Affiliate Organisation Opportunities

The HIV&AIDS and ASRH Executive Committee invites affiliate and community organisations to explore the below opportunities to make the most of your presence at the conference.

Please contact the conference secretariat at [email protected] for the full prospectus and pricing.

Satellite Sessions

Exhibition opportunities

Auxiliary Meetings

Satellite Sessions

Proposals must be submitted by 11:59pm AEST, 7 April

The HIV & AIDS and ASRH Executive Committee invites affiliate organisations to submit a proposal to deliver a supported session as part of the conference program.
Due to strong demand and limited program capacity, supported sessions are now allocated through an application process. Proposals must be submitted by 11:59pm AEST, 7 April.
To apply, email your session proposal plan to [email protected]
 
Please use the Session Proposal Plan Template when submitting.
All submissions will be reviewed by the Committee, and applicants will be advised of the outcome following assessment. If accepted, affiliate organisations will be asked to complete the confirmation process and payment to secure their session.

Package includes

  • Notification of the Symposium in the marketing of the conference program 
  • 1 x conference app notification  
  • Listing of the symposium in the conference program and associated events page of the conference website and app 
  • 2 x banners to be provided by sponsor  
  • Limited room layout changes can be made (additional cost may be incurred) 
  • Content to be developed by the sponsor with approval by the Conference Scientific Committee 
  • Conference room hire and basic audio-visual equipment provided (if the session is run at the conference venue) 

Guidelines

  • Time slots for the symposium: a breakfast, evening or lunch symposium. Duration of session depends on allocated time in the program.
  • Costs incurred above the room hire and basic audio-visual are at the session organiser’s expense.
  • All logistical requirements are to be organised through ASHM Conference & Events Division. No external event companies are to be engaged.
  • There is limited time for additional room set ups. Should additional AV be required, we require our AV Technical Director to be used in order to ensure set ups are appropriate to the conference requirements and time frame available.
  • Satellites must ensure there is appropriate gender representation. Representation of all genders must be present and where possible balanced.
  • The content of the symposium will be the responsibility of the session organiser and can in no way be seen to be endorsed by the committee (the committee do have content approval rights). The committee do highly recommend you include consumer representatives in your session to ensure affected communities have a voice and are part of the solution.
  • The organisation is to consult with the secretariat on the content already planned in the program and communicate as soon as topics are suggested to ensure little duplication with the main conference program.
  • It is recommended content of your symposium be developed prior to communications regarding the early bird registration deadline to increase the number of delegates preregistering for your educational session. Early bird deadline: Tuesday 30 June 2026
  • All satellite sessions are to be held at the conference venue, catering can be organised by the conference secretariat, however, all catering costs are at the sponsor’s expense.
  • Registrations for all satellite sessions are upon request and will be open to all delegates and managed via the online conference registration system.
  • Deadline for the content is Tuesday 30 June 2026 and will be sent for approval by the conference committee.

Exhibition

Affiliate org and community rates are available.
Please contact the conference secretariat at [email protected] for the full prospectus and pricing.

All exhibition packages will include the following benefits:

  • Two (2)full complimentary exhibitor pass per 2m x 3m manned stand (exhibition access only) and access to discounted registration rates. Additional staff will be required to register under the discounted exhibitor rates
  • A 50-word company profile included in the exhibition section of the Conference website, handbook and App distributed at the Conference
  • Three (3) days of exhibition with the delegate access
  • Privacy compliant delegate list
  • Catering breaks provided in the exhibition area

Shell Scheme Booth cost includes:

  • Stand: 2m x3m with white melamine walling (number of walls dependent on position)
  • Fascia: 1x company name sign in black and white (with a maximum number of letters to be determined)
  • Lighting: 2x 150-watt track lights per booth
  • Power: 1x single power point (4 amp) per booth
  • Flooring: Shell scheme booths will have carpet flooring
  • Ability to scan delegate name badges for contact capture

*Please note: Furniture and any other additional requirements are at the exhibitor’s expense.

Table-top includes:

  • One full complimentary exhibitor (exhibition access only) registration per table
  • One trestle table and two chairs

Sector Champions and Supporters, will have first option on space.

Auxiliary Meeting Rooms

Meeting rooms are available for private meetings / invite only sessions at the conference.

Please fill in the auxiliary meeting form here to request a room.

*Note that filling this form does not confirm your booking. Additional charges may apply.