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 ApproachVivanista 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

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

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

VIVA Step 1:

Make a PLAN

• Create a road map

– Set Expectations

– Determine Timeframe

– Strategize Partnerships

VIVA 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

VIVA Step 1:

ImplementationVIVA 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

VIVA Step 2:

ACTION PLANTimeline - Expectations

VIVA Step 2:

SPONSORSHIPCorporate - Individual

VIVA Step 2:

MARKETINGPress relations- Graphic design - Invitation - Program

VIVA Step 2:

AUCTIONLive - Silent - Fund In Need

VIVA Step 2:

REGULATIONSLocal municipality - State/Federal

VIVA Step 2:

eVent

CONSIDERATIONS: PRODUCTION& ATTENDEES

VIVA 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

VIVA Step 3:

ATTENDEESKeeping in touch - On-site Registration

Post-event Appreciation

VIVA Step 3:

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

FINAL REPORT

• Purpose– Goal achievement– Successes– Opportunities for

Improvement– Budget

comparison to actual

– Attendance

VIVA Step 3:

Summary

• Put together a realistic, conservative Vision

• Implement a plan with milestones

• Be prepared for the actual eVent

• Analyze the results after the event is concluded

Call To ACTIONVIVA 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…

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/