Registration

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Registration Fees

Early Bird Conference rates are available until Monday, March 11, 2019. Regular rates apply as of Tuesday, March 12, 2019. 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 Monday, March 11, 2019	Regular as of Tuesday, March 12, 2019
Researcher, Government, Community, Other	$700	$750
Student, Trainee, New Researcher	$325	$350

 

*The HIV Community Member rate is no longer available. Please refer to the Scholarships & Awards page for information on applying to attend as a Community member.

Registration fees include all scientific sessions, sponsored Symposia, the Opening Reception, poster sessions and access to the exhibit poster hall.

Registration fees do not include attendance at the New HIV Researcher Workshop, the Saturday Night Gala Party, or CME Credits.

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 or be attending the 2018 New HIV Researcher Workshop. Proof consists of a copy of your student ID or a letter from your institution’s Registrar verifying student, fellowship, or trainee status.

Documentation can be uploaded during the registration process. In addition, documentation will be accepted within two weeks of registering via email, mail or fax to the Conference Secretariat, Attn. CAHR 2019 Registration Manager.

Additional Purchases

New HIV Researcher Workshop, Thursday, May 9th 
Attendance at the New HIV Researcher Workshop on Thursday, May 9th is not included in your 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 $50 during the online registration process. Space is limited and registration priority will be given to the above noted groups.

Gala Party, Saturday, May 11th
Attendance at the Gala Party on Saturday, May 11th is not included in your registration fee. If you wish to purchase a ticket for the Gala Party you can purchase one ticket at the Conference Attendee Rate of $100, and one or more guest tickets at $150 during the online registration process. The Conference reserves the right to close ticket purchases due to limited capacity of the venue. The Conference will provide as much advance notice as possible on the closure of the ticket purchases. If you are planning to attend the gala please take the limited capacity into account.

CME Certificate
CME credits are not included in your registration fee. If you wish to receive CME credits, purchase them during the online registration process at $25.

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 shortly after you register. If you submitted payment by credit card, a receipt will be included. If you wish to pay by cheque or wire transfer, an invoice will be sent to you via email once you have completed your online registration.

Methods of Payment

Cheque
If you are paying by cheque, please include CAHR 2019 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.

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

Cancellations, Refunds and Substitution Policy

Refunds are available until Monday, March 11, 2019 and will be subject to a cancellation fee of $100 per person for all registration categories.

As of Tuesday, March 12, 2019 no refunds will be provided, however substitutions can be made until Wednesday, May 1, 2019. All cancellations or substitutions must be received in writing either email at conference@cahr-acrv.ca.

Registrations for the Conference must be paid in full by Friday, April 19, 2019. After this date, registrations that have not been paid in full will be cancelled. Registrations made after Friday, April 19, 2019 will only be accepted if paid in full at time of registration.

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 6, 2019
• Early Bird registration deadline: Monday, March 11, 2019 (Cancellation of Registration: Last day for cancellation with full refund less cancellation fee)
• Last date to access the Conference group accommodation rate at the Hilton Garden Inn and Holiday Inn Saskatoon is: Friday, April 5, 2019 (subject to availability)
• Online registration closes: Monday, May 6, 2019

 Presenting Author Registration Information

Presenting Authors must register to attend CAHR 2019. If you are not registered by the Presenting Author registration deadline of Wednesday, March 6, 2019 your abstract may not be included in the CAHR 2019 Abstract Book and Conference Program.

Media Accreditation / Press Registration

CAHR welcomes coverage of the Conference by 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:

• your name
• credentials
• affiliation
• photo identification (preferably one that includes your media credentials)
• a description of your interest in the Meeting on official letterhead to the Conference Secretariat

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 2019 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 institution. 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 request this at the Registration Desk and a CAHR Representative will be located for you

Other Registration Information

Wheelchair Access and Special Assistance

All Conference venues are wheelchair accessible. If 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.