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:
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:
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:
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:
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.
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.
Individuals interested in becoming a mentor can sign-up until 1 January 2019.
Individuals who seek mentor support can submit their abstracts on this platform until 7 January 2019.
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.
You must have completed the JIAS/Health[e]Foundation e-course on abstract writing for scientific conferences before you submit your abstract for review.
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 2017 AMP received 204 draft abstracts. From the draft abstracts that received online mentoring and were submitted for this conference, 14% were accepted into the conference programme.
Yes, and each participant can make a maximum of 2 submissions.
We match your abstract with a mentor specialized in your field of research and you will receive feedback within 10 working days.
Mentors review your abstract based on a set of guidelines and provide you with feedback within 10 working days, and at the latest by 21 January 2019 (excluding the end of the year holidays period: 24 December 2018 to 1 January 2019).
Mentors submit their feedback to the IAS Secretariat, who then forwards it back to you via the AMP platform. It is therefore essential that you provide a valid e-mail address when you register.
Yes, the AMP is currently only available in English.
Note: all abstracts submitted to the IAS 2019 Conference must be in English.
No, neither mentors nor mentees need to be registered for the conference to participate in the AMP.
You can also ask mentors questions on practical issues, such as clarity of writing and formal requirements of the abstract, as well as any methodological or scientific questions that may arise from the abstract content. The answers will guide you to edit and make improvements to the abstract before you officially submit it to the conference.
Here are some examples of previously asked questions:
Note: Mentors may not write, translate or make changes to the draft abstract on your behalf.
Mentors will not answer questions related to:
Yes, we welcome HIV and AIDS and 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.
Read the terms of reference for abstract mentors and sign-up today.
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 IAS 2019 Scholarship Programme is open to anyone around the world working or volunteering in the field of HIV and AIDS and who is at least 16 years old at the time of the conference. Priority will be given to:
Financial assistance will be offered to community representatives, healthcare workers, junior investigators and media representatives from resource-limited settings.
For IAS 2017, more than 2,755 applications were submitted and 105 scholarships were awarded. We are aiming at maintaining this level of support for IAS 2019.
A limited number of scholarships will also be available for media representatives from around the world.
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.
You can now submit your international or media scholarship application through the profile platform until 24 January 2019, 23:59 CET.
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 24 January 2019, 23:59 CET, your application will not be considered.
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 24 January 2019, 23:59 CET.
Once an application is submitted, the applicant receives a confirmation email containing the scholarship application number.
No, you do not need to register for the conference in order to submit your scholarship application.
An extension of the early-bird registration fee will be granted to all applicants who submitted a complete application but were not granted support for the conference.
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:
You will also need to provide the contact details for a referee and a letter of recommendation.
Abstract presenters who need support to attend the conference are encouraged to apply for a scholarship by 24 January 2019. 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 the profile platform.
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.
Yes, a limited number of scholarships will be awarded to media representatives. You will need to complete the media scholarship application form through the profile platform and submit three samples of your work, as well as a letter from your editor.
The same deadline of 24 January 2019 and age limit (16 years) applies to media scholarship applications.
No, the minimum age for a scholarship is 16 years old at the time of the conference. If you are between 16 and 18 years old at the time of the conference, you will need to show proof on your application that an adult will accompany you.
Please note that the accompanying adult will not receive a scholarship if your application is successful.
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 profile platform. 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.
Yes, you can apply for a scholarship. This is a scholarship to attend IAS 2019; it is not for a research or study programme.
Applicants can request all or some of the following aspects of the scholarship to attend IAS 2019:
Please note that the level of support requested may not be the level of support granted. Full scholarships will only be awarded in a limited number of cases. Partial scholarships will also be awarded.
In all cases, individuals will be required to cover:
No, the application process is entirely free.
No, due to the high number of applications, all applications must be made online through the profile platform.
In addition, the IAS Scholarship team communicates with applicants and recipients mainly through email. Therefore, we recommend that you open a free email account at Hotmail (Hotmail account), Yahoo (Yahoo account) or Gmail (Gmail account).
The IAS/AVAC Media Scholarship Programme is 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.
Applicants must complete and submit an online application form through the profile platform, along with 3 bylined stories demonstrating the applicant’s capacity to cover the types of issues addressed at IAS 2019 and a copy of their press card if they have one. Journalists who are employed by or on regular assignment to a media organization must also submit a letter of support from their organization.
Freelancers with an ongoing association with a media outlet should submit a letter of support from that outlet. Alternatively, if they are unable to submit a letter of support, freelancers should indicate where they hope or expect to place any media coverage they file from IAS 2019.
No. If you receive a media scholarship you will be automatically registered to attend the conference. If you do not receive a media scholarship you will still be able to apply for free media registration to attend, but must do so without financial support from the conference.
Recipients of the IAS/AVAC Media Scholarship will receive:
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.
Priority will be given to media scholarship applicants:
Yes. Applications are accepted from print, broadcast (radio or TV) and online journalists. Please note that the media organization publishing the clips should have a clear, professional editorial structure. In general, individually published materials such as blog posts or videos posted by an individual will not be considered. In general, unpublished works will not be considered.
No. There is no charge to apply for a media scholarship.
Applicants are requested to submit 3 recent media clips (either links or PDF copies; MS Word documents will not be accepted) that they believe are most relevant to the conference and scholarship. Ideally, these will relate to HIV research, other biomedical research issues and/or other issues related to the HIV epidemic. Clips published within the past two years are preferred, although older clips can be submitted if they are included with more recent coverage.
Media clips should indicate clearly the authorship of the applicant.
Please submit an English translation (e.g. a Google translation) of any clips published in other languages. For audio or video clips that are not in English, please submit a brief summary in English of the content of the clip. Clips not submitted in English or without an English translation (or summary for audio or video clips for which a transcript is not available) will not be evaluated.
Please ensure that any PDFs submitted are fully legible.
Yes. You can save a draft of your application form to complete at a future date any time before 24 January 2019, 23:59 CET.
Applications must be completed by before 24 January 2019 at 23:59 CET. No applications will be accepted after this deadline.
Notifications will be sent to applicants late March 2019.
Any inquiries not addressed in this FAQ should be directed to [email protected]
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:
120-minute prime-time symposia will take place on:
Satellite symposia organizers receive the following benefits:
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:
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: