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

Frequently Asked Questions


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.

Mentors can sign-up from 23 October 2017 to 15 January 2018.

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 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).

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.

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 from 23 October 2017 to 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.

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,
  • to those who are able to assist in the transfer of skills and knowledge acquired at the conference,
  • to those whose abstract, workshop or Global Village activity have 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 open as of 1 December 2017. You will be able to 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).

International Scholarship

General delegates, abstract presenters, workshop facilitators and Global Village activity facilitators need to submit a scholarship application form and a letter of recommendation from a manager, colleague or peer.

You will be able to upload this information in the scholarship section of your conference profile as of 1 December 2017.

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 or Global Village activity facilitator, 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.

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.

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 (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.

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.

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 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 or Global Village facilitators 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.

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

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).