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Help Portrait Director Kit
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Event Director Kit
Version: 2015 v2.2
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2015 EVENT DIRECTOR KIT Event Date: 05 Dec 2015
#helpportrait
© 2015 HELPPORTRAIT®, Inc • #helpportrait Last Updated: October 15,, 2015
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Event Director Kit
Version: 2015 v2.2
Thank You! Hi there! My name is Kyle Chowning and I am the executive director and cofounder of HelpPortrait, Inc. I’m thrilled that you’ve caught onto the vision of HelpPortrait and are ready to jump in and make an impact both within your local photography community, but more importantly, to the people who couldn’t otherwise afford our services. HelpPortrait is all about giving. In fact, one of my favorite taglines for our organization is, “Give, don’t take, portraits.” It’s with this focus that we’ve been doing since 2009. Since photographer and founder, Jeremy Cowart, launched HelpPortrait via a video message in 2009, over 22,500 photographers, 73,000 volunteers in 67 countries have participated in a HelpPortrait event. This year, we celebrate our 7th HelpPortrait event on December 5, 2015 and we couldn’t be more excited to see what happens. It’s because of people like you that this movement exists. Without your vision, drive and tireless effort, HelpPortrait is only an idea. With you, it’s a reality. So, thank you for jumping in and being the change you want to see in this world. I promise that this will be one of the most rewarding and memorable experiences you’ll have, perhaps in your lifetime. At the very least, you’ll be surprised at how powerful and meaningful this simple act can be for the people you’re about to serve. I could tell you stories for days… Below you will find some details that will help you execute your role well. The most important advice I can give you is to remember that this isn’t about you, it’s about the people. Keeping your event simple is the key. I can’t wait to hear the stories and see the behind the scenes pictures. It’s going to be a great 7th year! Sincerely,
Kyle Chowning CoFounder & Executive Director HelpPortrait, Inc.
© 2015 HELPPORTRAIT®, Inc • #helpportrait Last Updated: October 15,, 2015
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Event Director Kit
Version: 2015 v2.2
Event Director Responsibilities As an event director, you become the primary contact and leader for your local event(s). This role is crucial to the creation, setup, recruiting, donations, execution and reporting of each event. The people involved in your event will look to you for leadership, direction and support throughout the process. Please thoroughly read this document as it well help ensure your event goes as smoothly as possible. Here’s what you can expect to do in your leadership role:
1) PreEvent
a) Recruit photographers and volunteers b) Find a local partner that can deliver people for you to take photos of at your event c) Secure a location for your event d) Raise funds and gather donations to pay for the printing of pictures (see Fundraising
Information document for detailed information) e) Hold regular meetings to ensure that all participants are clear on the details of the event f) We suggest 24 meetings prior to your event g) Promote your event if promotion is needed to find subjects and photographers h) Purchase HELPPORTRAIT® apparel so you and your team can be easily identified by
subjects during the event http://helpportrait.com/shop
i) Please note: Providing pictures is all that’s required of a HELPPORTRAIT® event. If you opt to provide frames, digital thumbdrives, CD’s, etc, that is generous but not required and is at your own expense.
2) Day of Event
a) Have fun! b) Make sure you record the following details:
i) Number of people served ii) Number of photographers iii) Number of volunteers iv) Number of makeup artists (if used) v) Number of hairstylists (if used) vi) List of organizations involved in your event vii) Value of inkind donations received
c) If you plan to publicly display your images, be sure to get releases from the people you photograph
d) Take a bunch of behind the scenes pictures e) Post event day pictures on Facebook, Twitter & Instagram using the hashtag #helpportrait f) Print the pictures
i) This can be done onsite with printers, or postevent at a local or online developer
3) Deliver your pictures
a) If you partnered with an existing organization, plan to deliver the pictures within a week of
© 2015 HELPPORTRAIT®, Inc • #helpportrait Last Updated: October 15,, 2015
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Event Director Kit
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the event. They can take care of distributing to the subjects. b) If you don’t plan on partnering with a local org, we suggest printing onsite during the event.
This will allow you to print and deliver without having to track subjects down after the event. i) We hear from people every year that had their picture taken but never delivered.
Please be sure you do everything you can to deliver!! This is what HelpPortrait is all about.
4) PostEvent
a) Report your event stats to HelpPortrait
i) Report your events here: http://helpportrait.com/report b) If you setup fundraising for your event, be sure to submit any expenses within 2 weeks after
your event. See the HelpPortrait Fundraising document for detailed instruction.
HELPPORTRAIT®, Inc. is a notforprofit corporation
Please note that the Form 1023, Application for Recognition of Exemption Under Section 501(c)(3) of the Internal Revenue Code (“Code”), for Help Portrait, Inc. (the “Company”) is in the process of being prepared by counsel for the Company. The Company has a window of time consisting of 27 months from December 2009 within which to file its Application for exemption and have recognition of its exempt status to relate back to December 2009. Be advised that the Company’s Application for exemption will be filed with the Internal Revenue Service within said 27month window. Based upon available data and information, the Company believes that the Service will favorably receive its Application and that the Service will ultimately recognize the exempt status of the Company. At this point in time, however, we are unable to opine as to whether the Service will characterize the Company as a public charity or a private foundation. Regardless of the characterization of the Company by the Service as a public charity or a private foundation, the Company’s exempt status will allow it to receive deductible contributions from the public. Furthermore, said exempt status will allow other public charities and foundations to make gifts, grants or contributions to Company in accordance with applicable Sections and Regulations of the Code.
© 2015 HELPPORTRAIT®, Inc • #helpportrait Last Updated: October 15,, 2015
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Event Director Kit
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Appendix
Why can’t I collect taxdeductible donations outside of the USA? HELPPORTRAIT® is only registered as a nonprofit in the United States. In order for us to collect and distribute funds in other countries, it would require us to establish offices, staff and legal entities within each country requested. Unfortunately, at this time, we do not have the resources to expand in this way.
Can I Start a HelpPortrait nonprofit in my Country? No. At this time, we are not granting the rights to the HelpPortrait name in other countries.
Who is PureCharity.com? Pure Charity is an online donation site that we have partnered with to provide the oversight and technology we require to make localized giving efficient and effective.
Does HelpPortrait Provide Funding for my Event? No. HELPPORTRAIT®, as a company, is an international organization that exists to empower the photography, hair and makeup communities to give back. Our limited financial resources are allocated for operational expenses (accounting, legal, staff, etc). Each event is responsible for raising their own dollars to pay for the printing and delivery of their pictures. For our USbased events, we provide the Pure Charity donation tool to assist you in raising funds.
© 2015 HELPPORTRAIT®, Inc • #helpportrait Last Updated: October 15,, 2015
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