Canada Pavilion 2020
The exhibit that will proudly represent Canada at the International AIDS Conference in San Francisco, U.S., July 6 to 10, 2020.
This invitation to submit an application is now closed.
The Public Health Agency of Canada (PHAC) invites eligible organizations to submit a funding request to manage the development, design, coordination and implementation of the Canada Pavilion 2020 at the upcoming 23rd International AIDS Conference in San Francisco, U.S., from July 6 to 10, 2020. Up to $200,000 will be available to create an exhibition space at this conference that promotes Canadian best practices and achievements related to HIV and related sexually transmitted and blood-borne infections (STBBI). Of this funding, a minimum of $25,000 can be used for travel grants to offset expenses associated with Canadians living with HIV to attend the conference. This exhibition will also provide Canadian attendees with a space to learn from international delegates in the field.
On this page
- About the conference
- About the exhibition
- How to apply
- Deadline for submissions
- Key requirements
- Assessment process
- Funding decisions
About the conference
The International AIDS Society organizes the International AIDS Conference, which is held every 2 years. In 2020, the conference will take place in San Francisco and Oakland, U.S., from July 6 to 10. Up to 20,000 delegates typically attend the conference from over 160 countries, including 800 journalists. Attendees include people living with HIV, advocates representing affected populations, civil society organizations, researchers, government officials, ministers and other dignitaries, representatives from international organizations and the private sector.
About the exhibition
The Canada Pavilion 2020 is an opportunity to showcase the contributions of Canadian researchers, community-based organizations, public health and healthcare providers, and governments as well as to promote Canadian best practices and achievements related to HIV and STBBI. This exhibition space will enhance the Canadian profile with the world's leading influencers and advocates in the field. Information on exhibit space sizing and exhibitors' benefits are available on the exhibition webpage of the conference.
The objectives of the Canada Pavilion 2020 are to:
- increase awareness about Canadian best practices, effective interventions and achievements to address HIV and other STBBI
- enhance Canadian engagement and leadership in the global context related to HIV and other STBBI
PHAC will provide a maximum of $200,000 over 15 months to support this initiative. A maximum of $20,000 is available in fiscal year 2019-2020 and a maximum of $180,000 is available in 2020–2021. Of this funding, a minimum of $25,000 in 2020–2021 can be used for travel grants to offset expenses associated with Canadians living with HIV to attend the conference.
The following Canadian groups and institutions are eligible to apply:
- incorporated not-for-profit voluntary organizations
- unincorporated groups, societies and coalitions
- post-secondary institutions
The applicant should demonstrate that the organization has the necessary skills, experience and capacity to carry out the proposed project successfully. To be eligible for funding, the applicant must demonstrate experience and expertise in:
- planning and managing high traffic and high-profile exhibits at large domestic or international public health events/conferences where more than 800 delegates attended
- addressing HIV and other STBBI prevention and control
- actively and meaningfully engaging people with living/lived experience
- capacity in providing services and documentation in both official languages (French and English)
How to apply
To be considered for funding, you must meet all the eligibility requirements and submit a complete application package. A complete application package includes a:
- signed cover letter
- completed letter of intent form with photos and/or samples from other similar exhibit work that you have completed, as appropriate
Complete, sign and date the cover letter using organization's letterhead. Complete the letter of intent form and submit your application package to firstname.lastname@example.org.
Deadline for submissions
The deadline to submit a complete letter of intent form along with the cover letter and necessary pictures and samples is before 3 pm (ET), January 24, 2020.
For more information on the Canada Pavilion 2020, or to obtain copies of the application documents, please contact the Centre for Grants and Contributions, PHAC, at email@example.com.
The applicant will be expected to consider the key requirements below.
The Canada Pavilion 2020 should:
- meet the International AIDS Conference criteria such as space sizing, as indicated on their exhibition page
- be bilingual (English and French), including activities, services and resources
- offer an on-going video presentation highlighting Canadian best practices and achievements
- provide a space and program for live oral Canadian presentations
- integrate the diversity of the Canadian population, including Indigenous culturally-appropriate initiatives
- offer a networking location where Canadian and international delegates can meet
- measure the indicators as set by the applicant by using effective evaluation tools
The applicant will require a sustainability plan for the Canada Pavilion 2020. Products should be repurposed for other knowledge translation initiatives, such as learning events, other exhibitions or dissemination to stakeholders. In other words, the products from the Canada Pavilion 2020 should have an afterlife and not be sitting on a shelf after the International AIDS Conference 2020.
Use of official languages
PHAC is committed to taking positive measures to promote the use of English and French. Therefore, the recipient must ensure that services and documentation intended for this event are available in both of Canada's official languages as per the requirements of the Official Languages Act.
National advisory committee
The successful applicant will be expected to establish a national advisory body that will help guide the development, design and implementation of the Canada Pavilion 2020, in both official languages.
The applicant will lead the planning to build a creative exhibit structure, design and layout in order to appeal to and encourage delegates to visit and dialogue in the space, and encourage knowledge exchange and knowledge translation of Canadian best practices. It is understood that the advisory committee will assist in defining the structure. Therefore, specific details are not expected to be included in the proposal. The engagement of partners, stakeholders and people with living/lived experience is crucial for the development and implementation of this funded project.
After the Canada Pavilion 2020 exhibition event, the organization will be required to submit a final report on the project. The final report will be a summary of all the initiatives that led to the development and implementation of the Canada Pavilion 2020. The project report will include:
- the list of partners and stakeholders that supported the project
- the list of roles and responsibilities of the team (staff and volunteers)
- the process of participation grants given to Canadians living with HIV to attend the conference
- key components of the exhibit
- evaluation results and analysis
- recommendations for the next Canada Pavilion (2022) based on the evaluation results, the team's observation throughout the development and implementation of the project and visitors' comments on the pavilion
- pictures and videos of the exhibit and its activities
- copies of created products and resources
- all other information that may be of interest to PHAC
Applications will be reviewed by PHAC's Centre for Grants and Contributions, and program staff for completeness and eligibility.
Letters of intent that meet all eligibility criteria and align with the Canada Pavilion 2020 objectives will be assessed by the review committee consisting of PHAC employees working to address HIV and other STBBI, and those specializing in communications and exhibition/marketing activities. Individual letters of intent will be compared with other applications received.
All applicants will be notified by email of the results following the end of the review process. One organization will be invited to submit a full proposal and will ultimately be funded for this initiative in this competitive process.
PHAC is under no obligation to enter into a funding agreement as a result of this invitation to submit a letter of intent. A successful letter of intent is not a commitment on the part of PHAC to fund a subsequent full proposal.
PHAC is responsible for determining the eligibility of each applicant, its project, and project-related expenses.
PHAC reserves the right to:
- reject any submission received in response to this invitation
- accept any submission in whole or in part
- cancel and/or re-issue this invitation to submit a letter of intent at any time
Please note that decisions related to funding for applicants made by PHAC are final.
PHAC will not reimburse an applicant for costs incurred in the preparation and/or submission of a letter of intent or a proposal in response to this invitation.
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