Display Host Tool Kit
Here’s a few tools you can use to help with the success of your upcoming Quilt Display:
- How to Make A Panel Brochure
- AIDS Memorial Quilt Guest Book Template
- Quilt Facts
- Sample Press Release
- Quilt Images for General Use
- Reader’s List
Press Material for Display Hosts
To help publicize your display, we have included a sample press release, media advisory and public service announcements that you may use as a guide for developing press material for your upcoming display. Feel free to use any of the following sample material along with relevant information that the media in your community will find compelling. As you know, providing the media with information on your display will help to ensure that more people are aware of and attend your display. Also included is Quilt background information (history, mission, fact sheet) and style guidelines to help you as you create your own press materials about the display.
A press release should contain all the basic information about your display (who, what, where, when and why), some background information about The Quilt and some quotes from the event organizers along with those provided in the sample release. Double-space your release. Keep your paragraphs short and limit the entire press release to no more than two pages. The press release should be mailed or faxed to daily papers two to three weeks prior to your event and to weekly papers one month in advance of the display.
Before sending the release out, call the local media to find out their required lead times and the names of the people to whom you should address the release. You should also follow up with a phone call to the main newspapers and television stations in your community to make sure they received the press release and to encourage them to cover the story. In some cases, it is desirable to mail copies of the press releases to several people at the same media outlet. For instance, at a large newspaper you might mail press releases to the assignment editor, city editor, features editor and a reporter who typically covers AIDS-related stories.
Magazines usually work three to four months out and therefore, they will need information several months in advance. The release should be mailed with background information on The NAMES Project Foundation (history, fact sheet, mission statement, etc.) You can also use this information to develop a press kit for media covering the display.
Here is your sample press release:
DATE: (THE DATE YOU ARE MAILING THE RELEASE OUT)
CONTACT: (YOUR NAME HERE WITH PHONE NUMBER)
(YOUR ORGANIZATION HERE) TO HOST A DISPLAY OF
THE NOBEL PRIZE NOMINATED AIDS MEMORIAL QUILT
(DATES) AT (WHERE)
YOUR CITY HERE – Sections of the internationally celebrated AIDS Memorial Quilt – the 54-ton, handmade tapestry that stands as a memorial to more than 96,000 individuals lost to AIDS – will be on view from (DATE) at the (LOCATION) in (CITY). This free display of The AIDS Memorial Quilt is being hosted by (YOUR ORGANIZATION) and visitors may attend (DAYS) from (TIMES).
Established in 1987, The NAMES Project Foundation is the international organization that is the custodian of The AIDS Memorial Quilt. The AIDS Memorial Quilt began with a single 3 x 6 foot panel created in San Francisco in 1987. Today, The Quilt is composed of more than 49,000 individual 3 x 6 foot panels, each one commemorating the life of someone who has died of AIDS. These panels come from every state in the nation, every corner of the globe and they have been sewn by hundreds of thousands of friends, lovers and family members into this epic memorial, the largest piece of ongoing community art in the world.
In a war against a disease that has no cure, The AIDS Memorial Quilt has evolved as our most potent tool in the effort to educate against the lethal threat of AIDS. By revealing the humanity behind the statistics, The AIDS Memorial Quilt helps teach compassion, triumphs over taboo, stigma and phobia; and inspires individuals to take direct responsibility for their own well-being and that of their family, friends and community.
Julie Rhoad, Executive Director of The NAMES Project Foundation explains, “We are thrilled to have the chance to share The AIDS Memorial Quilt with your community. These handmade blocks, created by friends and family, tell the stories of individuals who have lost their lives to AIDS. We bring you their stories in the hope of inspiring compassion, healing and personal responsibility. We thank (your organization) for hosting this event and we invite you all out to see what wonderful art we have created together as a nation.”
Sections are continuously on display across the country in schools, churches, community centers, businesses, corporations and a variety of other institutional settings all in the hope of making the realities of HIV and AIDS real, human and immediate. To date, more than15 million people have seen The AIDS Memorial Quilt at tens of thousands of display throughout the world.
For more information on the upcoming display in (LOCATION OR CITY), please call (YOUR NUMBER HERE). For more information on The NAMES Project and The AIDS Memorial Quilt, please visit aidsquilt.org or call the national headquarters at (404) 688-5500.
# # #
To download high-resolution photographic images of The AIDS Memorial Quilt,
please contact Roddy Williams @ 404.688.5500, ext 224 or email@example.com.
The media advisory is a last-minute reminder to the media. It should reach them no more than one or two days before the opening of the display. It should be no longer than one page and need not be double-spaced since it’s not for editing or printing.
Here is your Sample Media Advisory:
CONTACT: (NAME, PHONE)
(Organization/City) Display of The AIDS Memorial Quilt Open
(Date) at (Location)
WHAT: Blocks from the internationally celebrated AIDS Memorial Quilt, which commemorates the lives of people lost to AIDS, will be on view for (number of days) days in the (city) area. During the opening ceremony, teams of volunteers from (names of organizations providing volunteers) will unfold The Quilt and (names of prominent readers) will read the names of some of those who have died. The display is free and open to the public.
WHEN: From (Opening date and time) to (Closing date and time)
WHERE: (Location, address)
WHO: (Name of host)
WHY: To illustrate the ongoing impact of the AIDS pandemic in our country and community and to promote awareness, compassion, healing, prevention education, and to encourage support and funding for organizations assisting people living with AIDS.
Public Service Announcements
Public Service Announcements are free 10- or 30-second radio announcements read on radio stations as part of their community service. This is a free way you might be able to gain some exposure for your display. Before mailing public service announcement to your local radio stations, call the public affairs or public service departments at those stations to find out what length PSAs they prefer. There are 10- and 30-second announcements included. You may complete them by filling in the appropriate information and double check their length by reading the complete script. To adjust their length to fit the requirements of your local stations, add standard Quilt phrases as “See The Quilt and Understand” or delete unnecessary words.
SAMPLE PUBLIC SERVICE ANNOUNCEMENTS:
TIME: 30 SECONDS
SECTIONS OF THE INTERNATIONALLY CELEBRATED AIDS MEMORIAL
QUILT WILL BE ON VIEW (DATES) AT (LOCATION). THIS STUNNING 54-TON
TAPESTRY INCLUDES 49,000 INDIVIDUAL, HAND-MADE PANELS HONORING MORE
THAN 96,000 LOVED ONES LOST TO AIDS. HOSTED BY (YOUR ORGANIZATION)
THIS FREE DISPLAY WILL BE OPEN (DAY AND TIMES). FOR MORE
INFORMATION ON THIS DISPLAY OF THE AIDS MEMORIAL QUILT, PLEASE CALL
(PHONE NUMBER) OR GO TO (WEBSITE).
TIME: 10 SECONDS
(YOUR ORGANIZATION) WILL HOST A DISPLAY OF THE NOBEL PRIZE-
NOMINATED AIDS MEMORIAL QUILT (DATE) AT (LOCATION). FOR MORE
INFORMATION ON THIS FREE DISPLAY, PLEASE CALL (PHONE NUMBER)
# # #
As one of our display partners, we ask that you help us by following stylistic guidelines in referring to our organization and The Quilt.
In any written material The NAMES Project Foundation must be identified as: The NAMES Project Foundation. In later references, you may also refer to the organization as The NAMES Project. The asset of The NAMES Project Foundation is: The AIDS Memorial Quilt. After using The AIDS Memorial Quilt in a first reference, you may use The Quilt in later references (please note the capital “T” in The). The Quilt should never be referred to as The Memorial Quilt. These guidelines apply to all uses – print, spoken, web, etc.
The logo of The NAMES Project Foundation/AIDS Memorial Quilt must remain in tact. No changes or additions may be made to the logo under any condition.