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The How-To Guide for the

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					                     Introductory Guide for the
                     Giving Women Power Over AIDS Exhibit
                     Revised November 2005




This introductory eight-page guide is intended to familiarise European partners and sites with hosting
the Giving Women Power Over AIDS exhibit.

We encourage you to think broadly and creatively and figure out how to best use the exhibit to educate
your community on women, HIV, and microbicides and identify and attract new allies.

If interested in hosting the exhibit in your country we can provide you with the Extended How-To
Guide (please find the extended table of content at the end of this introductory guide). This includes
all the aspects of how to organise a successful exhibit. Of course, we understand that no site / partner
will use the exact same process, so we encourage you to modify the extended guide to serve your own
purposes.




We look forward to working with you to bring this exhibit to your city or country. Please contact us
with ANY questions at +32 2507 1229 or by email.

                                                                  - The Global Campaign Exhibit Team
                                                                      Arwa Meijer – ameijer@path.org




EU Exhibit Introductory Guide – Version 2                                                    page 1 of 8
           BACKGROUND ON “GIVING WOMEN POWER OVER AIDS”
In 2003, reporter Paula Bock and photographer Betty Udesen of the Seattle Times travelled to Zimbabwe to get
a first hand look at the reality of HIV/AIDS. The resulting photo-essay, In Her Mother’s Shoes, tells the story
of Ruth, a mother who is dying, and Martha, one of some 11 million children orphaned by AIDS in sub-Saharan
Africa. Bock and Udesen have produced one of the most gripping visual representations to date for deepening
the understanding of women‟s vulnerabilities and the role that new prevention technologies, such as
microbicides and the female condom, could play in reducing women‟s risk. To view the article “In Her
Mother‟s Shoes go to: www.seattletimes.com/aids


                             The Global Campaign transformed this remarkable photo-essay into a travelling
                             exhibit so that others, too, can break through the disbelief, isolation and “mind-
                             numbing” statistics that serve as a barrier to understanding. The resulting exhibit,
                             “Giving Women Power Over AIDS” is designed to serve as a centrepiece for local
                             efforts to raise awareness and support for microbicide research and global AIDS
                             funding. The exhibit is intended to give a compelling account of why citizens should
                             care about global AIDS and embrace research into new prevention technologies --
                             especially for women. It is a walk-through exhibit of high quality, enlarged
                             reproductions of the photos, together with captions, music, artefacts, and
                             accompanying materials aimed at telling the story of why microbicides would be a
                             critical new tool for addressing the HIV pandemic.




                                          WHERE TO BEGIN
If you decide to host the exhibit you come across many issues, for example:
- How many events do you want to have?
- What are the goals of each event?
- Who is the targeted audience?
- When do you want the event to be?
- During the day, during the evening?
- Who can come at these times?
- Are there any “significant” days that you could hold an event on or around for press purposes?
        Mother’s Day                                        16 days of activism against gender violence in Nov.
        International Women’s Day on 8th March              Universal Children’s Day 20th November

-How will you reach your target audience to tell them about the event and entice them to come?
-What are the space constraints for your event (# people, possibilities of having speakers, food/drink)?
-What speakers do you want to invite? Possibilities could include:
 Community leaders from the HIV community, from women‟s groups, international development groups
 Legislators/Parliamentarians
 Members of your local campaign
 Global Campaign staff / affiliates
 Grant makers from local foundations
 Local researchers
 Local celebrities




EU Exhibit Introductory Guide – Version 2                                                           page 2 of 8
Do you want to combine the exhibit with a launch of the video „In Women‟s Hands‟?

When it comes to deciding where and in how many locations you should display the exhibit, the options could
seem endless. The Global Campaign for Microbicides recommends that you aim for quality over quantity. It
will be better to have a handful of well publicised and attended events that meet your goals than to have many
events that were not attended well. The more events you have, the more resources and time you spend.


                             GOALS AND TARGET AUDIENCES
Identify Goals
Why are you hosting this exhibit? How does it fit within your goals? This conversation is important to have
with your coalition because it will help motivate your group, guide future decisions about the exhibit, and
identify targeted audiences…

Identifying targeted audiences
Who in your community knows about microbicides? Who should know about microbicides (because they will
be powerful allies, because they are potential users)?

It might be helpful for your coalition to brainstorm who all you want to target. Think of new audiences or
people who haven‟t already been exposed to the concept of microbicides. Think of people who have heard
about microbicides but haven‟t yet taken action. Who do you want to engage?

   Women‟s health advocates                                   Faith-based organisations
   Reproductive rights advocates                              Clinicians/public health professionals
   AIDS service organisations                                 The “average person” (what age, background,
   People living with HIV/AIDS                                 sex?)
   Gay men‟s health orgs                                      Media
   Gay rights advocates                                       Students
   City or Regional officials                                 Professors
   International development orgs                             Health disparities advocates
   Scientists/researchers                                     Social justice advocates
   Gender equality advocates                                  Parliamentarians
   Venture capitalists                                        Harm reduction movement
   Current / potential funders


                   THE SEVEN PHASES OF HOSTING THE EXHIBIT

Initial Brainstorming (3-6 months before the event)
1. Think through the goals/audiences, potential partners, and venues on your own or with your co-hosts
2. Consult with Global Campaign for Microbicides on potential dates / scheduling
3. At a coalition or working group meeting, discuss and brainstorm the goals/audiences, potential partners, and
   venues. Think about how you want to organise the work (e.g., host committee, smaller working group)
4. Venue: do your research! Find out more details about potential venues and report back
5. Partners: Invite potential partners to a launch meeting – make it sound exciting. Follow up with phone calls
6. Send invitations to your host committee

Kick Off Meeting – Making Decisions (2-4 months before the events)
1. Kick off meeting: review goals/audiences, potential partners, venue options, events. Ask for feedback.
   Figure out how you want to shape your group

EU Exhibit Introductory Guide – Version 2                                                          page 3 of 8
2. Choose your venues and dates
3. Choose the type of event(s) that could fit with each venue
4. Immediately after you make these decisions, submit a proposal to the Global Campaign for funding! The
   processing of this grant can take more than 8 weeks, so it is important to do this as early as possible. Not
   everything has to be set in stone and it‟s best to have grant check before you start your activities
5. Approach other local funders or groups for in-kind and financial contributions
6. Brainstorm ideas for getting people to the event – what is the best way to get the word out?

Making it Happen – the Details! (1 week to 2 months before the event)
     Details of the Event
     Telling people about the event / invitations
     Pulling together materials

Full details are provided in the „Extended How To Guide‟.

                                                 PARTNERS
Steering committee, host committee, honorary members, partners, planning group, advisory group, co-
sponsors….how do you want to organise yourselves to make this exhibit happen?

Do you want to work together with Current members or do you want to pull in new people? This exhibit
is a great opportunity to pull in new partners. Invite potential partners to a launch meeting. Follow up with
phone calls. You may also consider asking for a few prominent leaders in your community to be involved and
lend their name.

When you are approaching potential partners, venues, and funders, it is helpful to provide them with information
about the Global Campaign, about microbicides, about your local coalition, AND about the exhibit.

We can help provide the materials for these folders – just get in touch with Arwa Meijer a few weeks before you
need them: ameijer@path-dc.org

                                              FUNDRAISING
Think broadly about who you could approach:
    Local restaurants or caterers for food for events
    Community groups for smaller sums and show of support
    Local wine stores for contribution for events
    Research institutions or pharmaceuticals
    Local foundations
    Potential venues for in kind contributions of the space

Other important issues can be found in the extended “How to Guide”:
1. The proposal guide for Global Campaign funding
2. A template for a fundraising letter if you want to raise local funds for the exhibit.




EU Exhibit Introductory Guide – Version 1                                                            page 4 of 8
                                         CHOOSING A VENUE

Venues should match the goals and audiences that you target. For example, the UK Campaign may have the
exhibit in two locations: one to target funders, legislators, and community leaders, and an other to engage future
clinicians and a younger audience.

It is helpful to first brainstorm ideas for venues with a group and then split up the research task among several
volunteers. Make sure your volunteers have this list with them so that they know what questions to ask!

What should you consider in a venue?
   Size – minimum = 56 square metres(or 600 square feet). Ideally, 121 square metres (or 1300 square feet)
    for the actual exhibit. Maximum = 279 square metres (or 3000 square feet).
   Security – will someone be able to keep an eye on the exhibit? Is the space locked up at night?
   Timing – would you be able to have a reception in the evening / during the day? When is the venue open to
    the public?
   Accessibility by public transport
   Location – will the venue be out of the way? How long do most people need to travel to see the exhibit?
   Accessible to wheelchairs
   People pass by – think about who the passer-bys are – do they include some members of your target
    audience?
   Space for a reception (if planned)
   Space for panel or talk (if planned)
   Atmosphere – is it a pleasant, well-lit space where people can take time to look at the exhibit?
   Cost – how much does it cost? is it possible to find a space for free? Even better, might the
    institution/organisation be willing to help you advertise?
   Affiliation – would the institution/organisation be a key partner for your group? Could this be a partnership
    building exercise (e.g., having the exhibit at city hall or the school of public health).
   Food / drinks – can you hold a reception there? Do they require a specific caterer?
   Does the site require a certificate of insurance? We can provide this but we will need at least 2-3 weeks to
    process this request.
   Will the site allow alcohol and food?
   If you choose to use the music that we provide, will the site provide a CD-player and adequate speakers?
    Please note that the exhibit music is a CD-R (burned copy) and some CD-players will not play this.


                                               INVITATIONS
How are you going to invite people to your event?
 Through listservs
 Individual / group emails
 Media coverage (radio, local newspaper calendars)
 Word of mouth
 Flyers posted around key locations
 Making announcements at key events, conferences
 Meetings leading up to the event

However you publicise your event, it is VERY
important that you think creatively, use your networks,
and collect RSVPs so you know how big a crowd do
expect and so you can plan accordingly.


EU Exhibit Introductory Guide – Version 1                                                              page 5 of 8
The Global Campaign can provide you with the PowerPoint
template for this e-invitation or flyer that you can easily
send around to listservs, colleagues, and potential audience
members.


                  HOW THE EXHIBIT IS PACKAGED AND SHIPPED

How the exhibit is packaged
   The 11 banners (10 of which are two-sided) and accompanying artefacts and placards are shipped in four
    hard plastic cases.
   The cases weigh about 30 Kg / 65 pounds each, and have wheels. They are quite easy to manoeuvre. They
    can fit into a large car.
   The cases have the following dimensions: 112 cm long, 26 cm wide, 38 cm tall.
   Three of the cases will have three pull-up banners each. The fourth case will have only two banners and the
    artefacts.
   Banner bases also have black and red padded zippered covers. These protect the bases from being scratched.
    When you are transporting the exhibit from venue to venue, you may want to just transport it in these black
    and red cases as they easily fit into ANY car.


How the exhibit is shipped
   The exhibit is typically shipped between sites by which takes between 3-7 days depending on the distance.
    Be sure to build in enough time to have the exhibit shipped to you.
   Arwa Meijer at the Global Campaign can work with you to set up shipment. She has an account number
    that the shipping costs between sites can be billed to.
   Costs for shipping within your country will be your site‟s responsibility.
   The exhibit is shipped in the 4 hard grey cases – no need for further packaging.




EU Exhibit Introductory Guide – Version 1                                                         page 6 of 8
                                   SAMPLE OF THE TABLE OF CONTENTS OF
                                      THE EXTENDED “HOW TO GUIDE”:

The Seven Phases of Hosting the Exhibit ............................................................................................................... 3
  Initial Brainstorming (3-6 months before the event) ........................................................................................... 3
  Kick Off Meeting – Making Decisions (2-4 months before the events) ............................................................. 3
  Making it Happen – the Details! (1 week to 2 months before the event)............................................................ 4
  The Week of the Event .......................................................................................Error! Bookmark not defined.
  Day of the actual event .......................................................................................Error! Bookmark not defined.
  During your event ..............................................................................................Error! Bookmark not defined.
  After your successful event ................................................................................Error! Bookmark not defined.
Background on “Giving Women Power Over AIDS”............................................................................................. 2
Goals and Target Audiences ................................................................................................................................... 3
Partners.................................................................................................................................................................... 4
What Goes into an Exhibit Folder ..........................................................................Error! Bookmark not defined.
Levels of Involvement for exhibit partners ............................................................Error! Bookmark not defined.
Sample Host Committee Letter ..............................................................................Error! Bookmark not defined.
Choosing a venue ...................................................................................................Error! Bookmark not defined.
Sample Informal Email to Partners and/or Venues ................................................Error! Bookmark not defined.
Planning an Event ..................................................................................................Error! Bookmark not defined.
Fundraising.............................................................................................................................................................. 4
Proposal Guide for European Sites ........................................................................Error! Bookmark not defined.
  Please include the following in your proposal ...................................................Error! Bookmark not defined.
Sample Fundraising Letter .....................................................................................Error! Bookmark not defined.
Sample Speaker Invitation Letter ...........................................................................Error! Bookmark not defined.
Security and Insurance ...........................................................................................Error! Bookmark not defined.
Invitation plan ......................................................................................................................................................... 5
Invitation and Flyer Template ................................................................................Error! Bookmark not defined.
Language for a listserv / email invitation ...............................................................Error! Bookmark not defined.
Letter to Professors on Campus .............................................................................Error! Bookmark not defined.
Guide to Getting Media Coverage .........................................................................Error! Bookmark not defined.
Sample Media Advisory .........................................................................................Error! Bookmark not defined.
Sample Press Release .............................................................................................Error! Bookmark not defined.
Host a Night at the Exhibit! ...................................................................................Error! Bookmark not defined.
How the Exhibit is packaged and shipped .............................................................................................................. 6
Exhibit Configuration for wider 7x9metre (20x30 foot)space ...............................Error! Bookmark not defined.
Exhibit Configuration for longer 12x4.5metre (40 x 15 foot) space ......................Error! Bookmark not defined.
A Quick Note on Artefacts .....................................................................................Error! Bookmark not defined.
Thank you / Co-sponsor Posters.............................................................................Error! Bookmark not defined.
Things You will Need on the Day of the Event .....................................................Error! Bookmark not defined.
Volunteer Roster / Expectations.............................................................................Error! Bookmark not defined.
Registration / Materials Table ................................................................................Error! Bookmark not defined.
Evaluations .............................................................................................................Error! Bookmark not defined.




EU Exhibit Introductory Guide – Version 1                                                                                                                 page 7 of 8
       WHAT THE PANELS LOOK LIKE AND HOW THEY ARE SET UP




EU Exhibit Introductory Guide – Version 1            page 8 of 8

				
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