NYEP Display Planning Guide

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FORMING YOUR QUILT DISPLAY TEAM

What is a Quilt Display Team?

A Quilt Display Team is the key to organizing a successful Quilt display. The team is responsible for coordinating each part of the Quilt display and supervising all volunteers. The team should include at least two or three staff members/advisors and two or three young people.

Who Can Be On the Quilt Display Team?|

Anyone from your organization can be part of the Quilt Display Team, as long as they have the time and commitment to help plan the display.

The team can include:

students and/or youth clients

educators

administrators

support staff

counselors

health professionals

parents and/or community members

organization volunteers

Youth Involvement

To make sure that young people take an active role in organizing the Quilt display, the AIDS Quilt requires that young people be included on your Quilt Display Team. You will also need youth volunteers to help during the display. If your organization or school has a peer health education or peer resource program, this is a good place to start to find youth team members and volunteers. You might also recruit young people through school government associations, community service clubs, local health programs and other youth groups.

What does the Quilt Display Team do?
Team members should divide up the display activities so that one staff and one young person coordinate each of the following:

Team Leadership
Education
Logistics/Security
Public Relations
Panel MakingPanel making

A team member may take on more than one area (for example, the Team Leader might also coordinate public relations, or a Logistics/Security Coordinator might also be responsible for panel making).

The activities of each of the Quilt Display Team members are described in the next section.

QUILT DISPLAY TEAM ACTIVITIES

Team Leaders

You should designate one staff and one young person from your Quilt Display Team as team leaders. Team leaders perform a variety of duties such as:

Serve as the contact between your organization and the Quilt.
Quilt staff can provide on-going technical assistance to your organization as you plan your display. We also send you various materials to be used in your display. Team leaders are responsible for maintaining contact with the Quilt and distributing materials to the appropriate team members and volunteers.
Oversee Quilt Display Team activities
Team leaders should provide support and guidance to team members and volunteers, making sure that all parts of the display are being planned well. Team leaders should hold team meetings on a regular basis to coordinate the different team activities.
Obtain approval from your organization's administration for Quilt display activities.
Your Quilt display will only be successful if it has the support of your organization's administration. Team leaders are responsible for involving the administration in the display and obtaining their approval for display activities.
Send block requests to the Foundation
Your organization or school may request specific blocks. These might be blocks which include panels made by your organization or for people from your community, or other panels that will have a strong impact on the young people. If you want a specific block, you should request it as early as possible after your display has been approved. Block requests must be made in writing and are honored on a first-come, first-served basis.
Coordinate evaluation activities
To make sure that the National Youth Education Program is effective in reaching young people, the Quilt conducts an evaluation of the program. We ask organizations to participate in these evaluation activities, which may include adult and youth surveys. Team leaders will receive an evaluation packet with instructions and forms after the end of the Quilt display Program.

EDUCATION

Education coordinators are responsible for linking the Quilt display to your organization's HIV prevention and health programs

Education coordinators serve in the following ways:

Review educational materials and distribute to the appropriate team members or volunteers.
Organize youth and adult volunteers to help provide education during the display.
Coordinate educational activities during the display, including tours of the Quilt and special events, such as an opening ceremony.

LOGISTICS/SECURITY

Logistics/Security coordinators are responsible for safeguarding the Quilt while it is at your organization or school, as well as for making the necessary preparations for the display site. You will receive an Installation Guide that describes each of the Logistics/Security activitie

Logistics/Security coordinators serve in the following ways:

Direct the choosing of the display site.
Hang the Quilt for the display.
Protect the Quilt with help from volunteer security monitors.
Set up the signature square.
Coordinate receiving the Quilt and returning it to the National Office in Atlanta.

PUBLIC RELATIONS

Public relations coordinators are responsible for encouraging people from your organization or school and community to become involved in the display. You will receive a package of public relations materials that will help you publicize the display.

Public relations coordinators serve in the following ways:

Conduct publicity to recruit volunteers and to generate youth and adult interest in seeing the Quilt.
Coordinate youth publicity projects, such as poster or essay contests.
Work with schools and community media.

PANELMAKING

Panel making is an optional but potentially quite powerful part of a Quilt display. Panel making coordinators organize the making of new Quilt panels by people in your community to be submitted to the NAMES Project. This can be a very meaningful activity that gives people in your community a fuller appreciation of the Quilt. You will receive materials that describe the requirements for making a panel and suggestions for organizing community panel making projects.

Panel making coordinators serve in the following ways:

Organize youth and adult participation in the making of Quilt panels, including the organization of the necessary materials.
Coordinate a public presentation of the new panels at your Quilt display and organization.
Send new panel(s) with information to the National Office in Atlanta.

HOW TO APPLY

Applications for the National Youth Education Program should be submitted at least 3 months before the date you propose to hold the Quilt display. An effective program and display takes at least three months to plan so you should schedule accordingly.

About the application forms

The application forms let us know how your Quilt display will benefit young people at your school or organization and strengthen your HIV prevention curriculum. Please provide as much detail as possible about the activities you plan to conduct

The Quilt Display Team should include youth as well as staff. If you do not know a specific individual for a position because of possible transitions, tell us who is likely to be in that position (for example "a peer health educator")

The floor plan should show that your display site meets the basic requirements to protect the Quilt. The floor plan will help us provide technical assistance with logistical planning for the display.
Selection of qualifying organization

Our staff will review your application and try to make a decision within four weeks of receiving it. In some cases, we may need to contact you for more information before making a decision. Some of the things we consider include:
- Whether or not the proposed display meets the basic logistical requirements to ensure the safety of the Quilt.
- Whether or not the proposed display has the potential to benefit the school or organization's HIV prevention curriculum.
- Whether or not youth are actively involved in organizing and implementing the display.
- How the school or organization's location, size, setting and youth population will contribute to the overall diversity of the National Youth Education Programs.

If you need help in completing the application, please contact a Display Coordinator at (404) 688-5500 or via email at: displays@aidsquilt.org.

Please keep a copy of your completed application for your records and send the completed original application to:

Display Coordinator
The NAMES Project Foundation
637 Hoke Street NW
Atlanta, GA 30318-4315

The NAMES Project Foundation
AIDS Memorial Quilt
637 Hoke St NW • Atlanta, GA 30318-4315
Phone: (404) 688-5500 - Fax: (404) 688-5552
General Inquiries eMail: info@aidsquilt.org

remember. understand. share the lessons. act.



You are here: www.AIDSQuilt.org > _About The Quilt > __Display Programs > ___NYEP > ____Planning NYEP Displays Related Links: NYEP FAQs Display Application NYEP Installation Guide Support The Quilt's National Youth Education Program with an online donation today!
				Planning NYEP Displays Contents: Introduction Forming Your Quilt Display Team Quilt Display Team Activities Education Logistics/Security Public Relations Panelmaking How to Apply The National Youth Education Program gives you the chance to display the AIDS Memorial Quilt as part of your organization or school’s HIV prevention program. Participants receive up to four twelve-foot-by-twelve-foot sections of the Quilt to display for up to five days.
The following describes the activities involved in organizing a display of the Quilt. This information will help you complete the application form. If your organization's or school's display application is accepted, you will receive additional materials that will help you to plan your display. The activities involved in organizing a youth display of the AIDS Memorial Quilt fall into five general areas: Team Leadership Education Logistics/Security Public Relations Panel making These positions make up the Quilt Display Team, which works together to coordinate each part of the display. When planning your display you should think about: How can you use the Quilt to strengthen your organization or school’s HIV prevention program? Whether you have an extensive HIV prevention program or you are just beginning, your Quilt display can help build support for more prevention activities. How can youth be involved in organizing the display? Youth educating other youth is an effective way to promote HIV prevention. Encourage youth to come up with their own ideas for using the display to educate their peers. What kinds of activities will people at your organization or school respond to? Think of ways that people from your organization, school or community will get the most out of the display. FORMING YOUR QUILT DISPLAY TEAM What is a Quilt Display Team? A Quilt Display Team is the key to organizing a successful Quilt display. The team is responsible for coordinating each part of the Quilt display and supervising all volunteers. The team should include at least two or three staff members/advisors and two or three young people. Who Can Be On the Quilt Display Team?\| Anyone from your organization can be part of the Quilt Display Team, as long as they have the time and commitment to help plan the display. The team can include: students and/or youth clients educators administrators support staff counselors health professionals parents and/or community members organization volunteers Youth Involvement To make sure that young people take an active role in organizing the Quilt display, the AIDS Quilt requires that young people be included on your Quilt Display Team. You will also need youth volunteers to help during the display. If your organization or school has a peer health education or peer resource program, this is a good place to start to find youth team members and volunteers. You might also recruit young people through school government associations, community service clubs, local health programs and other youth groups. What does the Quilt Display Team do? Team members should divide up the display activities so that one staff and one young person coordinate each of the following: Team Leadership Education Logistics/Security Public Relations Panel MakingPanel making A team member may take on more than one area (for example, the Team Leader might also coordinate public relations, or a Logistics/Security Coordinator might also be responsible for panel making). The activities of each of the Quilt Display Team members are described in the next section. QUILT DISPLAY TEAM ACTIVITIES Team Leaders You should designate one staff and one young person from your Quilt Display Team as team leaders. Team leaders perform a variety of duties such as: Serve as the contact between your organization and the Quilt. Quilt staff can provide on-going technical assistance to your organization as you plan your display. We also send you various materials to be used in your display. Team leaders are responsible for maintaining contact with the Quilt and distributing materials to the appropriate team members and volunteers. Oversee Quilt Display Team activities Team leaders should provide support and guidance to team members and volunteers, making sure that all parts of the display are being planned well. Team leaders should hold team meetings on a regular basis to coordinate the different team activities. Obtain approval from your organization's administration for Quilt display activities. Your Quilt display will only be successful if it has the support of your organization's administration. Team leaders are responsible for involving the administration in the display and obtaining their approval for display activities. Send block requests to the Foundation Your organization or school may request specific blocks. These might be blocks which include panels made by your organization or for people from your community, or other panels that will have a strong impact on the young people. If you want a specific block, you should request it as early as possible after your display has been approved. Block requests must be made in writing and are honored on a first-come, first-served basis. Coordinate evaluation activities To make sure that the National Youth Education Program is effective in reaching young people, the Quilt conducts an evaluation of the program. We ask organizations to participate in these evaluation activities, which may include adult and youth surveys. Team leaders will receive an evaluation packet with instructions and forms after the end of the Quilt display Program. EDUCATION Education coordinators are responsible for linking the Quilt display to your organization's HIV prevention and health programs Education coordinators serve in the following ways: Review educational materials and distribute to the appropriate team members or volunteers. Organize youth and adult volunteers to help provide education during the display. Coordinate educational activities during the display, including tours of the Quilt and special events, such as an opening ceremony. LOGISTICS/SECURITY Logistics/Security coordinators are responsible for safeguarding the Quilt while it is at your organization or school, as well as for making the necessary preparations for the display site. You will receive an Installation Guide that describes each of the Logistics/Security activitie Logistics/Security coordinators serve in the following ways: Direct the choosing of the display site. Hang the Quilt for the display. Protect the Quilt with help from volunteer security monitors. Set up the signature square. Coordinate receiving the Quilt and returning it to the National Office in Atlanta. PUBLIC RELATIONS Public relations coordinators are responsible for encouraging people from your organization or school and community to become involved in the display. You will receive a package of public relations materials that will help you publicize the display. Public relations coordinators serve in the following ways: Conduct publicity to recruit volunteers and to generate youth and adult interest in seeing the Quilt. Coordinate youth publicity projects, such as poster or essay contests. Work with schools and community media. PANELMAKING Panel making is an optional but potentially quite powerful part of a Quilt display. Panel making coordinators organize the making of new Quilt panels by people in your community to be submitted to the NAMES Project. This can be a very meaningful activity that gives people in your community a fuller appreciation of the Quilt. You will receive materials that describe the requirements for making a panel and suggestions for organizing community panel making projects. Panel making coordinators serve in the following ways: Organize youth and adult participation in the making of Quilt panels, including the organization of the necessary materials. Coordinate a public presentation of the new panels at your Quilt display and organization. Send new panel(s) with information to the National Office in Atlanta. HOW TO APPLY Applications for the National Youth Education Program should be submitted at least 3 months before the date you propose to hold the Quilt display. An effective program and display takes at least three months to plan so you should schedule accordingly. About the application forms The application forms let us know how your Quilt display will benefit young people at your school or organization and strengthen your HIV prevention curriculum. Please provide as much detail as possible about the activities you plan to conduct The Quilt Display Team should include youth as well as staff. If you do not know a specific individual for a position because of possible transitions, tell us who is likely to be in that position (for example "a peer health educator") The floor plan should show that your display site meets the basic requirements to protect the Quilt. The floor plan will help us provide technical assistance with logistical planning for the display. Selection of qualifying organization Our staff will review your application and try to make a decision within four weeks of receiving it. In some cases, we may need to contact you for more information before making a decision. Some of the things we consider include: Whether or not the proposed display meets the basic logistical requirements to ensure the safety of the Quilt. Whether or not the proposed display has the potential to benefit the school or organization's HIV prevention curriculum. Whether or not youth are actively involved in organizing and implementing the display. How the school or organization's location, size, setting and youth population will contribute to the overall diversity of the National Youth Education Programs. If you need help in completing the application, please contact a Display Coordinator at (404) 688-5500 or via email at: displays@aidsquilt.org. Please keep a copy of your completed application for your records and send the completed original application to: Display Coordinator The NAMES Project Foundation 637 Hoke Street NW Atlanta, GA 30318-4315 The NAMES Project Foundation AIDS Memorial Quilt 637 Hoke St NW • Atlanta, GA 30318-4315 Phone: (404) 688-5500 - Fax: (404) 688-5552 General Inquiries eMail: info@aidsquilt.org remember. understand. share the lessons. act.