Abstracts

Abstract Submission Processes and Policies

How do I submit an abstract for CROI?

Abstracts are submitted online once the submission site is opened. Once you have created an account, you can start the abstract submission process.

I presented my study data in a poster format at a local conference last year. Does this disqualify my abstract from consideration for CROI?

No. In general, we will consider abstracts that have been presented previously at smaller or local meetings, ie, meetings of fewer than 400 attendees.

How can I get technical help with the abstract submission site?

For technical assistance with the abstract submission site, email aisupport@attendeeinteractive.com. For assistance with abstract content or other questions about CROI, email croiabstracts@iasusa.org or call 415-544-9400 between 8:30 AM to 5:30 PM PT.

Will I receive a confirmation email notifying me that my abstract submission was complete?

Yes. The sender for CROI-related emails will be CROIinfo@iasusa.org; please add this address to your safe sender list so emails related to the conference are not sent to a spam file.

When and how will I be notified that my abstract has been accepted or declined?

Notification of abstract dispositions will be emailed to the presenting author and coauthors for whom accurate email addresses have been submitted. Be sure to submit complete and accurate email addresses. Please refer to the Important Dates section of the Abstract Guidelines page for disposition announcement dates.

Will the selection committee notify all authors, or only lead authors, concerning abstract dispositions?

An abstract disposition email will be sent to every coauthor for whom a current and accurate email address has been provided.

May I submit more than 1 abstract?

Yes, but do not submit multiple abstracts that describe the same data.

If I submit an abstract, must I deliver the oral or poster presentation, or may a coauthor present?

The person who submits the abstract is responsible for presenting it. Presenting authors are asked to name an alternate who can fill in and present the abstract in unusual circumstances if necessary. Alternate presenters must be listed as one of the abstract authors and must be registered and accepted for attendance before the registration closing date.

Will there be a call for late-breaking abstracts?

Yes. Please refer to the Important Dates section of the Abstract Guidelines page for opening and closing dates for late-breaking abstract submission.

When and how will I be notified about acceptance of a late-breaking abstract?

Please refer to the Important Dates section of the Abstract Guidelines page for disposition announcement dates.

What are the requirements for an author to be listed on an abstract?

Requirements for Authorship: Authors listed on the abstract should conform to the International Committee of Medical Journal Editors (ICMJE) recommendations for authorship:

  • Substantial contributions to the conception or design of the work; or the acquisition, analysis, or interpretation of data for the work; AND
  • Drafting the work or revising it critically for important intellectual content; AND
  • Final approval of the version to be submitted; AND
  • Agreement to be accountable for all aspects of the work in ensuring that questions related to the accuracy or integrity of any part of the work are appropriately investigated and resolved

See: ICMJE Defining the Role of Authors and Contributors

How many authors may be listed on an abstract submission?

Up to 15 authors may be listed (no exceptions). Including a Research Team or Group: If your list of authors exceeds 15, or if you otherwise wish to credit a research team or group, please reserve one of the 15 (total) author spaces to list the name of the team or group.

Is it possible to list more than 1 affiliation for an author or co-author?

No. For each author, please list 1 primary institutional or organizational affiliation.

Do presenting authors have specific responsibilities?

Yes. The person who submits an abstract is considered the presenting author and is responsible for the following:

  • Presenting the abstract if accepted for oral or poster presentation.
  • Assuring that all appropriate financial relationship disclosures have been made. Disclosure of financial relationships with commercial entities is required for the presenting author and his/her spouse and institution. If a new presenting author is identified, the abstract submission must be updated to reflect disclosure information of the new presenter.
  • Naming and providing an accurate email address and disclosure information for an alternate author/presenter who will take the presenter’™s place if necessary. The alternate presenter must be listed as an author on the abstract and must be registered for the conference.
  • Ensuring complete and accurate contact and affiliation information for ALL coauthors; correct email addresses are essential.
  • Ensuring that ALL coauthors have reviewed and approved the abstract’s content.
  • If an abstract is accepted for poster presentation, the presenting author must provide an electronic version of the poster. Name badges will not be issued until electronic versions of posters have been received.

If an abstract is accepted, presenting authors are expected to register for the conference and reserve a room at one of the conference hotels via the CROI housing system.

May I make changes to my abstract after it has been submitted?

Yes. Changes may be made up until deadline for submissions.

Remember to resubmit the abstract before the deadline.

May I withdraw an abstract after the submission deadline?

By submitting an abstract to CROI, the author agrees to present the abstract for an oral or poster presentation, if accepted. A coauthor may be selected to present if circumstances prevent the submitting author from attending CROI. In the unusual circumstance that authors find that the data or results are substantially different from their description in an accepted abstract, they may withdraw the abstract after consultation with the Scientific Program Committee. Please contact the Conference Organizer: CROIabstracts@iasusa.org for more details.

How are abstracts chosen for presentation at CROI?

Abstracts are evaluated by members of the Scientific Program Committee and external reviewers who assign scores based on, among other criteria, relevance of the abstract topic, rigor of the research, and distinct contribution made to the broad spectrum of study that CROI strives to provide each year. An abstract’™s score determines whether the abstract is accepted or declined, and if accepted, whether as an oral or poster presentation.

Why was my abstract declined?

Common reasons for declining an abstract include the following:

  • Subject matter is not appropriate for CROI
  • Information is not new enough
  • Abstract duplicates other submissions
  • Format does not follow guidelines (eg, section[s] missing, more than 1 graphic, table, or figure submitted)
  • Submission is poorly written overall
  • Background does not summarize the hypothesis
  • Methodology is inadequate or insufficient to support conclusions
  • Controls are absent or inadequate
  • Statistical evaluation is absent or inadequate
  • Summary of essential results is absent or inadequate
  • Data are not included or offer inadequate/insufficient support for conclusions
  • Submission reports clinical trial data from unplanned analysis or incomplete or ongoing studies

How can I make a change on my abstract or author list now that the submission period is closed?

Once the general or late-breaking abstract processes have closed, NO CHANGES can be made, unless changes or clarification are specifically requested by the abstract review team. Once the submission process ends, the abstracts enter the peer review and scoring process. Each abstract is scored independently by a team of 5 to 9 experts in the particular field, and final scores are reviewed by the team to determine disposition.

What's the copyright policy?

By submitting your abstract to the Conference on Retroviruses and Opportunistic Infections (CROI), you are transferring all copyright ownership of the abstract, including all rights incidental thereto, to the CROI Foundation in the event that the abstract is accepted and published by the CROI Foundation. For US federal employees, work conducted on an abstract while the author(s) were employed by the US federal government is not protected by the Copyright Act and there is no copyright, thus ownership cannot be transferred. The contents of the CROI Program and Abstracts eBook are protected by copyright. We require that permission to replicate or reproduce any part of a CROI abstract be obtained from the CROI Organizer; however, study data are the property of the author(s) and study sponsors as relevant. For more information, please email CROIinfo@iasusa.org.

Abstract Content

May I include a funding statement in my abstract?

No. Funding statements are not acceptable in abstracts.

Are characters allowances flexible? Are spaces counted as characters?

Character allowances are not flexible. Spaces are counted as characters.

The limit of 85 characters with spaces for the title is more restrictive than in the past. Is that number correct?

This length aligns CROI abstract titles more closely with those accepted for many large national and international conferences, including those of the IDSA, ICAAC, EASL, and AASLD.

May I include tables or figures with my abstract?

Yes. For each abstract, 1 table OR 1 figure may be submitted. An author may build a table in the abstract submission site’™s table editor, which might require adding HTML code for special formatting (instructions are provided), or may create an image of the table and upload it. Acceptable image file types for tables or figures are .gif, .jpg, and .png. Your image must be legible at the maximum printed size of 4 inches x 6 inches with either vertical or horizontal orientation.

Are table characters added to the count for the abstract body? Is a table or figure assigned a character count?

The suggested maximum size for tables is 8 columns by 12 rows. Table characters are not included in the cumulative character count. Only 1 table OR 1 image/figure may be included with an abstract. A table may be uploaded as an image; in fact, we recommend this method for adding a table.

May I insert both a table and a figure?

No. Authors are limited to 1 table OR 1 figure.

Can I include a research team or group in my author list?

Yes, there are instructions on the abstract submission form for adding the name of a research team or group. Please DO NOT use that text box to enter the names of individual authors that exceed the allowed number of 15 authors.

In the submission process, I included a study group with the list of authors on my abstract. Why does the name of the group not appear in the electronic Abstract Book?

If your abstract reached the limit of 15 authors, there was no space available for listing the study group in the Abstract Book.

Abstract Availability

When will accepted abstracts be available online?

Abstracts will be posted on the CROI conference website and made publicly available once they have been presented at the conference.

Where can I find abstracts for previous CROI conferences?

Abstracts for CROI 2014 and later are available on the Electronic Materials page. Unfortunately, abstracts for previous years are not currently available online. See “Past CROI Conferences.”

Will the abstracts be published after the conference?

Yes. CROI abstracts will be published in the journal Topics in Antiviral Medicine.

Will there be a printed abstract book this year?

No. To keep program costs down, the Abstract eBook will not be printed. Evaluations of CROI 2014 indicated that most attendees preferred an electronic abstract book to a printed book. The Abstract eBook will be available for download on the Electronic Materials page of this site, and abstracts will be accessible on the CROI Mobile App on the opening day of the Conference.

Oral Presentations

How much time is allotted for oral presentations?

Oral presenters will be allocated 10 minutes for their presentation and 5 minutes for questions and answers with the audience. If the presentation exceeds 10 minutes, the moderator will interrupt, and the Q&A period will be shortened.

How many slides are allowed?

Our experience indicates that up to 10 slides is optimal, allowing 1 minute per slide. You may choose to use more than 10 slides, but please be sure to complete your presentation within the allocated 10 minutes.

What slide formats are acceptable/supported?

CROI will support only MS PowerPoint or Apple Keynote.

I had to abbreviate my title when I submitted my abstract; may I use the full title for my presentation slides?

Please use the same title for your presentation and slides as the title submitted with your abstract. Use a subtitle to add essential additional information.

Are company logos permitted on oral session slides or on posters?

No, company logos are not permitted on oral session slides or on posters.

Corporate logos, QR codes, and bar codes are also not permitted on posters displayed at CROI or on electronic versions of the posters to be uploaded to the CROI website.

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 the Abstracts eBook.

My presentation includes a video; how should that be submitted?

Please include each video in a separate file in the same folder as the slides.

When should I arrive for my presentation?

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

I have an unavoidable conflict and will be unable to present my abstract. What should I do?

Please ensure that the alternate presenter named in your abstract submission is available and prepared to make the presentation. Alternate presenters must be listed as a coauthor on the abstract and must be registered and accepted for attendance at CROI. If neither the presenting nor alternate author is available, the abstract will have to be withdrawn.

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 the Abstracts eBook.

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

Do I have to supply an electronic version of my poster?

Yes. All posters must be provided in electronic format. Please load your poster on to a portable drive and bring it with you to conference. Posters should be submitted as a PDF or PowerPoint file. Please save your poster as the smallest size file possible.

May I provide handouts to accompany my poster?

Yes. Authors may prepare handouts for distribution to interested attendees.

I have an unavoidable conflict and will be unable to present my poster. What should I do?

Please ensure that the alternate presenter named in your abstract submission is available and prepared to make the presentation. Alternate presenters must be listed as a coauthor on the abstract and must be registered and accepted for attendance at CROI. If neither the presenting nor alternate author is available, the abstract will have to be withdrawn.

What do I do if I have 2 or more posters on the same day?

For those scheduled for 2 or more posters on the same day, these will be arranged separately once posters are finalized so that you have the opportunity to stand by all of your accepted posters. If you are unable to stand by all of your accepted posters, you will need to appoint a coauthor who is attending CROI to stand by the poster for you.

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 that your application has been reviewed. It is possible that it has been reviewed but your email 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 email.

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

You have selected "none" in the publications section.

If you are not an author on any publications, you should have been required to answer a series of clarifying questions during the registration application process. Please be sure to describe specifically your current involvement in HIV or associated research, such as the current studies you are participating in along with the names of the principal investigators, and any relevant teaching or training appointments. This information helps the review committee determine your eligibility to attend the conference.

You listed recent publications but did not include full citation information.

Full citation information is required; you must also be named as an author on your listed publications or abstract presentations. Items that may be missing: title of the work, date of publication, name of journal or conference, or authorship. You may include up to 3 current, relevant publications in scientific journals in the last 2 years on which you are a MASTHEAD author.

You listed recent publications but your name is not listed as an author on the citations you provided, as verified by PubMed.

You must be named as an author on your fully cited, listed publications or abstract presentations.

You listed publications or presented abstracts as a named author but not within the required 2- or 3-year period.

Please only include publications within the last 2 years on which you are a MASTHEAD author or abstracts presented within the last 3 years.

You listed recent publications or presented abstracts but the material does not demonstrate an active role in HIV research.

Only HIV-related research publications will be considered in determining your eligibility to attend the conference. If you are not a named author on any HIV-related publications, please write ‘none’ in the space allotted and provide a detailed description of your full-time role in the appropriate section. This information will help the review committee determine your eligibility to attend the conference.

Research

You have selected 'No' to confirm you are not involved in research of HIV and related complications.

If you are not involved in HIV research, please provide a detailed description of your full-time role and current activities in directing research, academic training, community education, or professional education. This information will help the review committee determine your eligibility to attend the conference.

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 Organizer 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) 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

Where and when can I view the electronic posters online?

Electronic posters will be available on the website a week after the conference. www.CROIconference.org.

Will there be an Abstract Book for CROI?

An electronic abstract book will be available free of charge on the conference website www.CROIconference.org. A paper abstract book will not be produced for CROI.

When will the CROI presentation be available as webcasts online?

Symposium and plenary lectures, workshops, themed discussions, and oral presentations will be available as webcasts on the conference website, www.CROIconference.org, within 24 hours of the live presentations.

When will I receive my name badge?

In order to pick up your name badge and registration materials onsite, you will have to provide government-issued photo identification at the registration stations in the Hynes Convention Center.

What will happen if I misplaced my name badge?

You must wear your name badge to gain entry to all conference activities, including the poster sessions. In the event that you lose or forget your badge, please note that a REPLACEMENT FEE OF US $885.00 WILL BE REQUIRED TO REPLACE IT.

When will the Program and Information Guide be available online?

The Program and Information Guide will be available online, and on the CROI 2020 mobile app on the day that the conference opens for registered attendees.

Does CROI allow materials to be distributed to attendees?

There are tables and boards in the CROI registration area for attendees to share information or brochures about educational and scientific events and activities. Job openings can be posted in this area as well.

Please note: absolutely no product promotion material may be left in this areas. ‘Room drops’ and any other unauthorized distributions are not permitted.

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 email address should be used?

The email 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 email address is your unique identifier. Personal email addresses (eg, yahoo, gmail, hotmail) may be put in the alternate email address field. Assistant or travel agent email addresses may be put in the secondary email field. Email addresses for travel and tour agents MAY NOT be put in the primary email address field. This will delay and possibly be cause for denial of the registration application.

NOTE TO TRAVEL AGENTS: The attendees’ direct email address associated with his/her institution MUST be in the primary email address field. Your travel agent email may be entered in the secondary email 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.

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?

After you complete the evaluation (please check your email and follow the link), you are required to LOG-IN using 2 unique identifiers to complete the online claim form: 1) the email address you used to register for CROI; and 2) your password, which is your CROI Reference Number. Please note that your username and password are case sensitive and must be entered as received.

For example:
email address: johnsmith@university.edu
password: 12345

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 2017 and 2018, a copy of your certificate is available in your IAS’“USA account under My Certificates.

To access your account:

  1. Visit www.iasusa.org and log in using your email address. If you do not remember your password, click ‘Request new password’ and you will receive an email 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 email asking you to validate your account. If you do not receive this email, please contact the IAS–USA at (415) 544-9400, or by email 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 email with an evaluation and detailed instructions on how to claim and print your CME certificate. This will be sent to the email address you used to register for the activity.

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

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, and 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 the instructions). 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 email.

Please check your spam folder for an email with your temporary password. If you are still unable to find it, contact us at croiinfo@iasusa.org.

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

A link to the evaluations are emailed to you during CROI. Please check your spam folder for these emails. A link to the evaluations are also on the CROI website. If you are still unable to find them, contact us at croiinfo@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 email us at croiinfo@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, it will upload it to the member account and send the doctor an email, informing him or her that ABIM MOC points have been added to his or her 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.

How does the registration application process work?

For Preapproved Applicants (ie, invited speakers, authors on accepted abstracts and research collaborators, scholarship recipients, and other preapproved applicants)

  • Go here – TBD
  • On the left side under “Start Here”, enter your First Name, Last Name and your organization/institutional email address. You must use the same email address as in your invitation email. This email address is your unique identifier.

To apply to attend CROI 2020 as a General Applicant

  • Go here – TBD
  • On the left side under “Start Here”, enter your First Name, Last Name and your organization/institutional email address.

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 verifying 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, and @wannado) 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 Organizer 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 about 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 Organizer

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 to 3 business days). If approved, you will receive an email 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 email. 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 2 to 3 business 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?

Payment by a credit card (AMEX, MC, or VISA) is preferred and is the easiest and quickest way to complete the registration process.

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 Reference Number, and 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 may be canceled:

 

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

To pay by WIRE TRANSFER, please email CROIregistration@iasusa.org. Be sure to confirm with your bank 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 may be canceled.

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

Can the registration fee be waived?

Registration fees are waived 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 eBook, and other meeting materials.

How do I return to my record?

To return to your record:

  • Go here – TBD
  • On the right side, under “Modify Existing Approved Application/Registration/Hotel”, please enter your Reference Number and email address that you used on your application/registration, found in your confirmation email.
    Please contact the registration and housing partner SPARGO, Inc. via email CROIregistration@spargoinc.com for assistance if you do not have your Reference Number.

If I have 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@iasusa.org. Although we realize that there will be a short time frame for booking travel, etc, waitlisted applicants will be notified after TBD, if the conference has not reached the maximum capacity for attendance.

For those not able to attend but 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 emailed to CROIregistration@spargoinc.com. 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 TBD, you will receive a refund minus a US $150 administration fee. Any registration cancellations received after TBD, 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: 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 email CROIinfo@iasusa.org with questions and for information about the process.

Who can attend the New Investigator Workshop?

The CROI Program Committee Workshop for New Investigators and Trainees is open to all registrants (eg, 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.

May I bring my child to the conference/meeting rooms, or will childcare be available at the convention center?

Out of respect for the presenters and conference attendees, children are not permitted in meeting rooms, including the poster area. If you require child care services, you may contact the concierge of your hotel.

Housing

I live in the Chicago area and I do not need a hotel room. I entered my Chicago address in the profile. Do I need to do anything further?

Once you have logged in to the CROI Registration and Housing Portal, click the Continue to Registration button to proceed with registration. The system will automatically cross-check your address and zip code.

I do not live in Chicago but will be staying with friends or family in the Chicago area. Am I still required to book a hotel through the CROI system?

Each CROI registrant is required to reserve a room through the CROI housing system. The few exceptions include registrants who live in the Chicago area (ie, address within 50 miles of the McCormick Place), who are sharing a room with an approved CROI attendee with accommodations booked via the CROI housing system, or who have other exceptions approved by the CROI Organizer.

To submit a Hotel Waiver Request, once you have logged in to the CROI Registration and Housing Portal, click the Submit Hotel Waiver Request button. Select an option from the drop down menu and provide the requested information, then click Continue. Hotel Waiver requests are reviewed on a weekly basis. Those requesting a Hotel Waiver will be put on a registration waitlist to allow priority to those attendees booking within the CROI hotel block.

Registrants who book outside the CROI housing system may have their registration canceled. If you have questions about exceptions, please contact the IAS–USA by email at CROIregistration@iasusa.org, or our registration and housing partner, SPARGO, Inc, at CROIregistration@spargoinc.com.

Am I allowed to add an occupant to my room reservation?

Yes, you may add your spouse, partner, child, friend, etc, as an occupant to your hotel reservation by adding them to your reservation in the CROI Hotel Reservation System.

If you are sharing a room with another approved CROI attendee with accommodations booked via the CROI Hotel Reservation System, he or she must add you to his or her reservation, and you will receive an email with your unique Hotel Acknowledgement Number and the link to the registration site.

I have a special hotel request. How long will it take to process, and how will I know it has been accepted?

Special requests such as high floor, quiet room, room away from elevator and ice machine, and extra pillows will be forward directly to the hotel. Please contact your selected hotel after TBD to confirm the status of your request.

What are the breakfast prices at my hotel?

Please contact your selected hotel for this information.

Scholarships

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

The registration and housing system will recognize your email 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?

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 email at ias.usa@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
  • Email 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.

Media Representations

When will CROI abstracts be available?

Registered media representatives may pick up a personal code that will provide them with access to the conference abstracts when they pick up their conference badges. 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 conference 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@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@iasusa.org.

CROI 2020 General Abstract Submission Dispositions

I have not received a disposition email for an abstract that I am affiliated with. What do I do?

If you have not received an abstract disposition, one of the following instances may have occurred:

  • Your system has rejected the email. Please contact your IT specialist within your institution to enable the CROI email (CROIabstracts@iasusa.org) as a designated (safe) sender.
  • The email address connected to your CROI account is incorrect. Please contact your presenting author for the abstract(s) with which you are affiliated to confirm that the email address used to setup your account with CROI is correct. An incorrect email address will prevent you from receiving crucial information about CROI 2020.

Lastly, you may send an email to CROIabstracts@iasusa.org about the status of your submission. In your inquiry, please provide your first and last name and the abstract identification number of the abstract(s) with which you are affiliated.