From A to Z
Abstract Book and Abstract CD-ROM
All accepted abstracts will be published in the Abstract Book and on the Abstract CD-ROM. Both will be available on-site. The Abstract CD-ROM can be obtained at the Bristol-Myers Squibb booth (booth 08). Please use the voucher to be found in the conference bag.
Accommodation
If you need to reserve a hotel room or if you should have any questions regarding your reservation, please visit the Hotel counter in the registration area.
Automated Teller Machine (ATM)
An ATM is located in the registration area.
Catering
The offiice catering area is located in Hall 11.3. All participants will also by able to buy refreshments at the conference venue or at locations close by.
Certificate of Attendance
The Certificate of Attendance will be given out to eligible participants at the Conference Bags counter.
Closing Remarks
The closing remarks will be given on Saturday, November 14, 2009 from 12.00-14.00 in Hall 11.3 - Plenary Hall.
Cloakroom, Luggage and Poster Storage
The cloakroom, luggage and poster storage are located in the registation area. They are free of charge and will be open during the following times:
Wednesday, November 11, 2009
08.30 – 21.00
Thursday, November 12, 2009
7.00 – 20.30
Friday, November 13, 2009
7.00 – 20.30
Saturday, November 14, 2009
7.30 – 13.30
CME Credits (Continuing Medical Education)
The conference has been accredited by the Nordrheinische Akademie für ärztliche Fortbildung und Weiterbildung and by the European Accreditation Council for Continuing Medical Education (EACCME).
German Participants:
The conference has been granted a total of up to 21 CME credits: 6 for the EACS Pre-Educational Course, 3 for the morning and 3 for the afternoon of November 12 and 13, 2009 and 3 for November 14, 2009. In order to receive your CME credits, please visit the CME counter in the registration area during the following times in order to scan your EFN-Number.
Wednesday, November 11, 2009
17.15 – 19.15
Thursday, November 12, 2009
12.30 – 14.30 and 16.00 – 18.00
Friday, November 13, 2009
12.30 – 14.30 and 16.00 – 18.00
Saturday, November 14, 2009
13.00 – 14.00
Coffee Breaks
Coffee will be served free of charge in the catering area (Hall 11.3) to all registered participants during the following times:
Thursday, November 12, 2009
10.00 – 10.30 and 16.00 – 16.30
Friday, November 13, 2009
10.00 – 10.30 and 16.00 – 16.30
All participants will also be able to buy refreshments at the conference venue or at locations close by.
Climate
The average temperature in November is around 5°C. Rain and heavy winds or snow are not unusual.
CME Credits
CME credits have been applied for.
Coffee Breaks
Coffee will be served free of charge in the catering area to all registered participants during the following times:
Thursday, November 12, 2009
10.00 - 10.30
16.00 - 16.30
Friday, November 13, 2009
10.00 - 10.30
16.00 - 16.30
All participants will also by able to buy refreshments at the conference venue or at locations close by.
Conference Bag
The conference bag, containing the conference material, will be available at the Conference Bags counter in the registration area.
Conference Courtesies and Code of Conduct
In consideration of all conference participants, cell phones should be turned off in all session rooms. Conference participants are expected to refrain from the following:
1) Inflicting personal threat or harm to any conference participant, exhibitor or staff
2) Inflicting damage to any property
3) Preventing speakers from giving their speeches
Currency
The national currency in Germany is the Euro (1 Euro=Cents 100). Coins of 1, 2 and 5 Cents are copper-coloured; coins of 10, 20 and 50 Cents are gold-coloured; 1 and 2 Euro coins are gold-and-silver coloured. Euro notes come in denominations of 5, 10, 20, 50, 100, 200 and 500. Credit cards are widely accepted. For currency exchange, please ask your hotel for further information.
EACS Pre-Educational Course
The EACS Pre-Educational Course will take place on Wednesday, November 11, 2009 from 9.45 – 17.15. It is intended for junior physicians managing HIV-infection. It is free of charge to anyone interested. Registration is required. Please click on REGISTRATION in order to register for the EACS Pre-Educational Course.
Electricity
The electrical supply in Germany is 220 V, 50 Hz. Plug sockets are European continental standard (two round pins).
The conference organiser, the European AIDS Clinical Society (EACS), will be present during the conference with a booth located in the exhibition area (booth 05) where you can obtain information about the society.
Exhibition
Conference participants are invited to visit the exhibition located in Hall 11.3. The exhibition will feature commercial exhibitors and NGOs. The exhibition will be open during the following times:
Wednesday, November 11, 2009
17.00 – 20.30
Thursday, November 12, 2009
8.00 – 18.30
Friday, November 13, 2009
8.00 – 18.30
Saturday, November 14, 2009
8.00 – 13.30
Companies interested in exhibiting, should contact the EACS Conference Secretariat:
EACS Conference Secretariat
c/o K.I.T. GmbH
Association & Conference Management
Group & Co. KG
Kurfürstendamm 71
10709 Berlin Germany
Phone: +49-30-24603-0
Fax: +49-30-24603-200
Email: info@eacs-conference2009.com
www.kit-goup.org
Filming and Picture Taking
It is forbidden to film / videotape any of the conference sessions.
Internet Area
An internet are will be lcoated at booth number 05 of the European AIDS Clinical Society (EACS). It is free of charge to all registered participants.
Insurance and Liability
The conference organiser, the European AIDS Clinical Society (EACS), the EACS Conference Secretariat and the Congress-Centrum Koelnmesse cannot accept any liability for personal injury, loss of or damage to belongings of conference participants, either during or as a result of the conference. Please check the validity of your own insurance.
Language
The official conference language is English. There will be no simultaneous translation.
Lunch
Packed lunches will be served free of charge in the catering areas in Hall 11.3 to all registered participants:
Thursday, November 12, 2009
12.00 – 14.00
Friday, November 13, 2009
12.00 – 14.00
All participants will also have the opportunity to buy refreshments at the conference venue or at locations close by.
Name Badge
A badge is required for admittance to all official conference sessions, catering, the exhibition and poster areas. Each participant is asked to clearly present their badge in order to gain access to the conference. Please note that a lost name badge can only be reissued after payment of a replacement fee of € 70.00.
Opening Ceremony and Welcome Reception
The Opening Ceremony on Wednesday, November 11, 2009 will take place from 17.30 – 19.10 at the Hall 11.3 - Plenary Hall. It will be followed by a Welcome Reception from 19.10 – 20.40 taking place in the exhibition area. Both events are free of charge to all registered participants.
Oral Presentations / Speaker Preview Room
Invited speakers and oral abstract presenters, incl. Best Poster presenters, must report to the Speaker Preview Room at least four (4) hours prior to their presentation in order to check and deposit their presentation. The Speaker Preview Room is located on the second floor of the conference venue.
The opening hours of the Speaker Preview Room are:
Wednesday, November 11, 2009
08.30 – 19.30
Thursday, November 12, 2009
07.00 – 19.00
Friday, November 13, 2009
07.00 – 19.00
Saturday, November 14, 2009
07.30 – 12.00
Each session room is equipped with the following items:
- Lectern with microphone
- Clip-on microphone
- Data projection for MS PowerPoint presentations
- Laser pointer
- Switches for notebook
Please note that there will be no overhead projectors or slide projectors in any of the session rooms. Should you have problems preparing a MS Power Point presentation, please contact the EACS Conference Secretariat in advance, so that necessary arrangements can be made.
Passport and Visa Requirements
Delegates from countries within the European Union will only need a valid passport or ID to travel to Germany. All other delegates should contact the nearest German embassy or consulate for visa details.
People with Disabilities
The Congress-Centrum Koelnmesse is accessible to conference participants with disabilities. Please contact the registration counter staff if you should have any questions or should need any assistance.
Poster Area/Best Poster Discussions
The poster exhibition is located in Hall 11.3. Posters will be presented on Thursday, November 12, 2009 and on Friday, November 13, 2009 from 12.00 – 14.00 on each day. Poster authors will be asked to be present next to their poster during these times. The Best Poster Discussions will also take place from 13.00 – 14.00 on both days.
Poster Presentations The poster exhibition is located in Hall 11.3. The size of your poster should not exceed 195 cm (height) and 95 cm (width).
Posters should be mounted on Wednesday, November 11, 2009 from 15.00 (earliest) to 17.00 (latest). Material to attach posters will be provided. Please do not use your own materials. Posters should be removed between 12.00 and 14.00 (latest) on Saturday, November 14, 2009. Posters not removed by this time will be discarded. Posters and other material will not be sent to you after the conference.
Poster authors are asked to be present, next to their posters, on Thursday, November 12, 2009 and on Friday, November 13, 2009 from 12.00 to 14.00.
Press/Media
The Media Center is located on the second floor of the conference venue.
Pre-Educational Course
The EACS Pre-Educational Course will take place on November 11, 2009 from 9.45 – 17.15 for junior physicians managing HIV infection. It is free of charge to anyone interested. Please note that a registration to the conference is required.
Programme Changes / Date of Print
The organisers cannot assume liability for any changes in the programme due to external or unforeseen circumstances. Date of print is October 2009.
Public Transportation
Fortunately, most of Cologne and its old town can easily be reached by foot. However, with Cologne's public transportation system you can be sure you will have a safe and comfortable ride. A public transportation pass (valid November 11-14, 2009) is included in all registration packages. The logo of the public transportation system is printed on the name badge and serves as the ticket. You do not have to purchase any further tickets if you are travelling within the city of Cologne.
Registration Counters
All conference participants are required to personally check in at the appropriate registration counter. The registration counters are open during the following times:
Wednesday, November 11, 2009
8.30 – 19.30
Thursday, November 12, 2009
7.00 – 19.00
Friday, November 13, 2009
7.00 – 19.00
Saturday, November 14, 2009
7.30 – 13.30
Smoking Policy
It is forbidden to smoke in any parts of the conference venue.
Speaker Preview Room
Invited speakers, chairs and oral abstract presenters must report to the Speaker Preview Room at least four (4) hours prior to their presentation in order to check and deposit their presentation. The Speaker Preview Room is located on the second floor of the conference venue.
Taxis
All official taxis are coloured off-white with a yellow taxi sign on the roof. The meter starts at a set minimum price. There are different fees for day, night, weekdays, and holidays.
All scientific sessions will be webcast. This service will be available at www.europeanaidsclinicalsociety.org. In addition, the presentation slides will be available at www.hivtri.com.