Information on this page includes instructions on submitting materials for invited presenters, panelists, and session moderators; presentation resources; and instructions for expense reimbursement.
Materials Submission
Submission of presentation summaries, headshots, financial disclosures, and other material should be done through the Abstract, Scholarship, and Speaker Materials Submission site and not through email (unless requested). The deadline for submission is January 9, 2024.
| Materials to be Submitted | |||
| Presenter* | Panelist | Session Moderator | |
| Professional and Contact Information | Yes | Yes | Yes |
| Biosketch | Yes | Yes | Yes |
| Headshot | Yes | Yes | Yes |
| Financial Disclosure Form | Yes | Yes | Yes |
| Presentation Summary | Yes | No | No |
| Draft Presentation Slides for Review | Yes | No** | No** (Review Presenter Slides) |
| Final Presentation Slides | Yes | No** | No** |
*Presenters: Named lecturers (eg, Benard Fields, N’Galy-Mann, Martin Delaney), plenary lecturers, workshop presenters, and symposium presenters
**Slides for Case-Based Sessions: For Case-Based sessions, either the presenters/panelists or the session moderators provide slides.
Submission Instructions
Click the section title below to display the relevant instructions.
The Edit Profile page will be displayed upon accessing the Abstract and Speaker Management site for the first time. The Edit Profile page can also be accessed from the Profile section of the Dashboard by clicking the My Account link (see below).
Enter or update the information requested on the Edit Profile page.
Primary Institution is the entity that provides the greatest portion of your income and benefits. Search for your primary institution by entering part of the institution name or location (eg, city) in the dropdown menu. Copying and pasting the institution’s full name may defeat the search functionality. If you do not find the institution in the list, select Other in the dropdown menu and enter the institution’s name in the Other text box.
If you have an assistant or another email you wish to be copied on correspondence from CROI, add that email in the Alternate Email field.
Sex/Gender and Race are collected for informational purposes only. CROI is committed to diversity in the invited speakers featured at the conference. The information you provide assists with this goal but is entirely optional.
Select the Bio/Photo link from the Profile section of the Dashboard. Follow the instructions to provide a brief bio and headshot. Full CVs are not necessary. The biosketch is used for introductions at the podium at CROI and are not published. Some biographical material may be used to promote the conference. Headshots should be color images that show your head and shoulders. The image file (JPG, GIF, or PNG file) should be of high-quality resolution and size to be included in the printed CROI program. Images copied from a website are acceptable if they are of sufficient resolution and size (if an image file is less than 200KB, it is likely insufficient).
Select Financial Disclosure in the Forms section of the Dashboard. As the accredited CME provider for CROI, the International Antiviral Society–USA requires that all persons with control of educational content (eg, presenters, moderators, CROI Scientific Program Committee, and program planner) disclose any financial relationships with ineligible companies (previously defined as “commercial interests”) that they have had within the past 24 months. This does not include academic institutions, government agencies, nongovernmental organizations (NGOs), or not-for-profit organizations. The most common ineligible companies are included as options on the form, but any ineligible company not appearing on the list can be added using the Other text box (selecting from the list, when possible, is preferred).
Select the Submissions link from the Dashboard. The Abstract Submissions section includes a link to the draft presentation summary associated with your presentation. To edit, click the draft title of the presentation summary (in the example below, “Long-Acting Treatments for HIV and Beyond”). Edit the existing draft presentation summary provided for you, do not use the Create an Abstract option as that abstract will not be connected to your presentation.
The required elements of the presentation summary (eg, Title, Author, Presentation Summary, and Additional Information) are listed in a menu on the left, along with links to preview the text and to submit.
You may edit the presentation title and any part of the draft presentation summary within the character limits (100 for the title and 2500 for the presentation summary).
From the Author tab, you may edit the name of your institution by clicking the Edit button under your name.
After providing all the requested information, finalize the submission through the Submit step. You may return to edit the submission until the deadline, even after completing the Submit step.
Invited presentations should include a state-of-the-art overview of the field or topic and generally not solely focus on the presenter’s work. Please note the guidelines below for information on the inclusion of information on sex stratification, other demographic data, and the use of appropriate terminology in both the presentation summary and the presentation at CROI. For reference, you may view presentation summaries from prior CROI in abstract books linked on the Resources From Prior Years webpage.
Sex Stratification and Other Demographic Variables
Appropriate information and correct terminology regarding sex and gender should be used.
Abstracts from randomized trials and cohorts should follow the ICMJE guidelines, including reporting of study designs (eg, prospective, observational, randomized, double-blind, STROBE, CONSORT, or others), statistical methods, and outcomes by demographic variables. The presentation should provide sex-stratified results for human clinical or epidemiological studies or identify who was included if it includes only a single population. Abstracts of preclinical data, including the use of cell lines and animal studies, should include the sex of the animals or the sex of the source of the cell lines. If data are not available on sex (as assigned at birth) or gender (where gender is relevant to the study results), this should be identified as a limitation in the presentation.
See: ICMJE Preparing for Submission
The Use of Appropriate Terminology
Draft Presentation Slides
Draft presentation slides are reviewed before CROI to ensure the presentation is free from commercial bias. This is necessary to provide continuing medical education credit for invited sessions. Draft slides also allow the presenter to get content feedback from the moderators and Conference on Retroviruses and Opportunistic Infections Scientific Program Committee liaisons for the session. Submission instructions and the deadline for draft slides will be discussed on the session planning call (deadlines are typically 1 to 2 weeks before CROI).
Final Presentation Slides
Final presentation slides are submitted in person in the Speaker Ready Room at CROI. Do not email the final slides. The only way to ensure that the correct slides are used during the presentation is for the presenter to upload the final slides in person in the Speaker Ready Room at CROI 24 hours before the session.
The presentation you upload in the Speaker Ready Room will be projected in the session room from a central location, not from a laptop at the podium. Bring your notes with you, as there is no notes preview at the podium for your presentation.
Slide Template and Title Slide
Optional Slide Template: Download the optional slide template here. The template is suggested but optional for content slides. The title slide with the presenter’s financial disclosures will be provided when the final slides are uploaded at CROI in the Speaker Ready Room 24 hours before the session. Presenters do not need to create their title slide.
Travel and Expenses for Invited Presenters and Program Committee
Booking Airfare
Invited speakers may use their own travel service or book travel through the CROI travel agency, Altour, at 888-669-8291 (US) or via email at ias.usa@altour.com for assistance.
- Your Identification Information exactly as it appears on your Driver’s License/Passport
– Full name
– Date of birth
– Gender - Travel Preferences
– Preferred travel dates
– Preferred departure airport - Best Contact Information
– Email address
– Cell phone number - Traveler Rewards and Airport Security Information (if applicable)
– TSA Number
– Airline Frequent Travel Numbers
- **In order to qualify for reimbursement, hotel accommodations must be made through the CROI registration and housing system. Accommodations made outside the CROI system are not eligible for reimbursement.
- Reimbursement does not cover visa fees, checked baggage fees, ground transportation, parking, meals, incidental charges, printing or shipping of materials, office supplies, or internet access. The goods or services listed above are provided in kind for invited speaker participation in CROI. In compliance with federal regulations, no honorarium will be provided to US federal government employees, and no federal funds will be used for the payment of travel expenses. Travel expenses are derived from registration fees from conference attendees.
Expense Reimbursement
Please refer to your original invitation email to determine the expenses that are reimbursable for you. Based on your participation at CROI, you may be eligible for reimbursement of the following:
Waived Registration Fee: Registration fees are waived for lecturers in named presentations (Bernard Fields, N’Galy-Mann, and Martin Delaney lecturers), panelists, symposium speakers, symposium session moderators, workshop moderators, workshop presenters, and themed discussion leaders.
Travel and Hotel Expenses: Reimbursement for travel expenses and hotel accommodations is provided to named presentation lecturers, symposium speakers, workshop presenters, and themed discussion leaders. The maximum combined reimbursement for hotel and travel is $2,250 for travel from within the US, Canada, or Mexico and $3,250 for international travel. The following expenses may be reimbursed:
- Economy-class* airfare, train fare, or auto miles
- Hotel accommodations**
*US tax regulations allow the CROI Foundation, a not-for-profit organization, to reimburse economy-class fares only
**To qualify for reimbursement, hotel accommodations must be made through the CROI registration and housing system. Accommodations made outside the CROI system are not eligible for reimbursement.
Reimbursement does not cover visa fees, checked baggage fees, ground transportation, parking, meals, incidental charges, printing or shipping of materials, office supplies, or internet access. The goods or services listed above are provided in kind for invited speakers to participate in CROI. In adherence with federal regulations, no honorarium will be provided to US federal government employees, and no federal funds will be used to pay travel expenses. Travel expenses are derived from registration fees from conference attendees.
Reimbursement Request and Related Forms
Invited speakers and Program Committee can use this form to report expenses for reimbursement. Instructions are included on the form.
For reimbursement via wire transfer (available for travel from outside the US and Canada only), please complete the separate wire transfer form.