The VIVA Approach : Fundamentals in Charity Event Planning

Problem: Ineffective: According to a 2007 study conducted by Charity Navigator, for every $1 raised through a charitable event, $1.33 is spent on expenses Inefficient: Fundraising volunteers – those millions of women who reach out to help others, reinvent the proverbial wheel when creating a fundraiser.

Solution: VIVA Approach Vivanista provides the step-by-step tools to produce efficient and effective fund raisers Structure for planning and implementing a successful event Templates to support the fund raising effort

Vivanista provides the step-by-step tools to produce efficient and effective fund raisers

Structure for planning and implementing a successful event

Templates to support the fund raising effort

VIVA 4-Step Approach

V ision GOALS - PLAN - BUDGET V IVA Step 1: “ We may affirm that nothing great in the world has been accomplished without passion.” - G.W. Friedrich Hegel

GOALS - PLAN - BUDGET

Set GOALS Quantitative goals: Compare to past events Best/worst case scenarios Relative financial impact on nonprofit Qualitative: Warm Glow: emotional connection guests receive by attending Community Outreach: building awareness V IVA Step 1:

Quantitative goals:

Compare to past events

Best/worst case scenarios

Relative financial impact on nonprofit

Qualitative:

Warm Glow: emotional connection guests receive by attending

Community Outreach: building awareness

Make a PLAN Create a road map Set Expectations Determine Timeframe Strategize Partnerships V IVA Step 1:

Create a road map

Set Expectations

Determine Timeframe

Strategize Partnerships

Determine BUDGET Revenue planning Ticket pricing Sponsorships Attendance goals Cost controls Set goals: reduce expenses by a certain % Analyze whether all expenses are necessary Determine those items that can be completed by volunteers, thereby saving money Do not cut out what makes the event special V IVA Step 1:

Revenue planning

Ticket pricing

Sponsorships

Attendance goals

Cost controls

Set goals: reduce expenses by a certain %

Analyze whether all expenses are necessary

Determine those items that can be completed by volunteers, thereby saving money

Do not cut out what makes the event special

I mplementation V I VA Step 2: “ Vision without action is a dream. Action without vision is simply passing the time. Action with Vision is making a positive difference.” - Joel Barker

COMMITTEE Leadership Volunteers who have the time and passion Volunteers who have experience, whether direct or through work Job/Committee responsibilities Depending on the event, split responsibilities and give clear-cut direction Get committee(s) bought in that they’re part of the success Interrelationships Flush out any potential overlaps V I VA Step 2:

Leadership

Volunteers who have the time and passion

Volunteers who have experience, whether direct or through work

Job/Committee responsibilities

Depending on the event, split responsibilities and give clear-cut direction

Get committee(s) bought in that they’re part of the success

Interrelationships

Flush out any potential overlaps

ACTION PLAN Timeline - Expectations V I VA Step 2:

Timeline - Expectations

SPONSORSHIP Corporate - Individual V I VA Step 2:

Corporate - Individual

MARKETING Press relations - Graphic design - Invitation - Program V I VA Step 2:

Press relations - Graphic design - Invitation - Program

AUCTION Live - Silent - Fund In Need V I VA Step 2:

Live - Silent - Fund In Need

REGULATIONS Local municipality - State/Federal V I VA Step 2:

Local municipality - State/Federal

e V ent CONSIDERATIONS: PRODUCTION & ATTENDEES VI V A Step 3: “ Teamwork is the ability to work toward common vision” -Andrew Carnegie

CONSIDERATIONS: PRODUCTION & ATTENDEES

PRODUCTION Week before Keeping all parties informed Contingency planning Day of Setting expectations Volunteer management VI V A Step 3:

Week before

Keeping all parties informed

Contingency planning

Day of

Setting expectations

Volunteer management

ATTENDEES Keeping in touch - On-site Registration Post-event Appreciation VI V A Step 3:

Keeping in touch - On-site Registration

Post-event Appreciation

A nalyze FINAL REPORT Plans for moving forward Succession planning Staffing recommendation VIV A Step 4: “ Failure is only the opportunity to begin again, only this time more wisely.” -Unknown author

FINAL REPORT

Plans for moving forward

Succession planning

Staffing recommendation

FINAL REPORT Purpose Goal achievement Successes Opportunities for Improvement Budget comparison to actual Attendance VI V A Step 3:

Purpose

Goal achievement

Successes

Opportunities for Improvement

Budget comparison to actual

Attendance

Summary Put together a realistic, conservative V ision I mplement a plan with milestones Be prepared for the actual e V ent A nalyze the results after the event is concluded

Put together a realistic, conservative V ision

I mplement a plan with milestones

Be prepared for the actual e V ent

A nalyze the results after the event is concluded

Call To ACTION Contribute fund raising tips to Vivanista Comment on how you will use this seminar If you have specific charitable event questions, post them at Post Street VI V A Step 3:

Contribute fund raising tips to Vivanista

Comment on how you will use this seminar

If you have specific charitable event questions, post them at Post Street

WWW.VIVANISTA.COM Search Vivanista For Fund-raising Resources Best Practices, Event Idea’s, Templates, Budgets, Timeline’s, Action Plan’s, Tip’s & Tales from event chairs and more…

Search Vivanista For

Fund-raising Resources

Best Practices, Event Idea’s, Templates, Budgets, Timeline’s, Action Plan’s, Tip’s & Tales from event chairs and more…

Resources Photos: Steps: http://www.flickr.com/photos/svenwerk/1491524213/ Mt. McKinley: http://www.flickr.com/photos/mikep/32079891/in/photostream/ Steps: http://www.flickr.com/photos/svenwerk/1491524213/ Group Planning: http://www.flickr.com/photos/38256513@N06/3525431333/in/photostream/ Make a Plan: http://www.flickr.com/photos/jonandbev-adams/3897058375/ Action Plan: http://www.flickr.com/photos/valeriebb/3512984615/ Notepad: http://www.flickr.com/photos/aspidistra/3317258810/ Sponsorship, Attendees, productions: www.drewaltizer.com Invitations: http://www.flickr.com/photos/aus_chick/2805622941/ Auction: Parca Fashion Show Regulations/ Police officer: http://www.flickr.com/photos/9523052@N07/3135421163/ Team Work: http://www.flickr.com/photos/wakelandhigh/3543063074/ Analyze: http://www.flickr.com/photos/38256513@N06/3525431255/in/photostream/ Final Report: http://www.flickr.com/photos/31796655@N07/2974942783/

Photos:

Steps: http://www.flickr.com/photos/svenwerk/1491524213/

Mt. McKinley: http://www.flickr.com/photos/mikep/32079891/in/photostream/

Steps: http://www.flickr.com/photos/svenwerk/1491524213/

Group Planning: http://www.flickr.com/photos/38256513@N06/3525431333/in/photostream/

Make a Plan: http://www.flickr.com/photos/jonandbev-adams/3897058375/

Action Plan: http://www.flickr.com/photos/valeriebb/3512984615/

Notepad: http://www.flickr.com/photos/aspidistra/3317258810/

Sponsorship, Attendees, productions: www.drewaltizer.com

Invitations: http://www.flickr.com/photos/aus_chick/2805622941/

Auction: Parca Fashion Show

Regulations/ Police officer: http://www.flickr.com/photos/9523052@N07/3135421163/

Team Work: http://www.flickr.com/photos/wakelandhigh/3543063074/

Analyze: http://www.flickr.com/photos/38256513@N06/3525431255/in/photostream/

Final Report: http://www.flickr.com/photos/31796655@N07/2974942783/