XIX International AIDS Conference AIDS 2012 Washington, DC Tiffany Chester Head of Local Secretariat

XIX International AIDS Conference www.aids2012.org

AIDS 2012

Washington, DCTiffany Chester

Head of Local Secretariat

http://www.aoc.gov/cc/capitol/c_wf_1.cfm


Conference Statistics

• Over 20,000 participants including– 2,000 media– 1,800 youth/students/post-docs– 150 exhibition booths– 680 speakers– 800 scholarship recipients– 1,900 staff, organizers, volunteers

• Over 190 countries represented


TEAM DC

• Laura Brown, Executive Assistant• Adina Ellis, US Communications Manager• Christopher More, Fundraising Manager• Megan Warren, HUBS Coordinator• Joseph Elias, Global Village Coordinator• Emily Carson, Youth Program Coordinator• Sydney West, Workshops Coordinator• Shelley Hayes, Stakeholder and Policy Advisor• Consultants: Scott Sanders (PR) Andy Velez (Activist Liaison)


Local Secretariat Objectives

• Logistics Support• Stakeholder Resource• Sensitivity Training and Community

Awareness–Training Modules for Hospitality Alliance

• Liaison with State and Federal government


Conference meeting space and more

• Walter E Washington Convention Center-Site of all Conference Programs

• Ad-Hoc & Pre- Convention Meetings

• Special Event Venues

XIX International AIDS Conference www.aids2012.orgXIX International AIDS Conference www.aids2012.org

U.S. Communications Strategy Key Messages

We are at a pivotal moment in HIV science and AIDS 2012 is poised to play a critical role in the future direction of the AIDS epidemic

The return of the International AIDS Conference to the U.S. is an important human rights victory

Scientific advances over the past year have altered the landscape of the AIDS epidemic. AIDS 2012 will showcase the latest scientific developments and provide the crucial opportunity for mobilizing stakeholders and building momentum

AIDS 2012 will be a crucial opportunity to re-energize the domestic response to AIDS

Benefits and challenges of treatment as prevention Renewed momentum for an HIV cure Effective scale-up of HIV treatment and prevention programs


U.S. Communications Strategy Key Messages (cont.)

Washington, DC is home to key players in the global response to AIDS

Conference attention on the impact HIV is having in Washington, DC, and in racial and ethnic minority communities across the U.S.

North Americans were the second largest represented group (22%) at the AIDS 2010 conference in Vienna, and largest at AIDS 2008 (50%) demonstrating this is a population with significant and vested interest in the conference and latest news and methods to address the epidemic


U.S. Communications StrategyKey U.S. Audiences

African-American Community CCC and Outreach Partners Community-Based Organizations General Public Latino Community LGBT Community Members of the Diplomatic Corps Past IAC Participants People living with HIV Scientists and Researchers U.S. Government Washington Business Community


Conference Hubs

Engage your community and

be part of the conference.

Organize a hub!

Megan Warren

[email protected]


WHAT is a conference hub?

• A “mini conference” held in conjunction with the IAC by local organizations active in the AIDS response.

• Organizers can screen selected sessions from the IAC free of charge.

• These sessions are typically followed by moderated discussions with local or regional experts


BENEFITS of organizing a conference hub?

• Free access to the international conference sessions and expertise

• Engagement with local and regional stakeholders

• Increased visibility as an efficient local actor

• Strengthened local AIDS response• Expanded local networks


Benefits (Continued)

• Freedom to tailor the information to directly address important issues relevant to your community

• Proven reputation and capacities to mobilize people and resources

• Development of new partnerships or fundraising opportunities


WHY organize a conference hub?

• Many stakeholders may not be able to attend the conference due to:– Financial constraints– Immigration constraints– Time constraints

• Conference hubs ensure the global discussion includes all key stakeholders and allow organizers to target issues relevant to their region.


WHEN can I organize a conference hub?

• Conference hubs may be hosted at the same time as the international conference or after the international conference.

• The portal where conference sessions may be downloaded will be active until 31 December 2012.


WHO can organize a conference hub?

• Non-governmental organizations (NGOs)• Charities • PLHIV networks• Faith-based organizations• Community organizations• Clinics and hospitals• Universities and medical schools• Government entities• UN bodies• You!


HOW can I organize a conference hub?

• Secure an appropriate venue• Attract 20+ participants, market the event

locally/regionally• Invite and coordinate moderators,

additional speakers, and/or rapporteurs• Show at 2+ conference sessions• Provide interpretation/translation services

if needed• Participate in monitoring and evaluation


What’s provided to hub organizers?

• Approved organizers will have access to a variety of conference tools:– A pre-planning guide that walks you through

each stage of the process– A help desk for IT, programme development

and audio visual technical support– Assistance with monitoring and evaluation – Access to selected recorded sessions with

video and audio files accompanied by PowerPoint slides in English or Spanish


What’s provided to hub organizers?

– Hub in a Box, a DIY toolkit with instructions and templates on:• Marketing & Outreach• Meetings• IT/AV• Budget • Fundraising• Evaluation/Monitoring


WHICH sessions will be available?

• Most conference sessions are captured and uploaded.

• Recorded sessions will be available with a delay of approximately 5 - 6 hours.

• A complete list of available sessions will be posted on the conference website mid-June 2012.– Please note that not all conference content will be

available online and sessions are subject to presenter approval.


In which languages will the sessions be available?

• All of the content will be available in English and Spanish.

• For other languages we invite host communities to organize translation or interpretation in advance.


How much does it cost?

• Downloadable or telecast sessions will be available free of charge.

• Hubs can be held at minimum cost to the organizer if a venue, computer, projector, screen, etc. is readily available.

• Providing food and beverages are optional.– *Extra expenses incurred are the

responsibility of the hub organizer.


Key DatesAbstract Submissions

– Open 1 December 2011– Close 15 February 2012– Open Late Breakers 19 April

2012– Close Late Breakers 22 May

2012

Registration– Open 1 December 2011– Late Fee 23 February 2012– Last Minute Fee 3 May 2012

Global Village and Youth Programme

Submissions– Open 1 December 2011– Close 15 February 2012

Scholarship Applications– Open 8 December 2011– Close 15 February 2012

Satellite Applications– Open 1 December 2011– Close 31 March 2012

Exhibition Applications– Open 1 December 2011– Close 25 May 2012

Conference Hub Applications– Open 14 March 2012– Close 29 June 2012


FOR MORE INFORMATION

• www. AIDS2012.org

• Follow us on YouTube

• Facebook @ ww.facebook.com/aids2012

• Twitter @aids2012 and #AIDS2012

Let’s keep the conversation going!

http://www.facebook.com/aids2012

Documents

XIX International AIDS Conference AIDS 2012 Washington, DC Tiffany Chester Head of Local Secretariat