Request for Proposals for Local Artists

// Arts & Culture
Tuesday, February 18, 2020

AIDS 2020 Local Planning Group Arts & Culture Working Group

Request for Proposals

Project Summary

In July 2020 the23rd International AIDS Conference, also known as AIDS 2020, will be held here in the Bay Area, drawing together 20,000 people from all over the world who are involved in the global HIV response—scientists, clinicians, advocates, policy makers, program implementers, and media representatives. The conference will be held July 6 to July 10 at both the Moscone Center in San Francisco and the Oakland Convention Center. (For information about the conference see:  In conjunction with the main conference, which is organized by a set of international entities, a Local Planning Group (LPG) has been formed to develop programming before, during, and after the conference to link the broader Bay Area community to the conference themes and participants and vice versa.  (For information about the LPG, see: As part of that effort, the LPG’s Arts & Culture Working Group is developing a program that will address the conference theme of “Resilience” and highlight “art lost & art created” in the context of the historic HIV/AIDS epidemic in the Bay Area.  We are seeking to build a program with activities taking place in both conference venues, as well as in various locations near the convention centers, such as museums, galleries, and performance spaces. The arts and culture program activities will be free and open to both conference registrants and the general public. 

This RFP solicits applications from local individuals and entities for HIV-associated performances (e.g., music, dance, spoken word, poetry or prose reading, etc.), visual art (film, photography, painting, sculpture, ceramics, crafts, textiles, etc.), and installations to be presented during the conference.

Site Description

The area in the Moscone Center in San Francisco that will be available for arts and culture activities includes a stage, screen and booth space.  The area in the Oakland Convention Center includes booth space only. Booths in both venues typically are about 43 square feet (about 6.5 x 6.5 ft) or 4 square meters (2 x 2 meters) but may be combined to allow for larger space. Space in museums and local cultural centers is being negotiated.  Please note the following:

  • For performances, there will be one small stage available with limited audience seating (and room for standing) in the Moscone Center (San Francisco).  Performances will take place at the same time as many other activities in the overall area provided for the public events, called the “Global Village.” No similar stage will be available in the Oakland Convention Center due to overall space limitations for the Global Village there.  Other performance spaces in the areas nearby the convention centers in San Francisco Oakland may become available, but are not yet confirmed.  
  • The conference insurance does not cover lost or damaged art in any venue we will be using.  Visual and performing artists will have to provide their own insurance for these situations.  Additionally, visual art installations will have to be watched by artists or volunteers during the time they are displayed. 
  • We cannot accommodate very large pieces of visual art or installations that require special move-in, move-out logistical arrangements.  Objects cannot weigh more than 200 pounds; and the artist is responsible for transporting and installing the objects.


Depending upon the number of submissions selected, the venue, and the preference of the artist(s), works may be exhibited/performed for one or more days of the conference—Monday, July 6 through Friday, July 10 in either San Francisco or Oakland.  This will be negotiated with each selected artist.


Artists living and working in the Bay Area, whose work explores themes related to the main conference theme of “Resilience(, or engages more generally with the notion of  “art lost & art created” in the context of the history and impact of the HIV/AIDS epidemic locally, are invited to apply. Artists living with HIV are especially encouraged to submit proposals.

Selection will be based on the fit of the proposed work of art with the conference themes, the physical requirements of the proposed work in relation to the space available for programming, and the amount of funds available for artist stipends.


We will provide small stipends to selected artists to support the development and execution of their projects.  These will range from $250 to $1,500 depending on the size and scope of the project and the total amount of funds raised. (The larger amount chiefly will be allocated to groups, not individuals.) Stipends will be provided following the event and upon receipt of an invoice, unless otherwise negotiated.  (Details will be provided at the time of selection.)


  • Proposals are due by 5:00 pm Pacific Time on March 31, 2020
  • Proposal will be reviewed by members of the LPG Arts & Culture Working Group
  • Award notifications will be made by April 30, 2020
  • The bulk of the arts and culture activities will take place on one or more days between July 6 and July 10, 2020 

Proposal Requirements

Please submit your proposal through the online system at:

Be prepared to include the following:

  • For film, video, or performances (e.g., dance, music, spoken word, etc.), please include a web link (URL) to the film, video, or performance itself, or to a sample (or samples) that most closely reflect what you propose to present at AIDS 2020.  Dance and music performances should not exceed 30 minutes; spoken word, poetry, or prose performances should not exceed 15 minutes.
  • For works of visual art (e.g., painting, photography, sculpture, installations, etc.) please submit up to 8 images in JPEG format, 5MB image size. 
  • For spoken word or poetry or prose reading, where a film/video of the performer is not available, please submit a Word or PDF document.  Performances should not exceed 15 minutes.
  • Plans for a work that will be developed specific to the themes (“resilience” and/or “art lost and art created” in the context of the HIV epidemic) may be submitted and should include sketches, schematics or models sufficient to present the artist’s intent.
  • Sizes, dimensions and weights where applicable.
  • A budget for materials associated with the development and exhibition of the work(s). (Please be aware that the stipend provided may not cover all costs.)
  • A statement about your art and your interest in participating in the local arts and culture program at this conference, no longer than 200 words. Consider these questions for your statement:
    • Why do you want to perform/exhibit your art at AIDS 2020?
    • How does your art/performance fit the conference themes of “Resilience” and/or “art lost and art created” in the context of the HIV epidemic?
  • A current resume or CV (in a Word document).


For questions about the RFP and its application process, please email us at:

An open letter: AIDS 2020 Conference Coordinating Committee

// Policy & Politics
Tuesday, October 23, 2018

We are proud of the communities we are – people living with HIV; men who have sex with men, transgender people, and other LGBTQI people; racial and ethnic minorities, indigenous people, immigrants and refugees; sex workers and people who inject drugs. We are scientists, clinicians and community advocates. We represent an international community, a United States and other countries around the globe that are resisting divisive politics and united in this historic and collective fight to end the HIV epidemic. Read more An open letter: AIDS 2020 Conference Coordinating Committee

Local Abstract Mentoring Program

// Community Access & Engagement, Scientific Leadership, Steering Committee
Monday, December 2, 2019

The AIDS 2020 Local Abstract Mentoring Program (AIDS 2020 L-AMP) is a service offered by the AIDS 2020 Local Planning Group consisting of free interactive mentoring for local organizations and individuals who wish to submit an abstract and present their work at the conference.

Local professionals will be paired with local volunteer academic partners to help raise the voices and experiences of our community at the conference.

Accepted applicants will be paired with a local researcher and will receive free consultation, guidance, and abstract drafting tips for the opportunity to showcase your work on an international stage. Collaborate with other researchers for joint submittals. Engage in mutual learning with researcher collaborators.

Apply for the program by sending an email to:
by Friday, December 6th.  The L-AMP is open to all Bay Area organizations, CBOs, NGOs, government and/or clinic partners.

The Local Planning Group Steering Committee, Scientific Engagement Working Group, and the Community Access and Engagement Working Group.

Questions? Contact the L-AMP program OR APPLY by emailing

Town Hall Meetings

// Community Access & Engagement, Scientific Leadership, Steering Committee

Our second set of Town Halls will be taking place on Thursday, November 7th from 5PM to 7PM in San Francisco and Saturday, November 9th from 12PM to 2PM in Oakland.

The program will address how to support key populations in our communities in abstract submission, scholarship application and conference participation. We will also have a panel discussion on the current State of the Epidemic in the Bay Area followed by a Q&A session.

The AIDS2020 Town Halls are open to the public. They are an opportunity for anyone with questions or concerns about the 23rd International AIDS Conference taking place in San Francisco and Oakland in July 2020 to learn more about conference structure, history, and planning.

RSVP under the Events tab:


// Steering Committee
Thursday, September 12, 2019

We are currently seeking to hire a Project Associate to help support and coordinate all our activities. The ideal candidate has experience working across multiple timelines and tight deadlines, has a background in public health, political and/or social advocacy and event planning experience. This would be a part-time contract position that transitions from 25 hours per week to 35 hours in the weeks leading up to AIDS 2020. Click on the link below to read the full job description.

AIDS2020 LPG Project Associate JD

Local Planning Group Meeting

// Community Access & Engagement, Steering Committee
Monday, July 22, 2019

Our next meeting of the AIDS 2020 Local Planning Group will be held in Oakland on Friday, August 23rd at the City of Refuge in Oakland. We will share updates from the Steering Committee and all our working groups. Representatives from IAS will also be on hand to answer questions.

Parking and entrance are at the rear of the building. Bus #73 and #45 are the best public transport options.

RSVP here!

Town Hall Meetings

// Community Access & Engagement, Steering Committee
Friday, May 24, 2019

The AIDS2020 Town Halls are open to the public. They are an opportunity for anyone with questions or concerns about the 23rd International AIDS Conference taking place in San Francisco and Oakland in July 2020 to learn more about conference structure, history, and planning.

There will also be information on ways one can get involved in local conference related activities. Two additional town halls in each city will be hosted in the year leading up to the conference.

The first Oakland Town Hall is taking place on Wednesday, July 10th, and the first San Francisco Town Hall is taking place on Saturday, July 13th.

RSVP under the Events tab:

Local Planning Group Meeting

// Community Access & Engagement
Wednesday, March 27, 2019

Our next meeting of the AIDS 2020 Local Planning Group will be held in San Francisco on Friday, May 17th from 10:00 AM to 12:00 PM. At this meeting we will share updates from the Steering Committee and all our working groups.

This meeting will be held in the Google Community Space on the Embarcadero. *Please note that the entrance to the space is on Steuart Street.

Please RSVP here if you plan to come and invite your colleagues as well.

National Native HIV/AIDS Awareness Day

// Steering Committee
Wednesday, March 20, 2019

International Indigenous Working Group on HIV & AIDS

Blog post:

March 19, 2019
Reflections on National Native HIV/AIDS Awareness Day: Examining Inequities in the Global Response to HIV/AIDS
By Trevor Stratton, Coordinator for the International Indigenous Working Group on HIV & AIDS for the Canadian Aboriginal AIDS Network

Growing up as a member of the Mississaugas of the Credit First Nation near Toronto, Canada, I was a first-hand witness to how the disparities in HIV/AIDS health care impact Indigenous communities. My story, unfortunately, was not an uncommon one: I learned in 1990 that I was HIV positive, and years later that it had progressed to AIDS. I was forced to face my own fears and stigma associated with acquiring HIV during the height of the epidemic. Thankfully, through the support of the Canadian Aboriginal AIDS Network (CAAN), I realized that I didn’t need to confront this journey alone and I could still live a normal, healthy and purposeful life. That’s when I decided to take action and join forces with CAAN to provide support to others living with HIV/AIDS and advocate for equitable and culturally-sensitive care for this resilient yet underserved population.

When population size is taken into account, the Indigenous population ranks fourth in the US, among ethnicities, in rates of HIV/AIDS. To understand the complexities associated with HIV in the Indigenous population, it’s necessary to consider the Indigenous Peoples’ long history of mistrust towards health and social services stemming from colonialism, displacement, systemic violence and racism, which continue to this day. With about 560 federally-recognized Indigenous tribes who speak more than 170 languages, cultural diversity presents a challenge in HIV prevention. Continued downward pressure on the determinants of Indigenous health has resulted in poverty, multi-generational trauma and high rates of alcohol and drug use contributing to the prevalent rates of HIV in our communities. Aggravating the problem, stigma and racism continue to restrict Indigenous Peoples’ essential access to culturally-appropriate treatment, care and support.

I am proud to be a member of the Conference Coordinating Committee for the 23rd International AIDS Conference (AIDS 2020), enabling the voice of diverse Indigenous communities to be heard. AIDS 2020 is the largest gathering in the world for HIV/AIDS professionals and will take place in San Francisco and Oakland in July 2020.

Indigenous healthcare needs to be front and center in the national conversation, yet to this day it remains painfully ignored. The conference represents an opportunity to stand together with the Indigenous Peoples as a community in the fight against the epidemic. There, we will address the obstacles to reducing HIV disparities and enhancing the health and well-being of Indigenous Peoples. We will explore ways to improve access to HIV services, provide comprehensive prevention information and resources and offer health care services delivered by members of the Indigenous community. We will work to prioritize the accurate representation of Indigenous Peoples in epidemiological data and clinical research. At the core of the HIV response is the right to healthcare for every person, including our Indigenous communities.

All narratives, expertise and experiences must be considered as we move closer to zero new HIV/AIDS cases and ultimately, a cure. In fact, AIDS 2020 is being held on sacred Indigenous lands. During the conference we will welcome delegates to a ceremony honoring the land, an added opportunity to shine a bright light on the Indigenous experience with HIV/AIDS and our role in ending the epidemic. We know how far we have come, and after AIDS 2020, we will have a better understanding of where we still need to go.

Link to site