Preparing for Large Conferences Sherry Hutchinson.

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Presentation transcript:

Preparing for Large Conferences Sherry Hutchinson

AIDS 2012 Co-sponsored 3 satellites and participated in additional 5 Participated in 2 panels at Global Village 1 oral presentation and 1 oral poster 35 posters Hosted affiliated conference workshop (HIVCore) Presented at 2 affiliated events 60 th anniversary dinner with Council Pres.

Preparation Small group started talking about conference activities in December 2011 Larger group involving communications, development, and HIV program staff (incl VP) began meeting every other week in March Group began meeting weekly in May

Key Messaging Key messages focused on our orals and satellite sessions: microbicides, youth, MPTs, gender, vulnerable populations Comm team worked with HIV VP Presented to staff 2 weeks prior to conference for feedback Distributed 5 days prior to conference and had copies at booth Emphasized learning main pts

Orals and satellites Emphasized practicing in front of staff colleagues and to ask for feedback. Tele conference calls with satellite participants to meet as well as go over their individual talking points. Agreed on materials to have at sessions

Booth Limited number of hard copies… focused on CDs Used posters to advertise work as well as orals, posters, and satellites Researchers were scheduled for 2 hour time slots—advertised on poster in booth

Posters

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