Community Village Guidelines

ICASA 2011 Community Village Submission Guidelines

The 16th International Conference on AIDS and STIs in Africa (ICASA 2011) offers a space for exchange of ideas and experiences, among delegates in general and key actors in particular, to the response on the epidemic so as to introduce, implement, and advocate for effective, evidence-informed HIV and AIDS and STIs interventions in their communities, countries and regions.

ICASA 2011, through the community village, avails a platform for PLHIV, key populations, community leaders, and their partners to showcase their programs, services, best practices and share experiences and to network so as to own, scale-up and sustain the response to HIV. It further creates a forum to appreciate and exchange African arts and traditions in relation to AIDS and STIs.

Important Dates

Community Village Date Deadline
Community Village submission opens 10 May 2011 10 June 2011

 Community Village activity submissions will not be accepted after the above date.

Call for Community Village
ICASA 2011 welcomes the submission of Community Village proposals for exchanging ideas and experiences among delegates. Please read the following guidelines carefully before submitting your proposals.

Submission requirements

  • You must complete the submission form and send it to This e-mail address is being protected from spambots. You need JavaScript enabled to view it . An acknowledgment email with your community village submission number will be sent to you at your preferred email address. Please take note of this number as it is important to reference it in your correspondence with us.
  • All submissions must be done using the online form and emailed to the secretariat. Fax and posted copies of the form will not be accepted.
  • If you are applying for more than one community village activity you will need to complete a submission for each additional activity.
  • Submission forms must be completed in full. Incomplete submissions will not be considered for the Community Village program.
  • Submission forms must be completed in English or French.
  • All community village proposals are to be AIDS and/or STI related and further reflect the theme and objectives of ICASA 2011: Theme and Objectives
  • Submissions demonstrating collaborations and partnerships with other groups/organizations/agencies will increase their likelihood of being accepted.

Community Program Sub-themes

The sub-themes are the general focus areas under which your community village submission will be reviewed and later published in the Conference printed matters if accepted. The three sub-themes are:

  1. Positive Health Dignity and Prevention – PHDP
  2. Community Systems Strengthening – CSS
  3. Universal Access to HIV prevention, treatment, care and support services – UA

In the submission form please choose the sub-theme that best describes the subject of your community village activity.

Required Fields for the Online Submission

Point Person for Community Village: Provide full name of Point Person (the point person is the person who will serve as the focal person for all commutations with regards to the submission.

Email address for Point Person

Type of submission: Indicate the type of activity you are planning to organise. The three type options are exhibition booth, cultural exhibition, or cultural performance.

Title of activity: Provide a suitable title; please use Title Case in stating the title of the activity.

Overview (200 words): Specify what will be presented in the booth or cultural exhibition or cultural performance. Please include information on the objective of the activity, the participants, the organization, etc.

Format/Methods: (100 words): Provide an outline of how the activity will be conducted (e.g. 10 minute group dance with drumming, 50 photo exhibition, or booth with display of the organization’s work, etc.).

Materials: Specify what type of equipment is required (e.g. 25 meter2 stage, 2 meter wall space, 9 meter2 booth with table and chairs). Specify any resources or printed materials, etc. you would like to distribute.

Government regulations on importing/exporting goods will be posted on ICASA 2011 website. Please regularly visit our website for details.

Target Audience: Specify the group(s) that would most benefit from attending your activity (e.g., clinicians, nurses, community activities organizers, program managers, policy-makers, researchers, advocates, etc.).

Organizers: Please provide details of the organisers and/or presenters of the Community Village activity. You may have maximum of 3 persons for booth or exhibition and 10 persons for cultural performance.

Scholarship: If you need financial support to attend the conference, indicate this under “Additional information”.

Please note that this does not mean that the scholarship application is completed. A separate online scholarship application must be fully completed in order for your request to be considered.

Instructions for scholarship application completion

After you have completed and submitted your Community Village proposal, you will receive an email acknowledgment providing you with community village submission number. This number shall be used in any communication with regards to your community village submission.

Should you wish to apply for the Scholarship Program, please access the online scholarship application form (through your conference profile).

Scholarship applications for co-organizers: Community village co-organizers may also apply online for a scholarship to attend the conference. Each co-organizer must submit an individual application for the Scholarship Program, accessible through their conference profile.

There are a limited number of scholarships available. Therefore, applicants are strongly encouraged to seek other funding as well.

For more information, please go to: Scholarships

Correspondence

  • Correspondence between the Program Department and submitters will be done by email. Therefore, you must have a valid personal email address that you regularly check.
  • Any enquiries concerning your community village proposal should be addressed to This e-mail address is being protected from spambots. You need JavaScript enabled to view it .
  • All submitters (successful and rejected) will be notified by email after the review and selection process is complete (by 21 September 2011).
  • The information you provide on the online form is considered confidential and will only be used for ICASA 2011 and its accredited affiliated events.

Travel

Successful candidates outside of Ethiopia are responsible for checking the visa requirements that apply to their country and cover related costs. For further details, please go to: Visa to Ethiopia

Selection criteria

Community village proposals will be selected based on a combination of criteria, including:

  • Activity - that is manageable, with practical demonstration and facilitates interactive learning and/or sharing.
  • Methodology - it appeals to or involves a diverse or specifically targeted audience
  • Relevance – the proposal fits with the overall conference theme and objectives, and the sub-themes of the Community Program to impact the HIV and AIDS and/or STIs response


Please submit your community village proposal to This e-mail address is being protected from spambots. You need JavaScript enabled to view it
We look forward to receiving your community village proposals!
ICASA 2011 Community Program Committee

The Official Carrier of ICASA 2011!

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Ethiopian is pleased to offer a 10% discount to all ICASA 2011 delegates.

Take advantage of this great offer by visiting your local Ethiopian ticket office. To find your nearest ticketing office, visit http://www.flyethiopian.com/. Upon your visit, please present your ICASA 2011 registration number to get the discount.

Please note this offer is not applicable for online purchases or at a non-Ethiopian Airlines ticketing office.

ICASA 2011, in partnership with Ethiopian Airlines, is pleased to offer ICASA 2011 delegates priority luggage service at Addis Ababa Bole Airport. To take advantage of this priority service, delegates must visibly identify their luggage by tying a Red Ribbon on the handle or body of the luggage.

Bon Voyage!

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ICASA 2011 Secretariat
P.O. Box: 122326
Addis Ababa, Ethiopia
Telephone: +251 11 5504635
+251 11 5503368
Fax: +251 11 5503395

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