The Viva Approach to Charitable Event Planning

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

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

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:

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

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:

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:

ACTION PLAN
Timeline - Expectations
V I VA Step 2:

SPONSORSHIP
Corporate - Individual
V I VA Step 2:

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

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

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

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

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

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

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

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

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:

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…

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/

The Viva Approach to Charitable Event Planning

by Vivanista on Sep 30, 2009

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The Viva Approach to Charitable Event Planning — Webinar Transcript

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