August 10, 2017
Dear [Insert Name – person with access to contacts]:
I am writing to let you know about an exciting event that the Pennsylvania Campaign for Microbicides is planning this fall, and invite you to be a member of our host committee.
As you can see in the attached description, the “Giving Women Power Over AIDS” exhibit gives the global HIV epidemic a human face. It is often hard to know how to respond to the catastrophe of AIDS. Microbicides, a range of different products that can prevent the sexual transmission of HIV when applied topically, are one answer – one concrete thing we can do.
This fall, Pennsylvania Campaign for Microbicides is bringing the “Giving Women Power Over AIDS” exhibit to Philadelphia to increase awareness about the national and global HIV epidemic and to build support for microbicide research and development.
The exhibit will be at the [Location] on [date and time].
We need your help to make these events a success. We are not asking for money. Instead, we would be most grateful for the following three [four] favors from you:
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Lend us your name, or your organization’s name, as a member of the host committee
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Invite your colleagues, friends, and neighbors to come see the exhibit
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Join us for any of the events listed above.
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[if a radio personality – to talk about the exhibit on the air]
A member of the Pennsylvania Campaign will be contacting you in the coming days to answer any questions you may have and to talk to you a bit more about your potential involvement in the host committee.
Thank you in advance for your support of this project.
Sincerely,
[Your Name]
[Pennsylvania Campaign for Microbicides]
Choosing a venue Identify Potential Venues
Venues should match the goals and audiences that you targeted above. For example, the Seattle site may have the exhibit in two locations: one at Seattle Art Museum to target funders, legislators, and community leaders on board, and then at the school of public health 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 = 600 square feet. Ideally, 1300 square feet for the actual exhibit. Maximum = 3000 square feet.
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Security – will someone be able to keep an eye on the exhibit? Is the space locked up at night?
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Timing – would you be able to have a reception in the evening / during the day? When is the venue open to the public?
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A ccessibility by public transport
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Location – will the venue be out of the way? How long do most folks need to travel to see the exhibit?
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Accessible to wheelchairs
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People pass by – think about who the passer-bys are – do they include some members of your target audience?
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Space for a reception (if planned)
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Space for panel or talk (if planned)
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Atmosphere – is it a pleasant, well lit space where people can take time to look at the exhibit?
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Cost – how much does it cost? is it possible to find a space for free? Even better, might the institution/organization be willing to help you advertise?
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Affiliation – would the institution/organization 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).
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Food / drinks – can you hold a reception there? Do they require a specific caterer?
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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.
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Will the site allow alcohol and food?
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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.
Sample Informal Email to Partners and/or Venues
Dear Sir or Madam:
I received your names from my colleagues XX - who said you would be a great person to get in touch with about bringing our exhibit to your school.
In 2004, the Global Campaign for Microbicides produced a traveling exhibit entitled, Giving Women Power Over AIDS, featuring an award winning story and photo essay by The Seattle Times, “In Her Mother’s Shoes.”
This exhibit tells the story of Martha, one of some 11 million AIDS orphans in sub-Saharan Africa, and her mother Ruth. The story is coupled with an education campaign to raise awareness and support for microbicide research and global AIDS funding. The walk through exhibit incorporates photography and language from the original newspaper piece as well as information and images that represent women’s vulnerability, the global AIDS pandemic and the development of a new HIV prevention tool – microbicides.
Microbicides are a range of different products that can prevent the sexual transmission of HIV and other sexually transmitted diseases (STDs) when applied topically. The exhibit is tied together with powerful quotations, music, materials and artifacts aimed at telling the story of why microbicides would be a critical new tool for addressing the HIV pandemic. Giving Women Power Over AIDS puts a face to the numbing statistics that are AIDS, and tells people how they can be a part of the solution.
From now until December 2005, the Giving Women Power Over AIDS exhibit will be travel to Philadelphia, Seattle, Sacramento, San Francisco, Los Angeles, Atlanta, Washington, D.C., Baltimore, Chicago, New Haven, Hartford, New York City, and Boston. In each city, Global Campaign affiliates will host events in museums, libraries, shopping malls, universities, state capitol buildings, and community centers to engage community leaders, policy makers, local journalists, and the general public.
I am writing to ask you about the possibility of having the exhibit at the Emory School of Public Health (at no cost to you!). Our affiliates at the Georgia Campaign for Microbicides can help facilitate the transport and set up of the exhibit, and can even suggest speakers for an event if you are interested in hosting one. The exhibit is scheduled to be in the Atlanta area in March 2005, and we could ideally have the exhibit at Emory during the week of March 21st.
Please let me know if you would like to learn more about the exhibit. Attached is a simple one pager with more details and pictures that you can feel free to circulate. I am happy to set up a phone appointment to tell you a little more and answer any of your questions. I will also probably be in Atlanta at the end of January, and would be happy to meet with you in person. Alternatively, please let me know if there is someone else at Emory that I should get in touch with.
Thank you for your time,
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