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Version:2015v2.2
2015EVENTDIRECTORKIT
EventDate:05Dec2015
#helpportrait
2015HELPPORTRAIT,Inc
#helpportrait
LastUpdated:October15,,2015
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EventDirectorKit
Version:2015v2.2
ThankYou!
Hithere!
MynameisKyleChowningandIamtheexecutivedirectorandcofounderofHelpPortrait,Inc.Imthrilledthat
youvecaughtontothevisionofHelpPortraitandarereadytojumpinandmakeanimpactbothwithinyourlocal
photographycommunity,butmoreimportantly,tothepeoplewhocouldntotherwiseaffordourservices.
HelpPortraitisallaboutgiving.Infact,oneofmyfavoritetaglinesforourorganizationis,Give,donttake,portraits.
Itswiththisfocusthatwevebeendoingsince2009.
Sincephotographerandfounder,
JeremyCowart
,launchedHelpPortraitviaa
videomessage
in2009,over22,500
photographers,73,000volunteersin67countrieshaveparticipatedinaHelpPortraitevent.
Thisyear,wecelebrateour7thHelpPortraiteventonDecember5,2015andwecouldntbemoreexcitedto
seewhathappens.
Itsbecauseofpeoplelikeyouthatthismovementexists.Withoutyourvision,driveandtirelesseffort,HelpPortraitis
onlyanidea.Withyou,itsareality.
So,thankyouforjumpinginandbeingthechangeyouwanttoseeinthisworld.Ipromisethatthiswillbeoneofthe
mostrewardingandmemorableexperiencesyoullhave,perhapsinyourlifetime.Attheveryleast,youllbesurprised
athowpowerfulandmeaningfulthissimpleactcanbeforthepeopleyoureabouttoserve.Icouldtellyoustoriesfor
days
Belowyouwillfindsomedetailsthatwillhelpyouexecuteyourrolewell.ThemostimportantadviceIcangiveyouis
torememberthatthisisntaboutyou,itsaboutthepeople.Keepingyoureventsimpleisthekey.
Icantwaittohearthestoriesandseethebehindthescenespictures.Itsgoingtobeagreat7thyear!
Sincerely,
KyleChowning
CoFounder&ExecutiveDirector
HelpPortrait,Inc.
2015HELPPORTRAIT,Inc
#helpportrait
LastUpdated:October15,,2015
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EventDirectorKit
Version:2015v2.2
EventDirectorResponsibilities
Asaneventdirector,youbecometheprimarycontactandleaderforyourlocalevent(s).Thisroleiscrucial
tothecreation,setup,recruiting,donations,executionandreportingofeachevent.Thepeopleinvolvedin
youreventwilllooktoyouforleadership,directionandsupportthroughouttheprocess.Pleasethoroughly
readthisdocumentasitwellhelpensureyoureventgoesassmoothlyaspossible.
Hereswhatyoucanexpecttodoinyourleadershiprole:
1) PreEvent
a)
b)
c)
d)
Recruitphotographersandvolunteers
Findalocalpartnerthatcandeliverpeopleforyoutotakephotosofatyourevent
Securealocationforyourevent
Raisefundsandgatherdonationstopayfortheprintingofpictures(seeFundraising
Informationdocumentfordetailedinformation)
e) Holdregularmeetingstoensurethatallparticipantsareclearonthedetailsoftheevent
f) Wesuggest24meetingspriortoyourevent
g) Promoteyoureventifpromotionisneededtofindsubjectsandphotographers
h) PurchaseHELPPORTRAITapparelsoyouandyourteamcanbeeasilyidentifiedby
subjectsduringtheevent
http://helpportrait.com/shop
i)
Pleasenote:
ProvidingpicturesisallthatsrequiredofaHELPPORTRAITevent.Ifyou
opttoprovideframes,digitalthumbdrives,CDs,etc,thatisgenerousbutnotrequiredand
isatyourownexpense.
2) DayofEvent
a) Havefun!
b) Makesureyourecordthefollowingdetails:
i)
Numberofpeopleserved
ii)
Numberofphotographers
iii)
Numberofvolunteers
iv)
Numberofmakeupartists(ifused)
v)
Numberofhairstylists(ifused)
vi)
Listoforganizationsinvolvedinyourevent
vii)
Valueofinkinddonationsreceived
c) Ifyouplantopubliclydisplayyourimages,besuretoget
releases
fromthepeopleyou
photograph
d) Takeabunchofbehindthescenespictures
e) PosteventdaypicturesonFacebook,Twitter&Instagramusingthehashtag#helpportrait
f) Printthepictures
i)
Thiscanbedoneonsitewithprinters,orposteventatalocaloronlinedeveloper
3) Deliveryourpictures
a) Ifyoupartneredwithanexistingorganization,plantodeliverthepictureswithinaweekof
2015HELPPORTRAIT,Inc
#helpportrait
LastUpdated:October15,,2015
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EventDirectorKit
Version:2015v2.2
theevent.Theycantakecareofdistributingtothesubjects.
b) Ifyoudontplanonpartneringwithalocalorg,wesuggestprintingonsiteduringtheevent.
Thiswillallowyoutoprintanddeliverwithouthavingtotracksubjectsdownaftertheevent.
i)
Wehearfrompeopleeveryyearthathadtheirpicturetakenbutneverdelivered.
Pleasebesureyoudoeverythingyoucantodeliver!!Thisiswhat
HelpPortraitisallabout.
4) PostEvent
a) ReportyoureventstatstoHelpPortrait
i)
Reportyoureventshere
:
http://helpportrait.com/report
b) Ifyousetupfundraisingforyourevent,besuretosubmitanyexpenseswithin2weeksafter
yourevent.SeetheHelpPortraitFundraisingdocumentfordetailedinstruction.
HELPPORTRAIT,Inc.isanotforprofitcorporation
PleasenotethattheForm1023,ApplicationforRecognitionofExemptionUnderSection501(c)(3)ofthe
InternalRevenueCode(Code),forHelpPortrait,Inc.(theCompany)isintheprocessofbeingprepared
bycounselfortheCompany.TheCompanyhasawindowoftimeconsistingof27monthsfromDecember
2009withinwhichtofileitsApplicationforexemptionandhaverecognitionofitsexemptstatustorelate
backtoDecember2009.BeadvisedthattheCompanysApplicationforexemptionwillbefiledwiththe
InternalRevenueServicewithinsaid27monthwindow.Baseduponavailabledataandinformation,the
CompanybelievesthattheServicewillfavorablyreceiveitsApplicationandthattheServicewillultimately
recognizetheexemptstatusoftheCompany.Atthispointintime,however,weareunabletoopineasto
whethertheServicewillcharacterizetheCompanyasapubliccharityoraprivatefoundation.Regardlessof
thecharacterizationoftheCompanybytheServiceasapubliccharityoraprivatefoundation,the
Companysexemptstatuswillallowittoreceivedeductiblecontributionsfromthepublic.Furthermore,said
exemptstatuswillallowotherpubliccharitiesandfoundationstomakegifts,grantsorcontributionsto
CompanyinaccordancewithapplicableSectionsandRegulationsoftheCode.
2015HELPPORTRAIT,Inc
#helpportrait
LastUpdated:October15,,2015
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EventDirectorKit
Version:2015v2.2
Appendix
WhycantIcollecttaxdeductibledonationsoutsideoftheUSA?
HELPPORTRAIT
isonlyregisteredasanonprofitintheUnitedStates.Inorderforustocollectanddistribute
fundsinothercountries,itwouldrequireustoestablishoffices,staffandlegalentitieswithineachcountryrequested.
Unfortunately,atthistime,wedonothavetheresourcestoexpandinthisway.
CanIStartaHelpPortraitnonprofitinmyCountry?
No.Atthistime,wearenotgrantingtherightstotheHelpPortraitnameinothercountries.
WhoisPureCharity.com?
PureCharityisanonlinedonationsitethatwehavepartneredwithtoprovidetheoversightandtechnologywe
requiretomakelocalizedgivingefficientandeffective.
DoesHelpPortraitProvideFundingformyEvent?
No.HELPPORTRAIT,asacompany,isaninternationalorganizationthatexiststoempowerthephotography,hair
andmakeupcommunitiestogiveback.Ourlimitedfinancialresourcesareallocatedforoperationalexpenses
(accounting,legal,staff,etc).Eacheventisresponsibleforraisingtheirowndollarstopayfortheprintingand
deliveryoftheirpictures.ForourUSbasedevents,weprovidethe
PureCharity
donationtooltoassistyouinraising
funds.
2015HELPPORTRAIT,Inc
#helpportrait
LastUpdated:October15,,2015
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