Vivanista's Step-by-Step Approach to Charitable Event Planning. This 9 minutes Slidecast walks you through the fundamentals of charitable event planning. Vivanista is a virtual sisterhood where women can share best practices in fund-raising and all that encompasses their philanthropic lifestyle.

1. The VIVA Approach:
Fundamentals in Charity
Event Planning

2. 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.

3. 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

4. VIVA 4-Step Approach

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
• 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:

7. Make a PLAN
• Create a road map
– Set Expectations
– Determine Timeframe
– Strategize Partnerships
VIVA Step 1:

8. 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:

9. Implementation
VIVA 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

10. 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:

11. ACTION PLAN
Timeline - Expectations
VIVA Step 2:

12. SPONSORSHIP
Corporate - Individual
VIVA Step 2:

13. MARKETING
Press relations- Graphic design - 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 together a 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
VIVA 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

23. 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…

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/