The HIVR4P Ancillary Activities online request site is now closed. Ancillary meeting space requests can be made at the HIVR4P Registration Desk, located at the Sheraton Chicago Grand beginning 17 October during regular Conference registration hours. Available space will be posted at the HIVR4P Registration Desk and will be allocated on a first-come, first-served basis in 30-minute increments.

HIVR4P Ancillary Activities Guidelines


The guidelines for ancillary activities conducted during the HIVR4P conference are new for 2016.

Any activity, event, or meeting that is held from 17 October through 21 October that is targeted toward or includes participants of the HIVR4P conference is considered an ancillary activity and must be approved by the HIVR4P Conference Secretariat. Space allocated for ancillary activities will be allocated on a first-come, first-served basis.

Organizations that wish to hold ancillary activities of any size or nature, in any location during HIVR4P must complete the Ancillary Activity Application, be approved, and comply with the guidelines below.

To be approved for function space, ancillary activities must:
  • Not conflict with or detract from the official HIVR4P educational program.
  • Be approved by the HIVR4P Conference Secretariat.

In general, the following activities are not permitted pre/post/during HIVR4P:
  • Scientific, educational, speaker-driven symposia not sponsored by HIVR4P.
  • Commercially-hosted social events.
  • Exhibits (commercial company and noncommercial company).
  • Distribution of any promotional material (e.g., fliers, room drops).
  • Commercial banners.

All costs incurred by the ancillary activity are the responsibility of the activity organizer. Fees may include room rental, food and beverage, and audio visual.

If you have any questions at all about whether your activity would be considered an ancillary activity requiring approval, contact the Conference Secretariat at info@hivr4p.org.

Procedure and Guidelines to Reserve an Activity/Meeting Space

  • All ancillary activity applications must be submitted no later than 16 September 2016.
  • All ancillary activities must be approved by the HIVR4P Conference Secretariat.
  • Function space is limited and will be assigned on a first-come, first-served basis.
  • After an ancillary function space is awarded, the ancillary sponsor organization works directly with the hotel/venue and AV vendor to make arrangements pertaining to the proposed activity.
  • Signage for the ancillary activity is only permitted directly outside of the assigned meeting room. Directional signs, advertisements, banners, etc., are not permitted in the hotel lobby.
  • One application must be completed for each activity.
  • Ancillary activity decisions will be e-mailed approximately 2 weeks after submission.

Costs and Liabilities

Any direct costs associated with the function (e.g., rental fees, food, beverage, audiovisual equipment, and labor) are the responsibility of the ancillary activity sponsor. The sponsor is also liable for any injuries or accidents to people or property while conducting ancillary functions. The venue may require a certificate of insurance coverage.

Use of the HIVR4P Logo

The HIVR4P logo or any part of the HIVR4P logo may not be used on any non-HIVR4P materials, such as websites, publications, signs, fliers, etc., that did not originate from or were not developed by HIVR4P without written permission from the Conference Secretariat.

Changes to Approved Ancillary Activities

Any substantive changes to information submitted in an ancillary activity application must be reported to the Conference Secretariat and may impact approval status.

Room Specifications - Dimensions and Capacity

The following rooms are available on a variety of days, on a first-come, first-served basis for ancillary activities:

Room Available Times Size Seating Capacity
Banquet Theater Conference Classroom U-Shape
17 October - Monday
Lincoln Executive Boardroom 7:30-9:00 30' x 24' 20
Ontario 7:30-9:00 24' x 43' 70 100 39 54 30
Tennessee 7:30-9:00 16.5' x 26' 40 40 24 30 21
Lincoln Executive Boardroom 11:00-12:30 30' x 24' 20
Ontario 11:00-12:30 24' x 43' 70 100 39 54 30
Tennessee 11:00-12:30 16.5' x 26' 40 40 24 30 21
Lincoln Executive Boardroom 15:00-15:30 30' x 24' 20
Ontario 15:00-15:30 24' x 43' 70 100 39 54 30
Tennessee 15:00-15:30 16.5' x 26' 40 40 24 30 21
18 October - Tuesday
Bucktown 7:00-8:00 20' x 19' 30 40 16 18 18
Erie 7:00-8:00 26' x 47' 70 110 39 57 36
Ontario 7:00-8:00 24' x 43' 70 100 39 54 30
Bucktown 12:00-13:00 20' x 19' 30 40 16 18 18
Erie 12:00-13:00 26' x 47' 70 110 39 57 36
Lincoln Executive Boardroom 12:00-13:00 30' x 24' 20
Ontario 12:00-13:00 24' x 43' 70 100 39 54 30
Bucktown 19:30-21:00 20' x 19' 30 40 16 18 18
Erie 19:30-21:00 26' x 47' 70 110 39 57 36
Lakeview 19:30-21:00 23' x 18' 30 40 20 18 15
Lincoln Executive Boardroom 19:30-21:00 30' x 24' 20
Ontario 19:30-21:00 24' x 43' 70 100 39 54 30
Tennessee 19:30-21:00 16.5' x 26' 40 40 24 30 21
19 October - Wednesday
Bucktown 7:00-8:00 20' x 19' 30 40 16 18 18
Erie 7:00-8:00 26' x 47' 70 110 39 57 36
Lakeview 7:00-8:00 23' x 18' 30 40 20 18 15
Ontario 7:00-8:00 24' x 43' 70 100 39 54 30
Tennessee 7:00-8:00 16.5' x 26' 40 40 24 30 21
Bucktown 12:00-13:00 20' x 19' 30 40 16 18 18
Erie 12:00-13:00 26' x 47' 70 110 39 57 36
Lincoln Executive Boardroom 12:00-13:00 30' x 24' 20
Ontario 12:00-13:00 24' x 43' 70 100 39 54 30
Tennessee 12:00-13:00 16.5' x 26' 40 40 24 30 21
Bucktown 19:30-21:00 20' x 19' 30 40 16 18 18
Erie 19:30-21:00 26' x 47' 70 110 39 57 36
Lakeview 19:30-21:00 23' x 18' 30 40 20 18 15
Lincoln Executive Boardroom 19:30-21:00 30' x 24' 20
Ontario 19:30-21:00 24' x 43' 70 100 39 54 30
20 October - Thursday
Erie 7:00-8:00 26' x 47' 70 110 39 57 36
Huron 7:00-8:00 26' x 39' 60 90 30 51 30
Lakeview 7:00-8:00 23' x 18' 30 40 20 18 15
Ontario 7:00-8:00 24' x 43' 70 100 39 54 30
Tennessee 7:00-8:00 16.5' x 26' 40 40 24 30 21
Erie 12:00-13:00 26' x 47' 70 110 39 57 36
Lincoln Executive Boardroom 12:00-13:00 30' x 24' 20
Ontario 12:00-13:00 24' x 43' 70 100 39 54 30
Tennessee 12:00-13:00 16.5' x 26' 40 40 24 30 21
Huron 18:30-21:00 26' x 39' 60 90 30 51 30
Tennessee 18:30-21:00 16.5' x 26' 40 40 24 30 21
21 October - Friday
Colorado 7:00-9:00 25' x 33' 50 80 26 45 26
Erie 7:00-9:00 26' x 47' 70 110 39 57 36
Lincoln Executive Boardroom 7:00-9:00 30' x 24' 20
Mississippi 7:00-9:00 25' x 36' 50 80 36 45 27

How to Apply

All requests must be submitted through the online Ancillary Activity Application. Use the Application button below to begin your request. Questions? Contact the Conference Secretariat at info@hivr4p.org.