General information A-Z
Abstract publication
All abstracts presented at the 19th European AIDS Conference will be available on:
- the EACS Resource Library
- the European AIDS Conference abstract server
- The online HIV Medicine abstract book supplement (published on World AIDS Day, 1 December 2023)
Accommodation
If you have booked your accommodation through the conference website and have any questions regarding your reservation, please visit the accommodation counter in the registration area at the entrance of the Conference.
Art Exhibition
The European AIDS Clinical Society (EACS) is holding the online Positive Art Exhibition featuring artworks of HIV-positive artists during the 19th European AIDS Conference in the exhibition hall.
Automated Teller Machine (ATM)
You can find an ATM within the registration area of the EXPO XXI.
Award
- The EACS Award 2023 is announced during the Conference Opening on 18 October, 17:45-18:45 (CEST)
- European Hector Research Award in HIV 2023: The H.W. & J. Hector Foundation, Weinheim, is creating and announcing a prize for European HIV research, which will be awarded for the best scientific achievements in the HIV research area in 2019.
- The award for best clinical science and/or epidemiological paper will be awarded on Thursday, 19 October at 10:00 (CEST) in room POLONEZ.
- The award for best basic science, translational paper will be awarded on Friday, 20 October at 10:00 (CEST) in room POLONEZ.
Conference Co-Chairs:
- Esteban Martinez (EACS President and EACS Conference Co-Chair)
- Justyna Kowalska (Local Conference Co-Chair)
- Magdalena Ankiersztejn-Bartczak (Local Community Co-Chair)
Certificate of attendance
After the Conference, you will receive an email inviting you to complete the evaluation survey. Upon completing the survey, your certificate of attendance will be issued and sent to you.
Closing remarks
The closing remarks will be given on Saturday, 21 October, from 13:10 to 13:50 in room POLONEZ.
Cloakrooms
Two cloakrooms are at your disposal in the registration area, this service is free of charge. One of the two cloakrooms is dedicated to luggage only as you are not allowed to bring luggage inside of the Conference.
| Wednesday, 18 October | 07:00 – 20:30 |
| Thursday, 19 October | 07:00 – 20:30 |
| Friday, 20 October | 07:00 – 19:15 |
| Saturday, 21 October | 07:00 – 14:30 |
CME credits (Continuing Medical Education)
The 19th European AIDS Conference (EACS 2023), Warsaw, Poland, 18/10/2023 - 21/10/2023, organised by the European AIDS Clinical Society has been accredited by the European Accreditation Council for Continuing Medical Education (EACCME®) for a maximum of 20.0 European CME credits (ECMEC®s).
Click here for more information about online and onsite accreditation.
Conference app
Your conference in one swipe!
Search for "EACS 2023" in your app store.
• Bookmark your sessions
• Access the sessions on demand
• Chat with your peers around the world
• Listen to Ukrainian and Russian interpretations for dedicated sessions
• Access the abstracts and ePosters
• Schedule 1:1 onsite meetings with ePosters presenters
• And much more...
For further information, please visit the Mobile App counter located in the registration area.
The conference app is generously supported by MSD.
Connect Lounge
The Connect Lounge is the networking area where you can charge your electronic devices and connect with the other participants. It is located in the exhibition hall.
The Connect Lounge is generously supported by MSD.
Conference Opening
The Conference Opening will take place in room POLONEZ, (onsite & online) on Wednesday, 18 October, from 17:45 - 18:45.
All registered delegates are invited to attend this event.
EACS booth
Come visit the EACS booth (No.4) to learn more about the EACS educational programme, WAVE, the membership benefits, pick up version 12.0 of the EACS Treatment Guidelines, sign up for the newsletter, seat & meet with your peers, and much more!
EACS Guidelines v12.0
The version 12.0 of the EACS Treatment Guidelines will be presented in the Guidelines session on Thursday, 19 October 2023, 17:15 – 18:15 (CEST) in room POLONEZ.
The EACS Guidelines are also available as a mobile app, downloadable on the Apple store and Google Play.
EACS pre-educational course
The EACS pre-educational course will take place on 18 October, from 09:30 - 15:00, in room ETIUDA. It is intended for junior physicians and other healthcare professionals managing HIV infection. The course is free of charge for anyone interested and registration is on a first-come, first-served basis when registering to the Conference.
The main topics of this course are:
- Achieving zero by 2023: Approaches to HIV testing
- HIV and HPV – where are we in 2023?
- PrEP practicalities: managing complexity with limited options
- Advances in HIV cure
- Using novel antiretrovirals novel strategies wisely
- YIP
- The Western-Eastern European Partnership Initiative on HIV, Viral Hepatitis and TB (WEEPI)
Exhibition hall
Conference delegates are invited to visit the exhibition hall which will feature commercial exhibitors and non-commercial HIV organisations. It will be open during the following times:
| Wednesday, 18 October | 12:45 –20:00 |
| Thursday, 19 October | 09:00 – 18:00 |
| Friday, 20 October | 09:00 – 16:15 |
Emergencies
Please immediately contact a member of the conference staff or security in case of an emergency.
ePosters area / Moderated ePosters
All accepted abstracts are presented as ePosters on the ePosters interactive terminals located in the back of the exhibition hall.
The ePosters area will be open during the following times:
| Wednesday, 18 October | 12:45 – 18:45 |
| Thursday, 19 October | 09:00 – 18:00 |
| Friday, 20 October | 09:00 – 16:15 |
Moderated ePosters!
Thursday, 19 October, 12:30 - 13:15, in the ePosters area on stations 1 to 8
Format:
- 3-minute presentations (moderated by senior clinicians);
- 4-minute Q&A.
Topics:
- Moderated ePosters I: Basic and translational science
- Moderated ePosters II: Clinical science Antiretroviral therapy
- Moderated ePosters III: Clinical science - Co-morbidities and ageing
- Moderated ePosters IV: Clinical science - CIS and trans women
- Moderated ePosters V: Combination prevention
- Moderated ePosters VI:PrEP implementation across Europe
- Moderated ePosters VII: Social sciences and patients' perspective
- Moderated ePosters VIII: HIV and other health emergencies
1:1 ePosters Exchange - NEW THIS YEAR
Pre-arranged face-to-face meetings, the registered participants (available for onsite participation only) meet the presenting authors during the Conference. Book your meeting via the Conference app or virtual conference platform, use your email address used to register to the Conference.
Food and beverage
The welcome reception will take place in the exhibition hall on Wednesday, 18 October from 18:45 to 20:00. Take this opportunity to meet fellow delegates in a relaxed environment.
Coffee & tea will be served free of charge in the exhibition hall during the following times:
- Thursday, 19 October, 10:05 – 10:45 and 15:15 – 16:00
- Friday, 20 October, 10:00 – 10:45
- Saturday, 21 October, 10:15 – 10:30 (room POLONEZ)
Catering areas, with items for sale, will be at your disposal within the exhibition hall during the exhibition opening hours.
Film, photo and video recording
EACS and K.I.T. Group work together to create a comprehensive overview of the conference interactions and events that may be of promotional interest to the Society. Accordingly, please be advised that you may be filmed or photographed at any time (in the session rooms, ePosters area, etc.), and that any presentations you deliver will be recorded.
First aid
There is a staffed first aid room situated next to POLONEZ within the Registration area.
Insurance and liability
The Conference Organiser (European AIDS Clinical Society (EACS)), the EACS Conference Secretariat, and the Expo XXI shall not be held liable for personal injury or any loss or damage to the belongings of conference delegates, either during or as a result of the Conference. Please check the validity of your own insurance to cover loss incurred in the event of cancellation, medical expenses, or damage to or loss of personal effects. EACS cannot be held liable for any hindrance or disruption of the European AIDS Conference proceedings arising from natural, political, social, or economic events or other unforeseen incidents beyond its control.
Internet access
Wi-Fi will be available free of charge for registered delegates at the Expo XXI.
The conference Wi-Fi is generously supported by Gilead.
- Wi-Fi name: EACS2023
- Password: Gilead@EACS2023
A working space with Internet access can be found in the Working lounge located in the exhibition hall.
Language
The official conference language is English.
15 sessions interpreted in Ukrainian and Russian!
The Ukrainian and Russian interpretation counter is located in the registration area.
To listen to the interpreted sessions, simply connect to the conference app or to the virtual conference platform and select your desired language (Ukrainian or Russian) when joining the session.
Lost and found
Please contact the registration team for personal belongings that have been lost or found.
Name badge
A name badge is required for admittance to all official conference sessions and events. Each delegate is required to present the badge to access the Conference. The name badge must be clearly displayed. If an attendee loses, misplaces, or forgets their name badge, a handling fee of EUR 70 will be charged for a new badge and the lost badge will be invalidated.
People with disabilities
The EXPO XXI is fully accessible to conference participants with disabilities.
Press / Media
The Press Office is located on level 1 on your way to the Speaker Preview Room (please consult the floor plan on the conference app) and will be open during the following times:
| Wednesday, 18 October | 08:00 – 19:00 |
| Thursday, 19 October | 08:00 – 19:00 |
| Friday, 20 October | 08:00 – 19:00 |
Press contact:
Anita Kelly
E-mail: media@eacsociety.org
Press conference (EACS Press Live) will take place as follows: Wednesday, 18 October 15:45 – 16:15 - ETIUDA and can be followed on the EACS YouTube live
Rapid Abstract awards
The rapid abstract awards will be handed out during the Closing remarks on Saturday, 21 October from 13:30 - 13:40 (CEST) in room POLONEZ.
Registration
The registration counters located in the registration area will be open during the following times:
| Wednesday, 18 October | 07:00 – 19:00 |
| Thursday, 19 October | 07:00 – 19:00 |
| Friday, 20 October | 07:00 – 18:00 |
| Saturday, 21 October | 07:00 - 13:45 |
Speaker Preview Room
Invited speakers and oral abstract presenters must report to the Speaker Preview Room at least three hours prior to their presentation to upload and check their presentation. For a morning presentation, please report to the Speaker Preview Room the day before up until 18:30.
The Speaker Preview Room is located on level 1, stairs going up, next to the badge self-printing counters (please consult the floor plan on the conference app) and will be open during the following times:
| Wednesday, 18 October | 08:00 – 19:00 |
| Thursday, 19 October | 07:00 – 19:00 |
| Friday, 20 October | 07:00 – 19:00 |
| Saturday, 21 October | 07:00 - 13:30 |
Transportation
For information on transportation in Warsaw, click here.
Water dispensers
Water dispensers are located throughout the conference venue.
WAVE - Women Against Viruses in Europe
The EACS WAVE workshop promoting the welfare of women living with HIV in Europe will take place on 18 October 2023, 09:30 – 13:30 in room MAZUREK.
The workshop is intended for healthcare professionals and community representatives with an interest in promoting equality of access to care, excellence in standard of care, and delivering targeted educational programmes. The workshop is free of charge for anyone interested.
Registration is compulsory and is on a first-come, first-served basis. For more information about WAVE, please click here.
A certificate will be provided, electronically, after the Conference.
Webcasts
All scientific sessions (subject to the consent of the speakers) will be available as Video on Demand (VOD) on the virtual conference platform and in the conference app until 30 November 2023.
From 1 December, you can find all the sessions (subject to the consent of the speakers) in the EACS Resource Library. For more information, please click here.
Working lounge
The Working lounge is located in the exhibition hall. This working area is your space to seat, and work on your computer, tablet, or smartphone. It is also a space to connect with other delegates.
