Media registration

Media registration for the 22nd International AIDS Conference (AIDS 2018) is limited to qualified individuals who are attending AIDS 2018 in their capacity as journalists or community educators representing recognized general news, medical, community-based or AIDS service organization-based media outlets. Media registration permits entry to all conference sessions, the exhibition and poster area, the opening and closing sessions, and the media centre.

Early registration is encouraged as space is limited. If your media registration has not been approved before the online registration deadline (16 July at 23:59 CET), you must register in person and on site at the AIDS 2018 media registration desk. Since in-person accreditation cannot be guaranteed, we strongly encourage all applicants for media registration to apply online and in advance.

Media eligibility requirements

Media access is considered for the following two types of media delegate categories. If you do not meet the media registration requirements for either category listed below, we encourage you to register as a regular delegate. Please note that we cannot accept applications for media credentials from representatives of media outlets that are not directly involved in journalism.

Journalists, photographers, videographers and community educators who are either employees of or on assignment for a recognized print, radio, broadcast or online consumer, medical, community-based or AIDS service organization-sponsored media outlet are eligible to apply for complementary media registration. Please note that for the purpose of media accreditation, the term, “community educator”, refers to anyone doing journalism for an AIDS service organizations (ASOs) or other community-based media outlets.

Communications support professionals attached to a recognized HIV research, advocacy or policy organization, whose work is directly related to supporting media coverage of presentations at AIDS 2018, may submit a request for media accreditation after registering as a regular delegate. Media accreditation for this category is not guaranteed, but is granted on a case-by-case basis. A maximum of two qualified communications support professionals from one organization may receive media credentials, but must pay the regular delegate registration fee and any related fees.

Media registration process and requirements

To register as a media representative, you must be at least 18 years old and follow the steps below:

• Create a conference profile in order to register. If you already have a conference profile from previous IAS or AIDS conferences you can use the same login details.
• Submit your media registration form through your delegate profile.
• Upload supporting documents in your delegate profile as part of the submission.

Supporting documents for journalists, photographers, videographers or community educators

Applicants must submit each of the following:

• Proof of employment by or assignment by a qualifying media organization (for example, a copy of your publication masthead or letter of assignment from the assigning editor)
• Two recent bylined or otherwise credited articles, radio, TV or video pieces demonstrating the applicant’s capacity to report on the types of issues to be presented at the conference. Please note: MS Word documents will not be accepted. We require copies of the original published article or the complete URL for articles published online.
• A copy of your press card. If you do not have a press card, your editor must state this clearly in the above letter.

Supporting documents for communications support professionals

Applicants must submit each of the following:

• Proof of employment by or assignment by a qualifying HIV research, policy, or advocacy organization
• The specific nature of your assignment at AIDS 2018 and why media centre access is required, including the expected outputs of your assignment.

Application review

Requests for media registration are reviewed on a weekly basis.

Your media registration will be processed only upon receipt of the fully completed registration form and verification of the requested supporting documents.

The AIDS 2018 Conference Secretariat will thoroughly check and verify all submitted applications.

Additional credentials may be requested before accreditation is approved. Please allow a minimum of 14 days’ processing time to receive confirmation of your registration.

The IAS cannot take responsibility for delays or delivery failure of supporting documentation. If the maximum delegate capacity is reached, the conference organizers reserve the right to refuse additional registrations.

Conference materials are also included and will be distributed on site. Conference materials will not be mailed to media representatives.

Limits

The number of media registrations for AIDS 2018 and space in the conference media centre are limited. Please request media credentials only for staff who will be actively engaged as or with journalists at the conference.

For most outlets, the conference will accredit up to two qualified applicants. The conference reserves the right to increase or limit the number of media registrations.

For communications support professionals, the conference will accredit a maximum of two qualified applicants per organization.