Overview
Onsite Registration Hours
| Date | Time |
| Tuesday, 2nd December, 2025 | 07:00 – 17:00 |
| Wednesday, 3rd December, 2025 | 07:00 – 17:00 |
| Thursday, 4th December, 2025 | 07:00 – 17:00 |
| Friday, 5th December, 2025 | 07:00 – 17:00 |
| Saturday, 6th December, 2025 | 07:00 – 17:00 |
| Sunday, 7th December, 2025 | 07:00 – 17:00 |
| Monday, 8th December, 2025 | 07:00 – 17:00 |
For more information on ICASA 2025 registration, kindly contact via email: registration@saafrica.org
Change of Attendance Format
ICASA 2025 allows delegates to switch between virtual and in-person participation under the following conditions:
Registration Name Change
A name change to an existing media registration is not possible. The granted media registration must be cancelled and the new media representative must register and submit the required documents.On-Site Media Centre
Media delegates are strongly advised to bring their own laptops, however, conference organizers will be able to provide some computers workstations.The Media Centre will serve the needs of print, radio and broadcast journalists covering ICASA 2025. Services provided to registered journalists include computer workstations, Internet connections, ISDN lines, printers and photocopying machines for limited numbers of photocopies. A multi-lingual communications staff will be available to assist journalists with editorial, technical and logistical support. A room will be available for interviews, and a press conference room will be used for the official daily briefing and third-party press conferences.
Opening Hours
Media Centre operations begin on Monday, 6th December, at 15:00PM. The Media Centre is accessible from 8:00am to 16:30pm (from 4th to 9th December, 2025).
Electronic Name Badge
All participants, including media representatives, will receive an official conference name badge. This name badge must be worn at all times during the conference and is not transferable. If, for whatever reason, a participant’s name badge is used by another person in his or her stead, the participant is fully liable for any consequences of this person’s actions. Access to the conference facilities and session rooms will not be granted without a proper name badge. For security reasons, your name badge will be scanned at the entrance to the conference venue.All accredited journalists must check-in at the Media Desk in the Registration Area upon arrival at the convention centre. Please do not report to the Media Centre directly as you will not have access without an official name badge.
The conference name badge can be used as an electronic business card at some exhibition booths and at the entrance to some satellite symposia as a way for delegates to provide their contact details to exhibitors.
Lost name badge and Change of Name
The conference name badge must be worn at all times during the conference. Access to the conference facilities will not be granted without a proper name badge. If an attendee loses, misplaces, or forgets the name badge, a handling fee of USD 60 will be charged for a new name badge. Upon handing out a new name badge, the lost badge will be deactivated and become invalid.
Conference Embargo Policy
In the case of ICASA 2025, as with most scientific/medical conferences, all conference abstracts are released to delegates and media under a strict embargo policy. A detailed breakdown of the embargo variations for different types of abstracts is available below. All regular delegates, presenters and media are asked to respect this policy.
Embargo Breaks for Media Reporters
As well as having access to the materials detailed above, the media is also given prior access to the speakers’ slides. However, access is only granted to media onsite at the conference and the same embargo rules apply, meaning the information in speakers slides cannot be referenced or published before the start of the presentation.Breaking of the embargo policy by a reporter will lead to one or more of the following measures:
Any breach in the embargo by media will be brought to the attention of the Media Embargo Committee. If you have questions, please contact the ICASA 2025 communications team at media@saafrica.org
Access to full Abstracts Text
The posting of full abstract texts to the online Programme-at-a-Glance is now being staggered to reflect the timing of the updated Conference Embargo Policy.
Access to Speaker Slides
Media delegates will also be given full access to speaker’s PowerPoint presentations. The login and password will also be communicated to you in the media centre.
Access to Camera Platforms and Audio Distribution Panels
Reserved space for camera-persons and still photographers is available in Session Room 1 where all plenaries, the opening session and the closing session will take place. The space is at the front of the stage. In the press conference room located in the Media Centre, a camera platform will be available.Space in front of the stage in Session Room 1 and on the camera platform in the press conference room is on a first come, first serve basis only. Audio splitter distribution panels will also be available at these locations.
Restricted Access to Positive Lounge
The Positive Lounge (lounge for persons living with HIV) is off-limits to journalists, except those who are themselves living with HIV, in which case, the person entering the lounge does so as a PLHIV and not as a journalist. We trust that all journalists will respect the privacy of the PLHIV Lounge.Should you wish to interview a person living with HIV, please contact the Information Desk at the Media Centre. We will liaise with various NGOs and the Positive Lounge to set up interviews for you.
PLEASE NOTE! Protection of confidentiality of persons living with HIV
Many conference participants are people living with HIV/AIDS, and for many, their HIV status is unknown in their home countries. For this reason, we impose the following restrictions: In all conference sessions, you may film (video or photograph) the presenter/s of the session. The media may film group shots of the audience but if they film individuals asking questions they must obtain that person’s permission to broadcast/publish this information once the session is over and BEFORE it is broadcast/published. Session chairs may impose further restrictions regarding visual recording at their discretion. It might happen that minors speak at sessions and request anonymity. In this case, they must not be photographed or recorded on video and their real name should not be used.
Access
Access to the Media Centre is reserved for conference-accredited journalists. Should journalists arrange to interview non-media conference delegates, kindly meet the interviewee at the entrance to the Media Centre. Unaccompanied interviewees will not be allowed access to the Media Centre. On completion of the interview, kindly escort guests back to the entrance of the Media Centre.
Photos
Photographic coverage of the conference proceedings will be provided. High-resolution photographs will be available for download on the Online Media Centre of the ICASA 2025 website: (http://icasa2025.saafrica.org)
Videos
Key sessions will be recorded and made available via the Programme-at-a-Glance (PAG).
Third Party Press Releases and Materials
Some tables will be made available for the distribution of press releases and materials produced by third parties (organizations other than the conference itself) in the Media Centre.
Press Conference Room
The Media Centre will be equipped with a press conference room. When not in use by conference organizers, the press conference room will be available for use by third parties (this refers to all parties other than the conference organizers, including presenters, NGOs, international organizations, or agencies, and/or industry representatives).An initial schedule of each day’s press conferences will be provided on the http://icasa2025.saafrica.org website and in your media kit distributed at on-site check in. Updates will be posted at the information office in the Media Centre. Only accredited members of the media and press conference speakers will be allowed to attend press conferences.
Speakers’ Corner
In addition to the Press Conference room, a smaller meeting room, the Speakers’ Corner, is available. The Speakers’ Corner can accommodate up to 20 people and it is ideal for press conferences on very specific topics.45 minutes slots for the Speakers’ Corner (Tuesday 5th December to Saturday 8th December, from 10:30AM to 15:00PM) can be reserved in advance by sending a booking request at media@saafrica.org with the title of your event and date/time of your requested slot, or directly on-site. Bookings will be approved on a first-come first-served basis.
ICASA Organizer Official Press Conferences
An official opening press conference will be held before the conference opening session on Monday,4th December from 17:00 – 18:00, and will feature speakers from the opening ceremony. At 14:15 from Tuesday to Saturday, conference organizers will hold a press conference featuring daily plenary speakers and other key speakers from special sessions.All official press conferences will be in English and French.
Broadcast Facilities
Broadcasters are required to capture their own video and obtain the audio from the sound desks in session rooms and the press conference room.
Electricity
Electricity at the conference venue is between 220 and 240 volts AC. Make sure you go to an electric supplies store and buy an adapter if needed. International adapters will not be available in the Media Centre.
Online Media Centre
During the conference, the Online Media Centre will feature links to videos of sessions and press conferences, photos, presentation slides, speeches and press releases. Access to other information, including conference abstracts, presentation slides, news reports and summaries of scientific sessions, will also be available through the website.
Oral Abstracts
Information about the oral abstracts may not be published or presented before the start of the session at ICASA 2025, in which the abstract is being presented.
Oral Abstracts and Poster Exhibition Abstracts
Information about the oral poster discussion and poster exhibition abstracts may not be published or presented before 10:00 (Zimbabwe Standard Time) on Tuesday, 5th December 2025.Abstract Presentation Guidelines
The posters will be displayed for one day. During breaks, the presenters must stand by their posters, answer questions and provide further information on their study results.
The Poster Exhibition will take place within the Exhibition area at the Accra International Conference Centre. 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:
When removing your poster, please make sure to remove all poster-mounting material from the board. The Conference staff will remove all posters not taken down on time. The Conference organizers will not take any responsibility for posters or other materials left in the Poster Exhibition area.
Poster Exhibition area
Presenting authors should stand by their poster during the following break times for one day only. Please see the break time details below:
Times
10:15 - 10:45 12:15 - 12:45 14:15 - 14:45 16:15 - 16:45
| DATE | DESCRIPTION |
|---|---|
| Thursday 4th December 2025 | (Your poster number begins with TH) |
| Friday, 5th December 2025 | (Your poster number begins with FR) |
| Saturday, 6th December 2025 | (Your poster number begins with SA) |
| Sunday, 7th December 2025 | (Your poster number begins with SU) |
Therefore, we kindly ask you to start preparing a poster to be displayed at the Poster Exhibition.
Poster Measurements – In-Person
The maximum size of your poster should be 90 cm (width) x 120 cm (height), portrait style. Your poster number will be displayed at the top of your poster board.
Poster Display
The poster board comprises a single smooth surface mounted on an aluminum frame, offering support and featuring a whiteboard design. Instead, please use double-sided tape to affix your posters. Ensure that you bring your own materials, such as double-sided tape, and prepare your poster to fit the standard PORTRAIT orientation A0 format. Remember that your poster's dimensions should not exceed 900 mm in width by 1200 mm in height.
Portrait Vertical Orientation
Virtual Poster Specification Requirements
Please create your e-poster in PDF format, following the A4 size guidelines. You can download the ICASA 2025 E-Poster Design Specifications by clicking here. Make sure to include your updated Abstract Number.
You can view a sample e-poster here for reference.
The deadline for submitting the required information is 31st October 2025.
For further inquiries, please contact us at abstract@saafrica.org