Ancillary Events

The Canadian Association for HIV Research (CAHR) is accepting requests for ancillary events in conjunction with the 36th Annual Canadian Conference on HIV/AIDS Research (CAHR 2026). All ancillary events must be scheduled outside of the official CAHR conference program, which runs from approximately 4:00pm on Thursday, April 15th to 1:00pm on Sunday, April 18th.

The Scientific Committee will review all Ancillary Event applications after the application deadline. Ancillary Event organizers will be advised in late January 2027 as to the status of their request.

Please note that due to limitations of the venue, CAHR may not be able to accept all Ancillary Event requests.

Benefits of holding an Ancillary Event at CAHR 2027

Upon approval of your event:

  • CAHR will post your ancillary event information on the CAHR Conference website
  • CAHR will mention your ancillary event in select Conference marketing emails
  • CAHR will provide complimentary meeting space (if available) at the Fairmont The Queen Elizabeth Hotel and connect you with the on-site service teams to arrange your meeting requirements

Ancillary Event Application

Ancillary Event Application site will open soon.

You will be asked to provide the following details:

  • Organization hosting the event
  • Organizer name with full contact information
  • Date requested and length of event in hours
  • Preferred time of day
  • Topic or title of ancillary event
  • Brief description of ancillary event
  • Speakers (if confirmed)
  • Preferred meeting room set up, for example rounds, theatre style or board room. Preferred room set up is not guaranteed and will be subject to venue availability
  • Expected number of attendees
  • Attendance details (open to all delegates, or by invitation only). If by invitation only, please describe who is invited and the invitation process

Responsibilities of holding an Ancillary Event at CAHR 2027

Upon approval, the organizer of the ancillary event is required to:

  • Provide the full title of the event.
  • Provide event information (up to 200 words), suitable for web posting. Please include the nature of event, its purpose, the target audience, key participants, and any other information of value and interest.
  • Provide information on any restrictions regarding participation from Conference attendees (i.e. by invitation only, for members only, only for researchers from a specific geographical region, etc.). The organizer is responsible for making any pre-registration arrangements. CAHR encourages all ancillary events to be open to Conference attendees if appropriate.
  • Arrange audio visual and food & beverage requirements directly with the venue and/or its vendors. Please note that CAHR does not cover any Ancillary Event costs, such as audiovisual or food and beverage costs.
  • Indicate your preferred room set up. Note: CAHR can not guarantee the requested setup will be provided. Any request to change the assigned layout must be coordinated directly with the venue and may be subject to additional costs to the Ancillary Event organizers. CAHR does not cover any costs arising from room set up changes.

Ancillary Meetings Guidelines

Should your Ancillary Event application be accepted, CAHR will provide a room at the Fairmont The Queen Elizabeth Hotel for your meeting. Any further costs and/or arrangements requirement by the meeting organizers must be made with the hotel and/or its vendors directly.

Room Setup

Your assigned room setup will be included in your confirmation email. Should you require a different room setup, the Ancillary Event organizers must contact the venue directly. The Ancillary Event organizer is responsible for any costs related to changes in the rooming setup.

Audio-Visual Equipment

Ancillary Event organizers are responsible for all audio-visual costs and must submit their requirements directly to the official audio-visual supplier. CAHR will provide key contact information.

Food and Beverage

Ancillary Event organizers are responsible for all food and beverage costs and must submit their requirements directly to the food and beverage supplier. CAHR will provide key contact information.

More Information

For more information related to hosting an Ancillary Event at CAHR 2027, please contact conference@cahr-acrv.ca