The 2022 Conference on Retroviruses and Opportunistic Infections (CROI) is currently planned as a hybrid conference to include both virtual and in-person participation. The in-person component will be hosted in Denver, Colorado, USA. The CROI Scientific Program Committee will monitor the COVID-19 pandemic carefully in terms of changes in the safety and practicality of hosting an in-person component.

PLEASE NOTE: Prior-year approval of an affiliated and proximate activity does not ensure current approval. Affiliated and Proximate Activity guidelines are subject to change and clarification; check this website regularly for updates.

An Affiliated Activity is any activity, event, or meeting, including virtual meetings and conference calls, held at any time from 3 days before (Wednesday, February 9) through 2 days after (Friday, February 18) CROI 2022 and targeted toward or includes any REGISTRANTS of CROI.

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 develop a cure. In support of that goal, organizations (eg, commercial companies, their agents, not-for-profit groups, and government agencies) that wish to hold meetings targeted to or involving any CROI attendee(s) and taking place around the time of the conference must comply with the guidelines below.

In order to provide opportunities for different groups and attendees within nonblackout of CROI times to attend affiliated and proximate meetings, each organization may hold no more than one (1) affiliated meeting on each of the CROI program days (excludes the days prior or days after program days).

To be approved, Affiliated and Proximate Activities must:

  • Support and be consistent with the scientific nature of CROI
  • Be nonpromotional and noncommercial (commercial companies are being 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

An administrative fee is required for approved Affiliated and Proximate Activities:

  • 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 postdays of CROI 2022. 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, or advertising firms). If you have any questions about whether you are considered a commercial entity, please email CROIaa@iasusa.org. No promotional advisory board meetings, fishbowls, or social or leisure events are allowed. Acceptable activities are:

  • Scientific Advisory Board Meetings
  • Scientific Investigator Meetings

In general, activities sponsored and supported by not-for-profit or governmental organizations that are permitted on days of the scientific program (no such events can be held during the blackout times of CROI 2022) include:

  • Scientific Board Meetings
  • Committee Meetings
  • Executive Meetings
  • Specific Study (Investigator) Meetings

Meeting Blackout Times

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

If an Affiliated and Proximate Activity is approved, the IAS–USA will assist the organizer of the meeting in identifying 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 or sent via email to CROIaa@iasusa.org.

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

Hotels

HYATT REGENCY DENVER
650 15th Street, Denver, CO 80202

HILTON DENVER CITY CENTER
1701 California Street, Denver, CO 80202

SHERATON DENVER DOWNTOWN HOTEL
1550 Court Place, Denver, CO 80202

SONESTA (CROWNE PLAZA DENVER)
1450 Glenarm Plaza, Denver, CO 80202

APPROVED MEETING SPACE

The CROI logo or any part of the CROI logo may not be used on any non-CROI materials, such as websites, publications, signs, or fliers that did not originate from or were not developed by CROI, without the express written permission of CROI or the IAS–USA. In addition, no entity may imply either directly or indirectly that it is in any way associated with or endorsed by CROI, without the express written permission of CROI.

COSTS AND LIABILITIES

Any direct costs associated with the Affiliated and Proximate Activity (eg, rental fees, food, beverage, audiovisual equipment, or 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. In addition, IAS-USA, on behalf of CROI, has no authority over hotel charges. All charges for your meeting or event are solely determined by the hotels.

COVID-19 SAFETY MEASURES

Affiliated and Proximate activity attendees, including none CROI attendees, who choose to participate in-person must abide by the same CROI attendee policies 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. For safety measures for CROI 2022 in-person attendance, please click here.

Use of the CROI Logo and Signs

The CROI logo or any part of the CROI logo may not be used on any non-CROI materials, such as websites, publications, signs, or fliers that did not originate from or were not developed by CROI, without the express written permission of CROI or the IAS–USA. In addition, no entity may imply either directly or indirectly that it is in any way associated with or endorsed by CROI, without the express written permission of CROI.
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.

APPROVED AFFILIATED AND PROXIMATE ACTIVITY LANGUAGE

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 2022. This meeting is not sponsored by, endorsed by, or supported by the IAS–USA, the CROI Foundation, or CROI 2022.

CHANGES TO APPROVED AFFILIATED AND PROXIMATE ACTIVITIES

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.

Consequences for Noncompliance

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 registration revoked. Noncompliance may be subject to fines and damages and could negatively impact the registration, status, and/or attendance of those attending an Affiliated and Proximate Activity that does not follow the guidelines.

How to Apply

Please complete the Affiliated and Proximate Activity application form, agree to the terms and conditions, and click the SUBMIT button to complete the application process. All applications must be received by Friday, January 21, 2022. Questions about Affiliated and Proximate Activities may be addressed to CROIaa@iasusa.org.