Guide to submitting a proposal to host a programme activity: Global Village and Youth 26 November 2013 International AIDS Society Webinar Series AIDS 2014 Conference Secretariat Celeste Jennings, Global Village and Youth Programme Coordinator
What can you find at your Global Village? The Global Village is a diverse, dynamic and vibrant community driven space where people from all over the world gather to meet, share and learn from each other in the global response to HIV. It s a space which provides an opportunity to bridge the areas of science, leadership and community through shared dialogue and action. Free to members of the public, as well as conference delegates, the Global Village is a space for around 220 activities, including: Awards Daily live plenary broadcasts Debates, presentations, workshops Marketplace booths Networking zones NGO exhibition booths Performances, art exhibits Activism Screening room for film screenings Cultural Activities Community dialogue space hosted by red ribbon award recipients: ( http://www.redribbonaward.org/)
Youth Programme The Youth Pavilion is within the Global Village where most youth programme activities occur accessible to the public for free. Where young people are central to shaping the next generation s response to HIV. Youth pavilion - presentation space for sessions and workshops, youth positive lounge Networking areas Youth related activities in other parts of the conference Youth Pre-conference (http://www.redaware.org.au/wpcontent/uploads/2013/07/how-to-get-involved-inthe-2014-myf.pdf)
Getting involved in the Melbourne Youth Force! The MYF is part of a global network of young people and people of all ages who are committed to shaping the next generation s response to HIV and AIDS in the world, so we hope you will join us in this online global community. To keep up to date on all MYF news and to take an active part in the dialogue leading up to AIDS 2014, please follow the links below to join the Melbourne Youth Force on Facebook and Twitter: https://www.facebook.com/youthaids2014 https://twitter.com/youthaids2014 Youth website is currently under development.
What is a programme activity @ AIDS 2014? Organized and hosted by community Held in the Global Village (including Youth Pavilion) Diverse and interactive FREE for all to participate Link to Melbourne Bringing different perspectives Exchange across generations for people involved in the global response to HIV Builds bridges between science, leadership & community A productive networking environment Leadership, human rights and visibility for key populations
What are the programme activity types? Exhibitions Cultural activities Sessions Networking Zones
Category 1: Exhibitions Marketplace booths (4 square meters): 1. Space for organizations to raise awareness of programming and efforts 2. Fundraise by selling products created by and/or for people living with HIV, as well as caregivers and others affected by the epidemic. 3. All income generated from marketplace booths to be used for the purposes of promoting and supporting HIV related programming or causes only. NGO exhibition booths (6 square meters): 1. Booth space provided for selected NGOs, HIV service organizations and grassroots, community-based organizations. 2. Display materials. 3. Share work, programming, resources, strategies and other related information.
Category 2: Networking Zones Organizations involved in each networking zone should develop dynamic activities to engage a diverse audience of people involved in the global response to HIV. In the spirit of partnership, where there is more than one successful applicant for a networking zone, applicants may be expected to team up with similar applicants and collaborate on networking zone activities. 60 square meters. 27 NWZs @ AIDS 2014. Spaces for local and international groups focused on particular populations, thematic area or geographic regions. Meet and conduct their own activities and engage with delegates and the public visiting the Global Village.
Category 3: Sessions New ideas, innovative, dynamic, interactive in structure. Length of session: 60 minutes or 90 minutes. Format of sessions could be, for example: workshops, meet the expert sessions, panel discussions, debates and presentations with opportunities for Q&A. Bridge the areas of science, leadership and community. Session organizers are in charge of inviting and confirming speakers for the session.
Category 4: Cultural Activities Create a vibrant cultural experience @ AIDS 2014! Main Stage: Live performances of music, dance and theatre that address issues in the context of either: HIV and other sexually transmitted infections (STIs), sexual and reproductive health, TB and HIV coinfection, stigma and discrimination and human rights. Main Stage plays a significant role in showcasing innovative and dynamic visual expressions of HIV work at the grass roots community level. Film screenings: Screening Room shows films about HIV and related topics. If you will need additional time to introduce the film or conclude with a question and answer session add this time to the total length of the film. Specify this in the Additional Information section. Art exhibitions: including sculpture, installations, photos and paintings about HIV issues coming from the grassroots level are displayed throughout the Global Village.
AIDS 2014 Global Village & Youth Programme Submission Guidelines To download a copy, visit: http:///default.aspx?pageid=621
What are the selection criteria? 1 Support and uphold at least one of the AIDS 2014 Global Village and Youth Programme objectives, which can be found in the Programme Activity Submission Guidelines or through visiting: http:///default.aspx?pageid=621 2 Illustrate the conference theme STEPPING UP THE PACE. 3 Be relevant to the global HIV response. 4 Be participatory and use innovative tools. 5 Where possible, showcase new technologies and/or social/cultural movements. 6 Be original, creative and stimulate and engage audiences. Demonstrate best practice in terms of how your proposed activity will ensure participants will leave with raised awareness, new perspective on the topic and learn something tangible that they can apply in their own context. 7 Involve several coalitions, including PLHIV. 8 Demonstrate collaboration and formal partnerships with other groups 9 Clearly illustrate the link between your program activity s stated objectives with its expected outcomes. 10 Aim to represent key populations including: Gay men and men who have sex with men (MSM); Indigenous people; Migrants and mobile populations; People living with disabilities; People living with HIV; People who use drugs; Prisoners; Sex workers; Transgender individuals; Women; Young people and adolescents; and, Young women and girls.
What are the submission requirements? Applications open on the 1 st of December 2013, and close 6 th February, 2014 All programme activities must be submitted online Submissions must respond to selection criteria outlined in the AIDS 2014 Global Village & Youth Programme Submission Guidelines Notifications received by April 2014
12 point checklist for writing a great application! 1 Does my application respond to the selection criteria outlined on page six (6) of these Guidelines? 2 Have I demonstrated how my activity will link to at least one of the stated objectives of the Global Village and Youth Programme listed on page two (2) of the Guidelines? 3 Have I arranged for someone who has strong written English skills to check my application form for clarity, succinctness and readability? (For example: a native English speaker or someone who can write fluently in English). 4 Have I clearly defined in my application which key population the activity is focusing on? 5 Have I considered in my application the types of resources my activity will need to ensure it will be vibrant, well attended, and have a lasting impact for Global Village attendees? What scope of activity can my existing resources support? It is recommended that each activity primary organizer ensures good coordination for their activity through making sure it is planned carefully in a timely way, with adequate equipment and materials to be ready by the conference period. 6 Have I demonstrated how my activity will promote partnerships and collaboration across other HIV organisations, groups and individuals, and will include people living with HIV? Explore the idea of partnerships. Many groups have the same goals. Partnering with others can share the work load or get more mileage out of the work that you do.
12 point checklist for writing a great application! 7 Have I included details of any relevant professional experience to support my application, such as my experience in the HIV sector, and demonstrated capacity to effectively manage my programme activity in the Global Village at AIDS 2014. 8 Has my application clearly outlined my planned activity s objectives and how these are linked to expected outcomes? 9 For Networking Zones only: does my application demonstrate a commitment to team up with similar applicants and collaborate on NWZ activities, if there is more than one successful applicant per one NWZ theme? 10 For applicants under 18 years old: if my submission is successful, I will be willing to complete a parent/guardian consent form and will be accompanied by an adult onsite at the Conference. 11 Is my application fully completed? Note that incomplete submissions will not be accepted. 12 If my application is successful, I will carefully read Australian Government quarantine and visa requirements for entering Australia. These details can be found on: http:///default.aspx?pageid=611
Who reviews programme activity submissions? Panel of reviewers randomized blind review process. Reviewers consist of your peers including people living with HIV, community activists, health professionals, scientists, policymakers, and educators. Submissions are scored based on how well the programme activity application meets criteria.
Quick guide to online submission 1. Create a conference profile Go to and click on My conference profile and enter data into all fields.
Quick guide to online submission 2. Enter Programme Activities Submission System Click on the Overview page, and then on Programme Activities. Click on the link on the right hand side to enter the Programme Activities Submission System.
Quick guide to online submission 3. Complete programme activity proposal Enter Contact information Create a new programme activity proposal
Quick guide to online submission 4. Select the type of activity you are applying for: EXHIBITION BOOTH
Quick guide to online submission Select the type of activity you are applying for: NETWORKING ZONE
Quick guide to online submission Select the type of activity you are applying for: SESSION
Quick guide to online submission Select the type of activity you are applying for: CULTURAL ACTIVITY
Quick guide to online submission Step 1 of 4: Completing the programme activity body If your activity is specifically related youth (16-26 years old) and targeting this age group, please tick the box highlighted below:
Quick guide to online submission Step 1 of 4: Completing the programme activity body Title (6 words maximum)
Quick guide to online submission Step 1 of 4: Completing the programme activity body Proposal (300 words). Compose programme activities proposal using Objectives, Format, Materials, Expected Outcomes as subheadings.
Quick guide to online submission Step 1 of 4: Completing the programme activity body Select which key populations are represented in the content of your proposal from drop down options Key population [1 st is mandatory*, 2 nd /3 rd are optional]
Quick guide to online submission Step 1 of 4: Completing the programme activity body Regional Focus Choose what area or region of the world is covered by your proposal activity [1 st is mandatory*, 2 nd is optional]
Quick guide to online submission Step 2 of 4: Organizer Enter the primary organizer and co-organizer/s details Enter the primary and co-facilitators details The primary organizer is the person/s who is responsible on site during the week of the conference (1 st organizer listed). co-organizer/s assist primary organizer.
Quick guide to online submission Step 2 of 4: Organizer Enter the primary organizer and co-organizer/s details Fill in all the required fields (note Prefill option). Provide details of any relevant professional experience. If possible provide a URL to any videos which demonstrate experience of a presenter, facilitator or performer (depending on the activity type).
Quick guide to online submission Step 2 of 4: Organizer Enter the primary organizer and co-organizer/s details Once organizer information is completed, click on next step for this screen which is a list of organizers. To add coorganizers to your activity, click on add organizer (co-organizers are assistants to the primary organizer).
Quick guide to online submission Step 3 of 4: Programme Activity Preview Review and submit your programme activity Programme activities cannot be submitted unless all required fields are correctly completed. Incomplete!
Quick guide to online submission Step 4 of 4: Final Submit Applicant must have read guidelines. Responsible for costs associated with hosting a programme activity. Responsible to plan, design and successfully implement programme activity.
Quick guide to online submission Step 4 of 4: Final Submit Upload picture of video maximum 1 GB. Audio visual material exceeding 1 GB can be posted before submission date.
Is there funding available? Full and partial scholarships are available Applications are only accepted online and in English Applications open the 5 th of December, 2013 and close the 13 th of February, 2014 (24:00 CET) For more information, visit: http:///scholarships.aspx Scholarships Programme general enquiries: scholarships@aids2014.org
Important information Australian Immigration: Global Village participants should apply for the visa at least three months before travelling to Australia (i.e. mid- April 2014). Factsheets on visa processes and health requirements are available on the conference website. More information at: http:///default.aspx?pageid=611 Australian Quarantine: The Australian Government quarantine department exercises the right to refuse entry of prohibited materials, including, for example: untreated wooden artifacts, seeds, food products, etc. The rules and regulations are strictly enforced, and it would be a shame for cultural artifacts to be confiscated and destroyed by Australian customs upon arrival to the country. Successful applicants are strongly encouraged to read and understand the quarantine requirements for declaring and bringing materials into Australia: http://www.daff.gov.au/biosecurity/quarantine and refer to the drugs and medicines, food, plants and animal products or other goods listed as restricted goods: http://www.daff.gov.au/biosecurity/travel/cant-take. For cultural activities which will require materials, it may be worth considering procuring these within Australia, or bringing in non-natural materials (for example: using artificial feathers on a cultural costume, rather than real bird feathers).
Contact details and help information Website: http:///default.aspx?pageid=621 General enquiries for programme activities: globalvillage@aids2014.org For assistance with technical matters when completing the application form, click on the help function button on the programme activities submission form:
Questions and answers (Q&A)
Next Webinar HOW TO SUBMIT A WORKSHOP PROPOSAL Thursday, November 28, 2013 7am - GMT Sign up at http:///webinars.aspx