Guidelines for speakers, abstract presenters, session chairs and poster exhibitors

Speaker centre

The speaker centre is intended to support all speakers, abstract presenters and session co-chairs. The speaker centre is located on Palacios level, in Palacio de la Canal 9. The opening hours are as follows

PowerPoint presentation upload

All PowerPoint presentations must be uploaded prior to the session as it is not possible to run PowerPoint presentations directly from a laptop in the session rooms.

Presentations should be saved on a USB memory stick or external hard drive and brought to the speaker centre. Presentations should be uploaded at the speaker centre at least four hours prior to the start of the session. The presentations will then be uploaded to the session room network and made available in the session room at the time of the presentation.

Due to time limitations at the speaker centre, presentations should preferably be prepared and edited before upload. Thus, please bring your presentations with you in a ready-to-upload format.

When agreeing to publish your presentation, please make sure that you remove any confidential data that you do not want shared with the public (for example, data behind tables/graphs, speaker notes) before submitting them for uploading on the online programme.

Technical requirements for presentations

The IAS 2019 computers will run Microsoft Office Professional Plus 2016. Only MS PowerPoint (*.ppt or *.pptx) presentations with video formats will be accepted. Use the pre-installed standard font types available in MS Office Professional Plus 2016.

Conflict of interest disclosure in presentations

As best practice, the conference organizers ask faculty members (session speakers, chairs, moderators and facilitators) to disclose any conflicts of interest that they may have. The intent of this policy is not to prohibit faculty members from presenting or participating in sessions, but rather to inform the audience of any bias that they may have. The conference organizers thus ask that all speakers/presenters with a conflict of interest include disclosure slides at the beginning of their presentation.

The purpose is to identify and resolve potential conflicts of interest that arise from relationships with commercial interests relevant to the content you are planning, developing or presenting for this activity.

Please note that the disclosure slide(s) must be included even if you do not have a conflict of interest. The slide will thus state that you have no conflict of interest.

If you have conflicts of interest, please include a short description of the conflicts of interest and explain how you have made sure that your presentation is not affected.

For the purpose of this policy, the following principles apply:

1. A commercial interest is any entity that produces, markets, re-sells or distributes healthcare goods or services consumed by, or used on, patients.
2. Any financial relationship within the past 12 months, as well as known financial relationships of your spouse or partner, must be disclosed.
3. Types of relationships that must be disclosed include full-time or part-time employee, independent contractor, consultant, research or other grant recipient, paid speaker or teacher, planning or advisory committee or review panels, ownership interest (such as product royalty/licencing fee, owning stocks, shares) or any other financial relationship.

Session recording

Presentations in session rooms will be recorded. If the presenter has given consent, the recordings will be published on the online conference programme. Speakers will be able to give or decline their consent to being recorded at the speaker centre when uploading their presentation.

Session room equipment

Session rooms will contain the following basic equipment:

• Lectern with microphone, laptop and mouse
• Chairperson table with microphone(s)
• Session room screen displaying the PowerPoint presentation (in some of the bigger session rooms, the speaker might be displayed too)
• Presentation timer
• Microphones on stands for questions from the audience.

Guidelines

Protest protocol for speakers

Principles and values of conference participation at IAS 2019

The International AIDS Society (IAS) endorses freedom of expression as an essential principle in the fight against HIV and AIDS and in promoting full participation in our conferences. Peaceful protest has always been and continues to be a key element of participation at the conferences. Protests expected at IAS 2019 could include rallying and demonstrating as part of social or political movements.

The IAS opposes the destruction of property and the use or threat of physical force by any individual or group of individuals during the conferences.

Procedures involving disruptions within sessions

You will be notified if conference organizers anticipate a disruption in your session. Protesters are allowed two minutes to protest during a session or satellite symposium. IAS staff and security will be present in the majority of conference sessions and will handle disruptions that persist longer than two minutes. If no IAS staff are present in the room, the in-room audio-visual manager will contact IAS staff for support.