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ICAAP Survival Guide - Part 1 - Registering
ICAAP Survival Guide - Part 1 - Registering
work for organizations or as individuals on HIV and AIDS in the Asia-Pacific region. This event, which happens every two years, involves five days of knowledge and information sharing, networking, and joint action among participants. NOTE: This is the first part in a series entitled ICAAP 11 Survival Guide to assist members of the community to navigate ICAAP - from registering to making the best of your attendance. Please keep posted for more installments. Contact information is available at the end.
Part 1 - Registering
Registering, scholarships and abstracts
Who can attend ICAAP? ICAAP is open to all participants with a focus on people living in the Asia and Pacific region. People who are directly affected by HIV, such as members of certain communities including those living with HIV, and those who work or study in the field of HIV are highly encouraged to attend. This year the conference is emphasizing attendance by young people (below 25) and those who have never attended the conference before. So, you want to attend the ICAAP in Bangkok this year (2013)? First, dont get confused by the number. This is the 11th time the ICAAP will be held, so it is called the ICAAP 11. (Has nothing to do with the year which it is held, which is this year, 2013.) This year the conference is being held in Bangkok, Thailand. You can access the website here http://icaap11.org/
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This is my first conference. I dont know where to start. That is what this brief guide is for, to help you with the first steps. First, if you want to attend, there are a couple of ways to do so: If you want to attend the official conference and present or attend sessions in the program or access posters and exhibition areas, you must register as a delegate. If you only want to participate in the Asia-Pacific Village or the cultural program, where there are community activities and exchange, you do not need to register as a delegate. However, it means, you cannot access the sessions or plenaries in the official conference area. (Well explain more about this later) When you consider attending the ICAAP 11 conference in Bangkok, you must consider all the expenses. Generally, here are the basic expenses: 1. Registration as a delegate - for those who want to attend the formal sessions, plenaries and skills building sessions, there are a range of prices depending on the timing and your country and age. (see below for more details) 2. Airfare this is commonly the most expensive cost, and some countries may need a visa as well. 3. Accommodation - if you need a hotel, this will add expense, depending on the level of hotel or guesthouse and the location. Of course you can always find friends or groups who are hosting at no or low cost, or to share a room with. 4. Daily expenses consider meals and local transportation. This is probably the lowest cost, but should not be overlooked. If you or your organization doesnt have enough money, there are ways to request assistance, such as through a scholarship application. Scholarships can help to cover the above costs, but the number of scholarships is limited. (We will tell you about that soon)
Registration
For those who want to enter the conference area and attend the sessions, there are two types of delegates with two different levels of registration fees: regular and youth. Regular Delegate is for anyone over the age of 25. There are different fees depending on the country you come from and work in (non-OECD countries pay less*), and the registration fee varies according to when you pay. (see below) Youth Delegate is for anyone under or at the age of 25 on 18 November 2013 (birthdate falls on or after 18 November 1988). As a youth delegate you get a special reduced registration fee. There are different fees depending on the country you come from and work in (non-OECD countries pay less).* Fees vary according to when you pay the registration fee. (see below) National Delegates are only those people who live and work in Thailand, primarily Thais. Accompanying person refers to a family member or related person not involved in the conference.
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Delegate Category Regular Delegate International (OECD) International (nonOECD) National Youth Delegate International (OECD) International (nonOECD) National Accompanying Person (all countries) Media(all countries)
Early Registration
Regular Registration
Late Registration
Onsite Registration
free
free
free
free
*The following countries are considered OECD (Organisation for Economic Co-operation and Development) countries: Australia, Austria, Belgium, Canada, Chile, Czech Republic, Denmark, Estonia, Finland, France, Germany, Greece, Hungary, Iceland, Ireland, Israel, Italy, Japan, Korea, Luxembourg, Mexico, Netherlands, New Zealand, Norway, Poland, Portugal, Slovakia, Slovenia, Spain, Sweden, Switzerland, Turkey, UK and USA
Type of Registration Early registration Regular registration Late registration Onsite registration
Date 5 February - 30 April 2013 1 May - 31 July 2013 1 August - 15 October 2013 18 - 22 November 2013
But I dont have an organization. I am going as an individual. Can I still register? Yes, you can register as an individual. In the box that says organization, fill in Not Applicable. Once you have submitted the form successfully, you should receive a confirmation e-mail with your password. Save this information, in case you forget your password later. To sign in again any time and complete your registration, go to the Registration drop down menu on the left hand side and click on Registration Types. Once that window opens, look on the right hand side and click on this icon:
If you are already signed up, simply enter your e-mail, password and the verify image. You should be at your personal information page again, which allows you to submit abstracts, scholarships, skills-building, networking zones, booths or cultural events. On some pages, in order to continue, you may have to check the box at the bottom of the page that reads: I have read and agree to the above policies.
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Section 2: Applicant Information - fill in the information as requested. If you are not yet registered, write in not registered in the Registration ID No. box. If you are an individual and do not work for an organization, write Not Applicable where it asks for organization name. The questions from here are pretty straight-forward, and hopefully you wont have any problems answering them until you get to the written answer in question 12. The answers to each section of question 12 should not be more than 100 words for each answer. (You can check the number of words by writing in a word document first. In word you can select the section you are counting and click on Word Count on the Review tab. This will tell you the number of words.) If you are submitting an abstract and have a mentor, you can ask that person to help with these answers as well. Again, if you are not part of an organization, in part a) of question 12, explain that you are not affiliated with an organization, and perhaps explain your interest and reason why you want to attend. As part of your application you will need to submit a recommendation letter from either your employer or a support group, with a contact name, email and telephone number of that person. The recommendation letter should be sealed, signed and posted to the Secretariat at the following address (make sure it is post-marked by the deadline date): ICAAP11 Local Organizing Committee Secretariat Population and Community Development Association (PDA) 6th Floor, 6 Sukhumvit 12, Klongtoey Bangkok 10110, Thailand p. 5 - Part 1: Registering ICAAP11 Survival Guide
Important!
Scholarship applications are not considered complete without the letter of recommendation! Youth scholarships also need to include a photocopy of your passport
There are two ways to register when you are applying for a scholarship. You can: a) Pay the registration fees in advance and then get reimbursement of the registration fee after (and if) you are selected for the scholarship. (This strategy is a little risky, but will work if you are set on attending and have that sort of money available. Since there is no guarantee you will get the scholarship, it is a risky strategy if you dont get the scholarship, especially because you only get 50% of the fee refunded if you do not go.) b) Apply for scholarship without paying registration fees in advance. This is the option to choose if you can only go if you receive a scholarship. When you register, you need to select "Bank Transfer" as payment method in the online application form and click "Submit" to register for the Congress. If the scholarship is not granted, but you get funding from somewhere else, you can pay the registration fee later. Notification You will be informed by email of whether or not you received a full/partial scholarship in August 2013, and your registration will be confirmed once you are awarded with the scholarship. Selection Scholarships are given to people who, without the support of a scholarship, would not be able to attend ICAAP. Priority will be given to people who: have submitted an abstract (see next section) are currently active in their communities and have the ability to take the benefit of attending ICAAP11 back to their communities are in professions that are traditionally not highly paid (like NGO or health worker) are attending ICAAP for the first time
Abstracts
What is an abstract?
An abstract is a short description of the work or experience you intend to present at the ICAAP. There are two types of presentations oral and poster. If you submit for the oral presentation, you may be selected to present in a session with others under a similar track and sub-topic. If you select poster, you will be expected to develop and print a poster which you will be given a specific time and space to present in the poster gallery. Some people who apply for oral may be selected as a poster, but usually not the other way around. All presentations and posters are expected to be in English. Abstracts must be written in English. An abstract that has been previously published or submitted to a conference will not be accepted. Another person can submit with you if they helped with the study. Those who help mentor in writing the abstract submission for this part of the application cannot apply. Deadline for submitting the abstract is 31 May, 2013.
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Youth Sex Workers TransGender People who Use Drugs Migrants MSM People living with HIV Women and Girls
For general inquiries, you may also contact the following: ICAAP Community Programme Committee: icaapcpc@gmail.com Coalition of Asia-Pacific Regional Networks on HIV and AIDS (7Sisters): malu_7sisters@yahoo.com Or like our Facebook Page: ICAAP11Community (This is where we will have the next installment of the Survival Guide)
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