Registration

Registration opens December 2024

• Registration Fees
• Payment, Confirmation and Receipt
• Cancellations, Refunds and Substitution Policy
• Registration Deadlines
• Media Accreditation / Press Registration
• International Attendee
• Other Registration Information
• Questions

Registration Fees

Early Bird Conference rates are available until Wednesday, March 26, 2025. Regular rates apply as of Thursday, March 27, 2025. The registration fee is determined by when payment is received, and not the date on which your registration is submitted. There are no daily attendance fees for any of the categories.

	Early Bird until Wednesday, March 26, 2025	Regular As of Thursday, March 27, 2025
Researcher, Government, Community, Other	$750	$850
Student, Trainee, New Researcher	$375	$425

*Prices are in Canadian dollars

Please refer to the Scholarships & Awards page for information on eligibility and how to apply for a Community Scholarship, which covers the cost of registration.

Registration fees include access to all scientific sessions, sponsored symposia, the opening reception and the poster and exhibit hall.

Registration fees do not include attendance at the New HIV Researcher Workshop, the Saturday Evening Social, or CME Credits.

Photographs will be taken during the Conference, which may be used for promotional purposes. By registering, you provide your consent for CAHR and its suppliers to use any photographs with your image for promotional purposes.

Student, Trainee and New Researcher Rate

Proof of student or trainee status is required to access this rate. New Researchers must have graduated within the past 5 years.

There are two (2) accepted forms of proof of student/trainee status. Either a copy of your student ID or a letter from your institution’s Registrar verifying student, fellowship, or trainee status.

Proof of student/trainee status can be uploaded during the registration process. In addition, documentation will be accepted within two weeks of registration via email to the Conference Secretariat, Attn. CAHR 2025 Registration Manager.

Additional Purchases

New HIV Researcher Workshop, Thursday, May 1, 2025
Attendance at the New HIV Researcher Workshop on Thursday, May 1 is not included in the Conference registration fee. This workshop is designed for graduate students, doctoral students, postdoctoral fellows, medical students/interns/residents and trainees. You can register for the New HIV Researcher Workshop for a fee of $75 during the online registration process. Space is limited and registration priority will be given to the above-noted researchers.

Evening Social, Saturday, May 3, 2025
Attendance at the Evening Social on Saturday, May 3 is not included in the registration fee. If you wish to purchase a ticket for the Evening Social you can purchase one ticket at the Conference Attendee Rate of $150, and one or more guest tickets at $175 during the online registration process. Tickets are limited, and CAHR reserves the right to close ticket sales due to the limited capacity of the venue. The Conference will provide as much advance notice as possible on the closure of the ticket sales. If you are planning on attending the Evening Social, please take the limited capacity into account and purchase your ticket before they are sold out.

Each year, CAHR works to accommodate the needs of all conference delegates. This year, the chosen venue for the Evening Social is in an accessible building, less than 500m from the Convention Centre. Please note however, that due to physical limitations of the building, a quiet room for those seeking quieter interaction will not be available.

CME Certificate
CME credits are not included in the registration fee. If you wish to receive CME credits you can purchase them during the online registration process for a fee of $50.

Payment, Confirmation and Receipt

The registration fee category is determined by when the payment is received and is due in Canadian dollars.

A confirmation email will be sent to you shortly after you register. If you submitted payment by credit card, your confirmation email acts as your receipt. If you selected to pay by cheque, your email confirmation acts as an invoice and a receipt will sent to you via email once the cheque payment is received.

Methods of Payment

Credit Card: American Express, Mastercard and Visa
If paying by credit card, Sea to Sky Meeting Management Inc. will appear as the vendor on your credit card statement.

Cheque
If you are paying by cheque, please include CAHR 2025 and the name of the registrant(s) on the cheque, and make the cheque payable to Sea to Sky Meeting Management Inc. The payment address is on the Conference Secretariat page and will be included on your invoice. Funds are due in Canadian dollars and must be drawn on a Canadian bank. A receipt will be sent to the email address provided during the registration process, once payment has been received.

Cancellations, Refunds and Substitution Policy

Refunds are available until Wednesday, March 26, 2025, and will be subject to a cancellation fee of $100 per person for all registration categories.

As of Wednesday, March 26, 2025, no refunds will be provided, however, substitutions can be made until Wednesday, April 16, 2025. All cancellations or substitutions must be received in writing by email at conference@cahr-acrv.ca.

Registrations for the Conference must be paid in full by Friday, April 11, 2025. After this date, registrations that have not been paid in full will be canceled. Registrations made after Friday, April 11, 2025, will only be accepted if paid in full at the time of registration (i.e. no cheque payments permitted after this date).

The Conference reserves the right to close registration due to limited capacity. The Conference will provide as much advance notice as possible on the closure of registration. If you are planning to register as a participant at the Conference, please take the limited capacity into account.

Registration Deadlines

The registration deadlines are as follows:

• Presenting Author registration deadline: Wednesday, March 26, 2025
• Early Bird registration deadline: Wednesday, March 26, 2025
• Cancellation of Registration: Wednesday, March 26, 2025 (Last day for cancellation with refund less $100 cancellation fee)
• Last date to access the Conference group accommodation rate at the official Conference hotel, March 21, 2025 (subject to availability)
• Online registration closes: Wednesday, April 23, 2025
• Onsite registration available as of Thursday, May 1, 2025

Presenting Author Registration Information

Presenting Authors must register to attend CAHR 2025. If you are not registered by the Presenting Author registration deadline of Wednesday, March 26, 2025, your abstract may not be included in the CAHR 2025 Abstract Book and Conference Program.

Media Accreditation / Press Registration

CAHR welcomes coverage of the Conference by Canadian-based mainstream and medical media. Media passes will be made available at the discretion of the Conference organizers. If you are interested in obtaining a media pass, please forward a description of your interest in the Meeting on official letterhead to the Conference Secretariat including:

• your name
• credentials
• affiliation
• photo identification (preferably one that includes your media credentials)

The Conference Secretariat will respond to all inquiries, however only those approved will be provided a media pass. Once approved, media passes will be available for pickup onsite at the Conference Registration Desk. Please note that media passes will allow access to all sessions, including the Opening Ceremonies and Opening Reception, but DO NOT include a delegate bag or any meals. All media passes are non-transferable.

CAHR 2025 abstracts will be available to delegates via the Conference website in April. All recipients are required to respect the confidentiality of the information provided in the abstracts as per the following embargo policy.

EMBARGO POLICY

Information drawn from abstracts may not be published or presented before the start of the Conference session in which they are to be presented. Journalists, investigators and study sponsors must abide by this embargo rule. Authors retain copyright over their abstracts and permission for re-use must be obtained directly from the author or a representative designated by the author.

Media may receive further information relating to CAHR abstracts and presentations from CAHR and/or pre-authorized institutions. These supplementary resources will be subject to specific embargo rules that will be indicated by CAHR and/or the institutions it has authorized.

Journalists are invited to register their interest and apply for access to supplementary embargoed information by contacting Andrew Matejcic, Executive Director of the Canadian Association for HIV Research by email at andrew.matejcic@cahr-acrv.ca.

Media monitoring will be undertaken to ensure embargo rules are respected. Media embargo breaks will be subject to serious sanctions including exclusion from future outreach initiatives and reporting of the embargo break to any interested organization including researchers’ affiliated institutions and newswire services.

IF YOU WISH TO SPEAK WITH AN ONSITE REPRESENTATIVE OF CAHR, PLEASE MAKE YOUR REQUEST AT THE REGISTRATION DESK.

International attendee

Individuals who reside in countries that require a visa to enter Canada will be required to describe their Canadian connection (as described below) as well as provide additional information and references, as requested by the conference organizers in order to register.

The information to be provided includes:

• The name and contact information of a Canadian researcher who can act as a reference;
• An overview of the current HIV research partnership with a Canadian counterpart that will be showcased at the conference; and
• An academic or knowledge-user CV.

Failure to provide this information in full will result in your registration not being accepted.

Other Registration Information

Wheelchair Access and Special Assistance

All Conference venues are wheelchair accessible. Should you require special assistance for any reason, please include your requirements during the registration process and confirm any details with the Conference Secretariat.

Dietary Requests

Please identify any dietary requirements during the registration process so that we can make arrangements in advance for your registered food and beverage events.

Questions?

Contact the Conference Secretariat if you have any questions.