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VolunteerMatch Solutions BPN Webinar: Big Events – How To Plan the Perfect Corporate Day, Week or Month of Service

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November 2012 Best Practice Network Webinar, presented by VolunteerMatch …

November 2012 Best Practice Network Webinar, presented by VolunteerMatch

Service events organized around a specific day, week or month are a great way for companies to showcase their commitments to service and activate employees to take part. In fact, a recent study from VolunteerMatch found that nearly three quarters of highly effective employee volunteer programs host a signature service event. But pulling off these large and focused events is not easy – it takes a mix of strategy, event planning, communication and enthusiasm to make them a success.

Join us for a session that will open your eyes to the possibilities of service events, and how to plan the perfect day, week or month of service at your organization.

David Levinson of Big Sunday, a nonprofit with a mission to build community through community service, to learn what it takes to start a day of service from scratch. Vicki Carayiannis of FedEx will share stories and inspiration for starting and continuing successful service events, drawing on her experience in organizing the company’s annual FedEx Cares Week.

About Our Guest Speakers
David Levinson is the Founder and Executive Director of Big Sunday. At Big Sunday, the idea is that everyone has some way that they can help somebody else. Big Sunday started as a single day of community service, and now offers all kinds of volunteering and giving opportunities all year ‘round, for more than 50,000 people throughout California. In 2009 David was named Best Nonprofit Leader in California by Governor Arnold Schwarzenegger, First Lady Maria Shriver, and CaliforniaVolunteers. His book, Everyone Helps, Everyone Wins; How Absolutely Anyone Can Pitch In, Help Out, Give Back and Make the World a Better Place was published by the Hudson Street Press in 2010.

Vicki V. Carayiannis, a 29-year employee at FedEx, is responsible for the development and implementation of a global volunteer strategy for FedEx.

A winner of two Five Star Awards, the company’s highest award for performance, Vicki has served in several different positions during her tenure including Government Affairs, Ground Operations, Human Resources, and Corporate Communications. Managing the United Way campaign for five years, FedEx increased their donations from $15 million to $16 million in one year. One of her most exciting and memorable experiences was serving as project manager for the building of the World War II Memorial in Washington, DC.

Vicki is involved in her community and serves on local boards including March of Dimes, Memphis Regional Food Bank, Volunteer Mid-South and FedExFamilyHouse. An event organizer at heart, Vicki has organized and chaired numerous events for the March of Dimes, First Works, Big Brother’s Big Sisters and founded her own 501(c)3 called Have a Heart to feed the homeless. Her charity work with March of Dimes put Memphis in the top three cities in the nation for fundraising with the Signature Chef’s event.

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  • 1. Big Events:How To Plan the Perfect Corporate Day, Week or Month of Service David Levinson Vicki Carayiannis Founder & Executive Director Communications Advisor Big Sunday FedEx Services November 13, 2012
  • 2. How To Ask Questions• Type questions into the box on the right side of the your screen• Submit via Twitter to @VM_Solutions using “#VMbpn”• We will pose questions at the end of the presentation• A copy of the sides will be circulated after the event 2
  • 3. 3
  • 4. 4
  • 5. Why? 5
  • 6. 1. A cause that’s important.2. The right thing to do.3. Team building.4. P.R. 6
  • 7. • Someone has asked you to. 7
  • 8. 8
  • 9. 9
  • 10. • Every other company is volunteering. 10
  • 11. Be honest. 11
  • 12. Who? 12
  • 13. 13
  • 14. 14
  • 15. 15
  • 16. When? 16
  • 17. 17
  • 18. 18
  • 19. What? 19
  • 20. 20
  • 21. 21
  • 22. 22
  • 23. 23
  • 24. 24
  • 25. How? 25
  • 26. It’s not the what, it’s the how. 26
  • 27. FUN!!! 27
  • 28. 28
  • 29. Stay calm. 29
  • 30. How? 2 30
  • 31. Happy. 31
  • 32. Busy. 32
  • 33. And safe. 33
  • 34. 34
  • 35. Manage expectations. 35
  • 36. • What to expect.• What they’re going to do.• Possible pitfalls. 36
  • 37. Expect the unexpected. 37
  • 38. It’s all good. 38
  • 39. • The nonprofit is your friend. 39
  • 40. 40
  • 41. Thanks. 41
  • 42. 42
  • 43. 43
  • 44. 44
  • 45. www.bigsunday.orgdavid@bigsunday.org 45
  • 46. Thanks. 46
  • 47. FedEx Cares WeekPresented by: Vicki CarayiannisNovember 2012
  • 48. FedEx OverviewCompany Overview “Federal Express” founded in 1973 Invented “overnight delivery” Headquarters, Memphis, TN Today, we have over 8 companies, with operating company headquarters in Dallas, Pittsburgh, Cleveland, Harrison. We provide customers and businesses worldwide a broad portfolio of transportation, e-commerce and business services. Over 290,000 team members worldwide Approximately 35k in MEM Over 220 countries and territories FedEx Cares Week November 2012 48
  • 49. FedEx Cares Week Program OverviewFedEx Cares Week Began in 2004 Founded to support United Way campaign A designated week during fall Timing has varied from beginning of campaign to middle of campaign Expanded all Operating Companies in 2007 Expanded globally 2007 All global regions participated in 2011 Single largest global volunteer effort at FedEx FedEx Cares Week November 2012 49
  • 50. Goals & ObjectivesGoals (change yearly) Motivate, inspire team members Support the FedEx United Way campaign.* Enhance the FedEx reputation and culture Increase reach and impact around the globeObjectives (change yearly) Increase utilization of social & digital media communications Create a meaningful volunteer experience Improve and streamline FedEx Cares * Pertains only to U.S.-based team members Week processes FedEx Cares Week November 2012 50*
  • 51. 2012 Global Numbers Exceed 2011 Results 2012 - 2011 Volunteers Countries Markets Projects Estimated Hours Anticipated APAC 14 - 14 14 - 12 31 - 18 1,000 - 1,225 4,000 - 4,370 Canada 1- 1 17 - 13 26 - 20 350 - 230 1,400 - 834 EMEA 10- 9 16 - 9 14 - 12 800 - 829 3,200 - 2,380 LAC 41- 20 41 – 20 62 - 28 1,500 - 1,000 6,000 - 1,150 US 1-1 46 - 32 64 - 53 2,050 - 2,254 8,200 - 12,286 Totals 67 - 45 134 - 86 197 - 131 5,700 - 5,538 22,800 - 21,020 FedEx Cares Week November, 2012 51
  • 52. Quantifying the Impact Across the Globe: EMEAAs of Nov. 11, 2012 This Year Last year# of countries 10 9# of events 58 20# of locations 35 --# of volunteers 1566 888# of volunteer hours 3338 2380Funds raised for 3,809.25 9000UNICEFGoods collected 111 phones; 2200 kgs food 1800 school suppliesOther funds raised 1650 n/a 10 water pumps so far FedEx Cares Week November, 2012 52
  • 53. Quantifying the Impact Across the GlobeFedEx Cares Week by the Numbers Atlanta  435 pantry bags assembled(30 pallets) to support Open Hand clients with shelf-stable food items.  4,500 documents processed (pantry bag nutritional inserts, driver information packets, financial packages).  50 bales pine straw and 20 bags mulch/soil spread  50+ various pots of plants planted  2,100 cookies baked and served  1,600 chicken breast prepped for future meals.  4,500 meals packed FedEx Cares Week October 2010 53 Recap Report
  • 54. Quantifying the Impact Across the GlobeFedEx Cares Week by the Numbers Romulus, MI  Gleaners Food Bank  814 pounds of food delivered  6000 pounds of carrots packaged  4000 sweet potatoes packaged Lowell, AR  Unloaded and stocked several pallets of food in the pantry.  Cooked for over 250 people FedEx Cares Week October 2010 54 Recap Report
  • 55. 2012 Media Results More than 12.4 million impressions!Official FedEx • 9/7 FedEx Cares Week preview post: 504 likes, 37Facebook Page comments, 78 shares • 9/10 FedEx Cares Week kickoff post: 252 likes, 10 comments, 50 shares • 9/24 FedEx Cares Week wrap-up post: 62 likes, 7 comments, 1 shareTwitter • 700 + mentions • 100 + re-tweets • 30 + unique FedEx CaresFedexcares.com Week blog entries withblogs compelling photography FedEx Cares Week November 2012 55
  • 56. Global Management of FedEx Cares WeekManagement  3 Global Co-Leads (past position has rotated) Budget Logistics VolunteerismGlobal Coordinators  Domestically - Local Market Coordinators  Approx 50  Regional Coordinators (at least one)  Country Coordinators  2 Memphis Coordinators – rotating position FedEx Cares Week November 2012 56
  • 57. Global Management of FedEx Cares WeekProgram  Domestically  Work with local UW to determine project  Send in project and grant request  Approved  Non-profit applied for grant (budgeted)  Supplied with t shirts and banners  FedEx cares. event held  Overall limited expense funds  Internationally  Country lead  Have project/country leads or board  Work with other NGO (LAC built houses)  Processed grants through UWW  Supplied with T shirts and banners  FedEx Cares Week November 2012 57
  • 58. Global Management of FedEx Cares WeekAdministration  Weekly calls (time adjusted for Int’l)  Guidebook for Market Coordinators  Covered sections weekly  Selecting your project  Meeting with your non-profit  Grant process  Recruiting volunteers  Checklists  Grant process  Volunteer form  Survey monkey to order collateral (t-shirts and signage)  Satisfaction Survey/Postmortem FedEx Cares Week November 2012 58
  • 59. 2012 FedEx Cares Week Results2012 Results:   Increased participation domestically and internationally (result of “call” for participants)  3 leads led to more organized effort  Established structure in communities FedEx Cares Week November 2012 59
  • 60. Challenges and Opportunities for SuccessContinued Challenges  Solicitation distribution policy  No single overarching volunteer policy  Majority of team members frontline  Consistent global leaderOpportunities for Success  Earlier communications on date, to team members, etc.  Revise current grant process and allocation  Defined common solicitation and volunteer policies procedure  Solidify structure FedEx Cares Week November 2012 60
  • 61. The Morphing of FedEx Cares40th Anniversary  Implement 24-hour period of service  April 17, 2013  Utilize existing coordinators, t shirts and banners  Service project – futuristic; sustainable  Education, environmentSuper Storm Sandy  Utilized FCW structure for communication of volunteer efforts FedEx Cares Week November 2012 61
  • 62. Questions?Let me know……Vicki.carayiannis@fedex.com FedEx Cares Week November 2012 62
  • 63. Q&A• Type questions into the box on the right side of the your screen• Submit via Twitter to @VM_Solutions using “#VMbpn” 63
  • 64. Stay InformedBlog:www.VolunteeringIsCSR.orgTwitter:@VM_SolutionsNewsletter:Monthly ‘Good Companies’newsletter - Sign up on theblog! 64
  • 65. Upcoming Session: December 3Show Me the Value:Committing to Impact MeasurementMondayDecember 3, 201210-11 a.m. PT (1-2 p.m. ET)Guest Speakers:Farron Levy, True ImpactLauren Keeler, Apollo GroupRegister:https://www1.gotomeeting.com/register/405771104 65