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XVII International AIDS Conference 3-8 August 2008 Programme Activities Planning Meeting, 8-9 April 2008
General Instructions for the Programme Activity Planning Meeting 1. Introduction The Programme Activity Planning (PAP) meeting is a pivotal event for programme development at the XVII International AIDS Conference. It is at this meeting that decisions will be made on activities for the final programme. The purpose of this document is to outline the following features of the PAP meeting: 1. 2. 3. 4.
The meeting objectives Background information Main tasks Process and instructions
1. Meeting objectives The main purpose of the PAP meeting is to select applications for the final programme. Meeting participants will also ensure the programme is diverse and dynamic and is a true reflection of all working groups’ objectives. 2. Background Information: Meeting Participants Meeting participants include the entire Global Village (GV) working group, committee representatives and local members of the youth and cultural programme working groups. Secretariat staff will also be onsite to help facilitate the selection process and will be joined by a team member from Toronto local host office at AIDS 2006. A list of participants will be included in your binder. Application Selection On day one of the PAP meeting, participants will be asked to select activities from top scoring applications that are to be included in the Global Village, youth and cultural programmes. The number needed for each type of activity is outlined in the table below, along with the total number applications that scored 2.5 or above. As many working group members are aware, there a number of spaces and activities reserved for the conference international partners, programme committees and sponsors (see Annex 1.). These activities and spaces have already been accounted for and are excluded from the numbers in the tables below. In addition, the Joint Programme Committee has asked for the following issues be picked up in the Global Village: • • •
Travel and entry restrictions (Migration issues) HIV in Prisons Palliative Care (Critical issues in pain and death)
1
XVII International AIDS Conference 3-8 August 2008 Programme Activities Planning Meeting, 8-9 April 2008 Activity scheduling and the allotment of sessions/booths/exhibition space On day two of the meeting, participants will break into groups to work on the scheduling of activities and to place sessions, booths and exhibitions in the spaces available. A vast majority of programme activities will take place in the Global Village - an 8000 m² marquee or tent in the infield of the Las Americas Hippodrome. A draft of the Global Village layout is included in your binder. It will also possible to accommodate activities in Centro Banamex. This space is well suited to cultural programme activities - see Annex 2 for a list of spaces available. Much of the transitional space will be available for decoration and there are alcoves which could accommodate art or photographic exhibitions. The Global Village sponsors - GSK Positive Action - have also donated a 9m² exhibition booth in the commercial exhibition area. It will be up to PAP meeting participants to decide on what is scheduled in this space. Access: Please remember that the Global Village is open to conference delegates and the general public. Centro Banamex is accessible to conference delegates only. 3. Main tasks Applications will need to be selected for the following activities: Booths NGO booths Marketplace booths Networking zones Total Sessions
Number needed 79 35 23 138
Debates Panel Discussions Presentations and Q & A Workshops
8 12 16 16
Total Cultural Activities
52
Live performance Photo/art exhibit Screening Other - Radio Total
40 22 16 TBD 101
Number that scored 2.5 or higher 138 41 50
20 42 62 71
93 43 78 1
For clarification on the definitions of activity types, please consult the glossary at the back of your binder.
2
XVII International AIDS Conference 3-8 August 2008 Programme Activities Planning Meeting, 8-9 April 2008
3. Process and instructions Each activity working group will be allocated a specific area of the meeting room at the hotel venue. In each area there will be: a. A binder containing the top scoring activities (2.5 and above) per category b. Reports on scores for all applications within your category i.
Booths:
Information on booths: • • • •
•
There are three different booth types. These include NGO Booths, market place booths and networking zones. On Sunday 3, August booths may open from 13:00 to 18:00. From Monday 4, to Thursday 7, August booth opening hours will be from 8:00 – 20:00. Booth location does not change throughout the week. If there is more than one networking zone application for a specific issue or theme, the applications should be merged and the applicants should be encouraged to work together. No more than 3 organizations should work on any networking zone. See Annex 3 for details on what booth packages include.
The procedure for selecting booth applications is as follows: • •
The booth activity working group should divide into three subgroups. Each subgroup will select a booth type (NGO Booth, market place booth or networking zone) to review. It will be up to each subgroup to produce the final list of booths needed – see table below.
Booth type NGO booths Marketplace booths Networking zones • • •
•
Number needed 79 35 24
Number that scored 2.5 or higher 138 41 50
To fill your quota, you may choose to select those booths which have the highest score and work down. If applications have the same score, you can use the scoring criteria in your binder to help you make your decisions. Four back up applications must be selected for the three booth types. This means there should be a total of 12 back up booths for all booth applications. Once a booth is selected fill in the summary sheet and record the booth titles, id numbers and submitters’ organizations. There will be a summary sheet for each booth type. Attach (coloured) copies of the selected applications including back-ups. The booth summary sheets should be delivered to the staff member supporting your group.
3
XVII International AIDS Conference 3-8 August 2008 Programme Activities Planning Meeting, 8-9 April 2008 •
One point person should be nominated to report back to the group at the end of day one.
ii. Sessions Information on sessions: • • •
• •
There are four different session types. These include debates, panel discussions, presentation Q & A and workshops. There will be daily concurrent sessions for the each of the four session types. Sessions run from Monday 4 – Thursday 7, August, between the hours of 10:30 - 18:30 Sessions have varying lengths: 30 minutes 45 minutes 60 minutes 90 minutes Sessions must have 30 minutes break in between to allow for room set up and audience seating. Sessions can be scheduled in the following rooms GVSR1 (300 pax), GVSR2 (100 pax) and GVYP (100 pax).
The procedure for selecting session applications is as follows: • •
The session activity working group should divide into four subgroups. Each subgroup will select a subcategory (debate, panel discussion, presentations with Q and A and workshops) to review. It will be up to each subgroup to produce the final list of sessions needed – see table below.
Session type Debates Panel Discussions Presentations with Q & A Workshops • • •
• •
Number needed 8 12 16 16
Number that scored 2.5 or higher 20 42 62 71
To fill your quota, you may choose to select those sessions which have the highest score and work down. If applications have the same score, you can use the scoring criteria in your binder to help you make your decisions. Two back up applications must be selected for each session type. This means there should be a total of 8 back up sessions for all session applications. Once a session is selected fill in a summary sheet and record the session titles, id numbers and submitters’ organizations. There will be a summary sheet for each session type. Attach (coloured) copies of the selected applications including back-ups. The session summary sheets should be delivered to the staff member supporting your group. One point person should be nominated to report back to the group at the end of day one.
4
XVII International AIDS Conference 3-8 August 2008 Programme Activities Planning Meeting, 8-9 April 2008
iii. Cultural Activities Information on cultural activities • •
There are four different types of cultural activities. These include live performances, photo/art exhibits, screenings and miscellaneous (TBD). Activities can be scheduled/placed in the following areas: i. Inside the Global Village: Main Stage, Visual Art Gallery, GVYP, external walls of session rooms. ii. Inside Centro Banamex: Please see Annex 2.
•
Cultural activities will run daily during the following times: The Global Village: Sunday 3, August 13:30– 18:00 Monday 4 – Thursday 7, August 10:30 – 20:00 Centro Banamex: Sunday 3, August 9:00 – 18:00 Monday 4 – Thursday 7, August 10:30 – 20:00
•
Cultural activities have varying lengths: 30 minutes 45 minutes 60 minutes 90 minutes Performances/activities on the main stage must have 30 minutes break in between to allow for stage set up and audience movement. Activities such as exhibitions and displays should stay in one location for the conference week.
• •
The procedure for selecting cultural activities applications is as follows: • •
The activity working group should divide into four subgroups. Each subgroup will select an activity type (Live performance, photo/art exhibit, screening, miscellaneous - TBD) to review. It will be up to each of the subgroups to produce the final list of cultural activities needed – see table below.
Cultural activity type Live performance Photo/art exhibit Screening Other - Radio •
Number needed 40 22 16 TBD
Number that scored 2.5 or higher 93 43 78 1
To fill your quota, you may choose to select those cultural activities which have the highest score and work down. If applications have the same score, you can use the scoring criteria in your binder to help you make your decisions.
5
XVII International AIDS Conference 3-8 August 2008 Programme Activities Planning Meeting, 8-9 April 2008 • •
• •
Two back up applications must be selected for each cultural activity type. This means there should be a total of 8 back up activities for all cultural applications. Once an activity is selected fill in a summary sheet and record the activity titles, id numbers and submitters’ organizations. There will be a summary sheet for each activity type. Attach (coloured) copies of the selected applications including back-ups. The summary sheet should be delivered to the staff member supporting your activity group. One point person should be nominated to report back to the group at the end of day one.
6
XVII International AIDS Conference 3-8 August 2008 Programme Activities Planning Meeting, 8-9 April 2008 Annex 1.
Organizations and activities to accommodate in the Global Village The table below lists international partners, sponsors and key organizations that should be accommodated in the Global Village as a result of commitments from AIDS 2006 and recommendations from the programme committees. PAP meeting participants do not need to include these in their final listing of activities. Organization/Group
Contact/affiliation
ICASO
Activity/space requested Booth
AHRN
Booth
Int. Partner
GNP+
Booth
Int. Partner
ICW
Booth
Int. Partner
WYWCA
Booth
Int. Partner
UNDP and UNAIDS
The community dialogue space
Int. Partner
Federal Government (CENSIDA)
Booth (60m²)
Local Partner
Local Government
Booth
Local Partner
IAS
Booth
Organizer
SPC
NWZ
JPC/SPC
Int. Partner
Mirka, Ida, Hector CONCASIDA GSK Positive Action
Booth Booth/ Session
Eugenia Commercial Sponsor
ILO/ Labour Global Fund
NWZ Access to Life Photography Exhibition Community office space
Craig Pauline Mazue and Craig McClure Ron Rosenes
GV session room 1 Mon – Thurs,13:00- 14:00 NWZ
Programme Dept
Community Meet the Plenary Speaker sessions Ecumenical Advocacy Alliance
Bernard
All applications for the Global Village have been through the application and review process. The programme activity coordinators will ensure that any feedback or requests for clarification are passed on to the applicants.
7
XVII International AIDS Conference 3-8 August 2008 Programme Activities Planning Meeting, 8-9 April 2008
Annex 2.
Space available in Centro Banamex for activities Code
HC
HD
GSKI Al
HS
Area Exhibition level – level 2 Hall C (Plenary Hall) Available from 8:008:45am Hall D (at main entrance of industry exhibition) GSK Island (in commercial exhibition area) Alcove by the restaurant ‘Galeria’
Hallway space outside session rooms
PL1
Palacio level – Ground level Alcove - Session rm 11
PL2
Main entrance/lobby
CL1
Casas level –level -1 Outside positive lounge
O2
Other (outside – should be weather proof Tunnel between Centro Banamex and infield, tunnel between Hippodrome and infield Bus pick up
O3
Ramp area and pillars
O1
Size
Type of activity that would be suitable
Capacity for 6,000 pax
Dialogue, singing, poetry reading, short film Small performance
About 50 sqm (irregular shape); see photo 1 , room for a small platform 36 sqm (6m x 6m); room for a small platform Space for 3 single booths (2m x 8m area ) or 1 big booth (48 sqm); see photo 2, small platform may be possible Space inside Hall B. Space for 20 posters (1m x 6m); see photo 3
Small performance Preferably a photo exhibition
Wall hangings
50 sqm; room for a small platform 36 sqm (6m x 6m) See photos 4, 5
Short, ‘quiet’ performance Well suited for projections, wall hangings
Space for 3 posters (2m x 2m); see 6
Wall hangings, photographs
Space for 13 posters (3.20 x 2.45 m mounted light boxes at USD 408 each); see photo 7 5m wall (TBC).
Wall hangings
Ramp on the way to the Global Village and registration (5m wide and 80m long); see photo 8
Wall hangings; free standing sculptures (pieces must be secure ie. large or hard to move) Wall hangings, small exhibition areas
8
XVII International AIDS Conference 3-8 August 2008 Programme Activities Planning Meeting, 8-9 April 2008
Annex 3. Booth Packages NGO booths (6 square meters) Package includes: 3 x hard white walls: 2x (2mw x 2.48mh), 1x (3mw x 2.48mh) 1 header sign (including name of organization) 2 shelves 2 chairs 1 table (skirted) 1 wastebasket 1 light and electricity Carpet Services included: insurance, cleaning Applicants may bring their own additional furniture or items required for the booth. Additional furniture or services may also be ordered online at a later stage. Charges will apply for orders placed online. Details will be provided to successful candidates. Marketplace booth (4 square meters) HIV-related income-generating projects only Proof of non-governmental /non-profit or charitable status is required. Package includes: 2 x hard walls: 2 x (2mw x 2.48mh) 1 booth identification sign (including name of organization) 2 chairs 1 table (skirted) 1 wastebasket 1 light and electricity only for the light Carpet Services included: insurance, cleaning Applicants may bring their own additional furniture or items required for the booth. Additional furniture or services may also be ordered online at a later stage. Charges will apply for orders placed online. Details will be provided to successful candidates. Networking Zone (60 square meters) Proposals must demonstrate partnerships/collaborations, as well as concept/ideas for layout/design/activities. Package includes: 3 x hard walls: 1 x (12mw x 2.48), 2x (5mw x 2.48) 1 header sign (including name of Networking Zone) 1 speakers’ platform (approx. 1m x 2m) 2 chairs 1 table (skirted)
9
XVII International AIDS Conference 3-8 August 2008 Programme Activities Planning Meeting, 8-9 April 2008 1 wastebasket 1 light and electricity Carpet 1 computer
Services included: insurance, cleaning A subsidy will be provided for programming and additional setup costs. The amount is yet to be specified. Applicants may bring their own additional furniture or items required for the Networking Zone. Furniture or services required in addition to the above may be ordered online at a later stage at the organizers’ own cost. Details will be provided to successful candidates.
10
General Instructions for the Programme Activity Planning Meeting 1. Introduction The Programme Activity Planning (PAP) meeting is a pivotal event for programme development at the XVII International AIDS Conference. It is at this meeting that decisions will be made on activities for the final programme. The purpose of this document is to outline the following features of the PAP meeting: 1. 2. 3. 4.
The meeting objectives Background information Main tasks Process and instructions
1. Meeting objectives The main purpose of the PAP meeting is to select applications for the final programme. Meeting participants will also ensure the programme is diverse and dynamic and is a true reflection of all working groups’ objectives. 2. Background Information: Meeting Participants Meeting participants include the entire Global Village (GV) working group, committee representatives and local members of the youth and cultural programme working groups. Secretariat staff will also be onsite to help facilitate the selection process and will be joined by a team member from Toronto local host office at AIDS 2006. A list of participants will be included in your binder. Application Selection On day one of the PAP meeting, participants will be asked to select activities from top scoring applications that are to be included in the Global Village, youth and cultural programmes. The number needed for each type of activity is outlined in the table below, along with the total number applications that scored 2.5 or above. As many working group members are aware, there a number of spaces and activities reserved for the conference international partners, programme committees and sponsors (see Annex 1.). These activities and spaces have already been accounted for and are excluded from the numbers in the tables below. In addition, the Joint Programme Committee has asked for the following issues be picked up in the Global Village: • • •
Travel and entry restrictions (Migration issues) HIV in Prisons Palliative Care (Critical issues in pain and death)
1
XVII International AIDS Conference 3-8 August 2008 Programme Activities Planning Meeting, 8-9 April 2008 Activity scheduling and the allotment of sessions/booths/exhibition space On day two of the meeting, participants will break into groups to work on the scheduling of activities and to place sessions, booths and exhibitions in the spaces available. A vast majority of programme activities will take place in the Global Village - an 8000 m² marquee or tent in the infield of the Las Americas Hippodrome. A draft of the Global Village layout is included in your binder. It will also possible to accommodate activities in Centro Banamex. This space is well suited to cultural programme activities - see Annex 2 for a list of spaces available. Much of the transitional space will be available for decoration and there are alcoves which could accommodate art or photographic exhibitions. The Global Village sponsors - GSK Positive Action - have also donated a 9m² exhibition booth in the commercial exhibition area. It will be up to PAP meeting participants to decide on what is scheduled in this space. Access: Please remember that the Global Village is open to conference delegates and the general public. Centro Banamex is accessible to conference delegates only. 3. Main tasks Applications will need to be selected for the following activities: Booths NGO booths Marketplace booths Networking zones Total Sessions
Number needed 79 35 23 138
Debates Panel Discussions Presentations and Q & A Workshops
8 12 16 16
Total Cultural Activities
52
Live performance Photo/art exhibit Screening Other - Radio Total
40 22 16 TBD 101
Number that scored 2.5 or higher 138 41 50
20 42 62 71
93 43 78 1
For clarification on the definitions of activity types, please consult the glossary at the back of your binder.
2
XVII International AIDS Conference 3-8 August 2008 Programme Activities Planning Meeting, 8-9 April 2008
3. Process and instructions Each activity working group will be allocated a specific area of the meeting room at the hotel venue. In each area there will be: a. A binder containing the top scoring activities (2.5 and above) per category b. Reports on scores for all applications within your category i.
Booths:
Information on booths: • • • •
•
There are three different booth types. These include NGO Booths, market place booths and networking zones. On Sunday 3, August booths may open from 13:00 to 18:00. From Monday 4, to Thursday 7, August booth opening hours will be from 8:00 – 20:00. Booth location does not change throughout the week. If there is more than one networking zone application for a specific issue or theme, the applications should be merged and the applicants should be encouraged to work together. No more than 3 organizations should work on any networking zone. See Annex 3 for details on what booth packages include.
The procedure for selecting booth applications is as follows: • •
The booth activity working group should divide into three subgroups. Each subgroup will select a booth type (NGO Booth, market place booth or networking zone) to review. It will be up to each subgroup to produce the final list of booths needed – see table below.
Booth type NGO booths Marketplace booths Networking zones • • •
•
Number needed 79 35 24
Number that scored 2.5 or higher 138 41 50
To fill your quota, you may choose to select those booths which have the highest score and work down. If applications have the same score, you can use the scoring criteria in your binder to help you make your decisions. Four back up applications must be selected for the three booth types. This means there should be a total of 12 back up booths for all booth applications. Once a booth is selected fill in the summary sheet and record the booth titles, id numbers and submitters’ organizations. There will be a summary sheet for each booth type. Attach (coloured) copies of the selected applications including back-ups. The booth summary sheets should be delivered to the staff member supporting your group.
3
XVII International AIDS Conference 3-8 August 2008 Programme Activities Planning Meeting, 8-9 April 2008 •
One point person should be nominated to report back to the group at the end of day one.
ii. Sessions Information on sessions: • • •
• •
There are four different session types. These include debates, panel discussions, presentation Q & A and workshops. There will be daily concurrent sessions for the each of the four session types. Sessions run from Monday 4 – Thursday 7, August, between the hours of 10:30 - 18:30 Sessions have varying lengths: 30 minutes 45 minutes 60 minutes 90 minutes Sessions must have 30 minutes break in between to allow for room set up and audience seating. Sessions can be scheduled in the following rooms GVSR1 (300 pax), GVSR2 (100 pax) and GVYP (100 pax).
The procedure for selecting session applications is as follows: • •
The session activity working group should divide into four subgroups. Each subgroup will select a subcategory (debate, panel discussion, presentations with Q and A and workshops) to review. It will be up to each subgroup to produce the final list of sessions needed – see table below.
Session type Debates Panel Discussions Presentations with Q & A Workshops • • •
• •
Number needed 8 12 16 16
Number that scored 2.5 or higher 20 42 62 71
To fill your quota, you may choose to select those sessions which have the highest score and work down. If applications have the same score, you can use the scoring criteria in your binder to help you make your decisions. Two back up applications must be selected for each session type. This means there should be a total of 8 back up sessions for all session applications. Once a session is selected fill in a summary sheet and record the session titles, id numbers and submitters’ organizations. There will be a summary sheet for each session type. Attach (coloured) copies of the selected applications including back-ups. The session summary sheets should be delivered to the staff member supporting your group. One point person should be nominated to report back to the group at the end of day one.
4
XVII International AIDS Conference 3-8 August 2008 Programme Activities Planning Meeting, 8-9 April 2008
iii. Cultural Activities Information on cultural activities • •
There are four different types of cultural activities. These include live performances, photo/art exhibits, screenings and miscellaneous (TBD). Activities can be scheduled/placed in the following areas: i. Inside the Global Village: Main Stage, Visual Art Gallery, GVYP, external walls of session rooms. ii. Inside Centro Banamex: Please see Annex 2.
•
Cultural activities will run daily during the following times: The Global Village: Sunday 3, August 13:30– 18:00 Monday 4 – Thursday 7, August 10:30 – 20:00 Centro Banamex: Sunday 3, August 9:00 – 18:00 Monday 4 – Thursday 7, August 10:30 – 20:00
•
Cultural activities have varying lengths: 30 minutes 45 minutes 60 minutes 90 minutes Performances/activities on the main stage must have 30 minutes break in between to allow for stage set up and audience movement. Activities such as exhibitions and displays should stay in one location for the conference week.
• •
The procedure for selecting cultural activities applications is as follows: • •
The activity working group should divide into four subgroups. Each subgroup will select an activity type (Live performance, photo/art exhibit, screening, miscellaneous - TBD) to review. It will be up to each of the subgroups to produce the final list of cultural activities needed – see table below.
Cultural activity type Live performance Photo/art exhibit Screening Other - Radio •
Number needed 40 22 16 TBD
Number that scored 2.5 or higher 93 43 78 1
To fill your quota, you may choose to select those cultural activities which have the highest score and work down. If applications have the same score, you can use the scoring criteria in your binder to help you make your decisions.
5
XVII International AIDS Conference 3-8 August 2008 Programme Activities Planning Meeting, 8-9 April 2008 • •
• •
Two back up applications must be selected for each cultural activity type. This means there should be a total of 8 back up activities for all cultural applications. Once an activity is selected fill in a summary sheet and record the activity titles, id numbers and submitters’ organizations. There will be a summary sheet for each activity type. Attach (coloured) copies of the selected applications including back-ups. The summary sheet should be delivered to the staff member supporting your activity group. One point person should be nominated to report back to the group at the end of day one.
6
XVII International AIDS Conference 3-8 August 2008 Programme Activities Planning Meeting, 8-9 April 2008 Annex 1.
Organizations and activities to accommodate in the Global Village The table below lists international partners, sponsors and key organizations that should be accommodated in the Global Village as a result of commitments from AIDS 2006 and recommendations from the programme committees. PAP meeting participants do not need to include these in their final listing of activities. Organization/Group
Contact/affiliation
ICASO
Activity/space requested Booth
AHRN
Booth
Int. Partner
GNP+
Booth
Int. Partner
ICW
Booth
Int. Partner
WYWCA
Booth
Int. Partner
UNDP and UNAIDS
The community dialogue space
Int. Partner
Federal Government (CENSIDA)
Booth (60m²)
Local Partner
Local Government
Booth
Local Partner
IAS
Booth
Organizer
SPC
NWZ
JPC/SPC
Int. Partner
Mirka, Ida, Hector CONCASIDA GSK Positive Action
Booth Booth/ Session
Eugenia Commercial Sponsor
ILO/ Labour Global Fund
NWZ Access to Life Photography Exhibition Community office space
Craig Pauline Mazue and Craig McClure Ron Rosenes
GV session room 1 Mon – Thurs,13:00- 14:00 NWZ
Programme Dept
Community Meet the Plenary Speaker sessions Ecumenical Advocacy Alliance
Bernard
All applications for the Global Village have been through the application and review process. The programme activity coordinators will ensure that any feedback or requests for clarification are passed on to the applicants.
7
XVII International AIDS Conference 3-8 August 2008 Programme Activities Planning Meeting, 8-9 April 2008
Annex 2.
Space available in Centro Banamex for activities Code
HC
HD
GSKI Al
HS
Area Exhibition level – level 2 Hall C (Plenary Hall) Available from 8:008:45am Hall D (at main entrance of industry exhibition) GSK Island (in commercial exhibition area) Alcove by the restaurant ‘Galeria’
Hallway space outside session rooms
PL1
Palacio level – Ground level Alcove - Session rm 11
PL2
Main entrance/lobby
CL1
Casas level –level -1 Outside positive lounge
O2
Other (outside – should be weather proof Tunnel between Centro Banamex and infield, tunnel between Hippodrome and infield Bus pick up
O3
Ramp area and pillars
O1
Size
Type of activity that would be suitable
Capacity for 6,000 pax
Dialogue, singing, poetry reading, short film Small performance
About 50 sqm (irregular shape); see photo 1 , room for a small platform 36 sqm (6m x 6m); room for a small platform Space for 3 single booths (2m x 8m area ) or 1 big booth (48 sqm); see photo 2, small platform may be possible Space inside Hall B. Space for 20 posters (1m x 6m); see photo 3
Small performance Preferably a photo exhibition
Wall hangings
50 sqm; room for a small platform 36 sqm (6m x 6m) See photos 4, 5
Short, ‘quiet’ performance Well suited for projections, wall hangings
Space for 3 posters (2m x 2m); see 6
Wall hangings, photographs
Space for 13 posters (3.20 x 2.45 m mounted light boxes at USD 408 each); see photo 7 5m wall (TBC).
Wall hangings
Ramp on the way to the Global Village and registration (5m wide and 80m long); see photo 8
Wall hangings; free standing sculptures (pieces must be secure ie. large or hard to move) Wall hangings, small exhibition areas
8
XVII International AIDS Conference 3-8 August 2008 Programme Activities Planning Meeting, 8-9 April 2008
Annex 3. Booth Packages NGO booths (6 square meters) Package includes: 3 x hard white walls: 2x (2mw x 2.48mh), 1x (3mw x 2.48mh) 1 header sign (including name of organization) 2 shelves 2 chairs 1 table (skirted) 1 wastebasket 1 light and electricity Carpet Services included: insurance, cleaning Applicants may bring their own additional furniture or items required for the booth. Additional furniture or services may also be ordered online at a later stage. Charges will apply for orders placed online. Details will be provided to successful candidates. Marketplace booth (4 square meters) HIV-related income-generating projects only Proof of non-governmental /non-profit or charitable status is required. Package includes: 2 x hard walls: 2 x (2mw x 2.48mh) 1 booth identification sign (including name of organization) 2 chairs 1 table (skirted) 1 wastebasket 1 light and electricity only for the light Carpet Services included: insurance, cleaning Applicants may bring their own additional furniture or items required for the booth. Additional furniture or services may also be ordered online at a later stage. Charges will apply for orders placed online. Details will be provided to successful candidates. Networking Zone (60 square meters) Proposals must demonstrate partnerships/collaborations, as well as concept/ideas for layout/design/activities. Package includes: 3 x hard walls: 1 x (12mw x 2.48), 2x (5mw x 2.48) 1 header sign (including name of Networking Zone) 1 speakers’ platform (approx. 1m x 2m) 2 chairs 1 table (skirted)
9
XVII International AIDS Conference 3-8 August 2008 Programme Activities Planning Meeting, 8-9 April 2008 1 wastebasket 1 light and electricity Carpet 1 computer
Services included: insurance, cleaning A subsidy will be provided for programming and additional setup costs. The amount is yet to be specified. Applicants may bring their own additional furniture or items required for the Networking Zone. Furniture or services required in addition to the above may be ordered online at a later stage at the organizers’ own cost. Details will be provided to successful candidates.
10
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