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Getting to Attend a Conference

By

Waheedah Shabazz-ElPenn CFAR CAB Chair

U.S. Positive Women’s Network

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OVERVIEWWhat is a conference

Misconceptions/Truths

What it means to attend

Where do I find conference information

Who actually pays

Three (3)ways to there

Scholarships

The (2) Most Important Scholarship Questions

The Challenge:

A Conference is a medium where ideas are exchanged.

A chance to learn what others around the country/world are doing in their own communities to stop the spread of HIV and to assure that everyone who needs treatment is getting it.

A chance to showcase the work you do in the community and the work your community is doing to address the needs of people with HIV/AIDS and people at risk of contracting HIV.

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What is a Conference

#1 Misconception

A Luxury Vacation, where some agency or organization sends you away and pays all of your expenses.

Truth Several days of back to

back meetings, symposiums and workshops ….. from 8:00am to 6:00pm

Many times you may have to come out of your own pocket if you really want to attend.

Rarely will anyone pay for all of your expenses

Sometimes you have to use your money and then be reimbursed.

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What is a Conference

Misconception

A chance to go out of town and let your hair down and get your freak on.

TruthAn opportunity to for you to

be an ambassador who will respectfully represent your city, group, organization or yourself

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What it Means to Attend a Conference Misconception

A chance to brag and boast about where you have been

TruthA chance hear about

new break throughs in HIV prevention, treatment and research that you can in turn bring back and share in your own city, group or organization ……..

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What it means to Attend a Conference

Misconception

To visit the Hot Spots and pick up some cuties.

Though generally you may have some free time to shop or take a local tour.

TruthA chance to meet connect

and exchange ideas with other people who want to kick this virus in the ass.

And get Involved!

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What it Means to Attend a Conference

Some people feel that:

“Some agency/organization should send me to a conference”.

“Agencies have their picks when it comes to sending people to conferences”.

“I’m just not good enough to go to a conference”.

The Truth is :

Generally organizations do Not just send people to conferences.

People must apply to the conference themselves.

Sometimes organizations may support a staff person.

Anyone can attend ….but you must be willing to do some of the footwork.

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Where do I Find Out About Conferences?

Check the announcement boards at all agencies where you go for service.

Check the announcements boards in the AIDS Library (if you’re in Philly)

Collect information at tabling events.. read them & visit their websites.

Ask your Case ManagerAsk about conferences in support

groupsGo to the internetJoin the PWN

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Going on the Internet to find HIV Conferences:

Go to: www.google.comType in 2011 HIV ConferencesType in 2011 Minority HIV ConferencesType in 2011 Women HIV ConferenceType in 2011 MSM HIV ConferencesType in 2011 Trans Gender Conferences Type in 2011 HIV and Prison Conferences Type in a specific organizations website like

“National Association of People with AIDS www.napwa.comwww.nmac.comwww.womenhiv.org

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1.Search the site for:2. Calendar of events3. Select a conference4. Save the Page to your favorites5. Print or download the

Scholarship Registration6. Pay attention to the dead lines.

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One Way to Attend is:Present a Workshop or Poster Presentation

Every conference puts out a “call for abstracts”

An abstract is a (short paragraph) describing what your workshop or poster presentation will be about.

Make certain your presentation relates to the theme of the conference.

You can always make the actual presentation or poster at a later date.

Submit your proposal before the deadline.

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Another Way to Attend:Apply for a Media Registration

If you are affiliated or write articles for a local or national paper, radio, TV

Even if you submit articles to a newsletter you may be able to apply for a Media Registration

Join the Prison Health Newsletter Team or the Support Center for Prison Advocacy

Start your own Newsletter or Blog PageWrite letter s to the Editor of a local/national

paper.NOTE: A Media registration will only get you

in the conference: You still may have to arrange for your travel and lodging.

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Another Way to Attend:APPLY for a Conference Scholarship

Some conferences will offer full scholarships which include registration, airfare and lodging.

Many conferences offer partial scholarships that may only include registration and lodging.

If this is the case you will have to arrange your own travel.

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Where do I Get the Travel Money?

Pay out of pocket…you may be reimbursed upon arrival. (pre-arranged agreement)

Once you receive your scholarship ask an organization or agency where you volunteer/work ..to assist you with your travel.

Ask your religious fellowshipAsk family and friends for help.Start a fundraiser; selling chances or

bake sales, art, braid hair, babysit, landscaping, tutoring, etc

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Even if you get awarded a partial scholarship ...some conference scholarship committees will not even book your hotel room until you show them that you have made your travel arrangements.

Remember: Scholarships are a Competition!

You must be able to make the work you do on behalf of your community

STAND OUT!

The (2) Most Important Questions asked on Scholarship Applications

1. Explain the work you do for your community?

2. Explain how you and your community will benefit from your attendance at this conference ?

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Explain the work you do for your community?

Facilitate support group

Member of Planning Council

Block Captain

Member of Positive Committee

CAB Member

Member of the CPG

Volunteer history

Skills sharing

Peer Education

Start my own support group

Work at the clothing bank

Walk with a team in the AIDS Walk

Help with HIV Ministry in my place of worship

Work with prison groups

If you have difficulty answering this question

…ask yourself what are some next steps for you?

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Explain how you and your community will benefit from your

attendance at this conference

“I will share the information I learn at the conference with”………….

“I will share it by”……………….……………………………………………………………

…If you have difficulty answering this question …ask yourself what are some next steps for

you? If you need help putting the words together,

ask for help.

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Re-CAP :How to get to a Conference

1. Check Boards at all agencies2. Check boards at the AIDS Library3. Collect and read info from tabling events4. Ask you case manager5. Search for the conference you

are interested in.6. Look for calendar of events7. Click onto the scholarship application.8. Submit your completed scholarship

application or abstract before the deadline

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Joining National Networks will give you

an edge.Conference Scholarship Committees give

preference to members of their networks.

You may want/have to become a member of their network by sending in a donation or a membership fee.

Penn CFAR CAB Members at NAPWA

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If the conference is in your CityVolunteer to join the Host Committee

Volunteer to pack conference bags, work the registration desk, collect evaluations, be a local tour guides or do shifts in the PWA Lounge.

In exchange for your time and services you get to attend the conference and the exhibition halls for free.

You will not need a hotel room, since you’ll be coming from home.You will be able to bring your own snacks from home.

If you are traveling to a conference you will need:

Conference Registration Valid Identification

Passport if you plan to travel outside of the US

Transportation…..Air, Train or Bus

Ground Transportation… once you arrive …Taxi, Shuttle, or Metro fare

Lodging……hotel/ hostel or with friends /familyIf you stay at a hotel you may need a Debit or Credit Card to check in ...just for room incidentals

Meals………some (but not all) meals may be supplied by the conference.

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Make Yourself Conference Ready……by working for your community.

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A Conference is:A way for you to showcase what you are involved in your community.

A way to meet people from other parts of the country/world who are working on similar projects

A Conference is:A way to get yourself re-energized; knowing that you are not alone in your work.

A way to obtain information to bring back to better your community

Make yourself conference ready by working For Your Community.

Thank you for your Attention:

Waheedah Shabazz-el iamshabazz@yahoo.com

Teresa Sullivan teresa@fight.org

www.womenhiv.org

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