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General Information for ICASA 2019
Home Overview General Information for ICASA 2019
Kigali Convention Centre
The 20TH International Conference on AIDS and STIs in Africa is taking place in Kigali, Rwanda at Kigali Convention Centre. The full address of the venue is:
The convention centre is located on Highway KN5, adjacent to the KG2 Roundabout, about 6 kilometers (4 mi) west of Kigali International Airport.
Please refer to the venue floor plan in the conference pocket programme. We hope that this will assist you in navigating your way around the venue.
Should you have any problems, or require any additional information, please as one of the conference staff or volunteers, or visit our General Information Desk, which is located in the Registration Area on the ground floor.
Certificates of attendance
Certificates will be sent online from Saturday 7th December 2019.
The Community Village is an integral and vibrant element of the ICASA programme. Located on the parking esplanade (see venue map) the Community Village is open to both registered conference participants and the general public.
The village will host community talks: conferences/debates/workshop, giving conference participants the opportunity to interact with, political, scientists, community leaders NGO activities throughout the conference on the main stage. Another activity of the community village is the NGO exhibition space. Delegates and visitors are encouraged and invited to visit the Village exhibition areas and networking zones.
The Official Opening Ceremony of the Community Village will commence at 16:00 on Monday, 2nd December, 2019 at the Kigali Convention Centre. Please see the Community Village programme in your conference bag for the full schedule of sessions, performances and activities.
|Monday, 2nd December||14:00 PM – 17:00 PM|
|Tuesday, 3rd December||10:15 AM – 20:30 PM|
|Wednesday, 4th December||10:15 AM – 20:30 PM|
|Thursday, 5th December||10:15 AM – 20:30 PM|
|Friday, 6th December||10:15 AM – 20:30 PM|
The Registration Area is located on the parking esplanade and is clearly marked on the venue floor plan.
|Monday, 2nd December||10:00 AM – 16:00 PM|
|Tuesday, 3rd December||7:00 AM – 20:30 PM|
|Wednesday, 4th December||7:00 AM – 20:30 PM|
|Thursday, 5th December||7:00 AM – 20:30 PM|
|Friday, 6th December||7:00 AM – 20:30 PM|
|Saturday, 7th December||7:00 AM – 12:15 PM|
Conference delegates must wear their badges at all times in order to gain access to the session rooms and exhibition area. Conference volunteers and the venue security will not allow anyone to enter the conference venue without a valid badge. If you have lost your badge, please contact the registration desk. Replacement badges will be issued at a cost of $60 each (including VAT).
Accompanying adult participants are permitted access to the opening and closing ceremonies. Only children (under 18) registered as a accompany person will be admitted to all conference sessions.
The Exhibition booths are located in the Exhibition Hall on the parking esplanade, offering delegates a chance for dynamic interaction with exhibitors. There are plenty of exciting exhibitors at ICASA and delegates are encouraged to visit all stands to discover the latest news from our supporting organizations and pharmaceutical firms. Some exhibitors will give demonstrations in the Exhibition Hall which promises to add an extra level of interest to conference participation. All the stands are marked on the dedicated Exhibition Map to make each booth easy to find.
A General information Desk is situated in the Registration Area. There are additional area-specific information counters in the Exhibition areas.
Volunteers will be stationed throughout the conference to assist participants with any queries.
The Kigali Convention Centre Wireless internet is available in all conference venues. If you need help to access the internet with your device, please visit the General Information Desk.
The official languages of the conference are English and French. Simultaneous interpretation from English to French and from French to English will be provided in all session rooms.
If you would like to use the simultaneous interpretation service, collect a headset before the session immediately outside the relevant session room. Delegates are required to deposit a valid passport or US$100 in cash when collecting a headset. This will be returned when the headset is returned. Delegates will be charged US$100 for lost, misplaced or damaged headsets.
To avoid a long wait, Please obtain headsets during the break before the session. Please return the headset equipment at the end of each session to ensure they can be recharged for use the following day.
Media registration must be carried out at the dedicated Media Registration Desk in the Registration Area on the parking esplanade. Accredited media will have full access to the Media Centre located on the ground floor
The Media Centre will be open daily from Tuesday, 3rd December until Friday, 6th December, from 07:00 AM to 19:00 PM.
The Media Centre will be equipped with computers and printers for use by accredited journalists. Information on press conference and briefings will be posted in Media Centre with updated dates and times.
Journalists wishing to secure interviews with conference speakers will be assisted in the Media Centre.
More information on the Media Centre and press conference facilities will be available in the Media Guide which will be issued to all journalists accredited for the conference.
Participation Guidelines/ Code of Conduct
The conference acknowledges the freedom of expression of speakers, participants and exhibitors. It does, however, subscribe to the widely-held principles associated with exercising such freedom of expression, i.e. that such expression may not lead to any harm or prejudice to any person or damages to any property. If anyone abuses these principles, Rwandan law applies.
The Positive Lounge is provided exclusively for people living with HIV as a place where they can rest, refresh themselves, network and take medications. The Positive Lounge is located at the Kigali Convention Centre and it is open from Monday, 2nd December to Saturday, 7th December, 08:00AM and 18:00PM.
Presenters, Speakers, Chairs and Facilitators
The Speakers’ Room is located on the ground floor (please refer to the venue floor plan).
All speakers, chairpersons, moderators, facilitators and oral presenters are requested to report to the Faculty immediately after registration to sign consent forms, confirm their presentation date, time and venue and receive specific security information relevant to their session.
The Faculty is THE ONLY PLACE where slide presentations can be uploaded onto the system. All presenters are requested to do so at least six hours before their session. The organizers cannot guarantee projection in the session room if presenters upload their slides later.
Presenters will not be able to upload their presentation in the session’s room.
Please note: Speakers who do not show up 6 hours before their presentation will be replaced.
Opening Hours of the Faculty:
|Monday, 2nd December||10:00 AM – 17:00 PM|
|Tuesday, 3rd December||7:00 AM – 17:00 PM|
|Wednesday, 4th December||7:00 AM – 17:00 PM|
|Thursday, 5th December||7:00 AM – 17:00 PM|
|Friday, 6th December||7:00 AM – 17:00 PM|
|Saturday, 7th December||7:00 AM – 10:00 AM|
The Poster Exhibition is located on the parking esplanade in the main exhibition hall. Please refer to the poster exhibition map for an overview of the colour-coded Track Areas. All boards are sequentially numbered to help presenters and viewers find the poster they want. There are four poster sessions from Tuesday to Friday:
VISITING HOURS OF POSTED ABSTRACTS:
10:15 AM – 10:45 AM
12:15 PM – 12:45 PM
14:15 PM – 14:45 PM
16:15 PM – 16:45 PM
INSTRUCTIONS FOR POSTER PRESENTERS:
The posters will be displayed for one day. During breaks the presenters are required to stand by their posters and answer questions and provide further information on their study results.
The Poster Exhibition will take place within the Exhibition Hall on Level 0. Your poster board will be marked with your new abstract number. All authors are responsible for mounting and removing their own posters.
Poster mounting and removal time
Your paper poster should be mounted and removed at the following times:
Poster should be mounted 7:30 AM – 8:30 AM
Poster must be removed 6:30 PM
When removing your poster, please make sure to also remove all poster-mounting material from the board. The Conference staff will remove all posters not taken down on time. The Congress organizers will not take any responsibility for posters or other material left in the Poster Exhibition area.
Presenting authors should stand by their poster during the following break times on one day only. Please see details below
The Safety and Security Office is located on-site and can be contacted on our emergency lines: TBD
For security reasons, access to all the Congress venues will be controlled. Access to the session rooms and Exhibition Halls of the Kigali Convention Centre will be accessible only to registered delegates displaying conference badges. In the interest of personal safety and security, delegates should only display their conference badges on the Kigali Convention Centre premises.
Neither the Conference Secretariat, nor any of their contracted service providers, will be responsible for the safety of any articles brought into the conference facilities by conference participants, whether registered or not, their agents, contractors, visitors and/ or any other person/s whatsoever. The conference participant shall indemnify and hold neither the organizers not associates and subcontractors liable in respect of all cost, claims, demands and expenses as a result of any damage, loss or injury to any person howsoever caused as a result of any act or default of the Conference Secretariat or a person representing the Conference Secretariat, Their contractors or guests. In addition, the conference participant shall take all necessary precautions to prevent any loss or damage to his/her property with special regard to mobile phones, carry/handbags and computing equipment.
Smoking is not permitted anywhere in the building. When smoking outside please show respect for the environment, fellow conference delegates and other venue guests by properly disposing of cigarette buds and other waste in the bins provided.
Connect with ICASA through our social media platforms and stay abreast with happenings during the conference. Follow us on Twitter (@ICASA2019Kigali), like our Facebook page (ICASA2019Kigali) and download the ICASA EVENT App (Available on iOS Apple Devices) and Playstore (Android Devices)
via https://event.crowdcompass.com/icasa2019 to access the ICASA 2019 Conference Programme