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Early Bird Conference rates are available until Monday, February 26, 2018. Regular rates apply as of Tuesday, February 27, 2018. 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.
until Monday, February 26, 2018
as of Tuesday, February 27, 2018
Researcher, Government, Community, Other
Student, Trainee, New Researcher
*The HIV Community Member rate is no longer available. Please refer to the Community Registration Scholarship 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 2018 Registration Manager.
New HIV Researcher Workshop, Thursday, April 26
Attendance at the New HIV Researcher Workshop on Thursday, April 26 is not included in your registration fee. This workshop is designed for graduate students, doctoral students, postdoctoral fellows, medical students/interns/residents and trainees. If space becomes limited, registration priority will be given to the above groups. You can register for the New HIV Researcher Workshop for a fee of $50 during the online registration process.
Gala Party, Saturday, April 28th
Attendance at the Gala Party on Saturday, April 28th 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.
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
If you are paying by cheque, please include CAHR 2018 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.
Wire Transfer (applicable until Friday, April 6, 2018)
All wire transfers are payable to Sea to Sky Meeting Management Inc., are due in Canadian dollars and must be received by Friday, April 6, 2018. On the wire transfer, please note CAHR 2018 and the name of the registrant(s) as a reference. Wire transfer information will be included on the invoice that is sent to the email address provided in the registration upon completion of your registration. The full amount is due and any incurring bank fees are paid by the remitter/sender.
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, February 26, 2018 and will be subject to a cancellation fee of $100 per person for all registration categories.
As of Tuesday, February 27, 2018 no refunds will be provided, however substitutions can be made until Wednesday, April 18, 2018. All cancellations or substitutions must be received in writing either by email at email@example.com or by fax at +1-604-984-6434.
Registrations for the Conference must be paid in full by Friday, April 6, 2018. After this date, registrations that have not been paid in full will be cancelled. Registrations made after Friday, April 6, 2018 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.
The registration deadlines are as follows:··
Presenting Author registration deadline: Monday, February 19, 2018
Early Bird registration deadline: Monday, February 26, 2018 (Cancellation of Registration: Last day for cancellation with full refund less cancellation fee)
Last date to access the Conference group accommodation rate at the Westin Bayshore Hotel: Friday, March 23, 2018 (subject to availability)
Online registration closes: Wednesday, April 18, 2018
Presenting Author Registration Information
Presenting Authors must register to attend CAHR 2018. If you are not registered by the Presenting Author registration deadline of Monday, February 19, 2018, your abstract may not be included in the CAHR 2018 Abstract Book and Conference Program.
Entry Visa Requirements and Letter of Invitation
The Canadian Government requires entry visas for many of its visitors, whether on business or for tourism. Starting in March 2016, visa-exempt foreign nationals who fly to Canada require an Electronic Travel Authorization (eTA). To confirm if you require a travel visa to enter Canada or an eTA, visit the Citizen and Immigration Canada website.
Should you need an entry visa, please contact the Canadian Visa Office in your region or a passport/visa service to obtain one. Please allow at least three months for processing time, which will vary from country to country.
Letter of Invitation
If you require a travel visa to attend the Conference, please email firstname.lastname@example.org.
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
- 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 2018 abstracts will be available to delegates upon arrival at the venue. All recipients are required to respect the confidentiality of the information provided in the abstracts as per the following 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. All abstracts submitted to CAHR for the conference will be compiled into a journal supplement that will be published after the event.
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 email@example.com
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.
Please identify any dietary requirements during the registration process so that we can make arrangements in advance for your registered food and beverage events.
Contact the Conference Secretariat if you have any questions.