Annual Meeting 2025

What is the VALIDATE Annual Meeting 2025?

The VALIDATE Annual Meeting is a gathering of researchers and professionals focusing on vaccine development for neglected and emerging infectious diseases. The meeting includes scientific talks, a networking session, a poster session, and a conference dinner, providing opportunities for networking, knowledge exchange, and collaboration.

When and where will the meeting take place?

The meeting is scheduled for September 30 – October 1, 2025, near Cape Town, South Africa. There will be an additional workshop on September 29 for Early Career Researchers. The exact venue details will be provided to registered attendees in the coming weeks.

What is on the Agenda?

There will be talks from VALIDATE Investigators, and Fellowship and Pump Priming Grant Recipients, as well as a networking session, a poster session, and a conference dinner. We will be in touch with a detailed Agenda in the coming weeks.

Who can attend the VALIDATE Annual Meeting?

The event is open to VALIDATE members only. VALIDATE membership is free; details on VALIDATE membership and how to join can be found here.

I am not a member; can I register for the event and apply to join VALIDATE at the same time?

Yes, you can register for the event and submit a membership application at the same time. However, we can only guarantee processing your membership if you submit your application by 30 June 2025.

How do I register for the event?

Complete the registration form at the bottom of this page.

Can I join the Annual Meeting online?

This meeting will be in-person, but there will be an option to join virtually to increase access for our members, especially those unable to travel to South Africa. Hybrid registration will open soon.

Will a recording of the Annual Meeting be available after the event?

Yes. The videos of each talk will be made available to VALIDATE members who have signed the Confidentiality Agreement (CDA) via the VALIDATE Canto Portal a few months after the live event.

Can I bring my partner?

You are welcome to bring your partner to South Africa at your own cost. However, as many sessions will include confidential or unpublished data, partners cannot attend the meeting sessions (unless, of course, they are VALIDATE members). We also cannot offer places at the Annual Meeting dinner for additional guests.

If VALIDATE is covering your hotel room, we can only cover the cost of your occupancy. If additional people are staying with you, you will need to contact the hotel directly to arrange and pay for any extra costs.

Can I bring my children/baby?

Children are welcome to accompany you to South Africa at your own cost. Young babies (infants in arms) can attend the Annual Meeting sessions as long as they do not cause disruption. Older children cannot attend the main meeting sessions due to the confidential and often unsuitable nature of the discussions (e.g. presentations may include images of severe skin diseases). The venue has several breakout rooms available if you require space for breastfeeding - please ask a member of the VALIDATE Team to direct you to the room.

Will VALIDATE cover the cost of family members?

If VALIDATE is covering your hotel room, we can only cover the cost of your occupancy. If additional people are staying with you, you will need to contact the hotel directly to arrange and pay for any extra costs.

Is there funding available to attend for VALIDATE members?

VALIDATE offers Travel Grants for LMIC members to join the Annual Meeting in-person; the Travel Grants call for applications closed in February and there are no further funds for travel costs. You should contact your institute or other funding bodies if you require financial support for your trip.

I am a VALIDATE SAB/NMB member/Fellow; is my travel covered by VALIDATE?

All VALIDATE SAB and NMB members, including our Fellows, will have their travel costs covered by VALIDATE. Please register online and select this funding option.

I am a VALIDATE ECDN member; is my travel covered by VALIDATE?

All current (2024-2026) VALIDATE ECDN members’ will have their travel costs covered by VALIDATE. Please register online and select this funding option.

For those funded by VALIDATE:

I have a question about my Travel Grant

Please read through our detailed guidance documents that were sent to you when you were awarded a grant. If this does not answer your question, then get in touch with the VALIDATE team.

Can I extend my stay in South Africa?

Yes, if you are funded by VALIDATE you are welcome to extend your stay and delay your return flight. However, VALIDATE will only cover accommodation for the nights required for the Annual Meeting. We expect that most attendees will need accommodation from 28 September (for ECR Workshop attendees) or 29 September until 2 October. You will need to cover any additional accommodation costs outside these dates. If need you arrive early or depart late due to jet lag or flight schedules, please speak to the VALIDATE Team.

I wish to extend my stay to undertake training in South Africa. Can I claim this in my Travel Grant?

VALIDATE is keen to support your research and professional development. If you find a relevant training opportunity in South Africa, you may use your Travel Grant to cover associated costs - as long as it remains within your approved budget. If you are considering this, please provide details of the training to the VALIDATE Team in advance of your planned stay, to ensure your plans align with the grant's terms.

Can I submit an abstract for a research talk or poster presentation?

No. Our calls for abstracts closed in February and we will not have further calls for this year’s meeting.

Can I update my submitted abstract after the deadline?

We prefer not, but you can make minor change to your poster or talk title and abstract until the 4 August 2024. After that date, the VALIDATE Team will lock in the details for publication in the Printed Programme. If you wish to make major changes, you will need to contact the VALIDATE Team as soon as possible.

What accommodation options are available?

We will be in touch soon with details of the venue and accommodation options.

Will VALIDATE book my hotel and flight?

If VALIDATE is supporting your attendance—for example, through a travel grant—our team can arrange your flights and accommodation on your behalf. Alternatively, you may book your own flights and claim the cost through an expenses reimbursement. We will provide guidance on this process and any required documentation.

If you are making your own arrangements, we will share a booking link for the event hotel so you can access the discounted group rate.

Will Wi-Fi be available at the venue?

Yes, the meeting venue will provide free Wi-Fi access. Details will be shared with attendees closer to the event.

Is there a dress code for the meeting?

There is no formal dress code for the Annual Meeting or for the Conference Dinner.

What is the expected weather in Cape Town during the meeting?

Cape Town experiences spring weather in late September/early October, with temperatures ranging between 12-22°C (54-72°F). It is advisable to bring a light jumper or jacket, as temperatures can vary and can drop at night. It does rain in Cape Town, but Capetonians will warn you that an umbrella can be useless due to the wind – so you may wish to bring a light raincoat.

Will meals be provided?

The venue hotel will provide breakfast.

We will be providing lunch at the ECR Workshop and for the two days of the Annual Meeting.

We will also provide dinner after the ECR Workshop and Annual Meeting Day 1.

Can I claim for meals?

If your travel is funded by VALIDATE, you can claim back the costs for the other meals required during your stay.

Do I need a visa to attend the meeting in South Africa?

VALIDATE is unable to provide expert advice on Visas. Please consult information from your own government regarding visa requirements for South Africa. Please apply for any necessary visa well in advance of the meeting dates, so that it is granted in time for your attendance.

What Medical Requirements & Vaccinations do I need?

VALIDATE cannot provide medical advice regarding travel to South Africa. We strongly recommend checking official guidance from your government’s health authority and consulting your employer for specific requirements.

Key things to check:

• Routine Vaccinations: Ensure standard vaccinations (such as measles, mumps, rubella, and tetanus) are up to date.
• Recommended Vaccines: Depending on your travel plans, vaccines for Hepatitis A, Hepatitis B, Typhoid, and Rabies may be advised.
• Yellow Fever: A Yellow Fever certificate is required if you are traveling from or have recently visited a country where Yellow Fever is present.
• Malaria Risk: Some regions, particularly near the borders with Mozambique, Zimbabwe, and Eswatini, have a malaria risk. Check if you need antimalarial medication and take necessary precautions.
• For personalized advice, consult your GP, travel health clinic, or occupational health department at least 6-8 weeks before travel.

Is South Africa Safe?

South Africa has some safety challenges for visitors, but taking simple precautions can significantly reduce risks. Millions of people travel to the country every year without incident. As we approach the event, we will share our Travel and Safety Guide, which includes practical advice on staying safe.

Here are some key safety tips:

• Keep up to date: We recommend checking the latest official travel advice from your country's foreign office. The UK Foreign, Commonwealth & Development Office (FCDO) website for example, provides up-to-date safety and security information.
• Use Official Taxis or Uber: Whether traveling from the airport or to a dinner venue, the safest way to get around is by using a registered taxi service or Uber. Most restaurants and hotels can arrange taxis for you. The VALIDATE team recommends Uber as an affordable, safe, and reliable transport option for most journeys. If VALIDATE is covering your travel expenses, we will reimburse reasonable taxi costs.
• Stay in Safe Areas: Stick to well-known tourist areas and accommodations with good security. If exploring beyond main city centers, check with locals or your hotel staff about safety.
  • Stay Aware in Crowded Places: Pickpocketing can happen in busy areas like markets and public transport. Keep your bag closed and in front of you.
  • Ask the Locals: Hotel and restaurant staff, local police, and safety officers can provide up-to-date advice on which areas are safe to visit. Don't hesitate to ask for guidance.
• Avoid Walking Alone at Night: Stick to well-lit, busy areas and avoid walking alone after dark, especially in unfamiliar neighborhoods. If you need to go out, use a taxi or Uber.
• Be Cautious with Valuables: Keep expensive items (jewelry, watches, smartphones) out of sight, especially in public places. Use a money belt or a secure bag for essentials like your passport and cash. The rooms at the venue hotel will have safes for valuables.
• Know Emergency Contacts: Save local emergency numbers on your phone, including police (10111), ambulance (10177), and your country’s embassy or consulate.