22nd International AIDS Conference
Amsterdam, Netherlands | 23-27 July 2018

Abstract Submission

In the context of the 22nd International AIDS Conference (AIDS 2018), an abstract is a stand-alone statement that briefly explains, in a non-repetitive style, the essential information of a study, research project, policy or programme.

The 22nd International AIDS Conference (AIDS 2018) welcomes submission of abstracts for original contribution to the field in the following scientific tracks:

  • Track A: Basic and translational research
  • Track B: Clinical research
  • Track C: Epidemiology and prevention research
  • Track D: Social and political research, law, policy and human rights
  • Track E: Implementation research, economics, systems and synergies with other health and development sectors

Abstract submissions are open from 1 December 2017 to 5 February 2018 – 23:59 Central European Time. During this time 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 AIDS 2018 website.

The final deadline to submit the abstract is 5 February 2018 – 23:59 Central European Time.

Abstracts are intended 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 instance, 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 data of unquestioned significance. Data analyzed after the regular submission (5 February 2018) should not be sent in as late breakers if the data do not meet an extremely high threshold of scientific merit. The percentage of abstracts selected for 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 to be presented orally or as posters at the conference.

During their submission, authors will have to declare the reason why their abstract is late breaker. The same submission rules apply for the late breaker abstracts as for the regular abstracts, but each presenting author may only present one late breaker abstract at the conference. The late breaker abstract submission will be open from 19 April to 10 May 2018.

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.

AIDS 2018 offers two options for abstract submission:

Option 1

Suited for research conducted in all disciplines. Abstracts submitted under the first option should contain concise statements of:

  • Background: indicate the purpose and objective of the research, the hypothesis that was tested or a description of the problem being analysed or evaluated.
  • Methods: describe the study period / setting / location, study design, study population, data collection and methods of analysis used.
  • Results: present as clearly and in as much detail as possible the findings / outcomes of the study. Please summarize any specific results.
  • Conclusions: explain the significance of your findings / outcomes of the study for HIV prevention, treatment, care and / or support, and future implications of the results.

Option 2

Suited for lessons learned through programme, project or policy implementation or management. Abstracts submitted under the second option should contain concise statements of:

  • Background: summarize the purpose, scope and objectives, of the programme, project or policy;
  • Description: describe the programme, project or policy period / setting / location, the structure, key population (if applicable), activities and interventions undertaken in support of the programme, project or policy;
  • Lessons learned: present as clearly and in as much detail as possible the findings / outcomes of the programme, project or policy; include an analysis or evaluation of lessons learned and best practices. Please summarize any specific results that support your lessons learned and best practices;
  • Conclusions/Next steps: explain the significance of your findings / outcomes of the programme, project or policy for HIV prevention, treatment, care and / or support, and future implications of the results.

Before submitting an abstract, you are asked to create a Conference Profile. One or several abstracts can be submitted through the Conference Profile.

To submit abstracts, please login into your Conference Profile and click on the "Abstract Submission" field in the Overview-tab. You will then see a link to enter the abstract submission system.

In the abstract submission system, please follow the steps 1 - 4 to create and submit your abstract:

  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

To navigate in 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.

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.

A tutorial on how to submit an abstract is available in the AIDS 2018 website.

After an abstract has been created via the online Conference Profile, modifications can be made (even after submission) until the deadline. After making your modifications, you need to re-submit your abstract. No modifications 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 one table and one graph/image can be included: a graph/image (in JPG, GIF or PNG with ideally 600 dpi) can be included. These will not count toward the word limit, nor will the information about authors, institutions and study groups.

Please create your table or upload your graph/image following the instructions in the abstract submission system. Place the table or graph/image into your abstract text and save the changes. Review 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:

  1. made substantial contributions to concept and design, acquisition of data, or analysis and interpretation of data,
  2. drafted the abstract or revised it for intellectual content,
  3. approved the final version to be submitted.

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 conflict 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/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/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.

The highest-scoring abstracts will be selected for presentation in oral abstract sessions or in a slightly shorter oral poster discussion session. 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 or lessons learned 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 in the abstract submission guidelines.

You may also review examples of abstracts from previous conferences. If you need additional support, the Abstract Mentor Programme offers free, expert feedback to young or less-experienced researchers interested in submitting an abstract for AIDS 2016. The programme is open from 20 November 2017 to 15 January 2018. Find out more by visiting the AMP webpage.

Notification of acceptance or rejection will be sent to the submitting (corresponding) author by mid-April.

To obtain certificates for abstracts accepted in the conference, please contact [email protected].

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 license allows third parties to share the published work (copy, distribute, transmit) and to adapt it for any purposes, under the condition that IAS 2015 and authors are given credit, and that in the event of reuse or distribution, the terms of this license 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. The traditional paper abstract book will not be produced for AIDS 2018.

Accepted abstracts may be published on IAS websites and publications, such as the AIDS 2018 Online Conference Programme and other conference materials, the IAS abstract archive, the Journal of the International AIDS Society (JIAS), etc.

Abstract Mentor Programme

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.

The AMP opens on 20 November 2017 and closes 15 January 2018. You may now submit a draft abstract for mentoring through your conference profile.

Mentors can sign-up from 23 October 2017 to 15 January 2018. If you are interested in being a mentor, please fill in the mentor sign-up form.

The International AIDS Society offers this programme to support young and less experienced HIV researchers in their abstract writing process. The programme enables these groups to submit higher quality abstracts, which increases the chance of them being accepted into the conference programme. This in turn increases the diversity of speakers and presenters at the conference.

The AMP is open to everyone with a proficient level of English.

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 AIDS 2016 AMP received 138 draft abstracts. From the draft abstracts that received online mentoring and were submitted for this conference, 30% were accepted into the conference programme.

Yes, but each participant can make a maximum of 2 submissions.

You will be able to submit a draft abstract from 20 November 2017 until 15 January 2018. To submit an abstract for mentoring, follow the below steps:

  1. Register on the Health[e]Foundation and complete the mandatory JIAS/Health[e]Foundation e-course on scientific writing: conference abstracts e-course.
  2. At the end of the mandatory course, you will be asked to participate in a short survey. After the survey is completed, you will be given a code. Please make a note of this code - you will need it to register for the AMP.
  3. Prepare a draft abstract for submission in accordance with the AIDS 2018 conference abstract submission guidelines.
  4. If possible, ask a supervisor or colleague to review your draft abstract and give you feedback.
  5. If available, use spelling and grammar check (e.g. Office Word spelling and grammar function) and make sure your language is clear.
  6. Log in to your conference profile and use the code received at the completion of the IAS/Health[e] Foundation e-course to submit your draft abstract for mentoring.

Note: We do not accept abstracts submitted by e-mail, fax, telephone or regular mail.

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 29 January 2018 (excluding the end of the year holidays period: 24 December 2017 to 2 January 2018).

Mentors can sign-up using the AMP online form. For more information, please consult the mentors terms of reference.

Mentors submit their feedback to the IAS Secretariat, and who then forward it to the mentee 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.

The IAS/Health[e]Foundation e-course is now also available in Russian.

Note: all abstracts submitted to the AIDS 2018 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:

  • Is my introduction extensive enough?
  • Are my conclusions clear and well supported by the data?
  • Have I described the method well enough?
  • What part of the abstract could I edit to shorten the text?
  • Would a graph or table be useful?
  • What other conclusions/lessons learned should I include?

Note: Mentors may not write, translate or make changes to the draft abstract on your behalf

Mentors will not answer questions related to:

  • Whether or not s/he thinks your abstract will be accepted to the conference
  • Grammar issues
  • Other conference programmes such as scholarships

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. If you are interested in becoming a mentor, please read through the mentors terms of reference. You can sign-up using this online form until 15 January 2018.

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. This course is available in English and in Russian.

Satellite symposia

Satellite orders are placed via our IAS Satellites and Exhibition Tracker (ISET) ordering platform, which is open from 1 December 2017 to 9 April 2018. ISET offers a simple ordering process, which requires you to sign in with a login and password. The link to ISET is available on the AIDS 2018 satellites webpage from 1 December 2017.

Satellite prices are available here.

Satellite symposia are held in the conference centre and will take place all day on Monday, 23 July, and in the mornings and evenings from Tuesday, 24 July, to Friday, 27 July.

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 Tuesday, 24 July, to Friday, 27 July.

120-minute regular symposia take place:

  • Monday, 23 July, at 08:00-10:00, 10:15-12:15 and 12:30-14:30
  • Thursday, 26 July, at 18:30-20:30.

120-minute prime time symposia take place:

  • Monday, 23 July, at 14:45-16:45 and 17:00-19:00
  • Tuesday, 24 and Wednesday, 25 July, at 18:30-20:30.

Satellite holders will have the following benefits:

  • Satellite symposium listing in the Pocket Programme (printed) and the online programme
  • Satellite symposium listing in the mobile app
  • A number of complimentary day passes for satellite organizers according to room capacity ordered.

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:

  • 250 or 350 room capacity – five day passes
  • 500 room capacity – 10 day passes
  • 750+ room capacity – 15 day passes
  • Prime time satellites (regardless of room capacity) – 20 day passes.

The satellite schedule is the sole responsibility of the conference organizers; the schedule will be released at the end of April 2018.

Orders are placed on a first-come, first-served basis as there is a limited quantity 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:

  • Theatre-style audience seating
  • Lectern with microphone, laptop and mouse
  • Chairperson table with microphone(s) (two pax per microphone)
  • Session room screen to display a PowerPoint presentation (in some of the bigger session rooms, the speaker may be shown on the screen too)
  • Presentation timer
  • Microphones (wired) on stands for audience questions – amount is subject to size of session room.

It will be possible to order the following additional services for your satellite:

  • Catering
  • Additional AV equipment, including: audience response systems and lead capture devices
  • Recording
  • Hosts
  • Shipping/material handling

If you are interested in additional services, please contact the Satellites Team ([email protected]) to discuss your requirements.

You will have to provide an initial overview of your satellite symposium when you place your order on ISET. The conference organizers will then review the content of each symposium to ensure that it meets the scientific and ethical principles of the conference before providing approval.

Criteria for approval include the following:

  • Satellites should reflect and/or support the vision and goals of the conference
  • Satellites should address HIV/AIDS, co-infections or issues faced by individuals or organizations affected by or responding to the HIV/AIDS epidemic
  • Satellites should reflect conference policies and goals of diversity and inclusion.

For the satellite information to be included in the online conference programme, the final description, organizer name, chair/co-chair and speaker names must be uploaded to the session planner. Further information will be communicated once the schedule is confirmed at the end of April 2018.

As well as being listed in the Pocket Programme, online conference programme and mobile app, organizers may advertise their satellite 30 minutes before the start of their satellite symposium outside the allocated room via pop-up banner (or similar).

Should organizers be interested in further distribution of promotional materials, please consult our sponsorship opportunities page here.

  • 1 December 2017: ISET opens and orders can be placed.
  • 9 April 2018: ISET closes. After this date, contact the Satellites Team ([email protected]) to discuss availability.
  • End of April 2018: Schedule released.
  • May 2018: Submission of satellite description and speakers via the session planner.

Scholarships

The Scholarship programme is open to everyone around the world. As per the Conference Coordinating Committee (CCC) scholarship selection criteria, priority will be given to

  • Those whose participation will help enhance their work in their own communities
  • Those who are able to assist in the transfer of skills and knowledge acquired at the conference
  • Those whose abstract, workshop or Global Village and Youth Activity has been selected.

Financial assistance will be offered to delegates from resource-limited settings and communities, key and vulnerable populations, people living with HIV, young people, researchers and students to help them attend.

For AIDS 2016 in Durban, more than 7,500 applications were received and 940 scholarships were awarded. We are aiming at maintaining this level of support for AIDS 2018.

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.

Online scholarship applications are now open. You can submit your application through the AIDS 2018 conference profile.

AIDS 2018 will also offer scholarships to a limited number of media representatives (see more information below).

A tutorial is available to guide you through the scholarship application process. Download the tutorial in English, Russian, Spanish or French.

International Scholarship

General delegates, abstract presenters, workshop facilitators and Global Village and Youth Activity organizers 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 1 February 2018, 23:59 CET, your application will not be considered.

If you are an abstract presenter, workshop facilitator or Global Village and Youth activity organizer, you should also make sure to link your application to the submission number(s). Instructions on how to do this are detailed within the application.

Please read through the terms of reference for International scholarship applications to learn more about the requirements and process.

Media Scholarship

If you are a media representative, you must complete the Media Scholarship application form and submit 3 samples of your work as well as a letter from your editor.

You can also read the terms of reference for Media scholarship applications to learn more about the requirements and process.

Applicants can request all or some of the following aspects of the scholarship to attend AIDS 2018:

  • Conference registration fee (includes access to all sessions and exhibitions)
  • Travel (pre-paid airfare at the lowest fare available, from the nearest international airport)
  • Accommodation (shared room in a budget hotel for the days of the conference only)
  • Modest daily living allowance for the conference duration (23-27 July 2018)

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 the cost of their hotel incidental expenses, meals, visa applications and any any other expenses.

The early-bird registration fee will be extended for two weeks after the Scholarship Programme notification for all unsuccessful scholarship applicants who submitted a complete scholarship application.

Most of the questions are regarding personal data, your work experience and your motivation to attend the conference. There are four open-ended type of questions where you have to explain

  • What your organization does,
  • What your job involves,
  • Why you want to attend the conference,
  • How your organization or community would benefit from your attendance at the conference.

The International scholarship application form, as well as the Media scholarship application form are available for consultation.

You are requested to fill in the scholarship application form through your conference profile and link it to the submission number(s) you received after submitting your abstract, workshop or Global Village and Youth activity. A recommendation letter  from a manager, colleague or peer, will also be requested to complete your scholarship application.

Scholarship allocations for abstract presenters, workshop facilitators or Global Village and Youth activity organizers are judged based on the quality of the submission.  

The scholarship is connected to the submission, not to the individual. Consequently, if the presenting author, facilitator or organizer changes, the scholarship is cancelled, unless a request is made to transfer the grant to the new presenting author, facilitator or organizer. In case the new presenting author, facilitator or organizer has already incurred costs for travel, accommodation or registration, these will not be reimbursed by the scholarship programme.

The deadline to request a scholarship transfer is 1 June 2018.

Please note that the acceptance of your abstract, workshop or Global Village and Youth activity does not guarantee you a scholarship. Therefore, you are strongly recommended to seek alternative funding.

The conference secretariat offers a free Abstract Mentor Programme for young or less experienced researchers to benefit from expert mentoring and maximize their chances to get their abstract accepted at the conference. The programme includes a free online course on scientific abstract writing up to two rounds of review. Learn more and submit your draft abstract today.

Yes, a limited number of scholarships will be awarded to media representatives. You will need to complete the media scholarship application form through your conference profile and submit 3 samples of your work as well as a letter from your editor.

Please note that you must be at least 16 years of age (on or before 20 July 2018) to apply for a scholarship.

Please consult the terms of reference for the Media scholarship programme, as well as the Media scholarship application to prepare.

No, the minimum age for scholarship is 16 years old. If you are between 16 and 18 years old at the time of the conference, you will need to show proof of an accompanying adult on your application. Please note that the accompanying adult will not receive a scholarship if your application is successful.

No, there is no group application process for scholarships. Each member of your organization who wishes to attend the conference with a scholarship, needs to make an individual application through the conference profile. Each application will be considered individually.

You can apply for a scholarship, knowing that this is a scholarship to attend the AIDS 2018 conference, not for a research or study programme.

No, due to the high number of applications, all applications must be made online through the conference profile.

In addition, the Scholarship department communicates with applicants and recipients mainly through email. Therefore, we recommend to open a free email account at hotmail (Hotmail account), yahoo (Yahoo account) or gmail (Gmail account).

Global Village and Youth Programme

The Global Village is a diverse and vibrant space where communities from all over the world gather to meet, share and learn from each other. It intersects the main conference programme, blending scientific sessions with cultural activities, live performances, networking zones, NGO booths, marketplace booths, and art exhibits. Here, communities can demonstrate the application of science and good leadership, and conference participants are invited to see how science translates into community action and intervention.

The Global Village and Youth Programme is created from public applications from a diverse range of individuals, groups and organizations for a variety of activities. It is open to the general public and conference delegates, and admission is free.

Young people will play an active role in all aspects of AIDS 2018. The Youth Programme will include a variety of activities designed for and by young people, including cultural and educational performances, presentations, workshops and panel discussions. The Youth Pavilion within the Global Village will host most of the youth-related activities and will provide spaces for young people to network, collaborate and showcase achievements from around the world.

While the dedicated Youth Programme is aimed at providing a platform for young people to participate in youth-specific activities at the conference, another key objective is to promote the value of intergenerational exchange between older and younger populations of people involved in the global response to HIV. In this way, we encourage all young participants to engage in all parts of the conference programme, as well as youth-specific activities.

More information on this topic will be available soon.

Travel and accommodation expenses must be covered by organizers themselves.

AIDS 2018 Global Village and Youth Programme activity main organizers who need financial assistance to attend the conference are encouraged to apply for the AIDS 2018 Scholarship Programme. A limited number of scholarships are available; therefore, applicants are strongly encouraged to seek other/additional funding sources. If any of the Global Village and Youth Programme activity co-organizers also require financial assistance, they should submit a separate scholarship application.

Visit the AIDS 2018 Scholarship page for more information. Applications for the Scholarship Programme close on 1 February 2018.

There are no funds available to cover transporting materials or set-up costs. Shipment of goods, as well as the setting up of activities, is at the expense of the activity organizer(s). Advice on shipping will be provided once successful applicants accept their invitation to run their activity in the Global Village and Youth Programme at AIDS 2018.

A successful Global Village and Youth Programme application does not guarantee access to the whole conference programme. Successful applicants will need to register online to access the conference. Please check the conference website for more information on the registration process. The Global Village space is open and free of cost to conference delegates and the general public.

This depends on the type of activity. You will find details regarding sizes of activity areas in the application form for Global Village and Youth Programme activities and in the Global Village and Youth Programme submission guidelines.

The Global Village is a space to present activities from communities worldwide. With the exception of marketplace booths, it is not a fundraising event. It is, however, a great opportunity to get in touch with donors and leaders, to network and to exchange experiences.

Selection criteria are described in the Global Village and Youth Programme submission guidelines.

All proposals submitted for the Global Village and Youth Programme will be reviewed by a team of nominated reviewers who will score applications based on a blind scoring system. The programme activity reviewers are your peers: people living with HIV, scientists, activists, policymakers, healthcare workers, community activists, educators and other people who work in areas relating to HIV. Following the review period, the Global Village and Youth Programme Working Group will meet with staff from the IAS to finalize the programme for all Global Village and Youth Programme-related activities.

Notifications will be circulated to successful and unsuccessful applicants by the end of April 2018.

At AIDS 2018, the Global Village will be located in Hall 5 and the Amtrium of the RAI Amsterdam, covering more than 8,000 square metres.