Giving Women Power Over AIDS Exhibit: Extended How-To Guide For The

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
Exhibit How To Guide Version 4 page 1 of 43

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..............................................................................................................................41
Evaluations..........................................................................................................................................................42

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 its 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

12. Create and follow through with your media plan how will you reach out to local press? See page 25
13. Create an invitation plan - how will you get people to come to the event? See page 22
14. Arrange to have the Global Campaign send you a shipment of invitation postcards
15. Use the Global Campaigns powerpoint template to create fliers and electronic invitations - See page 22
16. Include directions in the invitations or on a website
17. Print any posters and fliers and publicity material that you will need

18. Create a snail mail mailing list with input from your entire coalition
19. Print your local event details onto the cards (or onto separate labels)
20. Print out mailing labels
21. Have a mailing party to label and stamp invitations
22. Send out invitations preferably 3-4 weeks before your events.
23. Drop off stacks of invitations in key locations
24. Create an email list to circulate invitations
25. Send emails out on listservs about the events See page 23
Pulling together materials See list on page 41

26. Print up a flier / brochure about your local site the Global Campaign can give you templates
27. Decide what materials you will want at your registration / materials table (see list on page 41). Print things
out in advance!
28. Have everything printed and ready to go for your registration / materials tables. Keep these in a separate
box for the day of the event.
The Week of the Event

1. Receive the exhibit, store or set-up as appropriate
2. Be very clear about transporting the exhibit
3. Confirm with caterers
4. Confirm with speakers
5. Confirm timing, location and roles with volunteers
6. Carry out your media blitz plan
7. Put up fliers near targeted audiences
8. Set up the exhibit
9. Print out evaluation forms
10. Have petty cash on hand for last minute expenses
Day of the actual event During your event

1. Set up your registration / materials tables 1. Greet speakers
2. Check in with the caterers, make sure 2. Make sure all of your volunteer posts are
everything is set up covered see page 40
3. Test any audio/visual equipment 3. Collect at least 20 evaluation forms
4. Have water available for speakers at the podium 4. Make sure your photographer is taking a lot of
5. Put up signs or posters directing people to the pictures
event 5. Identify and talk to any press that showed up
6. Set up the artifact tables 6. Introduce the speakers
7. ENJOY the event!
After your successful event
1. Follow up with reporters
2. Package up the exhibit and artifacts and send on to the next site who will be hosting the exhibit
3. Send thank yous to speakers, vendors, volunteers, host committee members, and coalition members.
4. Consider holding a casual party or a festive next meeting to thank volunteers
5. Think of ways to build on the momentum and all of your new potential partners you recruited
6. Send evaluations to the Global Campaign
7. Send in a final grant report to the Global Campaign including financial accounting
8. Send pictures to the Global Campaign
9. Send a few paragraphs about your events so that the Global Campaign can document and publicize your
success!

BACKGROUND ON GIVING WOMEN POWER OVER AIDS
In 2003, reporter Paula Bock and photographer Betty Udesen of the Seattle Times traveled to Zimbabwe to get a
first hand look at the reality of HIV/AIDS. The resulting photo-essay, In Her Mothers Shoes, tells the story of
Ruth, a mother who is dying, and Martha, one of some 11 million children orphaned by AIDS in sub-Saharan
Africa. Bock and Udesen have produced one of the most gripping visual representations to date for deepening
the understanding of womens vulnerabilities and the role that new prevention technologies, such as
microbicides and the female condom, could play in reducing womens risk. To view the article In Her
Mothers Shoes go to: www.seattletimes.com/aids
The Global Campaign transformed this remarkable photo-essay into a traveling

exhibit so that others, too, can break through the disbelief, isolation and mind-
numbing statistics that serve as a barrier to understanding. The resulting exhibit,
Giving Women Power Over AIDS is designed to serve as a centerpiece for local
efforts to raise awareness and support for microbicide research and global AIDS
funding. The exhibit is intended to give a compelling account of why citizens
should care about global AIDS and embrace research into new prevention
technologies -- especially for women. It is a walk-through exhibit of high quality,
enlarged reproductions of the photos, together with captions, music, artifacts, and
accompanying materials aimed at telling the story of why microbicides would be a
critical new tool for addressing the HIV pandemic.

GOALS AND TARGET AUDIENCES
Identify Goals
Why are you hosting this exhibit? How does it fit within your sites goals? This conversation is important to
have with your coalition because it will help motivate your group, guide future decisions about the exhibit, and
identify targeted audiences
Identifying targeted audiences

Who in your community knows about microbicides? Who should know about microbicides (because they will
be powerful allies, because they are potential users)?
It might be helpful for your coalition to brainstorm who all you want to target. Think of new audiences or
people who havent already been exposed to the concept of microbicides. Think of folks who have heard about
microbicides but havent yet taken action. At the North American advocates meeting in April 2004, we
identified many potential audiences. Who do you want to engage?
Womens health advocates Faith-based organizations

Reproductive rights advocates Clinicians/public health
AIDS service organizations The average person (what age, background,
People living with HIV/AIDS sex?)
Gay mens health orgs Media
Gay rights advocates Students
Congress people Professors
City/state officials Health disparities advocates
International development orgs Social justice advocates
Scientists/researchers Legislators
Gender equality advocates Harm reduction movement
Venture capitalists U.S. administration
Current / potential funders (NIH,FDA,HHS,CDC,USAID)

PARTNERS
Steering committee, host committee, honorary members, partners, planning group, advisory group, co-
sponsors.how do you want to organize yourselves to make this exhibit happen?
1. Current members:
Will everybody who comes to meetings participate in the organizing or will you have a smaller organizing
committee? It is very helpful to designate 1-2 people who will take the leadthese people are not necessarily
the site coordinators.
2. Pulling in new people:
This exhibit is a great opportunity to pull in new partners. Invite potential partners to a launch or kick off
meeting. Follow up with phone calls.
Other organizations may want to help host the exhibit. They may want to hold their own event at the same
venue related to HIV and/or microbicides.
Start by making a list of prospective coalition partners, including (but not limited to) the "natural allies" listed
above. Think of people you already know and have worked with before, as well as those you don't know who
may be interested in microbicides. See if someone within your personal/professional network knows the people
you'd like to invite who are unknown to you.
Whichever approach you use, make sure the invitation is reinforced personally. NGO staff and volunteers are
busy and, often, over-committed people. They need to hear from someone they know about why they (in
particular) are being asked to participate in this effort and why it is important. If you send the initial invitation
via letter or e-mail, follow it up with a personal phone call.
3. Thinking BIG!
You may also consider asking for a few prominent leaders in your community to be involved and lend their
name. Their participation may include:
Lending their name for the invitation
Coming to an event
Writing letters to other key community members
Asking one of their underlings to help out with the planning committee
Speaking on a panel

WHAT GOES INTO AN EXHIBIT FOLDER
When you are approaching potential partners, venues, and funders, it is helpful to
provide them with information about the Global Campaign, about microbicides, about
your local coalition, AND about the exhibit.
Katie West at the Global Campaign can help provide the materials for these folders
just get in touch with her a few weeks before you need them. Kwest@path-dc.org
Things that should go into the folders:
General Global Campaign information on one side: general info on one side:
1. Take action factsheet #1 at www.global-campaign.org/download.htm
2. FAQs factsheet #2 at www.global-campaign.org/download.htm
3. GCM endorsers About the Campaign #1 at www.global-
campaign.org/download.htm
4. GCM palm card if you have them handy
5. Any good media articles that you have
6. Information about your local site.
On the other side: the exhibit information: (need to figure out a better order)
1. a sample invitation or takehome card (the Global Campaign can send these to you)
2. 2 page description of the exhibit
3. 2 pager on where the exhibit has been so far
4. print out of a sample e-invite
5. all of the panels and artifacts (or just a sampling of a couple)
6. how to guide IF APPROPRIATE

LEVELS OF INVOLVEMENT FOR EXHIBIT PARTNERS
It is helpful to outline explanations for different levels of involvement. These are just a few examples
of how the Northwest Microbicide Coalition organized in December 2004. Feel free to adapt to your
own needs.
Level Your responsibilities How your contribution will be recognized

Host 1. Help organize one or more events Options
organizations 2. Help staff one or more events 1. Name on the postcard invitation
3. Invite your colleagues, friends, and 2. Mention at every event if there is a speech
neighbors to come see the exhibit 3. Put your organizations information on the table at
4. Help publicize the event through events
official organizational channels 4. Included on a sign at the event
5. Join us for any/all of the events 5. Have a speaker at one event
6. Option to host a night at the exhibit 6. Option to host a night at the exhibit
Co-sponsors 1. Lend us your name, or your 1. Mention at every event if there is a speech
organizations name, as a co-sponsor 2. Put your organizations information on the table at
or member of the host committee events
2. Invite your colleagues, friends, and 3. Included on a sign at the event
neighbors to come see the exhibit 4. Option to host a night at the exhibit
3. Join us for any/all of the events
4. Option to host a night at the exhibit
Financial 1. Make a financial contribution of $100 1. Mention at every event if there is a speech
Sponsors or more to one or more events 2. Put your organizations information on the table at
2. Join us for one of the events events
3. Invite your colleagues, friends and 3. Included on a sign at the event
neighbors to come see the exhibit 4. Option to host a night at the exhibit
4. Option to host a night at the exhibit

SAMPLE HOST COMMITTEE LETTER
February 3, 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:
1. Lend us your name, or your organizations name, as a member of the host committee
2. Invite your colleagues, friends, and neighbors to come see the exhibit
3. Join us for any of the events listed above.
4. [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.
Security will someone be able to keep an eye on the exhibit? Is the space locked up at night?
Timing would you be able to have a reception in the evening / during the day? When is the venue open to
the public?
Accessibility by public transport
Location will the venue be out of the way? How long do most folks need to travel to see the exhibit?
Accessible to wheelchairs
People pass by think about who the passer-bys are do they include some members of your target
audience?
Space for a reception (if planned)
Space for panel or talk (if planned)
Atmosphere is it a pleasant, well lit space where people can
take time to look at the exhibit?
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?
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).
Food / drinks can you hold a reception there? Do they require a specific caterer?
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.
Will the site allow alcohol and food?
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 Mothers 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 womens 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,

PLANNING AN EVENT
How many events do you want to have? What are the goals of each event? Who is the targeted audience?
When do you want the event? During the day, during the evening? Who can come at these times?
Are there any significant days that you could hold an event on or around for press purposes?
Mothers day in May International womens day in March 8
World AIDS day in December 1 16 days of activism against gender violence in Nov.
Womens history month in March Universal childrens day November 20
How will you reach your target audience to tell them about the event and entice them to come?
What are the space constraints for your event (# people, possibilities of having speakers, food/drink)?
What speakers do you want to invite? Possibilities could include:

Community leaders from the HIV community, from womens groups, international development groups
Legislators
Members of your local campaign
Global Campaign staff / affiliates
Grant makers from local foundations
Local researchers
Local celebrities
Local politicians
Do you want to combine the exhibit with a launch of the video that
will be read in October 2004?
When it comes to deciding where and in how many locations you should display the exhibit, the options could
seem endless. The Global Campaign for Microbicides recommends that you aim for quality over quantity. It
will be better to have a handful of well publicized and attended events that meet your goals than to have many
events that were not attended well. The more events you have, the more resources and time you spend.
Although transportation of the exhibit is easy, it too takes time and coordination. It is because of this that you
limit your event planning to a 3 month period.

FUNDRAISING
On the next pages, you will find
1. The proposal guide for Global Campaign funding
2. A template for a fundraising letter if you want to raise local funds for the exhibit.
Think broadly about who you could approach:
Local restaurants or caterers for food for events
Community groups for smaller sums and show of support
Local wine stores for contribution for events
Research institutions or pharmaceuticals
Local foundations
Potential venues for in kind contributions of the space

PROPOSAL GUIDE FOR NORTH AMERICAN SITES
High Profile Events THINK BIG!

We invite our North American sites to help us plan a series of high profile events to draw attention to the exhibit
and the issues to which it gives voice. The process of planning your local exhibit offers you the opportunity to
engage a variety of groups into discussions about HIV/AIDS and microbicides --policy makers, other potential ally
organizations (in womens health, community development, international development, faith-based organizations,
etc.), media outlets, and the general public. We encourage you to THINK BIG here. This is your chance to pull in
members of your community who have not previously been involved and that often requires offering them
opportunity to join in on something thats going to make a big splash.
Please consider:
Including local celebrities on your host committee, inviting them to put their names on the invitation, or to
speak at the event itself.
Seek out in-kind contributions to print out glossy invitations
Placing the exhibit in the rotunda of a State Capitol, City Hall or some other highly visible venue as a way
to introduce policy makers in a quick and powerful way to women and HIV issues. Such an exhibit
could then be accompanied by briefings for the press and your local, state and national legislators to discuss
the issues in greater depth.
Keep in mind that the Global Campaign staff can help with your planning process.
Public Spaces
We particularly encourage you to use this opportunity to raise awareness among people who arent already thinking
about HIV/AIDS or microbicides. Think about how/where you could place and promote the exhibit so that it
would attract people who dont normally come to HIV/AIDS events.
The exhibit could be used in public spaces (e.g., malls, universities, lobbies of local theaters) to educate passers-by
about the issues and direct people to the Global Campaign web site to learn more or get involved. For example,
you could schedule the exhibit in a student union or the lobby of a theater during a run of Vagina Monologues or
a womens film festival. The exhibit will be designed to travel and can be adapted for many purposes in a variety
of venues (e.g. United Nations, conferences, train stations, state capitols) and thus can be an easy way to introduce
the topic to a wide range of people. The exhibit will be easy to set-up and accommodate various types of spaces.
Additional specifications and details regarding the complete exhibit will be provided soon.
Localizing the exhibit

The exhibit will focus both on the face of HIV/AIDS in Africa and globally. It will include statistics and images
of HIV/AIDS in North America. We invite you to consider ways to localize the issue, for example:
Invite a diverse group of local panel discussants to be a part of the launch event and/or honorary planning
committee
Host a photo contest for local amateur photographers to capture the local face of HIV/AIDS
Present (on a projection system, on leaflets, in any creative ways you can come with) local statistics on
HIV/AIDS and other STDs in your community/state
Activities at the exhibit

Finally, you might consider planning interactive activities for visitors to engage in at the end of the exhibit. It
is the perfect opportunity to get people to write postcards to their legislators, sign up for GC News, and
participate in any other creative ideas you can come up with. We also plan to provide some kind of

participatory tool for people attending your exhibit to use (may be the petition, the paper dolls idea or
something else)something they can sign or do on their way out of the exhibit. These ideas are still in
progress, but be assured we will come up with something. So please consider using that in addition to local
postcards to legislators and whatever else you think appropriate.
Support from the Global Campaign:

The Global Campaign for Microbicides can provide:
Up to $3,000 in grants for sites to host the Giving Women Power Over AIDS Exhibit This limit is slightly
flexible, so please tell us what you need.
Insurance (we can provide a certificate) and cost of transporting the exhibit from city to city
Brochures on the exhibit and the need for microbicides
Guidance on developing press material
The Global Campaign for Microbicides invites U.S. campaign sites that are interested in hosting the Giving Women
Power Over AIDS exhibit in their home city to submit a grant proposal.
Please include the following in your proposal:

Targeted audiences
Tell us who you want to attract with the exhibit
Key Personnel
Please indicate names, organizational affiliations and contact details for:
(1) Who (1-3 people) at your site will take the lead on planning activities
(2) Who will be chairing the host committee
(3) Who has agreed to be on your host committee (can be a list in development but should indicate
participation by at least 4-5 major NGOs or community leaders and should show some diversity reflective
of the audiences you want to attract)
High Profile Events (maximum 2 events)

You may host more than one event or show the exhibit at more than one location. We encourage you use most
of your energy and resources to produce one or two major events rather than several small displays. Please
include a thorough description these 1-2 high profile events that your sites will produce:
Event location(s) --
Details of the event (tentative list of speakers or panelists and why you
have chosen them, entertainment if any, other aspects that will help draw We recommend that you try to
in your target audiences) have exhibitions that last
Reception details longer than a day. A week is
Media outreach plan ideal. Word of mouth will
Advertisement plan (where/how you would place them, how they fit into bring others to the same site.
your budget)
List of confirmed partners (NGO and/or corporate) for the event(s)
Materials you plan to produce in addition to those we provide
Accompanying local activities (e.g., photo contest, postcard campaign, etc)
Additional Exhibit Location(s) (maximum 2 locations)

Please include a thorough description of any additional locations that you would like to use the exhibit at:

Event location(s)
Media outreach plan
Advertisement plan (where/how you would place them, how they fit into your budget)
Host committee members
List of confirmed and tentative partners
Materials you plan to produce in addition to those we provide
Collateral activity ideas that you plan to implement before and/or during exhibit (e.g., photo contest,
postcard campaign, tie-in to local conference or other local event, etc)
Budget
Include a supporting budget for your sites proposed activities. Please include other funds that your site might
use in addition to the $3,000 grant as well as in-kind gifts or services (such as free space rental, etc.) The
Global Campaign will look favorably on proposals submitted by groups that attempted to seek additional
funding, corporate contributions or in-kind gifts or services.
If you would like to host an exhibit event in more than one location in your site please include local transportation
costs in your proposed budget.
Below is a sample format that you may use. Please note that this is just a rough sample to help you envision your
own budget. You are in no way obligated to use the following categories. You are, in fact, encouraged to think as
broadly as possible about how to design an event that really works in your own community.
Please also indicate which items you will be able to get donated by entering PB in place of the budgeted cost.
Please dont list items as pro bono until you have confirmed the donors willingness. We would like to see this
level of community participation but, obviously, dont want you to count on donations that have not been
confirmed.
$ = funding you will need PB = pro bono (or contributed by local supporter)
Publicity/Planning for exhibit and related events Event 1 Event 2 Location 3 Location 4
Photocopies $ $ $ $
Postage $ $ $ $
Radio announcements $ $ $ $
Printing a large banner $ $ $ $
Pizza for volunteers who are helping with mailings $ $ $ $
Other publicity (please specify) $ $ $ $
Exhibit Costs:
Deposit for the location/auditorium $ $ $ $
Rental for the location/auditorium $ $ $ $
Other exhibit costs (please specify)
Event Costs:
Catering for opening night reception $ $ $ $
Room rental for panel discussion $ $ $ $
Other event costs (please specify) $ $ $ $
Transport:
Truck rental from theater to State Capitol rotunda $ $ $ $

Total expected expenses $ $ $ $
Amount available from Site budget or $ $ $ $
other sources
Total grant requested from Global $ $ $ $
Campaign
Duration
Sites may host the exhibit for approximately one month. If your site is interested in hosting for a longer period of
time, please provide an explanation we can be flexible.
Timing
Indicate your top three choices for when your site would ideally like to host the exhibit. We tentatively expect the
exhibit to be touring from October 2004 to October 2006. The Global Campaign for Microbicides will do our best
to accommodate your requests and will collaborate with sites on final decisions on scheduling
Publicity Material
As stated above, the Global Campaign will be providing basic brochures on the exhibit and the need for
microbicides. Roughly, how many brochures do you think you might need?
We look forward to receiving your creative ideas!

SAMPLE FUNDRAISING LETTER
February 3, 2017
Dear [Insert Name]:
I am writing to let you know about an exciting event that the Pennsylvania Campaign for Microbicides is
planning this fall, and ask you for your support.
epidemic a human face. It is often hard to know how to respond the overwhelming 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.
Scientists estimate that even a 60% effective microbicide could prevent 2.5 million HIV infections in three years
among women, men and children in the developing world. But these lives will not be saved if citizens do not
get involved. Since microbicide research depends on government leadership and investment, public support is
vital.
This fall, the Pennsylvania Campaign for Microbicides is bringing the Giving Women Power Over AIDS
exhibit to Philadelphia to increase awareness about the national and global HIV/AIDS epidemic and to build
support for microbicides a simple idea that could change the landscape of HIV prevention and give women
power over AIDS.
The Global Campaign for Microbicides has already committed $3,000 to us for hosting the exhibit. This budget
does not include all of the funds necessary to host our evening reception; we need your help to cover the cost.
We hope you will help by co-sponsoring the event with an [in kind contribution of.] with a monetary
contribution.
Please let me know if you have any questions about the exhibit or about how you can get involved.
Sincerely,
[Your Name]
[organizational affiliation]

SAMPLE SPEAKER INVITATION LETTER
February 3, 2017
Dear Senator Corzine,
On behalf of the Pennsylvania Campaign for Microbicides, I would like to thank you for your demonstrated
leadership in the field of womens health and microbicides. I would also like to cordially invite you to be the
keynote speaker at an exciting event that we are planning on October 28th in Philadelphia.
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 has the honor of being the first group to show this
exhibit in an effort to increase awareness about the national and global HIV epidemic and to build support for
microbicide research and development.
We would really appreciate your participation to help make this event a success
A member of the Pennsylvania Campaign will be contacting your office 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.
Sincerely,
[Your Name]
[Pennsylvania Campaign for Microbicides]

SECURITY AND INSURANCE
As you consider venues for the exhibit, it is important to think about how secure the space will be during the
day, in the evenings, and overnight. In some cases, it may be helpful to have volunteers available both to answer
questions and to keep an eye on the exhibit. In other cases, the venue may already have a security guard or
someone else who can watch out for vandalism. It is important to consider whether the exhibit location will be
secure / locked overnight.
The Global Campaign has insurance that covers the transport, storage, and viewing of the exhibit. Some venues
may require liability insurance for events. The Global Campaign will not separately cover the cost of additional
liability insurance, so you should include those costs in your grant proposal or find in-kind contributions. It is
important to inquire whether or not your venue will require this before you finalize your grant proposal.

INVITATION PLAN
How are you going to invite people to your event?

Through listservs
Individual / group emails
Media coverage (radio, local newspaper calendars)
Word of mouth
Fliers posted around key locations
Making announcements at key events, conferences, and meetings leading up to the event?
However you publicize your event, it is VERY important that you think creatively, use your networks, and
collect RSVPs so you know how big a crowd do expect and so you can plan accordingly.
INVITATION AND FLIER TEMPLATE

The Global Campaign can provide you with the powerpoint template for this e-invitation or flier that you can
easily send around to listservs, colleagues, and potential audience members.

LANGUAGE FOR A LISTSERV / EMAIL INVITATION
Join the XXX groups for a special viewing of: Giving Women Power Over AIDS, a traveling exhibit
featuring In Her Mothers Shoes, an award-winning story and photo essay by The Seattle Times about women
and children in a world of AIDS.
As she becomes a woman big enough to wear her mothers sandals, Martha - who lost her mother to AIDS, will
grow up in Zimbabwe where 50 percent of todays teenagers are expected to someday die of AIDS.
This is a world where many women have little say about relationships. About sex. About condoms.
And no way to protect themselves against HIV.
Learn how a handful of scientists and advocates are racing to curb the loss of future generations from this
epidemic.
Their pursuit - a microbicide - would offer this hope.
Dates
Location
For more information
Parking / accessibility notes
This exhibition is sponsored by the Global Campaign for Microbicides.

Traveling to: Atlanta, Baltimore, Boston, Chicago, Hartford, Los Angeles, New Haven, New York City,
Philadelphia, Sacramento, San Francisco, Seattle and Washington, D.C.
To learn more, go to www.global-campaign.org or at info@global-campaign.org or contact us by phone at (202)
822-0033.

LETTER TO PROFESSORS ON CAMPUS
Date
Dear Professor,
This spring, the XXXX department will be hosting a phenomenal traveling exhibit about the global
AIDS epidemic and a new product that can offer hope to women around the world microbicides. As
you may know, microbicides are a range of different products that can prevent the sexual transmission
of HIV and other sexually transmitted diseases (STDs) when applied topically. Microbicides are NOT
yet available, but with depending on the research pipeline, a microbicide could be available in the next
five years.
I am writing to invite you to bring your class to the Giving Women Power Over AIDS exhibit. This
exhibit will give your students a lasting impression of what AIDS looks like right now all over the
world. We all read statistics about the devastating epidemic. This exhibit not only expands on these
statistics to bring them home right here to the U.S., but it also puts a face to these numbers and gives
students a way to be a part of the solution. On the following pages, you can read a little bit more
about the exhibit.
The Global Campaign for Microbicides website can offer you a great deal of information that you or your
students can download about microbicides www.global-campaign.org/download.htm In addition, if you want
to learn more about products in the pipeline, you may be interested in looking at the Alliance for Microbicides
Developments on-line database, available at www.microbicide.org

GUIDE TO GETTING MEDIA COVERAGE
Before the Event
The Media Advisory

The purpose of the media advisory is to make local reporters and news outlets aware of the Giving Women
Power Over AIDS exhibit. It also serves as a save the date to reporters who might cover the event. The media
advisory should generally be no longer than one page, should contain all relevant details (e.g. What is the
Exhibit? Where? When?), and it should answer other initial questions that a reporter might have (e.g. What are
microbicides? What is the Global Campaign for Microbicides?). The advisory also needs to contain a media
contact from within your organization that reporters can contact with questions.
The media advisory should initially be sent out no later than two weeks before the opening of the exhibit.
This gives reporters and news outlets enough notice for planning purposes, and it also gives you the requisite
time for follow-up calls to reporters, to determine who the appropriate reporters are, and to re-send the advisory
if the appropriate contacts have not yet received it.
The advisory should be re-sent to your entire media list the day preceding the event to serve as a
reminder.
The Press Release

The press release is a written announcement distributed to members of the press that seeks to draw media
attention to the Giving Women Power Over AIDS exhibit. The press release should be a brief news article
describing the who, what, where, when, why, and how of the exhibit. It should highlight the main themes of the
exhibit so that even if a journalist does not attend the event they will still have all of the necessary information
to write an article. It should be released on the morning of the event.
The Follow-up
Reporters and news outlets receive myriad advisories about events and news in the area every day. What
determines which events are covered and which are not? The relevance, timeliness and newsworthiness of the
event will ultimately determine if the event gets covered or not. Persistent and effective media outreach on the
part of your organization will also help determine how much media coverage Giving Women Power Over AIDS
receives. It is your job to educate the reporters and news outlets on the importance of the exhibit and the
underlying global health issues. The adage persistence pays off is particularly valuable in trying to draw
media coverage to an event.
Begin with the sample media lists provided by the Global Campaign. These lists contain health/science
reporters and assignment editors at major local news outlets in your area, but are by no means exhaustive. After
you have sent the media advisory, begin by calling the specific reporters and contacts contained in the list
directly. Even if the event is not something they would normally cover, these contacts know their outlet well
and can serve as a great resource for pointing you in the right direction, identifying reporters who might be
interested at their publication/station, and even passing along the information to the appropriate people.
Speaking With Reporters

Identify Yourself e.g. This is [X] from (e.g.) the New York Microbicide Working Group.
Explain Why You Are Calling e.g. Im calling to follow-up on a media advisory I sent you today/earlier
in the week.

I just wanted to make sure you received the advisory.
I also wanted to see if Giving Women Power Over AIDS is something you would be interested in covering
and to answer any questions you might have about the event.
Be Prepared to Sell Your Event As previously noted, reporters receive advisories similar to this one
every day. It is your job to explain to them why Giving Women Power Over AIDS is important, and from
what angles the reporter might want to cover the event.
The event is a traveling exhibit designed to raise awareness about the global war on AIDS and about
microbicides, a promising new technology for preventing the spread of HIV.
The exhibit is based on The Seattle Times piece and tells the story of Ruth, a woman dying of AIDS in
Africa, and her courageous struggle with the disease. It also tells the story of Ruths daughter, and Ruths
desire for her daughter to not follow Giving Women Power Over AIDS.
AIDS is now disproportionately ravaging women across the globe over half of those newly infected
worldwide are women, and in Africa, that number jumps to sixty percent.
In many societies in the developing world, women often lack the societal or economic power to control
their sexual encounters. Microbicides, and other preventative technologies like them, will empower women
like never before to protect themselves against the spread of AIDS.
If you dont reach a reporter on your first call, it is okay to leave a message identifying yourself and why you are
calling. But dont be content to simply leave a message make a note of the message and attempt to reach the
reporter again in the subsequent days leading up to the event.
The media lists also contain the main numbers for all of the outlets where your media contacts work. After you
have called the specific contacts on the list, begin calling through to each outlet. The name of the game is
making sure that the appropriate person at each outlet has the advisory and that the event is on his/her radar
screen. You may have already contacted a health reporter at a given publication but if that reporter only covers
personal health or physical fitness, then the reporter whose beat Giving Women Power Over AIDS actually is
may never see the advisory.
When you reach the station/publication, ask to speak to someone in the newsroom or an assignment editor.
These are often the people who make decisions about which events/stories to cover. When you reach these
contacts, ask where notice of an upcoming event in the area should be sent and explain the event. The
newsroom or an assignment editor will then be able to direct you to the appropriate person. After speaking with
this contact, immediately email or fax the advisory to the address that he/she gives you.
At the Event
Have a list prepared with the names of reporters you expect to attend the event and a media sign-in sheet for the
reporters who show up. This enables you to track attendees, to follow up with the press release after the event,
and to keep track of the reporters who might cover microbicide news in the future.
You should identify one or two spokespersons (e.g. the head of your microbicide group, a member of the
Campaign, an attendee) and make them available to reporters during or after the event. Let the reporter know
that your spokespersons are available if the reporter would like to further discuss the issue and the exhibit or to
answer any questions they might have.

After the Event
Immediately follow up with those reporters and contacts your media list, including all reporters/outlets that
covered the event, by sending the Giving Women Power Over AIDS press release. The release should contain
quotes from members of your organization or other attendees about the exhibit, the global war on AIDS and its
effect on women, and, in particular, the promise of microbicides.
Just as you did after sending out the media advisory, follow up with the contacts on the media list to ensure that
they get the release, and let everyone on the list know that there are spokespersons available if they would like
commentary on the issue.
Conclusion
Getting good press for an event is hard work, particularly with so many worthy causes, issues and events in a
given area. Effective media outreach is the key. Dont be discouraged if a reporter tells you he/she cant or
wont cover the event they may already be working on other projects, the station may choose to allocate its
resources in a different manner, or it simply may not be a given reporters beat. But persistence, getting the
media advisory into the right persons hands and the ability to frame the global importance of the exhibit and its
underlying issues will all help ensure that Giving Women Power Over AIDS will receive the kind of media
coverage it so richly deserves.

SAMPLE MEDIA ADVISORY
Media Advisory Media Contact: [ Name / Phone]
Date
Powerful New Exhibit Details Womans Struggle with HIV and Explores Promise
of Microbicides, A New HIV Prevention Technology
Philadelphia, PA The Pennsylvania Campaign for Microbicides, a local affiliate of the Global Campaign
for Microbicides, is launching the start of a thirteen city tour of Giving Women Power Over AIDS, a traveling
exhibit designed to provide a compelling, visual narrative of the story of Ruth, a mother dying of AIDS, and her
child, Martha, one of the 11 million children orphaned by AIDS in sub-Saharan Africa. In a city where nearly
three out of every four Philadelphians diagnosed with AIDS are African American and AIDS is the
leading cause of death for African-American women ages 25-34, the exhibit provides a first hand look at
the reality of HIV/AIDS and new information about prevention technology.
There are three showings of the exhibit:
October 28: Evening Reception, 5:30-8:30

International House of Philadelphia, 3701 Chestnut Street
Guest Speakers at 6:30:
Dr. Helena Kwakwa, Mercy Hospital
Anne-Marie Corner, Biosyn, Inc.
November 5: First Friday Art Walk: 10am-10pm

Christ Church Neighborhood House, Second Street above Market Street
November 6: Open House: 10am-5pm

Christ Church Neighborhood House, Second Street above Market Street
In 2002, reporter Paula Bock and photographer Betty Udesen of The Seattle Times traveled to Zimbabwe. The
resulting photo-essay, In Her Mothers Shoes, is one of the most gripping visual representations to date for
deepening the understanding of womens vulnerabilities to HIV and the role that new prevention technologies,
such as microbicides, could play in reducing womens risk.
Named one of the "10 most promising biotechnologies for improving global health," microbicides are a class of
products currently under development that women and their partners could apply topically to prevent
transmission of HIV and other infections. According to a recent development reported in the journal Science,
researchers in the U.S. and Switzerland have developed a chemical that provides potent protection to female
monkeys exposed to the AIDS virus.
The Global Campaign for Microbicides is a broad-based, international effort to build support among
policymakers, opinion leaders, and the general public for increased investment into microbicides and other user-
controlled prevention methods. Through advocacy, policy analysis, and social science research, the Campaign
works to accelerate product development, facilitate widespread access and use, and protect the needs and
interests of users, especially women.
###

SAMPLE PRESS RELEASE
For Immediate Release: [Date] Media Contact: [ ]
Powerful New Exhibit To Detail One Womans Struggle with HIV And Explore The Promise of
Microbicides, A New HIV Prevention Technology
[Local Campaign] Welcomes Giving Women Power Over AIDS to [City]
[City, State] The [Local Campaign] and the Global Campaign for Microbicides are pleased to announce the
arrival of Giving Women Power Over AIDS, a traveling exhibit designed to raise awareness and support for the
global war on AIDS and emerging HIV prevention technologies such as microbicides. The exhibit will run from
[X Date] to [Y Date] at [Location].
Giving Women Power Over AIDS is an inspiring account of one womans strength and very personal struggle
with the global AIDS epidemic, said X. But the themes of the exhibit empowering women around the
globe, concern for the future well-being of our children, and perseverance and hope in the face of overwhelming
adversity are truly universal.
The face of the AIDS epidemic is increasingly female women now account for over half of those infected
with HIV worldwide, and 60% of those infected in Africa. Biologically, women are two to four times more
vulnerable to HIV infection than men, said Lori Heise, Director of the Global Campaign for Microbicides.
Microbicides will empower women like never before particularly in the developing world where women
often lack the societal or economic standing to control their sexual encounters.
We can no longer afford to ignore the grim reality that culturally powerless, monogamous women in the
developing world, like Ruth, have become the epicenter of the HIV epidemic, added Heise. The great
promise of microbicides is that Ruths daughter, and the millions of children of AIDS-infected parents like her,
wont continue the destructive and catastrophic cycle of AIDS.
In 2003, reporter Paula Bock and photographer Betty Udesen of the Seattle Times traveled to Zimbabwe to get a
firsthand look at the reality of HIV/AIDS. The resulting photo-essay is one of the most gripping visual
representations to date for deepening the understanding of womens vulnerabilities to HIV and the role that new
prevention technologies, such as microbicides, could play in reducing womens risk.
Recently named one of the "10 most promising biotechnologies for improving global health," microbicides are a
class of products currently under development that women and their partners could apply topically to prevent
transmission of HIV and other infections. Over 60 candidate microbicides are in the pipeline and 18 are already
in clinical testing, with 6 of those entering late-stage testing this year. Many researchers believe that, with an
increase in funding and cooperation, a microbicide could be available to women in developing nations within
five years. Even a partially-effective microbicide could stop 2.5 million infections over three years.
The Global Campaign for Microbicides is a broad-based, international effort to build support among
policymakers, opinion leaders, and the general public for increased investment into microbicides and other
user-controlled prevention methods. Through advocacy, policy analysis, and social science research, the
Campaign works to accelerate product development, facilitate widespread access and use, and protect the needs
and interests of users, especially women.
###

HOST A NIGHT AT THE EXHIBIT!
You may want to invite partner groups to host an evening at the exhibit. Please note we are NOT encouraging
you to move the exhibit for a partner group. Instead, if they want to host a reception or event in the same place,
then this might be a nice opportunity to build their ownership to the issue of microbicides and broaden your
audience.
Coming soon to (name of city here):

Giving Women Power Over AIDS -- a traveling exhibit inspired by the 2002 Seattle Times feature story, In Her
Mothers Shoes. The Global Campaign for Microbicides has transformed this remarkable photo-essay into a
traveling exhibit to break through the incomprehension generated by mind-numbing statistics. To give the
pandemic a human face, it takes the viewer into the lives of two children in Zimbabwe who are losing their
mother of AIDS. It then introduces the idea of microbicides as one possibility that offers real hope especially
to women.
The exhibit is to offer a compelling account of why citizens should care about global AIDS and embrace
research into new prevention technologies. While it is focused on this area of HIV prevention, it also offers a
powerful back-drop for a wide range of other organizations and community groups. Because we all know how
profoundly a wide range of human efforts are being impacted by the AIDS pandemic, we want to offer you --at
no cost the opportunity to use this exhibit for a night to make a powerful, public connections between the work
you are doing and the issues raised by the exhibit.
What are we offering?

We invite your organization to consider hosting a night (or afternoon, morning, lunch-hour session, whatever) at
Giving Women Power Over AIDS. The exhibit will be on display at:
1. location and dates here

We are inviting you to reserve a time block at one of these locations and to send invitations out to your
constituents, members, clients, volunteers (whomever you wish) to come to view the exhibit during that time.
The exhibit will be free and open to the public so there is no cost to either them or you, if you choose to take this
opportunity. To make this as easy and useful to you as possible, we can offer:
Standardized hosting invitations you fill in your organizations name, times you are hosting, etc. and
then send them out to your mailing list
A speaker to discuss the exhibit with your participants and/or to answer questions they may have
Help in setting up a panel of speakers (including those with expertise on your issues) or any other kind of
program that you think would help make this exhibit meaningful to your participants
Handouts they can take home with them about the exhibit and the work we are doing
Space for your handouts so your organization can also offer viewers materials on your issues

How could you use this?
There are many reasons your organization might want to host time at the exhibit:
To help people learn more about the global impact of AIDS and what they can do about it --- might appeal to
faith groups, youth organizations such as scout troops, community organizations and student groups/classes at
the high school, college and graduate school levels
To illustrate the connections between the work you are doing and the topic of the exhibit might appeal to
people committed to HIV/AIDS work, womens health, reproductive rights and international relief work in any
sector.
To re-inspire commitment all of us experience fatigue and flagging commitment from time to time. The
opportunity to come together and remind ourselves of the importance of what we are doing can help renew our
energies and re-inspire our willingness to persist in the work that needs to be done. Although no hosting
organization is permitted to charge admission (since the exhibit is open to all), guest hosting organizations are
not prohibited from requesting or accepting contributions during their guest hosting time at the exhibit. They
are also not prohibited from arranging for catering if they choose to offer refreshments during their hosting time
(although the cost of such arrangements is entirely the responsibility of the guest hosts)
To be moved by the art This walk-through exhibit is a gripping visual representation of the impact of the
most massive pandemic in human history. In 2002, reporter Paula Bock and photographer Betty Udesen of the
Seattle Times traveled to Zimbabwe to get a first hand look at the reality of AIDS in Africa. The resulting photo-
essay chronicles the life story of Ruth Chimuonenji who dies of AIDS at age 24 after being infected by her
husband. Her 6-year old daughter Martha joins the ranks of AIDS orphans and must step into her mothers
shoes far too early. The series won the Global Health Councils Award for Excellence in Journalism in 2002.
The exhibit consists of twelve 7-foot panels that enlarge the strikingly powerful photos and text to provide a
walk-through experience. Photographs from the rest of the world expand on the message giving a global
picture of the pandemics impact. Physical artifacts from Zimbabwe, as well as music, songs, and ambient
sound from southern Africa also accompany the exhibit.
How do I arrange to host some time at the exhibit?
If you are interested in learning more and possibly booking a time slot, please contact:
Name and contact info here.

HOW THE EXHIBIT IS PACKAGED AND SHIPPED
HOW THE EXHIBIT IS PACKAGED

The 11 banners (10 of which are two-sided) and accompanying artifacts and placards are shipped in four
hard plastic cases.
The cases weigh about 65 pounds each, and have wheels. They are quite easy to maneuver. They can fit
into a large car.
The cases have the following dimensions: 44 inches long, 10 inches wide, 15 inches tall.
Three of the cases will have three pull-up banners each. The fourth case will have only two banners and the
artifacts.
Banner bases also have black and red padded zippered covers. These protect the bases from being scratched.
When you are transporting the exhibit from venue to venue, you may want to just transport it in these black
and red cases as they easily fit into ANY car.
HOW THE EXHIBIT IS SHIPPED

The exhibit is typically shipped between sites by FedEx Ground which takes between 3-7 days depending
on the distance. Be sure to build in enough time to have the exhibit shipped to you.
Katie West at the Global Campaign can work with you to set up shipment. She has an account number that
the shipping costs between sites can be billed to.
Costs for shipping within your state will be your sites responsibility.
The exhibit is shipped in the 4 hard gray cases no need for further packaging.

HOW TO SET UP THE EXHIBIT PANELS
Thinking through layout

Assess the space, determining where most visitors will be approaching from
and which of the two banner stories should be most prominent. If there will See the Exhibit
be many people passing through the exhibit area who are not viewing the Configuration layout
exhibit, provide a clear pathway to one side or down the middle by adjusting
banner locations. If the space is smaller than ideal, or visitors approach from
maps on the next few
the middle of the long side, for example, adjust the set-up to work in the pages to give you a
space you have; keep in mind that visitors should generally start and end with better idea of how to
the double banners and all Ruth banners should face one general direction so set up the layout.
visitors dont jump back and forth between the two main stories.
The one-sided banner is intended as a signpost and can be located anywhere outside of the exhibit but in
its general vicinity to attract visitors, point them in the right direction, and explain the purpose of the
exhibit, particularly when visitors dont see the exhibit in the context of a live presentation or event.
Arrange the banner bases in approximately the correct locations before pulling them up because they are
more difficult to move and more easily damaged once up.
Orient all the Ruth banners in one general direction so all the Microbicides banners will face in the
opposite direction.
Place banners 1 and 2 and 9 and 10 as closely as possible to each other so they read as one wide unit.
Pulling up the Banners

A sturdy low step stool or very stable chair will help shorter people attach the banners easily and see what
they are doing without damaging the parts especially until you get the hang of attaching the banner to the
pole by touch. It is easiest to be standing behind the banner you are going
to pull up and attach. See the picture on the
Assemble and attach the pole before pulling up the banner. At the top of each next page to get a
pole, you will place the t-ball or doubler that is found in the little end better understanding
pocket of each black case. Attach these T-balls or doublers to the poles as of what these panels
centered as possible to help ensure that banners are straight. look like when you are
After setting the exhibit up, approach the exhibit from the direction visitors setting them up!
will be approaching and adjust angles as needed. It may be helpful to mark
the floor with tiny pieces of masking tape so banners that get bumped or moved can be returned to their
original locations.
Banners generally have a slight curl, particularly when first set up. They will flatten out while they are up
but will never be perfectly flat. This is the trade-off with a highly portable system.
Save all the packing material in the cases.
The banners are rugged, but a lot of unnecessary handling and touching will result in a shorted lifespan. To
remove fingerprints, use a soft slightly damp cloth and very mild soap if needed.
Be careful to control the banners as they roll back into the bases to avoid damage.

EXHIBIT CONFIGURATION FOR WIDER 20X30 FOOT SPACE
No two spaces are exactly
the same so actual
placements should be
adjusted. Start with this as
a general plan.
Orient the double-banner

(In Her Mothers Shoes) to
face the major flow of
traffic entering the space.
If the Microbicides story

should be more prominent
for a particular event, put
the double banners for that
story towards the main
traffic entrance.
Arrange banners so
visitors generally
experience the banners in
the correct order for the
Martha story:
1&2 In Her Mothers
Shoes (double)
3 Marry
4 Touch
5 Listen
6 Mourn
7 Martha
8 Witness
9&10 Care (double)
Place tables close to the

banner with which they are
associated.
Placement of tables can

help fill a larger space or
make the set-up more
compact as needed.
The 11th one-sided banner

should be situated further
away from the main
exhibit in a high-traffic
area.

EXHIBIT CONFIGURATION FOR LONGER 40 X 15 FOOT SPACE
No two spaces are exactly the same so actual

placements should be adjusted. Start with this as a
general plan.
Orient the double-banner (In Her Mothers Shoes) to

face the major flow of traffic entering the space.
This general set-up will fit in a slightly smaller area if

banners are lined up at 90 degree angles to the side of
a wide corridor and more closely spaced with tables
immediately adjacent to banners or omitted entirely.
Arrange banners so visitors read the banners in the

correct order for the Martha story:
1&2 In Her Mothers Shoes (double)
3 Marry
4 Touch
5 Listen
6 Mourn
7 Martha
8 Witness
9&10 Care (double)
Place tables close to the banner with which they are

associated. Placement of tables can help fill a larger
space or make the set-up more compact as needed.
The 11th one-sided banner should be situated further

away from the main exhibit in a high-traffic

A QUICK NOTE ON ARTIFACTS
Along with the banners, you will be receiving a set of five artifacts that compliment If anything is missing,
the main exhibit and will reinforce concepts and/or insight into daily life that has damaged, or needs to be
already been introduced in the main section. We have included artifacts that the replenished, please let
viewer can touch and that is not of high value as we cannot guarantee the security Katie West at the Global
of these items. Campaign know!
kwest@path-dc.org
As you will see when you receive the exhibit, the artifacts have been packaged,
labeled, numbered and color-coded to correspond to the table at which they should
be displayed. Please use this list, the photos and tent cards to set-up each of the artifact tables that you choose to
use. When you have finished with the display please package each item the way that you found it and use this
list to ensure that you have collected all items that were sent to you. The artifacts do not have to appear in any
particular order.
SHOES:
Around the world, 14 million children have already been orphaned by AIDS. These shoes represent just a few of
the children like Martha and Tafadzwa who will have to fill their parents shoes too soon. [Artifact = childrens
shoes]
MAIZE and APRONS:

Ground Maize is the staple that nourished Ruth and
her family. Food production in Zimbabwe is
declining as women farmers die and graves encroach
on fertile farmland. PICTURE
MICROBICIDE SAMPLES:
Microbicides are being developed in many forms: a
gel or cream inserted with an applicator, a sponge or
time-released suppository, or an intra-vaginal ring
that could be used for months at a time. The samples
here do not have proven microbicidal properties, but
more than two dozen products are currently under investigation by scientists. [Artifact = applicators and placebo
microbicides.]
VAGINAL HERBS:
To please men who prefer dry sex, Zimbabwean women
often use herbs, cloth, or astringents to dry and tighten
their vaginas. Elsewhere, women use douches and sprays
as vaginal cosmetics. All these practices increase
vulnerability to sexually transmitted diseases. Picture
OBITUARIES:
Funerals in Sub-Saharan Africa are unrelenting. Stigma
limits mention of AIDS, but behind the silence, everyone
knows that 20- to 30- year olds are not supposed to die.
[Artifact = obituaries from newspapers in Africa]

THANK YOU / COSPONSOR POSTERS
Some coalitions have had posters printed up to thank funders or cosponsors at the event. These posters can be
quite costly to print up. Kinkos gave us a quote of $10 per square foot for printing in color PLUS $5 for
mounting onto foam board. These posters are a good opportunity to seek in-kind contributions for a printing
place. The following is a sample of a poster that the Northwest Microbicide Coalition used. Katie West at the
Global Campaign can provide you with the template for this poster if you are interested.

THINGS YOU WILL NEED ON THE DAY OF THE EVENT
General:
10 panels, Artifacts, Tent cards explaining the artifacts
Introduction information for the speakers
A list of thank yous that need to be publicly acknowledged
Signs
Local Campaign banner or signs for near the registration table or podium
Duct tape
Posters or signs pointing people in the right direction
Poster or sign announcing co-sponsors
For Volunteers
Food or drinks for volunteers who will be there a long time
Volunteer roster (see next page)
Handouts for volunteers it is helpful to have one sheet of paper with: key talking points, the program for
the day, the names of the speakers, phone numbers, web addresses, and email addresses etc.
Clipboards and evaluations forms
Music / Film
In Womens Hands film and VCR if you will be playing the film
CD player and Music there are two CDs that travel with the exhibit

VOLUNTEER ROSTER / EXPECTATIONS
For any event that takes this many people to put together, it is helpful to have a clear set of roles and
expectations for volunteers.
You may also consider having a volunteer coordinator who is charged with:
Recruiting volunteers
Assigning roles
Communicating these roles and expectations to volunteers
Confirming schedule the week before the event
Handling no-shows
Providing any training that is necessary
Thanking volunteers afterwards
Volunteer Needs / Roles Before the Event

Fundraising
Spreading the word via listservs
Putting up fliers
Dropping off invitations
Coordinating with caterers
Reaching out to local press
Tabling at local conferences / events to publicize the event
Transporting the exhibit by car
Setting up the exhibit and artifacts
Putting up signs to direct people on the day of the event
Volunteer Needs / Roles During the Event

Greeting people at the main entrances
Handing out programs
Explaining the flow of the exhibit
Answering questions about the exhibit and artifacts
Keeping an eye on the artifacts
General security especially if the exhibit is up for many days
Ushering people into the auditorium or a specific area for the speaking portion of an event
Personing the registration and materials table
Coordinating with the caterer
Talking to the press
Coordinating with and welcoming the speakers when they arrive
Introducing speakers
Taking pictures
Keeping an eye on the exhibit and fixing any panels that need adjustments
Going around with a clipboard and asking people to fill out evaluation forms **
Volunteer Needs / Roles After the Event

Breaking down the exhibit

Sending thank yous
Transporting the exhibit
General clean-up

REGISTRATION / MATERIALS TABLE
This exhibit and surrounding events are a great chance for publicizing your local group and doing some basic
microbicides education. Consider having the following at a registration or materials table at your event:
Handout material:
GCM palm cards with logo
Take home postcard with Martha's picture on front
Buttons and pens
Brochure that includes the names of speakers, local campaign information, thank yous to host committee
and vendors, the program for your event we have a template you can use
Local Campaign brochure
Global Campaign brochure (should be ready by the end of 2005)
General fact sheet about HIV, microbicides, the Take Action fact sheet is handy one to use.
Things for people to do:

Sign up sheet for GC News and/or your local campaign email list
Petitions to be signed
Donation box
A laptop with the Global Campaign website for people to look at
Order form for In Womens Hands
Media sign-in sheet
Tee-shirts for sale
Letter to representatives or senators
Information about who your representative / senators are

EVALUATIONS
Please please please have viewers fill out half-page evaluation forms during the event
(appears on the following page)
AND
Send copies of these evaluations back to the Global Campaign after your event!
Evaluation forms should be administered to at least 20 exhibit viewers selected at random by a volunteer
surveyor asking the questions verbally or by the viewers themselves.
Please try to get a diverse sampling (age, gender, ethnic background, organizational affiliation) of viewers who
have no prior affiliation with the local campaign).
Answers should be brief. The entire evaluation should take 3-4 minutes. All responses will remain anonymous.
The evaluation form appears on the following page. Please ask Katie West at the Global Campaign for the
electronic file if you want to alter it in any way.

Giving Women Power Over AIDS: Exhibit Evaluation
This should be administered to at least 20 exhibit viewers selected at random by a volunteer surveyor asking
the questions verbally or by the viewers themselves.
Please try to get a diverse sampling (age, gender, ethnic background, organizational affiliation) of viewers who
have no prior affiliation with the local campaign).
Answers should be brief. The entire evaluation should take 3-4 minutes. All responses will remain anonymous.
1. How did you hear about the exhibit?
2. Which part of the exhibit did you find most effective and/or compelling? Please explain why.
3. Which part did you find least effective or totally ineffective? Explain why.
4. Do you think you will tell anybody about the exhibit and/or microbicides? If so, who?
5. Are you interested in learning more or getting involved with microbicide or HIV advocacy? If so, in what way?
Giving Women Power Over AIDS: Exhibit Evaluation

This should be administered to at least 20 exhibit viewers selected at random by a volunteer surveyor asking
the questions verbally or by the viewers themselves.
Please try to get a diverse sampling (age, gender, ethnic background, organizational affiliation) of viewers
who have no prior affiliation with the local campaign).
Answers should be brief. The entire evaluation should take 3-4 minutes. All responses will remain
anonymous.
1. How did you hear about the exhibit?
2. Which part of the exhibit did you find most effective and/or compelling? Please explain why.
3. Which part did you find least effective or totally ineffective? Explain why.
4. Do you think you will tell anybody about the exhibit and/or microbicides? If so, who?
5. Are you interested in learning more or getting involved with microbicide or HIV advocacy? If so, in what way?


Giving Women Power Over AIDS Exhibit: Extended How-To Guide For The

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Extended How-To Guide for the

Giving Women Power Over AIDS Exhibit

- The Global Campaign Exhibit Team

Exhibit How To Guide Version 4 page 1 of 43

The Seven Phases of Hosting the Exhibit..............................................................................................................3

Exhibit How To Guide Version 4 page 2 of 43

Initial Brainstorming (3-6 months before the event)

Making it Happen the Details! (1 week to 2 months before the event)

Details of the Event

Telling people about the event / invitations

Exhibit How To Guide Version 4 page 3 of 43

Pulling together materials See list on page 41

The Week of the Event

Day of the actual event During your event

Exhibit How To Guide Version 4 page 4 of 43

The Global Campaign transformed this remarkable photo-essay into a traveling

Exhibit How To Guide Version 4 page 5 of 43

Identifying targeted audiences

Womens health advocates Faith-based organizations

Exhibit How To Guide Version 4 page 6 of 43

2. Pulling in new people:

Exhibit How To Guide Version 4 page 7 of 43

Things that should go into the folders:

Exhibit How To Guide Version 4 page 8 of 43

Level Your responsibilities How your contribution will be recognized

Exhibit How To Guide Version 4 page 9 of 43

Dear [Insert Name person with access to contacts]:

The exhibit will be at the [Location] on [date and time].

Thank you in advance for your support of this project.

Exhibit How To Guide Version 4 page 10 of 43

Identify Potential Venues

What should you consider in a venue?

Exhibit How To Guide Version 4 page 11 of 43

Dear Sir or Madam:

Thank you for your time,

Exhibit How To Guide Version 4 page 12 of 43

What speakers do you want to invite? Possibilities could include:

Exhibit How To Guide Version 4 page 13 of 43

1. The proposal guide for Global Campaign funding

Exhibit How To Guide Version 4 page 14 of 43

High Profile Events THINK BIG!

Localizing the exhibit

Activities at the exhibit

Exhibit How To Guide Version 4 page 15 of 43

Support from the Global Campaign:

Please include the following in your proposal:

High Profile Events (maximum 2 events)

Additional Exhibit Location(s) (maximum 2 locations)

Exhibit How To Guide Version 4 page 16 of 43

Exhibit How To Guide Version 4 page 17 of 43

We look forward to receiving your creative ideas!

Exhibit How To Guide Version 4 page 18 of 43

Dear [Insert Name]:

The exhibit will be at the [Location] on [date and time].

Thank you in advance for your support of this project.

Exhibit How To Guide Version 4 page 19 of 43

Dear Senator Corzine,

The exhibit will be at the [Location] on [date and time].

Thank you in advance for your support of this project.

Exhibit How To Guide Version 4 page 20 of 43

Exhibit How To Guide Version 4 page 21 of 43

How are you going to invite people to your event?

INVITATION AND FLIER TEMPLATE