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Registration FAQ

  • I am having trouble getting started with the online registration.

    Please visit the registration webpage:

    Click: “Register Now”
    Enter: First and last name and email address Select: Registration type from the drop-down menu
    Click: “Select” next to the “Country” dropdown box. A pop up box will appear
    Enter: Name of your country in the search bar or scroll the pre-populated list
    Click: “Select” at bottom of the pop-up box to pick the highlighted country
    Click: “Next” button on the bottom of the main registration page

    This will start the registration process. Continue to answer each question through the pages.

  • What is included in the registration fee?

    By registering for the conference, you will receive the following: conference admission, including all sessions and satellites, meals as outlined in the program, a program book, and a USB Stick with conference abstracts and a Certificate of Attendance.
  • Who qualifies for the student/post doc registration?

    The student/post doc attendee rate is available for any person at least 18 years old and currently enrolled full time at an accredited university/college or engaged in a postdoctoral fellowship. You must provide current proof of enrollment/engagement such as an official student/institution identification. IDs must be available at all times during the conference.
  • I would like to register after online registration closes on 7 October. How do I register?

    The onsite registration desk will open at 07:30 on Monday 17 October and will be begin accepting new registrations at that time. Credit card payment is required at the time of registration, and the onsite registration rates will apply.
  • How do I edit my contact information or make changes, such as purchasing a guest ticket, after I have already registered?

    If you would like to make changes to your registration, please click the "Manage my Registration" tab on the Registration drop down menu. You will be asked to enter your email address and confirmation number that you received in your confirmation email. Alternatively, you can modify your registration by following the link embedded in your confirmation email.
  • Where can I find my confirmation number?

    The confirmation number is a combination of letters and numbers and can be found in your confirmation email. If you are unable to locate your confirmation email, please contact us at:
  • I need to cancel my registration. What is the cancellation procedure and policy?

    Cancellation requests must be made in writing by emailing Conference cancellations received by 23 September 2016 will be fully refunded, minus a $100 administrative fee. Credit card refunds will be made to the same account used for the payment. Unfortunately, no refunds can be given after this date.

    If for any reason the conference should be cancelled, HIVR4P 2016 will refund the registration fee. The Conference is not responsible for the refund of airfare, hotel, or other costs.

  • I can no longer attend the conference. What is the substitution policy?

    If you are unable to attend HIVR4P, you may transfer your registration to another person by notifying us via email to

    The following rule of access to the conference applies to all conference attendees, including substitute attendees:

    Participation in the conference is limited to those actively interested in HIV prevention-related research, either at the academic, governmental, private sector, or community level. The organizing committee of HIVR4P reserves the right to refuse registration to anyone who does not meet this requirement.

  • How can I obtain a Letter of Invitation for my visa application?

    Once you submit your registration, you will be taken to the summary page where you can find a link to generate your personalized Letter of Invitation. The same link can be found in your confirmation email.
  • How do I inform the Conference Planners if I have dietary restrictions/special needs?

    You will be able to enter any dietary restrictions or special needs information during the registration process. Should we require more information regarding your request, we will contact you.
  • Which hotel should I contact to reserve a room for the conference?

    HIVR4P has secured a discounted block of rooms for attendees at the Sheraton Grand Chicago, the conference hotel. Rooms must be reserved by 23 September and are available on a first-come, first-served basis. Early booking is highly recommended. Visit the Venue/Accommodations page to get full details.
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