Event Project Management In Philanthropy

Transcription

1 PMI Montgomery County Project Showcase - June 2016 Event Project Management In Philanthropy Presented by: Ms. Jackie DeCarlo, Manna Food Center Executive Director

2 Who we are Manna Food Center is Montgomery County s largest provider of food assistance Founded in 1983 Serving as both a food bank and food pantry In FY15, 38, 637 family members were served and each week 2,500 school children received weekend bags, totally 3.78M lbs. of food shared The 12,000 sq.ft Manna Food Center Complex is located on Gaither Rd in Gaithersburg MD

3 Who I Am A life dedicated to education and non-profit management (30+ Yrs. Of experience) B.A. in Sociology, M.S. in Administration Named by Montgomery Magazine one of Six People Who Make a Difference in Montgomery County in December Manna Executive Director Ms. Jackie DeCarlo w/ Montgomery County Councilman Mr. Tom Hucker

4 County Hunger Facts $$ $77, , 780 (7.48%) 1 in 3 71, 518 Hrs. Median Household Income (MHI) needed for family of 3 to be Self-Sufficient in Montgomery County, MD ($98, 704 Average MHI) Food Insecure Neighbors in Montgomery County, MD More than Montgomery County Children qualify for Free or Reduced Meals at School 2015 Manna Food Center Volunteer Hours from the local community Manna separates itself from other food banks/food centers by their commitment to nutrition education, which include grocery store tours so that their clients are more informed when they visit the market

5 Operations vs. Projects vs. BizDev ORGANIZATION TYPE Non Profit Organizations Manna Food Center Private/Government Industry OPERATIONS PROJECTS BUSINESS DEVELOPMENT Day-to-Day support of their mission/cause Day-to-day processing of retail grocer donations/farmers market donations and dedicated suppliers w/ turnaround distribution to schools and families Operational and sustainment support for products and services Special Events (Awareness / Fundraising/Call to Action) Fundraising events that also spread awareness to the cause Food Drives New requirements, New products, Upgrades & Replacement Rollouts Grants, Sponsorships, Partnerships Grants, Mass Community Fundraising Competitions (DoMore24), new retail and government partnerships, new school/family services partnerships RFP Response, Strategic market identification, Relationship building & sustainment

6 Fundraising Events Project Life Cycle PHASE TIMELINE GOAL/MAJOR MILESTONE KEY TASKS ISSUES/RISKS INITIATION 6 Months prior to execution Identification of Financial Goal 1.) Receive approval from Board of Directors on Proposal 2) Identify planning committee PLANNING 4 Months Out Full timeline & procurement completion EXECUTION 2 Months out Event is publicized, well attended and well executed MONITOR & CONTROL Throughout life cycle Ensure Manna leadership w/ BOD are informed and approve of all actions CLOSURE 1-2 Weeks after event execution Ensure stakeholders receive appreciation & identify lessons learned 1.) Secure Location Procurement 2) Draft Event timeline 1.) Execute procurements 2.) Finalize all logistics 3.) Execute the event 1.) Subcommittee board meetings being held 2.) Checks and Balances 1.) Conduct Wrap-up meeting 2.) Send thank you letters out 3.) Finalize event accounting 4.) Wrap-up social media campaigns Launch in the middle of our high season Stakeholder buy-in and procurement resistance for reduced / complimentary services Task completion by all assigned parties on time and without pause Gala fatigue Too much time is spent on meeting and not enough on task completion Volunteer workforce often drops off after event execution

7 Food Drives Project Life Cycle PHASE TIMELINE GOAL/MAJOR MILESTONE KEY TASKS ISSUES/RISKS INITIATION 2 Months prior to execution Identification of Food Drive Manna Lead and Food Drive Community Volunteer Lead PLANNING No less than 3 weeks prior Complete all marketing for drive and identify all logistical elements EXECUTION *Dependent on Food Drive Duration* Hosting of Food Drive w/ arrangements for transfer of collected items to facility MONITOR & CONTROL Throughout life cycle Ensure food drive organizer has the support needed throughout the drive CLOSURE 1 Week after collection ends To supply food drive organizer with evidence/value of their hardwork and efforts 1.) Receive buy-in from all parties 1.) Draft desired food listing 2.) Complete marketing strategy 1.) Publicize Food Drive 2.) Complete Food/$$ collection 3.) Complete transfer to facility 1.) Social Media postings 2.) Checks and balances 1.) Send pictures to organizer 2.) Process all donated food through the operations cycle Having back up locations/ partners identified Securing Volunteers to staff drive locations Scaling up of transportation in high season and warehouse capacity; safety and transport of home grown drives Continuous monitoring of sign up list for staffing gaps Volunteer retention for future drives * The majority of our food drives are self-started from community stakeholders w/ assistance From Manna Staff*

8 How you can Help? We welcome the 3 Fs: FUNDS (.94 of every $1 goes to programs/services) This Thursday 6/2, the United Way s Do More 24 initiative will occur. This is an fundraising competition that the organizations that raise the most money in the 24 hour period win additional cash rewards. FOOD (Organize your own food drive, we can help you get started, Grow your Own row) FRIENDS (Serve as a volunteer at our warehouse, food runner, or as committee member) Manna s Food Center goal is $2400 (100 $24 donations)

9 9311 Gaither Road Gaithersburg, MD