Host a pre-conference at IAS 2025
Pre-conferences are independently organized meetings that offer an in-depth focus on key topics. The IAS 2025 pre-conferences will take place on Sunday, 13 July 2025.
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Showcase your work at the world’s most influential meeting on HIV research and its applications.
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Reach a bigger audience and offer a more exclusive event for registered delegates.
Pre-conferences are open to all delegates registered for IAS 2025. Passes are available if you wish to attend only pre-conferences and not the remainder of the conference.
Applications are now open
Applications close on 12 February 2025
Questions? Contact preconference@ias2025.org
How to apply for a pre-conference
To host a pre-conference, organizations need to submit a letter of interest to preconferences@ias2025.org. The letter must include:
- A brief description of the topic for their event
- The preferred pre-conference package
The pre-conferences approval and selection process is aimed at providing a balanced and varied programme from the applications received.
Pre-conference packages
Organizers are responsible for the full coordination of their pre-conference and can select from two flexible packages:
Package A
Room capacity: Over 450 people*
Select a half-day or full-day pre-conference:
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Half-day: three 60-minute sessions in total
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Full-day: six 60-minute sessions in total
Pre-conferences will take place in a session room which includes standard conference set up (chairs, stage and podium), audio-visual equipment and technicians.
Package B
Room capacity: Under 250 people*
Select a half-day or full-day pre-conference:
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Half-day: three 60-minute sessions in total
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Full-day: six 60-minute sessions in total
Pre-conferences will take place in a session room with a which includes standard conference set up (chairs, stage and podium), audio-visual equipment and technicians.
* Room capacities are tentative and may change based on the final room set up and conference requirements.
Additional benefits
Pre-conference organizers will also receive the following benefits:
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Marketing of pre-conferences to registered delegates
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Pre-conference listed in the conference programme
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Detailed speaker and pre-conference guidelines and ongoing support from the IAS 2025 Pre-conferences team
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The recording of the pre-conferences will be available for all delegates to watch on demand after the session
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Technical support before and during your pre-conference
Pre-conference fees
Different fees apply to different organizations:
- Non-commercial organizations:
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Category 1. This includes academia, non-profit organizations (international), people living with HIV networks, non-governmental organizations (community based or national) and advocacy networks.
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Category 2. This includes government representatives, UN agencies and philanthropic organizations.
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| Package A | Number of session slots | Non-commercial | |
|---|---|---|---|
| Category 1 | Category 2 | ||
| Half-day | 3 | USD 18,150 | USD 36,300 |
| Full-day | 6 | USD 36,300 | USD 72,600 |
| Package B | Number of session slots | Non-commercial | |
|---|---|---|---|
| Category 1 | Category 2 | ||
| Half-day | 3 | USD 14,850 | USD 29,700 |
| Full-day | 6 | USD 29,700 | USD 59,400 |
Please note:
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Prices are in USD.
FAQs
When will pre-conferences take place?
The IAS 2025 pre-conferences will take place on Sunday, 13 July 2025.
Who can host a pre-conference at IAS 2025?
To host a pre-conference at IAS 2025, non-commercial organizations must meet the following criteria:
- The organization reflects and/or supports the vision and goals of the conference.
- The organization addresses HIV and AIDS, co-infections or issues faced by individuals or organizations affected by or responding to the HIV and AIDS pandemic.
- The organization reflects the conference policies and goals of diversity and inclusion.
The IAS reserves the right to review pre-conference content and reject any application if it perceives that the organization is not in line with the values and objectives of IAS 2025.
How can I host a pre-conference?
To host a pre-conference, organizations need to submit a letter of interest to preconferences@ias2025.org. The letter must include:
- A brief description of the topic for their event
- The preferred pre-conference package
How are pre-conferences scheduled?
The scheduling of pre-conferences is at the discretion of the IAS 2025 Pre-conferences team.
Do pre-conference speakers need to be registered?
Speaker(s) will need to be registered. They can either register for the full conference or buy a pre-conference pass.
Find more registration information here.
Can pre-conference organizers attend the pre-conference?
To attend the pre-conference, pre-conference organizers need to purchase a pre-conference pass or register for the full conference.
What is included in session rooms?
Session rooms are equipped with standard conference equipment, including chairs, stage and podium, and standard audio-visual equipment. We will share further details closer to the conference.
Are special hotel rates available
Yes. The IAS 2025 Accommodation team has negotiated a variety of room and price categories in Kigali. Find further details on the accommodation page.
Questions
Contact the IAS 2025 Pre-conferences team.
If you have any questions, please email preconferences@ias2025.org.