Submit an Abstract

Abstract Deadline: April 30, 2018

Please submit abstracts for workshops, oral presentations or poster presentations for the 2018 National Ryan White Conference on HIV Care & Treatment by completing the on-line submission process. Abstract proposals should reflect the conference theme and provide relevant technical assistance to Ryan White HIV/AIDS Programs to improve outcomes.

Key Dates

Abstracts for workshops, oral presentations, and poster presentations are due no later than April 30, 2018. Notice of abstract status will be sent by July, 2018 so that submitters have ample time to prepare for the conference.


Step 1

Login or register for an account*

*For the best user experience in the abstract submission system, we recommend using a browser other than Internet Explorer, such as Chrome, Firefox or Edge.

Step 2

Complete your personal information and documents:

  • Complete contact information
  • Complete Continuing Education (CE) agreement
  • Upload CV/Résumé

Step 3

Provide abstract details to include:

Step 4

Add presenters to the abstract by providing their names and email addresses. Once the submitter has added the presenter to the abstract, the presenter will receive an automated email prompting them to complete the required information by logging in or registering for an account the same way as the submitter:

  • Complete contact information
    • Name
    • Title
    • Role in Ryan White HIV/AIDS Program (RWHAP) or HIV community
    • Short biography
  • Complete CE agreement
  • Upload CV/Résumé
  • Complete disclosure form

Please note: Audio/visual equipment will be provided for all sessions and will consist of laptops, LCD computer projectors, screens, podium, table and microphones.

Review Criteria

Workshops, oral presentations and poster abstracts are scored based on four equally weighted criteria:

  1. Relevance
  2. Innovation
  3. Design and Implementation
  4. Clarity and Format

Avoidance of Commercialism

All presentations must avoid commercialism. Presentations that constitute promotion and advertising will be prohibited, including pervasive and inappropriate use of logos. No advertising matter of any kind may be distributed. No material may be displayed that in any way directly promotes the commercial interest of any company or enterprise, or of the author(s)/presenter(s). Statements made in presentations are the sole responsibility of the author(s)/presenter(s). Any statement made should not be viewed as or considered representative of any formal stance or position taken on any product, subject, or issue by the 2018 National Ryan White Conference on HIV Care & Treatment.

Session Types

Please submit an abstract for one of the following.

Please note that only Health Resources and Services Administration's HIV/AIDS Bureau (HRSA/HAB) staff may submit proposals for Institutes:


90-minute workshop

These are multi-speaker sessions (e.g., a panel presentation) with time for attendee participation or interaction, using speakers you identify. We recommend a maximum of three speakers for each workshop panel. The focus should be on transmitting skills to attendees. If your workshop is selected a moderator - usually a HRSA/HAB staff member - will contact you to explain next steps and work closely with presenters to ensure that the workshop is coherent and avoids unnecessary duplication. Workshops should include 15 minutes at the end for questions and answers.

30-minute oral presentation

These primarily educational presentations will be combined with others on a similar topic to form a 90-minute session. These combined sessions will be moderated by a HRSA/HAB staff member. Each 30-minute presentation should include 5-7 minutes at the end for audience questions and comments.


Poster presentations will occur during designated sessions at the conference. They are an opportunity to share best practices, lessons learned, unique strategies and tools and research findings. They should be related to one of the conference tracks and provide key insights in a clear and concise way by using several visuals (charts, graphs, photos, etc.) and incorporating a limited amount of text. Posters should be organized into five sections:

  • Introduction (the topic or public health challenge being addressed)
  • Methods and Activities (the intervention and actions undertaken)
  • Results (outputs and outcomes on the public health challenge)
  • Lessons Learned (observations, recommendations, tips and insights that can be used by others)
  • Challenges/Limitations (indicate whether the project that you are presenting is ongoing or completed, e.g., preliminary of a study)

Authors are expected to post and remove posters at designated times and to be by their posters during the assigned poster presentation time to interact with attendees and answer questions.

HRSA/HAB Institute

An Institute is a series of three interrelated workshops planned and managed by HRSA/HAB staff, with a specific focus or topic that include: a 101 session (a beginner or introductory level), a 201 session (intermediate level) and a 301 session (advanced level). The three connected sessions will convey a greater understanding of the topic at a more advanced level. Please note that only HRSA/HAB staff may submit proposals for Institutes. However, a HRSA/HAB staff member may invite presenters for an Institute in the role of recipient, sub-recipient, subject matter expert, or HIV community member.

Conference Tracks and Example Topics

All abstracts must be relevant to one of the six conference tracks, which are listed and defined below.
Examples of topics that could be included under each track are also provided.

  • 1
  • Increasing Access, Engagement and Retention in HIV Care and Treatment

This track will focus on best practices and models for access to, engagement with, retention of and re-engagement in HIV care and treatment that results in improved health outcomes for People Living with HIV (PLWH).

Examples of topics for this track include but are not limited to:

  • Establishing and monitoring seamless systems to link people to care immediately after diagnosis and support engagement/re-engagement and retention in care and treatment
  • Addressing behavioral health needs of PLWH
  • Focusing on specific services for populations with health disparities
  • Increasing access to oral health care for PLWH
  • Improving HIV service delivery, (e.g., comprehensive, coordinated, patient-centered care for PLWH)
  • Use of patient-centered medical homes and other models of care that provide high-quality, coordinated, team-based care and delivery
  • Training patient navigators and community health workers to increase access to, engagement with and retention in high quality HIV care and treatment
  • 2
  • Data Utilization

This track will examine data integration, data analysis and data utilization with a focus on how these activities improve engagement/re-engagement, service delivery and public health approaches to ending the HIV epidemic and curing hepatitis C in the RWHAP.

Examples of topics for this track include, but are not limited to:

  • Data 101: collecting and reporting high-quality, accurate data
  • Utilizing data to identify and re-engage people living with HIV who are not receiving HIV care and treatment
  • Partnerships to link HIV surveillance, HIV program, and other data sets such as Medicaid to improve data quality and improve health outcomes
  • Establishing and developing technological innovations to streamline the data collection, data utilization and reporting processes
  • Utilizing data to identify health disparities and to focus programming and service delivery to address those disparities
  • 3
  • Leveraging Innovative Practices to Improve Outcomes and Address Emerging Priorities

This track will highlight new and innovative models for PLWH engagement, HIV workforce development and deployment, service integration and service delivery that lead to improvements in health outcomes along the HIV care continuum. The track will also address emerging priorities such as curing hepatitis C in the RWHAP, behavioral health integration and the opioid epidemic.

Examples of topics for this track include but are not limited to:

  • Innovative programming to address the opioid epidemic among persons living with HIV
  • Innovative public health approaches to curing hepatitis C in the RWHAP
  • Addressing the impact of structural barriers such as unemployment, unstable housing, food insecurity and intimate partner violence on health outcomes
  • Innovative partnerships to address key populations with the greatest health disparities
  • Innovations in clinical practice transformation
  • Innovations in the use of social media to improve health outcomes
  • 4
  • Clinical Quality Management and Quality Improvement

This track will examine the fundamentals and best practices for clinical quality management (CQM) programs to measure and improve HIV service delivery and health outcomes with the ultimate goal of reducing health disparities.

Examples of topics for this track include, but are not limited to:

  • Developing and implementing the infrastructure of a clinical quality improvement program and quality assurance
  • Utilizing a CQM collaborative to improve health outcomes
  • Engaging PLWH in CQM programs
  • Using HIV health information systems to develop and maintain efficient quality management programs
  • Integrating multiple health information systems to improve clinical outcomes
  • New innovations in clinical interventions for CQM and quality improvement
  • 5
  • Ryan White HIV/AIDS Program Planning and Resource Allocation: Collaborative Partnerships and Community Engagement

This track will focus on requirements and best practices for integrated planning, program implementation, workforce development and resource allocation and utilization. It will include  examples of collaborative partnerships and community engagement initiatives that result in a high-quality, comprehensive system of HIV prevention, care and treatment that is responsive to the evolving HIV epidemic.   

Examples of topics for this track include, but are not limited to:

  • Utilizing data to drive resource allocation and HIV service delivery decisions
  • Leveraging partnerships to reduce health disparities and improve health outcomes
  • Conducting innovative planning to better address unmet service needs and/or specific populations
  • Utilizing program income and rebates to address HIV service needs
  • Addressing the shortage of HIV service delivery providers
  • Expanding HIV care and treatment capacity through telehealth
  • 6
  • Ryan White HIV/AIDS Program Fiscal and Grant Management Boot Camp

This is a technical assistance track focusing on training RWHAP recipients and sub-recipients on fiscal and grant management requirements and best practices.

Examples of topics for this track include but are not limited to:

  • Ways to generate, track and use program income and rebates for the Ryan White HIV/AIDS Program
  • Best practices and tools for fiscal and program monitoring of sub-recipients
  • Partnerships and best practices for client certification/recertification
  • Considerations and best practices for unit costs or actual reimbursement models
  • Payment models that incorporate performance

Workshop Training Level Descriptions

Basic (101)

  • States clear and explicit learning objectives and learning results
  • Intended for participants who are new staff or new to their roles
  • Provides a general overview of the subject matter that gives attendees a solid foundation on which to pursue the subject matter in greater detail and apply learning to their work
  • Incorporates adult learning principles such as problem-solving, case studies and self-assessments

Intermediate (201)

  • States clear and explicit learning objectives and learning outcomes
  • Utilizes resource materials such as reference documents and tools and templates to facilitate practical application
  • Uses wide range of sources
  • Intended for participants with a foundation of experience and understanding of the topic
  • Provides sufficient detail  to ensure that the participants can easily implement/replicate the activity in their workplaces with or without modifications
  • Incorporates adult learning principles such as problem-solving, case studies and self-assessments

Advanced (301)

  • States clear and explicit learning objectives and learning outcomes
  • Utilizes resource materials such as reference documents and tools and templates to facilitate practical application
  • Intended for participants with a foundation of experience and high level of understanding of the topic.
  • Provides explicit "how to" information while leaving some implementation details up to individual interpretation
  • Incorporates adult learning principles such as problem solving, case studies and self-assessments
  • Provides significant detail to allow participants to implement/replicate the activity in their workplaces with or without modifications


If you have any questions, please contact For technical assistance with using the online system please email