Affiliated and Proximate Activities

An Affiliated and Proximate Activity is any activity, event, or meeting held at any time from 3 days before (Thursday, March 18) through 2 days after (Friday, March 26) CROI 2027, and targeted toward or including any REGISTRANTS of CROI.

Affiliated and Proximate Activities are NOT part of the CROI scientific program. No entity may imply directly or indirectly that it is in any way associated with or endorsed by CROI. The CROI logo may not be used on any non-CROI materials, such as websites, publications, signs, or fliers.

The goal of CROI is to promote meaningful and high-level interchange of scientific ideas to find better ways to prevent and treat HIV and AIDS and to one day see HIV and other viral infections, including hepatitis viruses, SARS-CoV-2, and mpox eradicated. In support of that goal, organizations (eg, commercial companies, their agents, not-for-profit groups, and government agencies) that wish to hold meetings targeted or involving any CROI attendee(s) and taking place around the time of the conference and within its vicinity must complete the Affiliated and Proximate Activity application, be approved, and comply with the guidelines below.

In general, each organization may hold one (1) affiliated meeting on each of the CROI program days (excludes the days prior to or after program days) to provide opportunities for different groups and attendees within the non-blackout CROI times to attend Affiliated and Proximate Activities.

• Support and be consistent with the scientific nature of CROI
• Be nonpromotional, not for profit, and noncommercial (commercial companies are allowed to hold affiliated and proximate activities as long as the activities themselves are nonpromotional and noncommercial)
• Not conflict with or detract from the official CROI scientific program
• Be approved in advance
• Be held within a hotel that is part of the CROI hotel block or request and receive prior written approval for an alternate location

In general, commercial company–supported activities are permitted only during the pre or post days of CROI 2027. Commercial companies are defined as any profit entity (including but not limited to pharmaceutical companies, medical communication firms, and diagnostic companies) or its agents (including but not limited to public relations, publishing, and advertising firms). If you have any questions about whether your organization is considered a commercial entity, please email CROIaa@iasusa.org before submitting your Affiliated and Proximate Activity application. No promotional advisory board meetings, fishbowls, or social or leisure events are allowed. Acceptable activities are:

• Scientific Advisory Board Meetings
• Scientific Investigator Meetings

Company employee-only activities, such as company employee dinners or meetings that do not include any nonemployee CROI registrants, may be permitted during the non-blackout times on conference days, pending application review.

In general, activities sponsored and supported by not-for-profit or governmental organizations that are permitted during breakfast, lunch, and in the evenings on days of the scientific program (no such events can be held during the blackout times of CROI 2027) include:

• Scientific board meetings
• Committee meetings
• Executive meetings
• Specific study (investigator) meetings

In some circumstances, social events that are organized by not-for-profit or government organizations may be approved during the non-blackout times of CROI.

In general, the following are not permitted pre/post/during CROI:

• Scientific, educational, speaker-driven symposia or lectures not sponsored by CROI
• Investor and/or investment-focused activities
• Commercial company–hosted social events (eg, cocktail receptions, dinner cruises, sporting events, hosted noncausal organized dinner events of more than 10 people)
• Exhibits (by commercial and noncommercial companies)
• Distribution of any promotional material (eg, fliers, room drops)
• Commercial banners

These guidelines are meant to provide guidance for Affiliated and Proximate Activity sponsors or hosts. If you have any questions about whether your activity would be an Affiliated and Proximate Activity requiring approval, email CROIaa@iasusa.org.

Affiliated and Proximate Activities may not be held during shaded blackout times.

Commercial company activities (eg, advisory board meetings or investigator meetings) are permitted only on the days before (Thursday, March 18, to Saturday, March 20), until 5:00 PM on Sunday, March 21, and after the official CROI 2027 educational program (5:30 PM on Wednesday, March 24).

Commercial company activities, including employee dinners or meetings, are permitted during the non-blackout dinner times of CROI 2027. Requests from commercial companies to hold meetings involving individuals other than company employees during CROI conference days, outside of designated blackout times, will be considered on a case-by-case basis and are subject to prior approval by CROI organizers.

Setup is only allowed for up to 2 hours prior to the approved meeting time, and a 24-hour hold of meeting spaces is not allowed. Please note only non-CROI attendees are allowed in the meeting room during setup time.

If an Affiliated and Proximate Activity is approved, the IAS–USA will assist the organizer of the meeting in identifying an appropriate meeting space in a CROI-designated hotel. Should you choose to hold your approved Affiliated and Proximate Activity at a non-CROI hotel, the location of the Affiliated and Proximate Activity form.

Please note: CROI is not responsible for the hotel arrangements for those who are attending your Affiliated and Proximate Activity and who are not attending CROI. Preferred hotels are not always guaranteed for meeting space approval.

Below are the hotels that are part of the CROI hotel block. Additional hotels will be added as they become available.

NOTE: If the costs associated with meeting requirements at your preferred hotels are deemed too high, you are welcome to explore alternative options both within and outside the CROI hotel block. You may consider other hotels offering competitive pricing or explore non-hotel venues better suited to your meeting needs. Please inform us ahead of time for approval.

Please note: All charges for your meeting or event (eg, food and beverage, audio visual, room rental, etc) are solely determined by the hotels. The IAS–USA, on behalf of CROI, has no authority over hotel charges. We strongly encourage groups to negotiate directly with their preferred venues to secure the best possible options for their events. This includes discussing audiovisual needs in advance and exploring whether in-house services or an outside AV provider would best meet your program requirements and budget.

Any direct costs associated with the Affiliated and Proximate Activity (eg, rental fees, food, beverage, audiovisual equipment, and labor) are the responsibility of the Affiliated and Proximate Activity sponsor. The sponsor is also liable for any injuries or accidents to people or property while conducting ancillary functions.

The CROI logo may not be used on any non-CROI materials, such as websites, publications, signs, or fliers. Signage for the Affiliated and Proximate Activity is permitted only directly outside of the assigned meeting room. Directional signs, advertisements, and banners are not permitted in the hotel lobby, in and around the convention center, at the airports, bus stations, etc.

Once the Affiliated and Proximate Activity has been approved, the language below is permissible.

This [meeting name] has been approved as an Affiliated and Proximate Activity during CROI 2027. This meeting is not sponsored by, endorsed by, or supported by the IAS–USA, the CROI Foundation, or CROI 2027.

Any substantive changes to an Affiliated and Proximate Activity application must be reported to CROI. Substantive changes include location, attendee, and major agenda changes. If you are unsure if a change is substantive, please email the CROIaa@iasusa.org.

If an Affiliated and Proximate Activity is found to have violated the Guidelines for Affiliated and Proximate Activities (above), the sponsoring organization, the supporting organization, and the organizer of the meeting may be prohibited from holding an Affiliated and Proximate Activity at future CROI conferences and may have their current CROI registration revoked. Noncompliance may be subject to fines and could negatively impact the registration and attendance of anyone attending an Affiliated and Proximate Activity that did not follow the guidelines.

Please complete the Affiliated and Proximate Activity Application Form, agree to the terms and conditions, and click SUBMIT to complete the application process. All applications must be received by Friday, March 12, 2027. Questions about Affiliated and Proximate Activities may be emailed to CROIaa@iasusa.org.

Please note: We understand that many approved CROI-affiliated meetings involve bringing organizers from other locations to facilitate the meetings but do not necessarily attend CROI. As part of our reconciliation process, we request that you share the names and hotel information of non-CROI attendees (both organizers and participants) involved in affiliated activities with us once this information becomes available.