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The Viva Approach to Charitable Event Planning
The document outlines the Viva approach for effectively planning charity events, addressing the common issues of inefficiency and high expenses. It presents a structured 4-step method that includes setting goals, creating a detailed plan, managing budgets, and analyzing outcomes post-event. Resources and best practices for fundraising and event organization are also provided to enhance the overall fundraising efforts.
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The Viva Approach to Charitable Event Planning
- 1. The VIVA Approach: Fundamentalsin Charity Event Planning
- 2. Problem: Ineffective: According to a2007 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.
- 3. Solution: VIVA Approach Vivanistaprovides 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
- 4.
- 5. Vision GOALS - PLAN- BUDGET VIVA Step 1: “We may affirm that nothing great in the world has been accomplished without passion.” - G.W. Friedrich Hegel
- 6. Set GOALS • Quantitativegoals: – 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 VIVA Step 1:
- 7. Make a PLAN •Create a road map – Set Expectations – Determine Timeframe – Strategize Partnerships VIVA Step 1:
- 8. Determine BUDGET • Revenueplanning – 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 VIVA Step 1:
- 9. Implementation VIVA Step 2: “Visionwithout action is a dream. Action without vision is simply passing the time. Action with Vision is making a positive difference.” -Joel Barker
- 10. COMMITTEE • Leadership – Volunteerswho 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 VIVA Step 2:
- 11. ACTION PLAN Timeline -Expectations VIVA Step 2:
- 12.
- 13. MARKETING Press relations- Graphicdesign - Invitation - Program VIVA Step 2:
- 14. AUCTION Live - Silent- Fund In Need VIVA Step 2:
- 15. REGULATIONS Local municipality -State/Federal VIVA Step 2:
- 16. eVent CONSIDERATIONS: PRODUCTION &ATTENDEES VIVA Step 3: “Teamwork is the ability to work toward common vision” -Andrew Carnegie
- 17. PRODUCTION • Week before –Keeping all parties informed – Contingency planning • Day of – Setting expectations – Volunteer management VIVA Step 3:
- 18. ATTENDEES Keeping in touch- On-site Registration Post-event Appreciation VIVA Step 3:
- 19. Analyze – FINAL REPORT –Plans for moving forward – Succession planning – Staffing recommendation VIVA Step 4: “Failure is only the opportunity to begin again, only this time more wisely.” -Unknown author
- 20. FINAL REPORT • Purpose –Goal achievement – Successes – Opportunities for Improvement – Budget comparison to actual – Attendance VIVA Step 3:
- 21. Summary • Put togethera realistic, conservative Vision • Implement a plan with milestones • Be prepared for the actual eVent • Analyze the results after the event is concluded
- 22. Call To ACTION VIVAStep 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
- 23. WWW.VIVANISTA.COM Search Vivanista For Fund-raisingResources Best Practices, Event Idea’s, Templates, Budgets, Timeline’s, Action Plan’s, Tip’s & Tales from event chairs and more…
- 24. 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/