AIDS 2008 PROGRAMME ACTIVITES

WORKING GROUP
TERMS OF REFERENCE

1. For Global Village, (GV), Youth and Cultural Programme Working

Group members

2. PURPOSE

The purpose of the working groups is to provide overall planning and

guidance for the development of the GV, Youth and Cultural Programmes
to take place at the XVII International AIDS Conference in August 2008 in
Mexico City.

3. STRATEGIC OBJECTIVES AND OUTCOMES

• Develop key objectives for programme activities (either the GV, or

Youth or Cultural Programme)
• Develop selection criteria for the application, review and selection
process;
• Identify potential programming ideas and initiatives;
• Review submitted applications and participate in selection process;
• Assist with resource identification and recommendations;
• Provide on-going support in planning for the programme activity.

4. COMPOSITION OF WORKING GROUPS

Global Village:
Governance:
1 Chair (from Community Programme Committee)
3 x programme committee members - 1 from the Leadership Programme
Committee (LPC), Community Programme Committee (CPC) and the
Scientific Programme Committee (SPC)
2 x local representatives
2 x Latin America and the Caribbean (LAC) regional reps
4 x International Representatives
2 x working group members – 1 from each of the youth and cultural
programmes

Support staff: GV Programme Coordinator (Conference Secretariat -

Mexico City)

Youth activities
Governance:
1 x CPC member (to Co-chair, youth rep)
1 x LPC member (to Co-chair, youth rep)
1 x programme committee member (from the SPC)
4 x reps from int. youth groups
2 x reps from Mexican youth organizations
1 x LAC regional rep.
2 x working group members – 1 from each of the GV and cultural
programmes (youth reps if possible)

Support staff: Youth Programme Coordinator (Conference Secretariat -

Mexico City)

1
 Cultural:
Governance:
1 Chair (from CPC)
3 x programme committee members (1 each from LPC, SPC and CPC)
2 x local reps from organizations that combine art with work around HIV
/AIDS
2 x reps from relevant international arts and HIV/AIDS orgs
2 x working group members – 1 from each of the youth and GV
programmes

Support staff: Cultural Programme Coordinator (Conference Secretariat -

Mexico City)

As the working groups aim to be representative, membership will strive to

be as diverse and equitable as possible in regards to gender, HIV status,
age, ethno-cultural background, geographic and regional representation.

5. PLACE IN THE CONFERENCE STRUCTURE

To ensure full programme integration and cohesion, some decisions made

by the working groups will be subject to endorsement/approval by other
conference organizing bodies such as the Community Programme
Committee and Conference Coordinating Committee. All working groups
(GV, youth and cultural) will also work in close partnership with each
other.

The following is a description of the relationship between the working

groups and other committees within the AIDS 2008 Conference planning
structure:

- The Community Programme Committee (CPC) will provide on-going

guidance, advice and support to the working groups;
- The Conference Coordinating Committee (CCC) serves as the final level
of approval for contentious issues or decisions outside the approved
principles and framework.
- The Conference Secretariat Staff will ensure on-going management,
coordination and support for the working groups and for the
implementation of the programme activities, including the application and
review/selection process.

6. STAFF SUPPORT

Each Working Group Coordinator will:

• Provide administrative support to the working group;
• Coordinate proper endorsement/approval of working group
decisions by relevant conference organizing bodies;
• Coordinate the implementation of working group recommendations
and decisions.

7. MEETINGS

Working groups will meet approximately 4 times between October 2007 -

August 2008.

2
 Meetings will occur in Mexico City. In general, members not in Mexico City
at the time of the meeting will be connected by teleconference. Meetings
are expected to last anywhere between 1.5 to 3 hours.

Active member involvement is important. Members are expected to

participate in all meetings and to notify the Chairperson/Co-Chairs
or the Working Group Coordinator at least one day in advance in
case of their absence.

As a general rule, meeting agendas and related documentation will be

distributed via email one week prior to working group meetings by the
Working Group Coordinator.

8. DECISION MAKING

Quorum for decision-making purposes will be 50% of the working group

membership and one chairperson.

Decisions will be made by consensus. If consensus is not possible, working

members will agree on, and carry out, a process to deal with the issue.

9. RECORDING

Minutes summarizing issues raised and action items will be taken by the
Working Group Coordinator and distributed by email to working group
members following the meeting.

10. DELIVERABLES

• Advise on and make recommendations pertaining to:

o Programme activity objectives;
o Potential programming ideas and initiatives;
o Review and selection criteria;
• Review programme activity applications and carry out selection
process;
• Prepare for working group meetings by reviewing meeting agendas and
related documentation
• Act as liaisons between working group and the wider community.