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International AIDS Society

Conference Practicalities



Accessibility

All public areas are accessible to wheelchair users and a limited number of wheelchairs are available for use by visitors on a first come, first served basis, from the Information Desk located next to the Burrard Street entrance.

The Vancouver Convention Centre has automatic doors at all its entrances. Shallow grade ramps provide direct access from road level. All function rooms have double-leaf doors to facilitate wheelchair entry. All levels are serviced by elevators which are fitted with low-level tactile floor buttons, aural and visual indicators and wide door access.

Please go to the conference Information Desk on level 1 for any assistance.


Accommodation and Tours Desk

A desk for hotel and tour bookings and changes will be located in Registration, and available:

Saturday 18 July   13:00 – 20:00
Sunday 19 July   07:30 – 20:00
Monday 20 July   06:30 – 18:30
Tues 21 - Wed 22 July   07:30 – 18:30


Banking Facilities

An ATM can be found in each entrance foyer.


Certificate of Attendance

Participants who are entitled to receive a Certificate of Attendance will receive an email from the Registration Department after the conference. It will contain a link to download the certificate.


Cloakroom

This will be located on level 1, near Thurlow Street entrance, and will be available:

Saturday 18 July   13:00 – 20:00
Sunday 19 July   08:30 – 21:30
Mon 20 - Tues 21 July   06:30 – 21:00
Wednesday 22 July   08:00 – 20:30


Conference Language

The official language of the conference is English.


Continuing Medical Education (CME) Credits

The scientific programme has been reviewed by the American Medical Association (AMA) and approved for a maximum of 25.5 AMA PRA Category 1 Credits™. Physicians should claim only the credit commensurate with the extent of their participation in the activity. One credit may be claimed for each hour of participation in approved sessions.

An AMA CME monitor will be present at the conference and has a dedicated booth (on level 1, next to the conference Information Desk). The operating hours of this booth will be:

Monday 20 July   08:00 - 08:45
12:00 - 14:00
17:00 - 18:00
 
Tuesday 21 July   08:00 - 08:45
10:00 - 10:45
12:00 - 12:45
17:00 - 18:00
 
Wednesday 22 July   08:00 - 09:30
12:00 - 13:30
19:00 - 20:00


The AMA has an agreement of mutual recognition of CME credit with the European Union of Medical Specialties (UEMS) – European Accreditation Council for CME (EACCME).


Community Activist Liaison

The conference organizers provide support for dialogue and participation of activism through the Community Activist Liaison. Ron Rosenes is available to provide advice and assistance during the conference and will be found in the Community Office in room 203 on level 2.


Conference Programme

Programme-At-A-Glance

The programme is available via our online Programme-at-a-Glance (PAG), and also via the IAS 2015 Mobile App.

The PAG features:
  • full session outlines
  • full abstract contents (once embargo is lifted)
  • list of posters presented daily
  • rapporteur summaries
  • recordings and presentations (PowerPoint slides, speeches, e-posters) – pending submission and permission from the author and/ or presenter
  • topic-focused roadmaps
It also allows you to build and print personalized itineraries.

Mobile App

The Mobile App is available free of charge on the Apple Store and the Android Market.

   

Pocket Programme

All delegates will receive a pocket programme at registration

Abstract Archive Search Tool

With the new Abstract Archive Search Tool you will be able to search through all abstracts presented at conferences of the International Aids Society from 2009 until 2014. For your convenience you can bookmark abstracts to easily compare their findings and results.


Evaluating IAS 2015

The IAS values delegate feedback. All delegates are encouraged to participate in the conference evaluation by completing an online questionnaire which will be shared following the conference. All feedback will be treated confidentially and will be taken into careful consideration in planning IAS 2017.

Key findings and recommendations will be documented in an evaluation report, which will be posted on the conference website in December 2015. The conference is evaluated in line with the norms and standards developed by the DAC Network on Development Evaluation.


First Aid

An Occupational First Aid Attendant (OFA) will be on duty and patrolling the building 24 hours a day. To contact them please call:
  • General first aid: +1 604 647 7299 (or 7299 from venue phone)
  • Emergency: +1 604 647 7500 (or 7500 from venue phone)
If there is a first aid requirement the OFA will come to the patient`s location. A first aid room is available should the OFA decide there is the need to use it.

For all emergencies anywhere in Canada, the number to call is 911 from any landline or cell phone.


Information Desk

An information desk for general inquiries related to the conference will be located on level 1, opposite rooms 101 – 104. It will be open at the following times:

Saturday 18 July   13:00 - 20:00
Sunday 19 July     07:30 - 20:00
Mon 20 - Wed 22 July   06:30 - 18:30


Internet Café

The Internet Café is a free service provided to all delegates. It will be located in the Exhibition and consists of two areas:
  • an area with freestanding kiosks where delegates can browse the internet (for a limited time),
  • a laptop area equipped with power and Internet hook-ups (cabled and wireless) for delegates who wish to use their own laptops.
It will be open at the following times:

Sunday 19 July   12:00 - 18:30
Mon 20 - Wed 22 July   10:00 - 18:30



Liability

The liability of the conference organizers, for whatever legal reason, shall be limited to intent and gross negligence. The liability of commissioned service providers shall remain unaffected by this. Delegates shall take part in IAS 2015 at their own risk. Oral agreements shall not be binding if they have not been confirmed in writing by the International AIDS Society.


Lost and Found

The convention centre Information Desk will collect all lost and found objects. It is located in the Burrard Street entrance foyer.


Meals and Snacks

Catering concessions offering light, nutritious snacks and beverages are available within the convention centre. Items on offer include sandwiches, salads, snacks and beverages.


Media Centre: On-site and Online

An international Media Centre for accredited journalists will be located on level 2. The Media Centre is equipped with workspaces, computers with high-speed Internet access, laptop hook-ups, printers (with limited number of copies), faxes and photocopiers. Media delegates are strongly encouraged to take their own laptops. Broadcast media facilities are also available. Access to the Media Centre is strictly limited to accredited journalists.

The online Media Centre is hosted on the IAS 2015 website for all journalists, including those not attending the conference and for other interested parties. The online Media Centre provides access to webcasts of key conference sessions and other online coverage provided by CCO and NAM, as well as, speeches, press releases and high-resolution photos downloadable for free. Access to other information, such as conference abstracts, presentation slides and rapporteur summaries of sessions, is available through the IAS 2015 homepage.

For more information visit www.ias2015.org/media_centre.aspx or send an email to media@ias2015.org.

The Media Centre will be open:

Saturday 18 July   13:00 – 24:00
Sun 19 - Tues 21 July   06:00 – 24:00
Wednesday 22 July   06:00 – 20:30


It will be staffed each day:

Saturday 18 July    13:00 - 18:00
Sun 19 - Tues 21 July   08:00 - 20:00
Wednesday 22 July   08:00 - 18:00


Name Badge

Access to the conference facilities will not be granted without an official conference badge. For security reasons, your badge will be scanned at the entrance to the conference venue.

The conference badge can be used as an electronic business card at some exhibition booths and at the entrance to some satellite sessions as a way for delegates to provide their contact details to exhibitors and satellite organizers.

As a condition of entry, it is understood that conference security personnel may carry out inspections of bags, briefcases or other carried packages at every entry point and at any time during the event. To ensure quick entry, it is recommended that, if possible, any unnecessary items (bags, luggage, etc.) will not be brought to the venue. A list of permitted and prohibited items will be posted at the venue entrances.


Online Scientific Analysis Provided by Clinical Care Options

Clinical Care Options (CCO) is the official online provider of scientific analysis for delegates and journalists, delivered through comprehensive online continuing medical education (CME) activities. Visit www.clinicaloptions.com/ias2015 for:
  • Individual capsule summaries of the most clinically relevant studies, selected by CCO’s expert faculty
  • CCO’s own downloadable PowerPoint slides summarizing the key data
  • Analysis of the clinical implications of the major studies from a panel of international experts.
Online Scientific Reporting from IAS 2015 Provided by NAM

NAM is the official provider of scientific reporting for IAS 2015. Visit www.aidsmap.com for:
  • News stories of major scientific presentations,
  • A daily English-language electronic news bulletin summarizing key scientific news stories from the previous day (to be published each afternoon and translated into French, Italian, Portuguese, Spanish and Russian).

Opioid Substitution Therapy

Information on access to Opioid Substitution Therapy (OST) in Vancouver can be found here.


Positive Lounge

The Positive Lounge is designed as a place of rest, support and networking for HIV-positive conference delegates. It provides opportunities to meet and talk with other people from across the globe in a relaxed and welcoming environment. The Positive Lounge is located on level 2 in room 202.

The Positive Lounge will be open at the following times:

Sunday 19 July   16:00 - 18:30
Mon 20 - Wed, 22 July   08:30 - 18:00


Procedures for Speakers, Abstract Presenters, Session Chairs, Facilitators and poster Exhibitors

The Speaker Centre is intended to support speakers, abstract session presenters, session chairs and facilitators, who must check in at the Speaker Centre at least four hours before the start of their sessions. As it is not possible to run PowerPoint presentations directly from a laptop in the session rooms, all PowerPoint presentations must be uploaded at the Speaker Centre prior to the session. Session chairs are required to collect their final session schedules, important security information and instructions at the Speaker Centre.

The Speaker Centre will be located on level 1, room 116-117, and will be open at the following times:

Saturday 18 July     14:00 - 18:30
Sun 19 - Wed 22 July   08:00 - 18:30

Presenters in Oral Abstract Sessions

The oral abstract sessions run for 90 minutes and consist of 5 oral presentations (10 minutes each). A five-minute period is reserved for questions and answers immediately after each presentation and there is a 15 minute moderated discussion at the end of the session.

Presenters in Poster Discussion Sessions

Oral poster discussion sessions run for 60 minutes and consist of 4 – 6 oral presentations (five minutes each). The presentations are followed by a moderated discussion at the end of the session. Presenters are asked to prepare paper posters, which are displayed for the duration of the conference outside the session rooms.

Presenters are asked to mount their posters on Monday 21 July, 08:00 - 09:00 and remove them on Wednesday 22 July, 18:00 - 19:00. The poster exhibition staff will remove posters that are not taken down. The conference organizers assume no responsibility for any material left behind.

Poster Exhibitors

Posters are displayed for viewing within the Exhibition from Monday 20 - Wednesday 22 July. Authors are responsible for hanging their own posters. Posters must be mounted from 14:00 to 18:30 on Sunday or from 08:00 to 09:00 on Monday and removed from 18:00 to 19:00 on Wednesday 22 July. Authors are asked to stand by their posters from 12:30 to 14:30 on their day of presentation to answer questions and provide further information on their study results.

Poster exhibitors are not required to check in at the Speaker Centre. The poster exhibition staff will remove posters that are not taken down. Conference organizers assume no responsibility for any material left behind.

The Poster Exhibition will be open:

Mon 21 - Wed 22 July   10:00 - 18:30
   

Interfaith Prayer and Reflection Room

This is located on level 2 in room 223.


Registration

Registration will be open:

Saturday 18 July   13:00 - 20:00
Sunday 19 July   07:30 - 20:00
Mon 20 - Tues 21 July   06:30 - 18:30
Wednesday 22 July   06:30 - 16:30


Smoking Policy

It is prohibited to smoke in any indoor area of the convention centre and outdoor spaces within a 7.5m or 25ft perimeter of the Vancouver Convention Centre.


Social Media & Other Links

IAS 2015 on Facebook IAS 2015 on Twitter IAS 2015 on LinkedIn


Wi-Fi

The wi-fi is be available free of charge for delegates throughout the conference venue. There is also an internet cafe, with power sources and Internet hookups (cabled and wireless), which is located in the Exhibition.

*Please bear with us if you have trouble connecting to the wifi, as this may be due to the volume of people and number of devices being used.