form may be used on the conference website for promotional purposes.
There are no fees related to an Affiliated Independent Event application.
Criteria
The following basic criteria must be met in order to be considered as an official Affiliated Independent Event:
- The event must reflect and support the Conference Objectives and Principles and values of conference participation.
- The event must take place between 1 May and 31 July 2018.
- The event must take place outside of the conference venue, the RAI Amsterdam.
- The event cannot be called a pre-conference (this terminology is reserved for official pre-conferences contracted for AIDS 2018).
- The event must take place outside of the official AIDS 2018 programme hours, which are:
| Monday, 23 July 2018 | : | 08:00 – 21:00 |
| Tuesday, 24 July – Thursday, 26 July 2018 | : | 07:00 - 20:30 |
| Friday, 27 July 2018 | : | 07:00 - 17:00 |
For more details, please review the Affiliated Independent Events Terms and Conditions.
Fields marked with an * are required.
Personal Details (from Conference Profile)
Event Organizer
Event Description
Event Location
Scheduling of Affiliated Independent Events
Affiliated Independent Events must be held outside the official conference hours and may take place according to this schedule.
Affiliated Independent Events may take place according to this schedule:
Pre-AIDS 2018
| Sunday | 22 July 2018 | or earlier |
During AIDS 2018
| Monday | 23 July 2018 | ending prior to 08:00 or after 21:00 |
| Tuesday | 24 July 2018 | ending prior to 07:00 or after 20:30 |
| Wednesday | 25 July 2018 | ending prior to 07:00 or after 20:30 |
| Thursday | 26 July 2018 | ending prior to 07:00 or after 20:30 |
| Friday | 27 July 2018 | ending prior to 07:00 or after 17:00 |
Post-AIDS 2018
| Sunday | 28 July 2018 | and after |
How to use the event scheduling tool
- Click on the event date and corresponding start time and drag the cursor to the end time
- Right click and choose Select Slot then save
- To delete a selected time, click on the red cross and click OK in the pop-up window to confirm
How to use the event scheduling tool using Microsoft Edge
- Click on the event date and corresponding start time and drag the cursor to the end time
- Press enter then Save
- To delete a selected time, click on the red cross and click OK in the pop-up window to confirm
Administration information
The AIDS 2018 conference organizers reserve the right to approve or reject any Affiliated Independent Event application, and may decline a request, wholly or partially that, in its opinion, is not in keeping with the character or purpose of AIDS 2018. The conference organizers are not responsible for the final content or the organization of any approved event. The sponsoring company/organization is responsible for any planning and/or costs connected to their event. The sponsoring company/organization is responsible for the actions of its employees and/or agents. Failure of any company, non-profit organization, or working group, and its agents or employees to follow these guidelines may result in the loss of their ability to apply for Affiliated Independent Event status at future Conferences.