In order to enable communities that cannot attend AIDS 2012 in Washington, D.C., to take advantage of the education and science presented at the conference, conference sessions will be recorded free of charge for organizations active in the HIV/AIDS response and can be downloaded and screened at organizers’ discretion. These sessions are typically followed by moderated discussions with local or regional experts to examine how the session content can be used to strengthen the HIV/AIDS response. Conference hubs may also feature workshops and trainings in addition to the conference sessions. Conference hubs should facilitate discussion and debate among stakeholders, potentially leading to the development of a comprehensive plan for future action at the local or regional levels.
If you are interested in hosting a hub, there are several tools we have created to assist you.
- Hub in a Box toolkit: a DIY toolkit with instructions and templates on: marketing & outreach, meeting agendas, IT and Audio Visual (AV) specifications, budget tracking, fundraising and evaluation and monitoring. Please note that only approved applicants will have access to this toolkit.
- AIDS 2010 Session List: the sessions for the programme are not selected and finalized by the committees until mid-June 2012. We recognize that it’s difficult to plan an event programme without, or with such late access to, the substance of the programme. A topic list of sessions from 2010 is currently available at www.aids2012.org/hubs.aspx that can be sorted by affected population, theme(s), keyword, and region. While these particular sessions will not be available for viewing, this list should aid organizers in planning their programmes as many themes are repeated each year.
- IT/AV Help Desk: for IT, programme development and AV technical support, approved organizers will be able to send an email to [email protected] and/or contact the AIDS 2012 Conference Hubs Skype account.
- Hub Promotion: approved hubs are promoted on the AIDS 2012 website, Facebook page and Twitter feed. To view a regularly-updated list of the hubs with a short description of each, please visit: www.aids2012.org/hubs.aspx
- Wikispaces Page: potential and approved organizers can share best practices and discuss issues regarding the conference and hub organization. You can post links, share ideas and network! To join the conversation, please visit: http://aids2012conferencehubs.wikispaces.com/.
Things to consider when planning your conference hub:
- Creating your conference programme: conference hubs should address HIV/AIDS, co-infections or related issues, but they can be population or issue specific. Conference hubs should be tailored for your target audience, so you are encouraged to select sessions relevant for your target audience.
Your programme may be designed around any combination of plenary sessions, symposia, bridging sessions, etc. Local or regional experts to facilitate the discussions and/or prepare additional sessions or workshops are encouraged.
- Hub Timing: the date and time of each conference hub is at the hub organizers’ discretion. Hosting your event in conjunction with a commemoration day may increase the momentum of your hub or make your hub easier to promote. Some suggestions include: 25 – 28 July, AIDS 2012; 12 August, International Youth Day; 27 September, National Gay Men’s HIV/AIDS Awareness Day; 1 October, International Day of Older Persons; 1 December, World AIDS Day. Hosting several hubs on a series of topics or focused on different key affected populations could also make a significant impact in the community. There is no limit to the number of hubs an organizer may host.
- Strategic Partnershipsdeveloping partnerships can make hosting a hub cost-efficient if the partner has complementary facilities or expertise. Partnerships can also strengthen the local response, increase networking opportunities, cement the reputation of your department, and create new opportunities.
If you are interested in hosting a hub, but would like to explore the possibilities and logistics involved in organizing an event, please join us for our next webinar on 23 May 2012 entitled: Bring the International AIDS Conference (AIDS 2012) to Your Community! Learn How to Host a Hub." To register, please click here: http://www.anymeeting.com/PIID=EC56D686884A.
For more information on the conference hubs programme or to apply, please visit www.aids2012.org and click on the conference hubs link at left.