How do I obtain a visa for Germany?
Please note that it is the delegate’s responsibility to investigate visa requirements for Germany and apply for a visa, if necessary. Delegates are advised to apply for their visa as soon as possible and no later than 90 days before the conference.
Applicants are required to personally submit their visa applications, along with all the required documents, at the German mission or embassy responsible for their place of residence or the nearest representative office.
Find out more about visa applications on the AIDS 2024 Immigration page.
Does the IAS provide any form of support in the visa application process?
Fully registered delegates can obtain an invitation letter from the IAS to support their visa application.
How do I obtain a letter of invitation?
Delegates requiring an invitation letter from IAS can request one while completing the online registration form. Registration for AIDS 2024 opens on 15 November 2023. To receive an invitation letter for AIDS 2024, delegates must first register for AIDS 2024, pay in full and submit any required supporting documentation, if applicable. Delegates who did not request an invitation letter during the registration process should get in touch with the AIDS 2024 Registration team at [email protected].
It is important to note that this letter of invitation does not impose any financial obligations on the IAS. All costs associated with participating in the conference are the sole responsibility of the delegate. Furthermore, the letter of invitation does not guarantee the issuance of a visa for entry into Germany.
If you have submitted a scholarship application, please do not register for the conference separately. If your application is successful, the IAS will contact you and instruct you on how to register and receive an award and invitation letter by early April 2024.
What if my visa application is unsuccessful?
Please be aware that the Federal Foreign Office of Germany retains exclusive authority over the visa approval process, and the IAS is unable to offer additional support in the event of a visa denial. If your visa application is declined, you have a one-month window to submit a written appeal (remonstrate) to your local representative of the German authorities, such as the mission or embassy, in your country or the nearest country. The mission or embassy will then reconsider the application. Find more information on visa rejection and appeal here.
If you choose the option to appeal, we strongly advise you to ensure that all the required documentation and additional information, emphasized in your rejection decision notification, are included and completed. If any documents were missing in your application, please make sure to include them.
Additionally, we recommend that you address the reasons provided in the initial rejection decision notification. We also recommend that you provide a detailed explanation (a narrative) of how the conference will be beneficial for your professional development once you return to your home country.
Please do not attempt “visa shopping”, the practice of making further visa applications to other EU states when a first application has been rejected. Schengen states use the Visa Information System (VIS) to verify fraudulent behaviour.
Can I change my registration from in person to virtual or get a refund if my visa is unsuccessful?
If the delegate applied for the visa in time (that is, at least three months before the travel date) and can show proof that the visa was not granted even though all requested documents were submitted, the delegate may request:
- Changing their in-person plus virtual registration to a virtual registration and getting the difference to their in-person and virtual registration fee refunded
- Full reimbursement for their in-person plus virtual registration minus a handling fee of USD 65
To request either of these options, delegates must contact the AIDS 2024 Registration team by email and provide the visa rejection letter no later than 19 July 2024. No requests will be accepted after 19 July. The request to change to virtual registration or request a refund will not be acted upon until the delegate has received written acknowledgement from the AIDS 2024 Registration team.
How do I submit my abstract, Global Village activity proposal or workshop proposal to AIDS 2024?
Before submitting your proposal, you will be asked to create a conference account. One or several proposals can be submitted through the same account.
To submit your proposal, please log in to your conference account and select the relevant submission category. You will be able to modify your submission at any time until the submission deadline, 23 January 2024. After submission, you will receive a confirmation email with a reference number. Please use this reference number in all conference correspondence.
Find out more about submitting abstracts for AIDS 2024.
Will there be a Global Village programme?
Yes. AIDS 2024 will host a Global Village in person at the Messe München: the Trade Fair Center Messe München and the ICM – International Congress Center Messe München.
What is the Youth Pavilion?
The Youth Pavilion is the main networking space for young people. As part of the Global Village, it is a space to host youth-led and youth-related meetings and forums that highlight achievements of young people, facilitate networking opportunities, and engage participants in dialogue.
Young people will play an active role in all aspects of AIDS 2024. Young people will not only be delegates; they will also be activity organizers, speakers, leaders and peers. The AIDS 2024 Munich Youth Force aims to be the driving force behind an inclusive and meaningful programme that represents young people in all their diversity. The Youth Force sets its own programming to demonstrate the work and needs of young people worldwide.
Find out more about the Global Village here.
Will there be workshops?
Yes. AIDS 2024 will offer about 20 high-quality, targeted workshops to promote and enhance opportunities for knowledge transfer, skills development and collaborative learning.
Find out more about workshops here.
Can I apply to host an Affiliated Independent Event?
Yes. For AIDS 2024, event organizers will be able to apply for Affiliated Independent Event status and benefit from being visible and promoted to the large and diverse network of IAS Members and conference delegates.
Affiliated Independent Event applications for AIDS 2024 will open in February 2024. More information will be coming soon.
Will there be satellite symposia at AIDS 2024?
When will the satellite symposia take place?
Will there be an exhibition?
Yes. Commercial and non-commercial organizations can choose to order from three packages: shell scheme booths, space-only options and the virtual exhibition.
Find out more about the AIDS 2024 exhibition here.
Who can host a satellite symposium and/or exhibit at AIDS 2024?
To host a satellite symposium and/or exhibit at AIDS 2024, commercial and non-commercial organizations must meet the following criteria:
- Support the vision and goals of the conference.
- Address HIV and AIDS, co-infections or issues faced by individuals or organizations affected by or responding to the HIV pandemic.
- Reflect the conference policies and goals of diversity and inclusion.
Will there be pre-conferences?
How do I register for AIDS 2024?
Can I change my type of registration?
Yes. AIDS 2024 allows you to change your type of registration until 14 May 2024.
If you change from in-person plus virtual registration to virtual registration, we will refund the difference to you free of charge.
If you change from virtual registration to in-person plus virtual registration, the difference will be charged to you.
Read the terms and conditions here.
What will happen to my registration if the conference format changes?
Will there be a volunteer programme for AIDS 2024?
Yes. The IAS will offer a comprehensive in-person volunteer programme. Applications open in March 2024.
I have special needs related to my health. How can I be assisted in participating in AIDS 2024?
How can I apply for a scholarship to attend AIDS 2024?
Where can I leave my luggage in the venue?
The IAS has implemented a bag policy and a prohibited items policy that limits the size, type and contents of bags that may be brought into the AIDS 2024 venue. This measure will significantly enhance public safety and make it easier for all guests to gain access to the conference. We therefore advise you to leave your luggage at your hotel and limit the number and size of bags you bring with you to the venue as much as possible. If required, credentialled AIDS 2024 attendees can store luggage (for free) in the cloakroom (subject to availability and operating on a first-come, first-served basis due to space restrictions).
How can I book accommodation for AIDS 2024?
To help with your planning, the AIDS 2024 Accommodation team (c/o K.I.T. Group, the official housing provider for AIDS 2024) has pre-booked hotel rooms in Munich. For further information, including how to make a room reservation or a group booking via the accommodation booking system, please click here.