Extended How-To Guide for the Giving Women Power Over aids exhibit



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Extended How-To Guide for the

Giving Women Power Over AIDS Exhibit

Revised April 11, 2005

This guide is intended to help sites think through many of the issues and processes involved in hosting the Giving Women Power Over AIDS exhibit. No site will use the exact same process, so we encourage you to modify this guide to serve your own purposes.


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. Many thanks to the Pennsylvania Campaign, Northwest Microbicide Coalition, and Georgia Campaign for being the pioneer sites with the exhibit.

In addition to what appears in this guide, we can send you numerous electronic files and templates including:



  • Sample proposals

  • Talking points for your event

  • Programs

  • A copy of the exhibit panels

  • Evaluation forms

  • A one and two page synopsis of the exhibit

  • A synopsis of where the exhibit has been

  • 1 page electronic invitation / flier (powerpoint template)

  • Thank you posters

    PLUS we have thousands of “take home postcards” and postcard invitations that we can send you.

    Thank you for all of your hard work. We look forward to working with you to bring this exhibit to your state. Please contact us with ANY questions at 202 822 0033 or by email.

    - The Global Campaign Exhibit Team

    Katie West – kwest@path-dc.org

    Bindiya Patel – bpatel@path-dc.org


TABLE OF CONTENTS:





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) 3

The Week of the Event 4

Day of the actual event 4

During your event 4

After your successful event 4

Background on “Giving Women Power Over AIDS” 5

Goals and Target Audiences 6

Partners 7

What Goes into an Exhibit Folder 8

Levels of Involvement for exhibit partners 9

Sample Host Committee Letter 10

Choosing a venue 11

Sample Informal Email to Partners and/or Venues 12

Planning an Event 13

Fundraising 14

Proposal Guide for North American Sites 15

Please include the following in your proposal: 16

Sample Fundraising Letter 19

Sample Speaker Invitation Letter 20

Security and Insurance 21

Invitation plan 22

Invitation and Flier Template 22

Language for a listserv / email invitation 23

Letter to Professors on Campus 24

Guide to Getting Media Coverage 25

Sample Media Advisory 28

Sample Press Release 29

Host a Night at the Exhibit! 30

How the Exhibit is packaged and shipped 32

How to Set up the Exhibit Panels 33

Exhibit Configuration for wider 20x30 foot space 35

Exhibit Configuration for longer 40 x 15 foot space 36

A Quick Note on Artifacts 37

Thank you / Cosponsor Posters 38

Things You will Need on the Day of the Event 39

Volunteer Roster / Expectations 40

Registration / Materials Table 42



Evaluations 43


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-coordinator (see page 6-7)

  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 organize 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 or kick off meeting – make it sound exciting. Follow up with phone calls -See page 12

  6. Send invitations to your host committee – See page 10



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 -See page 9
  2. Choose your venues and dates -See page 11

  3. Choose the type of event(s) that could fit with each venue -See page 13

  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 -See page15

  5. Approach other local funders or groups for in-kind and financial contributions -See page 19

  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

  1. Find and book caterers as necessary

  2. Select and invite speakers for event - See page 20

  3. Figure out details of transportation and storage for the exhibit

  4. Write and send talking points to speakers – the Global Campaign has draft talking points that you can use

  5. Confirm speakers

  6. Collect basic introduction information for the speakers

  7. Arrange shipments / dates with Global Campaign staff

  8. Write out a volunteer roster, and have people sign up for tasks See page 40

  9. Draw up an agenda / program for each event with detailed timing for the day of the event and the actual event The Global Campaign can send you sample programs.

  10. Hire or recruit a volunteer photographer / “evaluation – takers”

  11. Have a meeting with the venue people to talk through audio visual needs, tables for food, catering instructions, tables for artifacts, sufficient lighting, timing for the events, traffic flow, and publicity.



Telling people about the event / invitations

  1. Create and follow through with your media plan – how will you reach out to local press? – See page 25

  2. Create an invitation plan - how will you get people to come to the event? See page 22

  3. Arrange to have the Global Campaign send you a shipment of invitation postcards

  4. Use the Global Campaign’s powerpoint template to create fliers and electronic invitations - See page 22

  5. Include directions in the invitations or on a website

  6. Print any posters and fliers and publicity material that you will need

  7. Create a “snail mail” mailing list with input from your entire coalition

  8. Print your local event details onto the cards (or onto separate labels)

  9. Print out mailing labels

  10. Have a mailing party to label and stamp invitations

  11. Send out invitations – preferably 3-4 weeks before your events.

  12. Drop off stacks of invitations in key locations

  13. Create an email list to circulate invitations

  14. Send emails out on listservs about the events – See page 23



Pulling together materials – See list on page 41

  1. Print up a flier / brochure about your local site – the Global Campaign can give you templates

  2. Decide what materials you will want at your registration / materials table (see list on page 41). Print things out in advance!

  3. Have everything printed and ready to go for your registration / materials tables. Keep these in a separate box for the day of the event.





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