Affiliated Events
Each year, more than 150 ancillary events are held preceding, during, and following the Conference on Retroviruses and Opportunistic Infections (CROI). To maintain the scientific focus and integrity of the conference, the Program Committee requires all organizations (commercial and non-profit) that wish to hold functions of any size or nature in any location during CROI to complete the Affiliated Event Request.
Guiding Principles for Affiliated Events
The CROI Program Committee strives to create and sustain an environment that promotes meaningful, high-level scientific interchange of ideas and debate. Interaction among the many subspecialties of researchers and between clinicians and scientists must occur in order to find better ways to prevent treat, and, hopefully, cure HIV/AIDS. In keeping with this mission, affiliated events should:
- support and be consistent with the scientific nature of CROI
- be directed to CROI participants (affiliated event sponsors and participants must be CROI registrants)
- be noncommercial
- not conflict with or detract from official programming
See Types of Activities for examples of permitted activities.
Release of Hotel Space Held by CROI
The Affiliated Event Request provides the Conference Secretariat with all the information needed to approve functions and to release hotel space. (No organization may hold a function within hotel space held by CROI without CROI first releasing the space to the organization; after which, the organization works directly with the hotel to make arrangements pertaining to the proposed function.) To facilitate the movement of CROI registrants, ancillary events must be scheduled in the official block hotels.
Costs and Liabilities
There is no application or processing fee for affiliated events. The Conference Secretariat will gladly provide complimentary assistance and guidance to those interested in holding an ancillary function. Any direct costs associated with the function (including food, beverage, and audio-visual equipment and labor) will be the responsibility of the event sponsor. The sponsor is also liable for any injury or accidents to people or property while conducting ancillary functions.
Consequences for Non-Compliance with Policies
Violators of CROI policies, including organizations or individuals whose activities deviate from the Guiding Principles for Affiliated Events (outlined above), may be subject to sanctions that include denial or revocation of admission badges at current or future CROI meetings and forfeiture of the group’s ability to present abstracts or hold Affiliated Events at future CROI meetings.
Please Complete ONE Application for Each Event or Activity
Processing takes approximately 7-14 business days. Initial approvals will be provisional; requests will be revisited after registration has opened to confirm participants are registered to attend CROI 2012.
Scheduling of Events
Organizations may not hold functions during CROI’s defined “blackout” times. CROI strictly enforces the blackout times at the request of conference registrants, who often feel torn between official sessions and non-CROI meetings and events. To ensure the interest and energy level of participants in the official scientific sessions and to protect against conference fatigue, the Program Committee prefers that affiliated events be scheduled at Appropriate Times during and after CROI.