Affiliated and Proximate Activities

An Affiliated and Proximate Activity is any activity, event, or meeting held at any time from 3 days before (Thursday, February 16) through 2 days after (Friday, February 24) CROI 2023, 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 monkeypox 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

• A $75 application fee will be assessed upon approval of Affiliated and Proximate Activities for commercial companies
• A $25 application fee will be assessed upon approval of Affiliated and Proximate Activities for not-for-profit organizations, and government and academic programs

In general, commercial company–supported activities are permitted only during the pre or post days of CROI 2023. 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 2023) 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, February 16, to Saturday, February 18), until 5:00 PM on Sunday, February 19, and after the official CROI 2023 educational program (5:30 PM on Wednesday, February 22).

Commercial company employee-only activities such as company employee dinners or meetings that do not include any nonemployee CROI registrants are allowed during the non-blackout times of CROI 2023.

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 meeting must be included on the Affiliated and Proximate Activity application 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.

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 with your preferred venues to obtain the best options.

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.

Affiliated and Proximate activity attendees, including non-CROI attendees, who choose to participate in person must abide by the same CROI attendee policies (eg, proof of vaccination, proper masking, etc.) set by the conference organizers for the health and safety of all attendees who participate in person. Please keep in mind that this set of policies is subject to change as organizers adapt to the impact of the pandemic. All in-person requirements will be communicated in advance of the conference.

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 or the convention center.

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 2023. This meeting is not sponsored by, endorsed by, or supported by the IAS–USA, the CROI Foundation, or CROI 2023.

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, February 3, 2023. Questions about Affiliated and Proximate Activities may be emailed to CROIaa@iasusa.org.

Please note: Hotel assignments for approved CROI Affiliated and Proximate Activities will be determined in mid-November. However, you may submit your application now for early review.