www.ias2009.org

In partnership withDira Sengwe

Fifth IAS Conference on HIV Pathogenesis, Treatment and Prevention19 - 22 July 2009

SNAPSHOT OF EVALUATION FINDINGS

www.ias2009.org

Conference-at-a-Glance

• Held from 19 to 22 July 2009 in Cape Town, South Africa.

• IAS 2009 was the fifth conference held by the IAS on HIV pathogenesis, treatment and prevention.

• The conference attracted more than 5,800 participants, including 4,898 delegates.

• The conference programme included:• abstract-driven sessions• non-abstract-driven sessions• engagement tours• satellite meetings• affiliated events and• a community orientation programme.

• The IAS 2009 International and Media Scholarship Programme awarded 197 scholarships to recipients from 57 countries.

• The conference facilities included a:• media centre• lounge for delegates living with HIV• speakers centre• community office and• exhibition area.

www.ias2009.org

• The primary form of data collection was an online survey sent to all conference delegates via email two weeks following the conference.

• Of 4,262 surveys sent, 193 were returned undeliverable, 62 delegates opted out and 1,374 were returned completed.

This represents a response rate of 34%.

• Complementing this survey, additional surveys and interviews were administered before, during and after the conference targeting users of specific features or areas.

• Survey sample was overall representative of the delegate population.

Evaluation Methodology

www.ias2009.org

• Delegates represented 125 countries.

• The largest number of delegates originated from South Africa (862), followed by the United States (842) and France (230).

Top five regions of residence represented by conference delegates (n=4,863)

Delegates Profile: Countries and Regions

32%

28%

19%

7%

5%

9%

Sub-Saharan Africa

Western and Central Europe

North America

Latin America

Eastern Europe and Central Asia

Other

www.ias2009.org

• IAS 2009 delegates achieved near-parity in gender.

• As in 2007, the majority of IAS 2009 delegates and survey respondents were 40 years of age or older.

Breakdown of delegates by gender(n=4,683)

Breakdown of delegates by age(n=4,126)

Delegates Profile: Gender/Age

54%

46%

Male Female

3%

41%

25%

31%Under 26

Between 26 & 40

Between 41 & 50

Above 50

www.ias2009.org

Breakdown of conference delegates based on occupation (n=4,558)

Delegates Profile: Occupations

48%

20%

7%

6%

5%

1%

1% 12%Health Care Worker/SocialServices Provider

Researcher

Media Representative

Policy/Administration

Student

Educator/Trainer

Advocate/Activist

Other

www.ias2009.org

Total exceeds 100% because respondents were able to select up to two elements.

When asked if IAS Conferences offered something that they did not get from other well-known scientific/health conferences, 62% of respondents said yes, 23% said they were unsure, and 15% said no.

Percentage of respondents who identified the following element as a main added value of IAS Conferences (n=820)

Main Added Values of Conference

59%

51%

41%

33%

30%

InternationalDimension

NewInformation/Updates

Scientific Focus

Networking andCollaborationOpportunities

Scope of the ScientificProgramme

www.ias2009.org

Online resources enjoyed a high level of use amongst conference delegates.

Percentage of delegates who rated the following online resources as “very useful” or “useful”

Use of Online Resources by Delegates

86%

82%

77%

76%

72%

69%

62%

Programme-at-a-glance(n=1,092)

Abstract SearchFunction (n=954)

Scientific ReportingProvided by NAM

(n=876)

Scientific AnalysisProvided by ClinicalCare Options (n=829)

Rapporteur Reports(n=829)

Online Roadmaps(n=829)

Daily News Bulletin(n=947)

www.ias2009.org

Online resources enjoyed a high level of use amongst non-attendees.

Percentage of non-attendees who rated the following online resources as “very useful” or “useful”

Use of Online Resources by Non-Attendees

82%

78%

74%

71%

69%

66%

65%

65%

59%

PowerPoint Presentations (n=596)

Abstracts (n=620)

Scientific Analysis Provided by Clinical CareOptions (n=548)

Conference News Bulletin (n=578)

Scientific Reporting Provided by NAM (n=474)

Webcasts (n=476)

Rapporteur Reports (n=517)

E-Posters (n=504)

Press Releases (n=557)

www.ias2009.org

Overview of the Abstract Mentor Programme (IAS 2007 and IAS 2009)

• The Abstract Mentor Programme saw significant growth since its use in 2007.

• The number of abstract submitters increased from 63 in 2007 to 95 in 2009.

• The number of mentors increased from 17 in 2007 to 63 in 2009.

Introduced at IAS 2005, the Abstract Mentor Programme consists of mentors helping submitters improve their abstracts by answering questions on practical issues related to content and language of their draft abstracts.

The Abstract Mentor Programme

IAS 2007 IAS 2009

N % N %

Number of abstracts received 89   118  

Number of abstracts reviewed by mentors 43 n/a* 118 100%

Number of abstracts submitted to the conference programme after mentoring 27 63% 84 71%

Number of abstracts finally accepted 6 22% 46 55%

Poster exhibition 3 50% 18 39%

CD ROM 3 50% 25 54%

Oral abstract session 0 0% 1 2%

Poster discussion session 0 0% 2 4%

Poster back up 0 0% 0 0%

www.ias2009.org

Non-Abstract-Driven

Sessions

Plenary Sessions

(3)

Symposia(12)

Bridging Sessions

(5)

Special Sessions

(5)

Abstract-Driven

Sessions

Oral Abstract Sessions

Poster Discussions

Poster Exhibitions

Track A(5)

Track D(5)

Track A(3)

Track D(3)

Track A(330)

Track D(714)

Track C(4)

Track B(6)

Track B(3)

Track C(3)

TrackB(855)

Track C(345)

Other

Engagement Tours

(4)

Satellites(35)

PROGRAMME

Overview of Conference Programme

www.ias2009.org

Abstract-Driven Sessions were divided into four tracks:

Track A: Basic Sciences Track B: Clinical Science Track C: Biomedical Prevention Track D: Operations Research (NEW)

IAS 2009 received a total of 2,584 abstract submissions (vs. 3,336 in 2007, a decrease of 23%) from 115 different countries (vs. 133 in 2007).Sixty-one percent (61%) of submitted abstracts were accepted (i.e. 1,566 vs. 1,825 in 2007) from 96 countries (vs. 97 in 2007).

Conference Programme: Abstracts

1,566

1,825

1,366

2,584

3,336

2,137

IAS 2009IAS 2007IAS 2005

Abstracts Accepted

Abstracts Submitted

www.ias2009.org

• Similar to IAS 2007, Track B was found to be the clear favourite amongst attendees.

• The new track (Track D: Operations Research) was found to be the second most popular track indicated by survey respondents.

Respondents’ Indicated Main Track of Interest (n=1,372)

Conference Programme: Main Track of Interest

14%

47%

13%

17%

9%

Track A: Basic ScienceTrack B: Clinical ScienceTrack C: Biomedical PreventionTrack D: Operations Research (new)No Main Track of Interest

www.ias2009.org

Percentage of respondents who rated the quality of discussions

as “excellent” or “good”(presented by session type)

Percentage of respondents who rated the quality of abstract presentations as

“excellent” or “good”(presented by session type)

Quality (Presentations and Discussions)

93%

79%

76%

Oral AbstractsSessions(n=1,183)

PosterDiscussionSessions(n=1,015)

PosterExhibitions

(n=1,138)

81%

82%

Symposiaand

BridgingSessions(n=1,053)

Abstract-Driven

Sessions(n=1,158)

www.ias2009.org

Quality (Speakers and Moderators/Chairs)

96%

89%

89%

PlenarySessions(n=1,209)

Symposia &BridgingSessions(n=1,084)

Abstract-DrivenSessions(n=1,176)

Percentage of respondents who rated the quality of speakers as

"excellent" or "good"

94%

90%

89%

PlenarySessions(n=1,188)

Symposia &BridgingSessions

(1,069)

Abstract-Driven

Sessions(n=1,159)

Percentage of respondents who rated the quality of moderation and

chairing as "excellent" or "good"

www.ias2009.org

Percentage of respondents who rated the following sessions “useful” or “very useful”

Usefulness

91%

86%

82%

76%

75%

73%

67%

66%

64%

62%

Plenary Sessions (n=1,183)

Special Sessions (n=1,046)

Oral Abstract Sessions (n=1,140)

Rapporteur Summary Session (n=833)

Symposia (n=1,009)

Poster Exhibition (n=1,107)

Bridging Sessions (n=941)

Opening Session (n=934)

Poster Discussion Sessions (n=1,018)

Closing Session (n=767)

www.ias2009.org

1. Day one plenary session (HAART as Prevention; HIV and Host Genetics; Prevention of Mother-to-Child Transmission)

2. Day two plenary session (Biomedical Prevention; Immune Control of HIV Replication; Financing the Long-Term Response to HIV; HIV and Extremely Drug-Resistant Tuberculosis)

3. Day three plenary session (Advances in Operations Research Addressing the Convergent HIV and TB Epidemics; Antiretroviral Treatment in 2009; Gender and Sexuality)

4. Track C Abstract Session: Prevention of Mother-to-Child-Transmission

5. Symposium: When to start

6. Track B Abstract Session: HIV Therapies - Old Doors Closed, New Doors Opening

7. Symposium: Antiretroviral Therapy for Prevention, The Time has come?

8. Track B Abstract Session: Cardiovascular Disease, to HAART or not to HAART?

9. Opening Session

10. Bridging Session: Acute Infection and Correlates of Immune Control

(As voted by 473 survey respondents)

The Top Ten Most Valuable Sessions

www.ias2009.org

• The engagement tours offered delegates a unique learning experience through interactive site visits to local organizations, research labs and grassroots community programmes that work on HIV issues in the Cape Town area.

• There were four tours in total, each lasting three hours.

• Two visited the Ubuntu Clinic, and two visited the Red Cross War Memorial Children’s Hospital.

• The tours saw 90 participants in total.

• Over 90% of participants ranked it “good” or “excellent” (as opposed to “fair”, “poor” or “no opinion”).

“Keep doing them. They really give a first hand account and picture of HIV and services in the host country.”

-Engagement Tour Participant

Engagement Tours

www.ias2009.org

Print journalists – 49%Community-based journalists – 15%Freelance journalists – 12%Radio broadcast journalists – 9%TV broadcast journalists – 7%Other – 9%

Professional Makeup of Media Representatives

Regional Breakdown of Media Representatives at IAS 2009 (n=316)

Conference Media Presence

36%

27%

22%

7%

8%

Sub-Saharan Africa Western and Central Europe

North America South and Southeast Asia

Other

www.ias2009.org

During the conference, and the ten days that followed, the following states were among the top five countries in terms of number of online articles related to HIV, the IAS or IAS 2009.

South Africa had very low media coverage before the conference (only five articles published from 1 to 18 July), which illustrates the influence of the conference on local media coverage.

Conference Media Coverage

The main topics of interest during the conference and the 10 days following were the first human trials of an HIV vaccine in South Africa and the decision by the South African government to cut funding to the vaccine trial.

45 articles

100 articles

152 articles

651 articles

130 articles

United States

United Kingdom

Canada

South Africa

Germany

Vertical transmission was also well-covered at IAS 2009.

www.ias2009.org

Online Reach – New Media Tools

58%

40%

36%

ConferenceBlog (n=664)

FacebookPage (n=661)

Twitter Feed(n=658)

Non-Attendees who used those tools

For the first time, IAS conference organizers used three new media tools to communicate with delegates attending the meeting and with those following the conference remotely.

• Conference Blog: 2,400 visitors• Facebook Page: 1,145 fans• Twitter Feed: 227 followers

Use of New Media Tools by Non-Attendees, and usefulness for them

58%

45%

39%

ConferenceBlog (n=388)

Facebook Page(n=262)

Twitter Feed(n=236)

Non-Attendees who rated those tools"very useful"or "useful"

This pilot project demonstrated the potential of these social networking tools to greatly expand the reach of the conference and facilitate more participation by those who are both on- and off- site.

www.ias2009.org

Total exceeds 100% because respondents were able to select all answers that applied.

The range of benefits gained from attending the conference is likely one of the key reasons why 82% surveyed delegates indicated they would choose to attend IAS

2011 in Rome.

Main Benefits Gained by Delegates from Attending IAS 2009 (n=1,110)

Benefits Gained by Delegates

70%

60%

55%

52%

51%

49%

43%

36%

16%

New information on HIV treatment

A global perspective on HIV science

New information on HIV pathogenesis

New information on HIV Operations Research

New contacts & opportunities for collaboration

New information on HIV biomedical prevention

Affirmation of current research or practice

A renewed sense of purpose

Opportunity for career advancement

www.ias2009.org

Results based on feedback provided by 125 scholarship recipients

How scholarship recipients plan to use what they gained at the conference?

Use of Conference Experience (1/2)

88%

65%

60%

56%

50%

45%

30%

Share information with colleagues and peers

Follow-up with new contacts

Build capacity within my institution/network

Refine and/or scale up activites/practice/research

Develop new collaborations

Initiate a new project/activity/research

Promote an issue/strengthen a policy position

www.ias2009.org

23%

21%

21%

18%

14%

9%

7%

Share new information through formal interventions

Refine current research/guide new research

Improve clinical practice

Share new information in an informal way

Support policy and and advocacy

Guide programme management and strategy building

Share new information through publications and/ortranslations

How online followers plan to use what they gained at the conference?

Results based on feedback provided by 277 online followers

Use of Conference Experience (2/2)

www.ias2009.org

Recommendations (1/3)

… ON OPERATIONS RESEARCH (OR) TRACK

• Develop guidelines for abstract submitters and abstract reviewers specific to the OR track in order to improve the quality of abstracts selected for the conference programme.

• Publish a clear definition of OR and a list of key OR priorities well before the abstract submission process opens.

• In the selection of OR-related abstracts, give priority to abstracts clearly showing how to use OR results to inform/influence policy makers and programme implementers.

… ON CONFERENCE PROGRAMME

• Keep a strong focus on basic science, clinical sciences and biomedical science, while improving the quality of operations research related presentations and ensuring there is sufficient focus on social and behavioural science.

• Provide sessions and/or workshops aimed at developing the professional skills of delegates.

• Make further efforts to ensure equal regional representation among speakers, chairs and moderators.

… ON ORGANIZATION

• Provide more computers with Internet access at the conference venue.

• Improve signage to identify where the Internet café is located.

• Provide more networking opportunities.

www.ias2009.org

Recommendations (2/3)

… ON ABSTRACT SELECTION• Review the abstract scoring system and the allocation of selected abstracts to each type of

presentation.

• Consider the feasibility of implementing a pre-selection process to ensure that all abstracts sent to reviewers meet the minimum requirements.

• Ensure that selected abstracts present new scientific findings rather than simply reviewing old data.

… ON ABSTRACT MENTOR PROGRAMME

• Better promote the Abstract Mentor Programme to attract more submitters.

• Increase the number of mentors and widen their field of expertise.

• Develop a scientific writing mentor community of practice.

• Allow submitters to re-submit an abstract to their mentor for a maximum of three reviews.

• Consider cost-effective ways to continue collaboration between mentors and submitters after the mentoring process.

… ON COMMUNITY ACTIVITIES

• Better promote community activities and make them more visible.

• Support local Community Advisory Group members to reach out to local communities.

• Offer media training opportunities to community delegates.

www.ias2009.org

Recommendations (3/3)

… ON POSTERS

• Provide quality poster hanging materials in greater quantity.

• Increase the number of volunteers at the poster helpdesk.

• Provide more space between posters and rows/alleys, or consider using landscape instead of portrait layout for posters.

• Allocate more time for poster viewing and discussion.

• Review the poster numbering system.

• Avoid noisy events close to the poster display area.

• Ensure that late breaker posters are clearly visible.

… ON ENGAGEMENT TOURS

• Offer more engagement tours or accommodate more participants per tour.

… ON NEW MEDIA TOOLS

• Better promote the conference’s blog, Facebook page and Twitter feed.

• Start tweeting early enough.

• Provide clear instructions on the way to use the conference’s blog.

• Secure enough staff to manage the new media tools during the conference.

www.ias2009.org

Conclusions

IAS 2009, A Successful Conference

• Despite the current financial crisis, as well as competition with other well-known scientific conferences, IAS 2009 was well-attended and attracted scientific experts from throughout the world, including Africa.

• The evaluation demonstrated that IAS 2009 was highly rated and successful in achieving its main goal of providing a forum for the presentation and discussion of the most recent HIV science.

• As the first IAS Conference ever held in Africa, IAS 2009 provided an ideal opportunity to refocus the international community’s attention on the continued challenges faced by the region.

• The evaluation showed a strong support for the new track on operations research although some concerns were raised about the quality of abstracts presented in the first year of this new track.

• The evaluation clearly demonstrates the potential impact of the conference on delegates and their work, and also indicates the capacity for this influence to extend far beyond those who attended. This is not only thanks to the availability of online resources, widespread media coverage and new media tools, but also due to the intention of delegates and online followers to share new knowledge/practice with colleagues and peers.

www.ias2009.org

Conclusions

“In order to maintain the high profile of the conference and maintain robust levels of attendance in an increasingly challenging fiscal context, the IAS will need to continue being innovative and must remain committed to strengthening existing mechanisms to ensure the delivery of high quality, new and promising scientific research.”

www.ias2009.org

The full IAS 2009 evaluation report is available onlineat the International AIDS Society website.

http://www.iasociety.orgPublications page