HIV&AIDS and ASRH Conference Auxiliary Meeting Request Form

This is an electronic form of interest. After this form is submitted a member of our team will be in touch to confirm your booking details and provide room hire fees. 
Booking request must be provided by: Friday, 14 August 2026
NO changes can be made to the booking after this date. (Please complete all sections) 

By submitting the form you are agreeing to the below terms and conditions

Terms and Conditions 

1. All bookings must be made with the Conference Secretariat in the first instance.   
2. The Booking Requirements and Information is to be filled out and sent to the Conference Secretariat for identification of the meeting needs.   
3. The Conference Secretariat will advise the booking coordinator of the room booking details, including the approximate costs for the meeting and if required will advise the appropriate venue contact. 
4. The booking coordinator is to liaise with the venue directly for catering purposes. 
5. The booking coordinator is to liaise with the AV supplier directly for AV requirements  

Provisions related to booking the meeting space: 

1. The Conference Secretariat are responsible for allocating an appropriate meeting room at the conference venue, this will ensure that the room is suitable for the meeting and that the conference is not affected by the meeting.   
2. Should a meeting be held in a room that the conference is also using, the coordinator of the meeting must ensure that the room is vacated as per the booking timing (to provide ample time for venue cleaning staff). 
3. Additional costs for the meeting will be billed to the client. These could include room hire, any additional AV (if additional equipment to the standard is requested), catering (unless the meeting is part of the program and therefore part of the standard conference catering). 
4. The Conference Secretariat provides a booking service for the meeting room, AV & conference catering only and will ensure all pre-advised requirements are in the room at the time of the booking. The coordinator of the event is responsible for the final set up of the room. 
5. Instructions on how to operate equipment and other procedures will be provided by the venue on-site staff.  
6. The meeting will be billed to the client pre-conference by ASHM/venue