WASHINGTON STATE CONVENTION CENTER

Seattle, Washington
March 4–7, 2019

 

Frequently Asked Questions

Abstracts

Abstract Submission Processes and Policies

Abstract Content

Abstract Availability

Oral Presentations

Themed Poster Discussions

  • How much time will I be allotted to present my poster?

    You will be allocated 5 minutes to provide a brief overview of your poster. Please use this time to summarize key results, conclusions, and discussion points. If you run over your time limit, the moderator will interrupt and ask you to conclude your presentation.

  • Will I be able to answer questions about my poster?

    Yes. At the conclusion of the themed discussion presentations, the moderator will engage the audience and the presenters in a discussion that synthesizes the information, and covers points of agreement and controversy.

  • How many slides may I use?

    Our experience indicates that 1 slide per minute is optimal, so we recommend 5 content slides, 1 title slide and 1 slide with financial disclosures. If you choose to use more, please make sure that your presentation does not run over the allocated time limit.

  • How should I submit my slides?

    As a participant in a Themed Discussion session, you will share your slides with the session moderator(s) in advance, but you must still bring your slides on a portable drive to the Speaker Ready Room to be uploaded to the presentation computer.

  • Should I include a disclosure slide?

    Yes. Your disclosure slide should list any financial relationships with commercial entities (eg, pharmaceutical and diagnostic companies). See the sample wording on the guidelines page. You do not have to read this slide to the audience because the information will be provided in the Program and Abstracts book.

  • When should I arrive for my presentation?

    Please arrive at the assigned room at least 15 minutes in advance of your scheduled presentation time.

Poster Presentations

Delayed Applications

  • I submitted my registration information and have not yet received a decision notification.

    First, please log back in to your record to verify if your application has been reviewed. It is possible that it has been reviewed but your e-mail was redirected to a spam or junk folder.

    Is your application complete? If part of your application is incomplete, the review process will be delayed. In this case, you should have received a “need more information” notification via e-mail.

  • I received a “need more information” notification.

    If you received this notification, the review committee does not have sufficient information to determine your eligibility to attend the conference. Please review your application to include any missing information and answer each question as thoroughly as possible.

Common reasons for delayed application review:

Full-Time Role
  • Your full-time role is incomplete or unclear.

    The description of your full-time role in HIV research, academics, or training is vague or unclear in terms of meeting attendee criteria. Please provide a thorough description of your specific role and current activities in HIV research, academic training, or educational efforts to allow the review committee to determine your eligibility to attend the conference.

  • Leadership role is unclear.

    The leadership role you indicated in an educational organization (government or not-for-profit educational organization) is vague or unclear in terms of meeting attendee criteria. Please provide a thorough description of your specific role and current activities to allow the review committee to determine your eligibility to attend the conference.

  • Community educator role is unclear.

    The community educator role you indicated in community HIV research, prevention, or treatment education programs is vague or unclear in terms of meeting attendee criteria. Please provide a thorough description of your specific role and current activities as a community educator to allow the review committee to determine your eligibility to attend the conference.

Publications
Research
Commercial Company
  • Commercial company involvement is vague or unclear.

    If you are employed by a commercial company (pharmaceutical, diagnostic, financial, etc), in any capacity, whatsoever, your role(s) must be clearly defined. Eligibility requirements for commercial attendees can be found at http://www.croiconference.org/registration/.

    The Conference Secretariat will submit to each commercial company a list of their employees who have applied to attend CROI. The leadership of each organization will be responsible for prereview of applicants and will identify those who should attend as active researchers and those who should attend as observers. This process may take up to 3 weeks to complete.

    The process whereby authors on accepted abstracts are preapproved to register is not contingent on commercial company affiliation.

    Please note: Any misleading or falsified information regarding commercial involvement will be grounds for automatic denial of your application. Any person found to have intentionally submitted false information will receive the following penalties:

    • Loss of CROI attendance privileges for that year and a minimum of 2 years thereafter
    • A possible fine, up to the amount of the registration fee
    • A possible fine to the person’s primary employer or organization, as determined by the CROI Foundation
    • Forfeiture of any registration fees paid
    • Any other penalties determined by the CROI Foundation and the Conference Secretariat
Miscellaneous
  • Job title or degree is missing.

    A job title (eg, Professor [or other faculty position], Director of Research, Research Scientist, Education Director, etc) is required in order to complete the application process. In addition, please be very specific when describing your full-time role in your current position; this information will help the review committee determine your eligibility to attend the conference.

  • You have listed a link or tried to add an attachment in the publications or citations section(s).

    At this time, our application system does not support attachments or links. You must list all publications and citations on the online form in the space(s) allotted.

Conference and Electronic Materials

Consequences for Misrepresentation

  • What are the consequences of misrepresentation of credentials in order to attend CROI?

    Unfortunately, there have been instances of misrepresentation of credentials in order to gain CROI attendance privileges. Because there are a limited number of registrations, any person approved to attend CROI based on falsified credentials is denying a legitimately qualified attendee a space and disrupting the highly scientific atmosphere and discourse of the Conference.

    Any person found to have intentionally submitted false information will receive the following penalties:

    • Loss of CROI attendance privileges for that year and a minimum of 2 years thereafter

    • A possible fine, up to the amount of the registration fee

    • A possible fine to the person’s primary employer or organization, as determined by the CROI Foundation

    • Forfeiture of any registration fees paid

    • Any other penalties determined by the CROI Foundation and the Conference Secretariat

  • What is meant by “primary” institution, organization, or company?

    A primary institution, organization, or company is the entity that you consider your main employer. It is the employer that provides you with the largest portion of your income and benefits. For example, if an employee of a pharmaceutical company also works part-time for a university or hospital, the primary entity is the pharmaceutical company.

    Secondary, prior, or part-time appointments generally DO NOT qualify as a primary affiliation. Such appointments may be described in the comment boxes on the registration application.

  • What e-mail address should be used?

    The e-mail address associated with your primary institution, organization, or company should be used for direct contact and to access your profile at all times. Remember, your e-mail address is your unique identifier. Personal e-mail addresses (eg, yahoo, gmail, etc) may be put in the alternate e-mail address field. Assistant or travel agent e-mail addresses may be put in the secondary e-mail field. E-mail addresses for travel and tour agents MAY NOT be put in the primary e-mail address field. This will delay and possibly be cause for denial of the registration application.

    NOTE TO TRAVEL AGENTS: The attendees’ personal e-mail address associated with his/her institution MUST be in the primary e-mail address field. Your travel agent e-mail may be entered in the secondary e-mail field. Incorrectly submitting this information will delay the CROI registration review process for the registrant and possibly be cause for denial of the registration application. /p>

  • Why are the registration criteria so strict?

    CROI is the premier research conference on HIV research worldwide and maintains a completely scientific focus and discourse. To maintain this focus, attendance is limited to those currently conducting research in academic settings in which they train or teach and those in leadership positions in national or international educational organizations. Registration generally fills to capacity early and closes prior to the registration application deadline, and must be made available to qualified researchers and academics.

    CROI is not an annual meeting of a membership specialty society; no commercial exhibits, satellite symposia, or other commercial activities are permitted.

Continuing Medical Education (CME)

  • How do I obtain my CME credits or a certificate of participation for CROI 2017?

    After you complete the evaluation (please check your e-mail and follow the link), you are required to LOG-IN using 2 unique identifiers to complete the online claim form: 1) the e-mail address you used to register for CROI; and 2) your password, which is your CROI registration ID number and the first part of the e-mail address you used to register (before @). Insert the number of hours and click "Submit." Please note that your username and password are case sensitive and must be entered as received.

    For example:
    e-mail address: johnsmith@university.edu
    registration ID#: 12345
    password: 12345johnsmith

    Your certificate will be uploaded to your CROI profile in the CROI website within 2 to 3 business days.

  • How do I obtain my CME certificate from prior CROIs?

    If you successfully claimed your CME credits from CROI 2015 and 2016, a copy of your certificate is available in your IAS–USA account by clicking “My Certificates”.

    To access your account:

    1. Visit www.iasusa.org and log in using your e-mail address. If you do not remember your password, click “Request new password” and you will receive an e-mail with instructions on how to update your information.
    2. Once logged in, click the “My Certificates” link located at the top of the page, above the blue navigation bar. There you will see all the certificates you have successfully claimed.

    To create a new account on the IAS–USA website, visit www.iasusa.org.

    1. Click “Create new account” located on the right-hand side of the page (in the Log in box, under “Password”).
    2. Complete the required information.
    3. Click the red “Create new account” button at the bottom of the page.
    4. You will immediately receive an e-mail asking you to validate your account. If you do not receive this e-mail, please contact the IAS–USA at (415) 544-9400, or by e-mail at registration@iasusa.org.

    If you did not claim your CME within the given timeframe, you are no longer eligible to receive credit.

    Unfortunately, we do not have access to information prior to CROI 2014. You may place a request with the University of California San Diego by visiting this link: https://cme.ucsd.edu/faq_obtaincredits.html.

    NOTICE

    *Within 2 days after any CME activity, you will receive an e-mail with an evaluation and detailed instructions on how to claim and print your CME certificate. This will be sent to the e-mail address you used to register for the activity.

    *You will have 30 days from the date of the activity to claim your CME credits.

    *In order to claim CME credit, you must access the IAS–USA website (www.iasusa.org) and create an account if you do not already have one, then log in to your account. If you do not remember your password, click “Request new password” and you should immediately receive instructions on how to update your information. You will be required to log in to your IAS–USA account in order to claim CME credit. You will be able to retrieve all your successfully claimed certificates at anytime by logging into your IAS–USA account.

  • How do I request a new password?

    If you do not remember your password, click “Request new password” and you should immediately receive instructions on how to update your information (please check your Spam Box, and contact us if you do not receive this). You will be required to login to your IAS–USA account in order to claim CME credit.

  • I tried to reset my password and I did not receive an e-mail.

    Please check your spam folder for an e-mail with your temporary password. If you are still unable to find it, contact us at croiinfo“at”iasusa.org.

  • I did not receive the evaluations. How do I claim CME credit?

    Evaluations are e-mailed to you during CROI. Please check your spam folder for these e-mails. If you are still unable to find them, contact us at croiinfo“at”iasusa.org.

  • I completed all of the evaluations. Can you send me my CME Certificate?

    Provided that evaluations were completed and CME hours were claimed, a copy of your CME certificate can be downloaded through your IAS–USA account by clicking on “My Certificates.”

  • I typed in the wrong information. How can I change the CME hours on my certificate?

    Please e-mail us at croiinfo“at”iasusa.org with the correct number of CME hours and your CME Certificate will be updated accordingly.

  • I do not need or qualify for CME credit. How can I acquire a Certificate of Participation?

    To receive a Certificate of Participation, fill out the CME Certificate claim form. Under the question, “Are you a licensed physician?” select “No.” A Certificate of Participation without CME hours will be generated.

  • Can I claim American Board of Internal Medicine (ABIM) Maintenance of Certification (MOC) points for participating in an activity??

    The International Antiviral Society–USA offers American Board of Internal Medicine (ABIM) Maintenance of Certification (MOC) points.

    • ABIM MOC points are intended for internal medicine physicians, in the United States, who are maintaining their ABIM Board Certification.
    • ABIM MOC points will only be awarded after the successful completion of the evaluation component demonstrating knowledge gained at all meetings through a series of multiple choice questions.
    • Data will be uploaded to PARS 1 day after the American Board of Internal Medicine (ABIM) Maintenance of Certification (MOC) post-test has closed.
    • Once the data is in the PARS system, it will be transferred to ABIM within 72 hours
    • Once ABIM receives the information, they will upload it to the member account and send the doctor an email, informing them that ABIM MOC points have been added to their account.

Registration

  • How do I know if I am eligible to attend?

    You will find registration details, including a description of who can attend, on the CROI conference website.

  • Why do I need to provide an institutional address as my primary email address?

    CROI applicants are asked to provide their professional (Institutional, organizational, or company) email as their primary address. This is part of the process of as a verifying the eligibility to attend CROI. In addition, this is the primary email address that is going to be used for sending notifications, evaluations, and invitations to future CROI.

    Personal email addresses (such as @gmail, @yahoo, @hotmail, @wannado, etc) can be used under the “Secondary Email” field. Notifications will be sent to both emails provided. Providing personal email addresses in the primary address field can cause long delays in the review process.

  • I answered YES to the question “Do you work for a commercial company (pharmaceutical, diagnostic, financial) in any capacity, whatsoever?” on the CROI registration application. Will my registration follow the same application process?

    No. The Conference Secretariat will submit to each commercial company a list of their employees who have applied to attend CROI. The leadership of each organization will be responsible for prereview of applicants and will identify those who should attend as active researchers and those who should attend as observers. This process may take up to 3 weeks to complete.

    The process whereby authors on accepted abstracts are preapproved to register is not contingent on commercial company affiliation.

    Please note: Any misleading or falsified information regarding commercial involvement will be grounds for automatic denial of your application. Any person found to have intentionally submitted false information will receive the following penalties:

    • Loss of CROI attendance privileges for that year and a minimum of 2 years thereafter

    • A possible fine, up to the amount of the registration fee

    • A possible fine to the person’s primary employer or organization, as determined by the CROI Foundation

    • Forfeiture of any registration fees paid

    • Any other penalties determined by the CROI Foundation and the Conference Secretariat

  • I completed the CROI registration application online but was not asked for payment information or directed to housing. Am I registered?

    Not yet. Your application will be reviewed (generally within 2 business days). If approved, you will receive an e-mail notification with a link to return to the system, select your housing, and provide payment. Once you have paid the registration fee and entered a valid credit card to guarantee your hotel reservation, you will receive a confirmation e-mail. Please note, neglecting to submit specific information, such as your role in research or training or your recent research citations will delay the decision on your application.

  • Can I receive the early rate if I submit my applications prior to the fee increase deadline?

    • For preapproved Authors on Accepted Abstracts, you would have to complete the registration and housing process by the fee increase deadline.
    • For General Applicants, you would have to 1) submit your application, 2) be approved to register (the review process typically takes 1-2 days) and 3) complete the registration and housing process by the fee increase deadline. General Applicants are advised to plan accordingly for the review period, and ensure that applications are complete.
  • I am an author on an accepted abstract. Am I required to pay the registration fee?

    Unless they have received a scholarship, authors of accepted abstracts are required to pay the registration fee to attend.

  • May I pay by check or wire transfer?

    Once your application is approved and you log back into your record to complete the registration and housing process, you may select Check or Wire Transfer as your payment option. The below instructions will be displayed on the page:

    Please send your CHECK to the address below. Please be sure to include your REGISTRATION ID number, your first and last name in the memo field on the check. You have 10 business days for your payment to be received, or your CROI application will be cancelled:

    IAS–USA CROI Dept LA 24347 Pasadena, CA 91185-4347

    To pay by WIRE TRANSFER, please call 415-544-9400. Please be sure to confirm with your bank of any processing fees that need to be included in your total wire payment so that the full registration payment is received. Unfortunately, we cannot hold this place open indefinitely. You have 10 business days for your payment to be received, or your CROI application will be cancelled.

    In order for your payment to be processed and applied to your registration, you must put the registrant's first name, last name and APPROVAL number in the comment section when ordering the wire transaction from your bank.

  • Can the registration fee be waived?

    The registration fee cannot be waived. Waived registration is for scholarship recipients who applied during the abstract submission process. If you are not an invited participant (ie, invited speaker, convener, panelist, discussant leader), you are required to pay the registration fee.

  • What does the registration fee cover?

    The registration fee covers access to all conference sessions, morning continental breakfast and afternoon snack, electronic abstract book, and other meeting materials.

  • If I’ve been Declined, can I be put on a waitlist?

    If you would like to be added to a waitlist, should there be any room available, please reply to this email or email "CROIinfo"at"iasusa.org". Although we realize that there will be a short time frame for booking travel, etc., waitlisted applicants will be notified after February 7, 2019, if the conference has not reached the maximum capacity for attendance.

    For those not able to attend but are interested in the content of the conference, oral presentations will be available online as Webcasts within 24 hours after they have been presented at CROI. Abstracts will be posted on the CROI conference website and made publicly available immediately after the Conference. Electronic posters will be available online after the Conference.

  • I will be unable to attend the conference, how do I cancel my registration?

    Registration cancellations must be made in writing and e-mailed to CROI"at"orchid.events. If you cancel your application prior to completing the application process and being approved, there will be no cancellation fee. If you cancel after your application is approved, but prior to January 10, 2019, you will receive a refund minus a US $150 administration fee. Any registration cancellations after January 9, 2019, will not be refunded.

  • How do I obtain an invitation letter (for visa and other purposes)?

    You may print the letter of invitation by following this link: http://www.croiconference.org/letter-invitation-visa-and-other-purposes. The form will generate a personalized invitation letter that can be printed. The letter can be submitted as part of the required visa documentation for international travel approval. Please enter your information in the required fields and click Print when you are finished. Please note: The invitation letter DOES NOT, imply a guarantee of acceptance or any financial assistance to ensure your presence.

  • I am a federal employee and, as such, will not receive approval to attend CROI right away. Is there a way to reserve my space?

    US Federal Government Employees awaiting travel authorization may complete the registration application process prior to the registration deadline. Please e-mail CROIinfo"at"iasusa.org with questions and for the process.

  • Who can attend the New Investigator Workshop?

    The CROI Program Committee Workshop for New Investigators and Trainees is open to all registrants (ie, community educators, international delegates, general attendees). You will be asked to sit in the rear of the hall, as there will be reserved seating in front for New Investigator Scholarship recipients.

  • Will breakfast and lunch be available at the convention center?

    Coffee, continental breakfast, and afternoon snacks will be served, however, lunch and dinner will not be provided. There are many food options near or in the convention center. The welcome reception will offer light hors d’oeuvres.

Housing

Scholarships

  • I am a scholarship recipient. Where do I find the discounted hotel rates?

    The registration and housing system will recognize your e-mail address and will allow you to view and select from hotels that offer discounted scholarship rates. The rate per night that appears on the CROI housing website is the discounted rate, and no other discounts will be applied.

  • I have just started graduate school and do not yet have study results. Can I apply for a New Investigator Scholarship with a strong letter of recommendation from my mentor?

    Unfortunately, scholarships for New Investigators are given only to those applicants who are the designated presenting author on an abstract that has been accepted to the conference. You may apply to attend through the General Registration Application system, and describe your current and expected work. Your application will be reviewed, but you will be required to pay the registration fee if accepted.

  • I have submitted a late-breaking abstract and would like to apply for the New Investigator Scholarship.

    Unfortunately, applications for New Investigator Scholarships can only be submitted during the general abstract submission process and not as part of late-breaking abstract submissions.

  • What meals are covered by my scholarship?

    Meals are not covered by your scholarship. The scholarship award covers economy-class airfare up to the scholarship award amount. The cost of hotel accommodations, meals, ground transportation, parking, etc, are the responsibility of the scholarship recipient.

  • How do I get reimbursed for my travel and hotel expenses?

    Scholarship awardees will not be reimbursed. In lieu of reimbursement, scholarship awardees will be awarded a specified limit for their air, rail, or bus travel expenses. Any travel cost in excess of the scholarship award or travel not booked through the CROI travel agency is the responsibility of the scholarship awardee and must be paid at the time of booking. Unless otherwise specified in the scholarship award, scholarship awardees are responsible for the cost of their hotel.

  • How do I book my flight to CROI?

    Scholarship recipients must book travel through the CROI travel agency, Altour. To book your travel, please contact Altour at 888-669-8291 (US) or via e-mail at ias.usa"at"altour.com. Any travel cost in excess of the scholarship award or travel not booked through the CROI travel agency is the responsibility of the scholarship recipient and must be paid at the time of booking. Scholarship recipients are responsible for the cost of transportation to and from the airport or train station, and any luggage fees.

    Please provide Altour with the following information:

    • Full name as it appears on your valid driver’s license (flights within the United States) or full name as it appears on your valid passport (international flights)
    • Date of birth
    • Gender
    • Contact phone number
    • E-mail address
    • Travelling from
    • Travel dates
  • My flight cost less than my scholarship award amount. Can I use the difference toward the cost of my hotel?

    No, unless otherwise specified in your scholarship award, you are responsible for the cost of your hotel and you must book a hotel through the CROI registration and housing system.

Communication Professionals

  • When will CROI abstracts be available?

    Registered attendees may pick up a personal code that will provide them with access to the conference abstracts when the pick up their conference badge. That code must be picked up at the conference registration desk by the attendee in person and cannot be shared.

    The full conference day’s abstracts will be posted on the CROI website at the conclusion of each conference day.

    Abstracts for studies featured in CROI press conferences will be posted on the website at the conclusion of each day’s press conference.

  • What is the conference embargo policy?

    News embargoes for studies presented at CROI lift at the end of the presentation of the study. For example, if a study is presented from 2:15 PM to 2:30 PM, as part of a session that begins at 2:00 PM and ends at 3:00 PM, the embargo on reporting on that study and the prohibition on distribution of press releases on that study lift at 2:30 PM.

    For poster presentations, embargoes lift at the beginning of the session in which the poster is presented.

    If a study to be presented at CROI is included in an official CROI press conference, and that press conference takes place before the official presentation of the study at the meeting, the embargo on that study will lift at the conclusion of the press conferences panel in which it is featured.

    Full details on the CROI embargo and press release policy are here. Questions on the policy should be directed to croimedia"at"iasusa.org.

  • What are the media registration policies?

    Media accreditation and registration policies are available here.

  • Will you share the media registration list?

    The conference does not share its media registration list.

  • Will there be a pocket program for the conference?

    Yes. A pocket program containing the titles and presenters of all CROI presentations and sessions, but without abstracts, will be posted on the conference website approximately 7 days before the meeting opens.

  • What is the press conference schedule?

    The CROI press conference schedule will be posted on the conference website approximately 7 days before the meeting opens.

  • Is any off-site access provided for CROI press conferences?

    Yes. CROI press conferences will be webcast live and will be available for playback. Links will be provided on the conference homepage.

  • Are other sessions Webcast?

    Yes, all conference sessions are webcast within 24 hours of presentation. Links will be provided on the conference homepage.

    Please direct any other questions about CROI media policies to: croimedia"at"iasusa.org