Welcome to the ancillary event application site for the 32nd Annual Canadian Conference on HIV/AIDS Research (CAHR 2023), taking place from April 27 - 30, 2023, in Quebec City, QC. Please visit www.cahr-acrv.ca/conference/ancillary-event-requests/ for more information on hosting an ancillary event in conjunction with CAHR 2023.

Each account can only submit one application. Please do not submit more than one meeting request under the same email address. 

Start a New Application: Click on the "Create a new application"  tab to create a username and password and click “Next” to proceed to the online application.

Edit My Application: If you are already submitted an application and would like to make changes, enter your username and password below to 'Sign in with your existing account' and click "Next" to make changes to your application. Changes can not be made in this application site after Friday, January 20, 2023.

Note: This site is not linked to any other CAHR site. You will need to create a new account if this is your first time submitting an ancillary event application.

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CAHR 2023 Secretariat c/o Sea to Sky Meeting and Association Management Inc.
Suite 206, 201 Bewicke Avenue, North Vancouver, BC, V7M 3M7
Phone: +1-604 984 6455 * Email: conference@cahr-acrv.ca * Website: www.cahr-acrv.ca/conference/

The Canadian Association for HIV Research accepts requests for ancillary events in conjunction with the annual Conference (CAHR 2023). All ancillary events must be scheduled outside the official CAHR Conference program, which runs from approximately 4:00pm on Thursday, April 27 to 1:00pm on Sunday, April 30, 2023. All efforts will be made to accept all ancillary event requests; however, depending on the number of requests received and the specifications of each event, it may not be possible to accommodate all requests. 

If accepted for an ancillary event, CAHR will promote the event through the Conference website and via marketing emails. All other costs related to the event are the event organizer's responsibility. 

Please complete this intake form for us to evaluate your request. The deadline to submit your ancillary event request is January 20, 2023. You may log back into your account at any time to edit the information before this deadline. Any changes after this date must be emailed directly to conference@cahr-acrv.ca.

Organizer Information

Preferred Date

Time of Day

Preferred Event Time


Please indicate how many hours you expect your event to run, and if you have a preferred event time frame.

Anticipated Number of Participants

Title of the Event (please note, this information will be used in the promotion of your event)

Speakers / Moderators

Please identify the name of your speakers and moderator if applicable.

Event Synopsis (please note, this information will be used in the promotion of your event)

Please provide an event synopsis (up to 200 words), including the nature of the event, its purpose, the target audience, key participants, and any other information of value and interest.

Event Participation

Please provide information on any restrictions regarding participation from Conference attendees (i.e. by invitation only, for members only, only for researchers from a specific geographical region, etc.). The organizer is responsible for all registration requirements if applicable.

CAHR Conference ancillary events are generally not open to the public due to space restrictions. If you would like to invite non-Conference delegates, you must send a formal request in writing to conference@cahr-acrv.ca with the reasoning and the approximate number of non-Conference delegates you anticipate attending. Please note the ancillary events open to non-Conference delegates may be charged a meeting room rental fee.

How to Register

Please include here details on how participants register if pre-registration is required (i.e. an email contact or an Eventbrite website). If no information is entered here we will presume the event is open to all registered CAHR attendees and no pre-registration is required. 

Room Set Up

If you have another preferred room set up style, please indicate below.


AV Equipment

Please note that ancillary event organizers are responsible for the costs associated with any audio visual equipment required for your event, by selecting the items below it is not a commitment of an order. These details will be passed along to the official audio visual supplier who will follow up with a price. 

If you have other A/V requirements, please indicate them below.

Food and Beverage

Does your event require Food and Beverage?

If you would like to order food and beverage for your event please enter your requirements here (be as specific as possible i.e. quantities and timing). Please note this is not a commitment of an order, the details will be passed along to the venue who will follow up with a price.  


CAHR Conference Secretariat c/o Sea to Sky Meeting and Association Management Inc.
Suite 206, 201 Bewicke Avenue, North Vancouver, BC, V7M 3M7
Phone: +1-604-984-6455 * Email: conference@cahr-acrv.ca * Website: www.cahr-acrv.ca/conference/

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CAHR 2023 Secretariat c/o Sea to Sky Meeting and Association Management Inc.
Suite 206, 201 Bewicke Avenue, North Vancouver, BC, V7M 3M7
Phone: +1-604 984 6455 * Email: conference@cahr-acrv.ca * Website: www.cahr-acrv.ca/conference/

Summary

Please review your ancillary event details below. If you need to make any changes, you can click the "edit" button on the right.

Submission of an ancillary event application does not guarantee the event can be accommodated in conjunction with the CAHR Conference.


CAHR Conference Secretariat c/o Sea to Sky Meeting and Association Management Inc.
Suite 206, 201 Bewicke Avenue, North Vancouver, BC, V7M 3M7
Phone: +1-604-984-6455 * Email: conference@cahr-acrv.ca * Website: www.cahr-acrv.ca/conference/

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CAHR 2023 Secretariat c/o Sea to Sky Meeting and Association Management Inc.
Suite 206, 201 Bewicke Avenue, North Vancouver, BC, V7M 3M7
Phone: +1-604 984 6455 * Email: conference@cahr-acrv.ca * Website: www.cahr-acrv.ca/conference/

Thank You

Thank you for submitting your ancillary event application for CAHR 2023. We will contact you if we require any further information and to let you know if your event has been approved. Please email conference@cahr-acrv.ca with any questions.

CAHR 2023 Secretariat c/o Sea to Sky Meeting and Association Management Inc.
Suite 206, 201 Bewicke Avenue, North Vancouver, BC, V7M 3M7
Phone: +1-604 984 6455 * Email: conference@cahr-acrv.ca * Website: www.cahr-acrv.ca/conference/

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