Sowing Seeds Word.” Through Loving and Acts Spoken the and Written Way Possible

Special Events 2007: Volume 14 Number 2 F By Chris Clarke Sowing seeds word.” through loving and acts spoken the and written way possible. publish and books, circulate literature inevery world.the We make tapes, records, will and films, extensivelyspeak across land the and throughout of communications. modern We travel will and are who those oppressed… and recovering of sight to the blind, to set at liberty to poor, the to proclaim release to captives the gospel message; to preach call the news good the spreading the seed, the of of ideas radical the the • • • Koinonia Partners have will three prongs: mission inthree important areas: Humanity we have charged been our to fulfill rom earliest the of beginnings Habitat for Application Instruction Communications “…Exemplifying gospel the of Jesus Christ “To available every use means we dothis will “By Communication we mean sowing the of Habitat for Humanity,” asstated in the — Point 3in the “official purposes of of Koinonia Partnership Ministries —From the founding documents Articles of Incorporation promoting dialogue among Habitat for Humanity’s worldwide partners worldwide Humanity’s for Habitat among dialogue promoting

have turned into houses, low-income which families have have communicated. We have that sown seeds—seeds ing with of 19families inneed decent, affordable shelter. and leading a“project” to help renovate build asix-story U.S. president and his wife getting involved inour work our most pivotal communication resulted from aformer uponers us called to do, and many, many more. Perhaps mission to eliminate poverty housing. over have time grown into aworldwide with a ministry aroundthose you are suffering. We havethat sownseeds a “holy discontent,” an unwillingness to stand when idle organizations. We have of sown what seeds our CEOcalls have grown into supporters and affiliates and national turned into homes. We have of sown awareness seeds that contents Brewing abetter world Financial planningforaspecial event Leveraging specialevents Non-building Habitatspecialevents in Asia/Pacific A testimony oflove: Case study: Reaping thelong-termbenefits ofspecialevents Construction planningforblitzbuilds The anatomy ofasuccessfulspecialevent Communications andmessagingforaspecialevent Logistics: Why doesHabitatforHumanitydospecialevents? The roleofspecialeventsinHabitat Thatwhat is we have done for morethan 30 years. We We have communicated of inall ways the our found Perfect planningandexecution

His HolinessKarekin II Work Project ENTER NEW SpecialeventsinSan Julian ...... TEXT ...... Continued on page ...... 2 2 2 2 2 26 1 1 1 7 7 3 2 0 7 6 1 9 6 4 3 - - Sowing seeds Continued from page

That experience in 1984 planted the seed, and the Jimmy Carter Work Project (JCWP) has been an internationally recognized event of HFHI ever since. Twenty-three years later we are in the midst of planning the 24th annual Jimmy Carter Work Project which will take place in Los Put people on a build site and Angeles this fall. In between those two historic bookends, thousands of place a hammer or trowel in their Habitat “special events” have been planned and executed hand and put them to work. God throughout the world. Some we have led. Countless more, will do the rest and those people large and small, have been led at the local level—each one will be forever changed. In the being unique and each one spreading the seeds of aware- truest sense of the phrase, ness and support for our mission. that is a “special” event. The recent work to update Habitat for Humanity’s brand value, now at US$3.1 billion, lent support to something we have suspected for years. Put people on a build site and place a hammer or trowel in their hand and put them to work. God will do the rest and those people will be forever changed. In the truest sense of the phrase, that is a “special” event.

Chris Clarke is senior vice president of Communications at Habitat for Humanity International. Volume 14 Number 2 The Forum is published quarterly in English, Spanish and Portuguese

Editor: Anita Mellott Copy editor: Heather Wilkinson Graphic designer: Cynthia Friesen Coyle Portuguese and Spanish translations: Translation Station, Inc . Adviser: Karan Kennedy Distribution manager: Nancy Barnes: NBarnes@habitat .org Editorial policy: We welcome the submission of articles, photos, news items and ideas . For more information, please e-mail The Forum@habitat .org or AMellott@habitat org. . Mission statement “The Forum” exists to enable the worldwide partners of Habitat for Humanity International to accomplish its mission by providing a means to: • Promote discussion, the exchange of ideas and best practices, and knowledge sharing; • Share concerns and challenge our standard ways of doing things; and • Explore different methodologies and issues relating to housing and poverty worldwide . HFHI file ph o t o

President Carter at the first Jimmy Carter Work Project in New York in 121 Habitat St ., Americus, GA 31709-3498 USA 1984. These annual events have increased the awareness of HFHI’s work globally. This year, the 24th JCWP will be held in California, USA.

2007: Volume 14 Number 2 Special Events The role of special events in Habitat by Jonathan Reckford

arly last November, as the sun began to drop on a Ebuild site outside Mumbai, India, I stood with a few dozen volunteers I had worked with all week, and we dedicated houses with two new Habitat homeowners . One of the homeowners, Aziz, draped his arm across the shoul- der of his new neighbor, Subhash, and said, “We come from different faiths and different castes, but

now we are brothers ”. G regg P To me, that sums up as well as achk

anything why we work so hard to o wski further our impact in all reaches of the planet . It also illustrates part HFHI CEO Jonathan Reckford (pictured left) talks with homeowners at the 2006 JCWP in Lonavala, India. of the transformation that special events can leave in the lives of people . Other special events have drawn together many What led me on that trip to India was the 23rd annual more volunteers in places like El Salvador, Armenia Jimmy Carter Work Project, a signature event that has and Canada . resulted in several thousand Habitat houses in dozens Whatever the nature of a Habitat special event, of locations around the world . Former U S. . President whatever name we might assign it, each shares with Carter and his wife Rosalynn have been tremendous another the same ultimate purpose: to help serve partners in our work by lending their labor and leader- more families by raising awareness of poverty hous- ship to the organization for more than two decades . ing and engaging more partners in our drive to create While the annual JCWP is the longest-running, decent housing opportunities across the globe . most widely recognized Habitat for Humanity project, I’ve had the opportunity to participate in a number it is certainly not the only one . Since the early days of of high-profile projects . Just after joining Habitat, I this ministry, special events have played an important helped build and dedicate Habitat’s 200,000th house in role in expanding our capacity to serve more families . Knoxville, Tennessee . Less than a half-hour later, staff There were legendary “walk-a-thons” in which and volunteers dedicated the 200,001st home thou- Habitat volunteers and supporters marched hundreds sands of miles away in Kuttapuly village, Kanyakumari, of miles to celebrate a particular milestone in the India .To draw more attention to our Hurricane Katrina organization’s history . There were “Easter Morning recovery effort, Operation Home Delivery, Habitat hosted Builds” in the late 1990s in Habitat’s hometown of special builds at major sporting events across the Americus, resulting in dozens of new houses blitz built United States and at the National Mall in Washington, during Holy Week . D .C . Across the United States during a single week last The JCWP itself has traveled to such distant places summer, the Home Builders Blitz took place simultane- as South Africa and the Philippines, to the Republic of ously in 130 locations . Korea, New York City, Hungary, Mexico, Michigan, and No matter the event’s location, size or duration, I the Appalachian Mountains in the United States . Continued on page

Special Events 2007: Volume 14 Number 2 Why does Habitat

found in each occasion an opportunity to celebrate for Humanity do and highlight the important work God calls us to . At the same time, however, I’ve always felt it important that we remain humble in light of the vast housing special events? challenge that confronts us . Doing otherwise would be like excessively celebrating a score in a match By Lysa Ratliff and Karen Haycox that finds us woefully trailing our opponent . So it’s important to strike a balance when planning and executing special events around the world . here are many reasons why organizations un- Will the benefits, for example, justify the time, effort dertake special events. At Habitat for Humanity and expense necessary for implementation? In what International, our purpose is simple. We do ways will the participants learn about and engage Tevents to increase our ability to build more houses. That in housing issues globally—and in Habitat’s work in may sound strange, given that the building of houses is particular? the responsibility of affiliates and national offices around In this edition of “The Forum,” you’ll read Habitat the world. But the strong message and awareness created staffers’ insight into these questions and others .You’ll during a special event play a key role in engaging more read of the impact special builds have had on partici- funders and volunteers and, ultimately, support building pants and communities, and you’ll read perspectives more houses. A well-crafted, high-profile event such as about why volunteers find these events so engaging . the Jimmy Carter Work Project also provides a unique High-profile projects are multi-layered in both their stage for communicating to the public about our mission complexities and their advantages . Planning them and the scope of our work locally, regionally, nationally means extraordinary amounts of time and effort— experiencing them, equal amounts of excitement and anticipation . Special events can inspire novice and We do events to increase our seasoned volunteers alike and bridge people across ability to build more houses…the philosophical, geographic and racial divides . strong message and awareness And, invariably, they create an enormous amount created during a special event of publicity . The JCWP in India, for instance, gener- ated millions of media impressions in print alone, to play a key role in engaging say nothing of television, radio and Internet reports . more funders and volunteers They can springboard further building efforts in and, ultimately, support a particular city, country or region, and they help building more houses. toll the bell not only for better living conditions worldwide, but for the families themselves who so urgently need better shelter as well . And at the end of the day, after the food tents or internationally. We’ve made some great strides in this are folded and the volunteers shuttled away, there’s regard, but how many of us have heard musings from our hardly a moment more meaningful than when a community such as, “I knew about Habitat, but I didn’t family gains access to a decent home they can af- know you were working here…?” With each new high- ford—or when two neighbors like Aziz and Subhash profile event, we garner new opportunities to drive home the message that Habitat is at work in local communities come together as “brothers ”. and in countries in need around the world. Sponsorships of special events also provide our corpo- Jonathan Reckford is the CEO of Habitat for rate partners or partner celebrities with a unique platform Humanity International. to showcase their commitment to our work, to celebrate

2007: Volume 14 Number 2 Special Events their own philanthropy and to lead by example before an into the future, our hope is that we participate in more audience of their peers. Corporate partners, celebrities events with community partners, leaders and those or respected community members create media appeal. interested in eliminating poverty from the world. When the media get involved, Habitat can utilize their communications channels to reach audiences in numbers Lysa Ratliff is director of Special Events at HFHI. Karen that we would not be able to through builds alone. This Haycox is regional development director at HFHI. outreach helps with participation and fund raising. Also critical to our work is that we talk about the broader issues that surround substandard housing and the solution that Habitat presents. It is in this way that You can view “The Forum” online at housing issues are put on the hearts and minds of the http://beta.partnernet.habitat.org, public, thereby increasing their desire to get involved and under “Organizational Learning.” do something—“to make simple, decent and affordable housing a matter of conscience and action.” As we move

Top 10 things to consider when planning an event

Define your goals. Consider the following an opportunity to cultivate relationships and ask a questions: Why are you doing the event? Will the third party to review your list and provide feed- energy you are putting into planning and imple- back . mentation be worth it? What next? Think long term . How will you use Who will pay for the event? Determine how the event to your advantage? What is your the event will be funded . Engage your board and follow-up strategy? fund-raising staff . Events should be profitable, Create a planning team: Do not work in isolation . and internal funds should only be used when the Identify a team that will help with planning, not benefits of the event outweigh the costs . hinder it . Resource availability: Ensure you have the re- Logistics: Develop a complete work plan, identify- sources available to implement a successful event . ing what needs to be done and who is doing it . Time and place: Think through where and when What are the milestones and deadlines? Establish you are proposing an event . Consider the weather a meeting and communication schedule to make and make sure the location is easily accessible sure plans are on schedule . Be flexible—things and will appeal to your audience . Check to see if may come up that throw you off plan, but focus on there are holidays, conferences, or other events the solutions not the problems . that will take away from the success of your event . Plan for contingencies: Weather, schedule changes Key messages and outreach: What do you want and other occurrences can take away from the to communicate and who will be the most power- success of your event . Think through contingen- ful person to communicate it? A keynote speaker, cies and plan for them . a board member, a local government official or a celebrity? A public figure can draw attention and create a higher level of credibility for your event BONUS: and your messages . Have fun . People expect to have fun at events . Who should you invite? Think this through . Invite They will have a better time if you are having guests who will be interested in the event . You fun too . want them to have a good time . Use the event as

Special Events 2007: Volume 14 Number 2 Logistics: Perfect planning

and execution kim m ac By Aileen Pistone d o nald

Project director Aileen Pistone at the build site for the Kenneth Kaunda Work Project. The project built 20 homes with families in need over the course of five days with more than 400 volunteers from Zambia and around the world.

he logistics of planning a special event run the 1. Internal staff gamut from involving volunteers outside of the Dedicate someone from your team to work with the event actual preparation to construction of the houses. company constantly. An event company can put an excel- TFor this article I will define logistics as that which sup- lent event together, but the company needs to understand ports volunteer participation at an accelerated build the internal workings of a Habitat event. Helpful tips: site—transportation, lodging, meals, security, emergency • The person whom you have designated to work with services, entertainment, merchandise availability, toilet the event company should be an exceptional planner and facilities, crisis management preparation and weather implementer, with an eye for detail. You probably won’t considerations—among many other crucial details. find an event company that meets all of your logistics Having run logistics for many Habitat special builds needs, so the designated person on your staff will have to around the world, I’ve learned that it all comes down pick up the slack and complete the additional tasks. For to two phases: planning and execution. Lack of proper example, emergency services may be something the event leadership for either will lead to many sleepless nights company does not have any experience with and you, and staff burnout. How do you avoid this and how can therefore, may not want the company managing this area. you do everything in your power to reach your goals and • Before beginning the process of hiring an event maintain an enthusiastic, amicable team? company, the designated person should work closely with One resource that has been used at several Jimmy the finance team toprepare a realistic budget for your Carter Work Projects is the hiring of an external event event. This will also give you something to check figures company to assist with logistics. This is a great idea, against with the event company. though I recommend you take the following three points In an African country, an event company was not up into consideration. (If you are doing a smaller event and front with us about commissions. It is OK if the com- cannot afford an external hire, please take the first and pany charges commissions, but you should be aware of third points into consideration and then see the sidebar this, so that you are not paying a large sum on top of for tips on planning.) what the company is making off every booking it un- dertakes for you. By taking the time to determine actual

2007: Volume 14 Number 2 Special Events costs when designing your budget, you will be better While working on an event in Latin America, we gave able to see any red flags. the final check to the event company upon completion • The designated person on your staff shouldset the of the project so final payments to the hotels could be deadlines that the event company will adhere to. Send made. The company disappeared with the money. Until the event company a format, and expect weekly reports that point the company had performed fairly well. We from them. Meet with them at least once a week. The had no way of seeing what was coming. For the next person working with the event company will be respon- event, we withheld a final amount (written into our sible for helping to determine who you will use for each contract with them) until the event company had closed logistics area (i.e. caterer, transport provider, etc.) based all of the transactions on our behalf. It worked. on what the event company brings to you. The HFHI • your overall contract with the company should in- policy of at least three quotes should be honored. clude as many details as possible, with payment periods based on deliverables set by your scheduling. 2. Hiring the right event company • review individual contracts for each deliverable. Hiring the best event company for your needs is crucial. For example, within the event company contract it may You can hire the best in the business, but the company be clear that the company is responsible for signing the needs to be the best for you. Helpful tips: contract with and paying the transport company, but • A select few from your team should together give each your office must review and approve the contract before event company in the running a presentation of what you it is signed. As well as having payment periods based on envision for the event and what your needs are. Be spe- deliverables, these smaller contracts should have every cific. You can show pictures from other events, but do not last possible detail that you can come up with, from leave them with printed documents to take with them. what the drivers will wear, to how often the buses will be The company needs to do its homework. cleaned and where they will stop, etc. This will assure you • Let the company come back to you with a formal pro- a headache-free event but, above all, will give grounds for posal about the services it can provide and the cost. The recovering costs if all was not delivered as promised. company should also include photos of past events it has • The legal department needs to be a part of the con- done and multiple references. tract process. Ideally, your national or local program • Hopefully you have now narrowed the list down to should have someone already in place (paid on retainer three or less companies. Visit the company’s offices. See or on contract, not by the hour). This person needs to be how the company’s staff operates. Are they on time for responsible for reviewing your contracts. Be sure the legal your meetings, professional and courteous? Pay attention person reviews the contract between your organization to the details and remember that if the company can’t get and the event company. A good event company will also a proposal meeting right and its staff isn’t dealing with the have its own legal team involved. details in its office, the company will not get the event right. In an Asian country, I visited the offices of the top event Aileen Pistone has been involved with several major HFH company in a city of 13 million. It was a very disor- special events over the years and has been responsible for ganized office and its staff forgot they had scheduled a the logistics and/or project management of the events. meeting with us. This visit proved crucial in our decision- making process. We did not use them. • Check the references the company has provided. Experience speaks loudest; you do not want your event to be new territory for a company. This step is crucial to your understanding of what the company is truly capable of. For example, the company needs prior experience with serving back-to-back meals for more people than you are expecting. kim m 3 Contracts! Contracts! Contracts! ac Without contracts in place you have absolutely no guarantee d o nald that you will receive what a company has committed to. This A good staff is critical to running a successful event. Pictured here are can be scary as the project nears and there is no progress. I JCWP staff members Roxana Munoz Perez, logistics consultant, and have learned the hard way what needs to be included. Rajni Louis, translator for the JCWP 2006 in Lonavala, India.

Special Events 2007: Volume 14 Number 2 Planning an event without an event company

f you are like most of us who work for HFHI, you in a crisis management role . This team is made up of get the job done yourself and do not have the key leadership from each of the top decision-making Iluxury or budget to hire an event or logistics areas of the event (as well as external support such as company to assist you . If this is the case, take the a security lead, first-aid lead, catering lead, legal repre- following points into consideration: sentative, etc ,. depending upon the exact emergency) . They know that they can be called to meet at any time 1. Staff and hires during an event and together will make the decisions Hire or select from your team someone who is a to handle a crisis appropriately . No one necessarily visionary, organized and calm under pressure, a team knows about this team, except for those who are a player, and a detailed thinker with the ability to step part of it . back and see the bigger picture . Having some of the qualities doesn’t cut it; take the time to find the right 6. Team approach and communication person . It will be worth it .This is your logistics lead . Logistics is one part of a larger team that makes a special event possible . Take the time to understand 2. Timeliness of planning what each area is focusing on and share your re- Creating your critical path, schedule and/or time- sources . For example, construction and logistics can line needs to be done at least six months before the support each other in many ways, but it begins with event . If you want to get your budget right, get your great communication and teamwork from day one . For planning right .The system you use to create and track example, I couldn’t have built 72 toilets for more than your logistics needs to be usable and something that 3,000 people to use in the middle of the countryside in you refer to regularly and can share with anyone at a country without portable toilets or running water if I anytime wanting to see the status of items . hadn’t had the support of the construction team . This support was based on our working relationship over 3. Consider everything the months prior to the event . Visualize your event as if you were a volunteer: Who greets you? What is in your hands? What do you see? 7. Contracts Where do you stay? Walk through each step a volun- If it’s not in writing, it’s not going to happen . You will teer would take .Take each of these pieces and break sleep better before your event knowing that you have them down into smaller components . Split these duties contracts signed with every vendor or company that among your team, but the leader needs to know and be you are expecting support from before, during and responsible for keeping each detail on the schedule . after your event . Your vendors will also take you more seriously and professionally . (See the contract details 4. What’s your back-up? in the logistics article for more tips .) Keep as much in Be prepared for emergencies: accidents, food that writing as possible . It’s easy to call someone on the doesn’t arrive, buses that break down, volunteers phone, but if you can also get an e-mail confirmation who are lost . What’s your back-up plan? A part of this of the call details, all the better . involves another crucial element to being prepared— These are just a few tips for proper logistics plan- a crisis management team . ning and execution that will hopefully help you to keep all of your volunteers happy and returning for 5. Crisis management team more volunteer opportunities with your program . This is a crucial team within any event and operates Good luck!

2007: Volume 14 Number 2 Special Events Communications and messaging for a special event

By Jennifer Lindsey

pecial events are wonderful opportunities to bring should capture the sentiment of the week—the feeling added exposure to Habitat for Humanity and our you want all volunteers, donors, staff, homeowners and the mission. Indeed, one of the primary purposes of local community to have during the course of the build. Sevents is to attract attention, raise awareness and bring in The theme will be used on all your volunteer materials, new supporters and volunteers. With Habitat’s renewed sponsorship information and media materials. Although focus on advocacy, events can also be an opportunity to Jimmy Carter Work Projects are not typical of the size highlight poverty housing issues locally and globally, and or scope of most events held around the Habitat world, the many ways in which people can make a difference. examples of some recent JCWP themes provide a glimpse But for these goals to be accomplished, you must have a plan. The best way to approach a communications plan for an event is to break it down into three parts: before, A communications plan during and after. should include: goal, theme, messages, audiences, mechanisms Before As soon as you decide to hold a special event, start plan- and a timeline. ning your communications. Depending on the size of the event, it can take several months to prepare all the communications materials and make the appropriate contacts into how they can be used to set a mood. JCWP 2006’s to ensure that your event gets the exposure it deserves theme was “building the future … with families, com- and has the impact it should. A communications plan munities and nations.” For JCWP 2005, the theme was should include: goal, theme, messages, audiences, “bringing vision to life.” mechanisms and a timeline. You should also have a Along with the theme come the general messages. What special section on corporate sponsor communications. are the key things people need to know about Habitat for Humanity’s mission, the local community in which the build will take place, housing statistics in the area, and Habitat’s If a special event is worth short- and long-term goals in the area? Consistency is the key. By preparing these messages up front you can ensure doing, it is worth doing a that everyone involved in the event will be sharing the same strategic communications plan key points in all their meetings, correspondence and materials. that helps ensure its long- Marketers say that audiences do not remember a message lasting impact through effec- unless they hear it at least seven times. So repeat these same tive, consistent and accurate messages in all the event materials. outreach to your key audiences. But who are those audiences? That’s the next item in your communications plan. Target audiences for events can include media, volunteers, the faith community, Thegoal of the event should have been determined government officials, partner organizations, local com- when the event was originally conceived. Why are you munity, potential major donors—anyone who will partici- holding a special event? This is the first piece of the pate in, benefit from, or can potentially be influenced communications plan because all the communications by your event to support Habitat for Humanity and our materials and activities should support that goal. The next mission. Try to avoid listing “general public” as one of thing to determine is the theme. Thetheme of the event Continued on page 10

Special Events 2007: Volume 14 Number 2 your audiences. Even if you want to reach a broad base of people, your efforts will be less successful if you are not Crisis communications able to differentiate different segments of the public. And for an event that is the next part of your communications plan: how to reach your target audiences. The audiences you are trying to reach will reveal the ll events—no matter how well planned— communications mechanisms and activities you will use have the potential for something to go for the event. As an example, the media can be both a Awrong .This could be a natural disaster in the area, a medical emergency on site, a civil dis- target audience and a mechanism to reach other audi- turbance in the city, or a disaster elsewhere in the ences. You can reach media through press releases, press world that may affect the event participants . Just conferences, and follow-up calls. (Be sure you have an as you need a plan to promote the event, you must updated media list before you begin!) Volunteers, donors plan ahead on how to handle a potential crisis . and other established Habitat friends can be reached via The first step in preparing a crisis communica- your Web site or through newsletters. tions protocol is to identify a crisis management When listing the materials you’ll need, remember to team .This team should consist of key Habitat staff prepare profiles of all the home partners participating in who will be on site during the event—local Habitat the event to share with volunteers, media and others. And management; HFHI senior leadership (if relevant); coordinate with the team handling event logistics on the and representatives from event logistics, construc- preparation of banners or house signs. tion, communications, volunteer management, etc . Corporate partners play a critical role in most special All crisis management team members must be noti- events. It is important to find ways to recognize their fied that they are part of this important team well in partnership prior to and throughout the event while advance of the event so they understand their roles not losing sight of Habitat for Humanity’s mission and and work together on the protocols . message in the process. Developing and agreeing on The crisis management team should meet at least a communications plan that serves the organization’s once before the beginning of the event to discuss and agree on the following: a team meeting point on goals will set the proper course as new sponsors come on site, communications procedures (e g. ,. phone tree board. But it is always helpful to include a special section and contact information) to inform all team members in your communications plan on how you will recognize if a crisis occurs; a designated spokesperson; and a written protocol of specific actions to take in various eventualities (e g. ,. who will travel with the injured volunteer to the hospital, who will notify the next of kin, who will decide whether the event should go on or be cancelled in the event of global crisis, who will liaise with local police) . It is usually a Habitat for Humanity senior representative who serves as the spokesperson, with support and counsel from the communica- steffan hacker tions representative . All other team members and Habitat staff should be instructed on who needs to be notified within their team and to ensure that the information is shared judiciously so as not to cause Press conferences are important means to communicate with the pub- panic or further problems . lic. Pictured here are President Carter (left) and Peter Selvarajan, CEO of HFH India, at a press conference during the JCWP 2006 in India. We all hope that none of these actions will be necessary at any Habitat event . But it is best to be prepared with a designated team that knows its role and corporate sponsors and what additional materials the can help bring order and calm to the situation . resource development team might need in order to bring in additional sponsorship. Finally, establish a timeline that outlines when each step of the communications plan will be completed and who is responsible for completing it. Continued on page 15

10 2007: Volume 14 Number 2 Special Events kim m ac d o nald

The Jimmy Carter Work Project of 2002 laid the foundation for the continuing addition of houses to this build site in Ethembeni, South Africa. The anatomy of a successful special event

By Karan Kennedy, with Sue Johnson, Samantha Ellis and Stuart Hendry

7:15 a.m. Day one. Volunteers arrive wearing steel-toed has also hosted youth builds, Women Builds, smaller shoes, work gloves, corporate T-shirts and lots of sunscreen, corporate builds and Global Village teams. With each ready to build houses with HFH South Africa! Greeted with build, the South Africa team has learned lessons, honed smiling faces, hot coffee and a continental breakfast, some processes and developed the expertise to ensure that the volunteers are pulled aside to registration tables to complete build meets its objectives of: the necessary paperwork; others make their way to the • Funding to pay for the event and the cost of marquee and look down the hill at the build site. Houses construction completed from previous builds bear testimony that, in one • volunteers who ask, “When is the next build?” week, the slab foundations at the bottom of the hill will • Increased awareness of the housing need in South Africa be transformed into simple, decent houses for the next 14 • Well-constructed houses, moving a step closer to the families in the Ethembeni affiliate, Durban, South Africa. completion of 350 houses within the deadline that was set as a condition of the development of the property The groundwork for this build was laid months, in fact years, in advance. The site was first developed for the What has been learned in the last five years? A brief tour Jimmy Carter Work Project in 2002, which built 100 of through the 2006 corporate build provides some interesting the 350 houses that will eventually fill the site. In 2005, a insights. large corporate build constructed eight houses. The site Continued on page 12

Special Events 2007: Volume 14 Number 2 11 The anatomy of a successful special event communication between crew leaders and key staff. From Continued from page 11 experience, HFHSA already has a good idea that the event will cost R7,500 (US$1,021) per corporate partner Leverage relationships plus R50,000 (US$6,805) for construction costs. As the Durban regional office prepares for this 10-house corporate build, the first step is to review the volunteer Sign an MOU with the corporation—get the money database and contact previous volunteers to see if they up front would be interested. Individuals who are associated with Sue Johnson, resource developer, is the primary contact a company are contacted and asked to discuss with their with each corporation. When a corporation decides that corporate decision-makers the possibility of volunteering. it will participate, Johnson ensures that the corporate Relationships going back to the JCWP are leveraged. partner understands its obligations as well as the support In addition, Ernst & Young—previously involved with that Habitat will provide. A memorandum of understand- builds in both Capetown and Johannesburg—agrees to ing (MOU) is signed that spells out both parties’ obliga- sponsor a breakfast in Durban for their corporate clients. tions and the terms of payment. The payment covers the HFH South Africa (HFHSA) invites additional corporate materials for one house and the event cost, split in two kim m G inny D i xo n ac d o nald

Using the momentum from the 2002 Jimmy Carter Work Project, HFH Staff, workers and volunteers getting ready for a Women Build event, South Africa has hosted numerous builds at the Ethembeni work site to an Ethembeni HFH project at the JCWP 2002 site in South Africa. meet their target of 350 houses.

contacts who seem interested in the build. HFHSA makes installments. The first installment is due at the time of the a short PowerPoint presentation, provides handouts with signing of the MOU, while the final payment is due two information and follows up after the breakfast with phone weeks prior to the event. calls, e-mails and, in some cases, a visit to present addi- Johnson also interviews the recipient families before tional information. It is not long before 10 corporations the build to explain to each family that corporate vol- have signed up for the build. An additional corporation unteers will be helping them construct their homes. She wants to participate, but does not have enough employees then profiles each family, their history and current living to commit to the volunteer requirement. By the time of conditions. These profiles are sent to the corporate team the build, there is enough interest and funding to actually leader so that the volunteers will have information, in build 14 houses. advance, about the family that they will be working with.

Streamline the budget—know your costs Streamline processes, delegate Samantha Ellis, the event coordinator, puts together the After theM OU is signed, Ellis sets up communication with budget and determines the event costs. By using local each individual who has been identified as a corporate vendors, keeping the food simple and recruiting expe- team leader. She provides each of the team leaders with the rienced volunteers to staff the event, Ellis is able to keep team leader guide and a checklist, detailing all the tasks the budget reasonable and also build in a buffer. In fact, that need to be done to organize the volunteers for the extra funds are used to buy two-way radios for improved build. Each corporation is responsible for signing people

12 2007: Volume 14 Number 2 Special Events up, deciding who will come on which day, organizing Plan ahead; have plenty of resources/staff on site transportation, bringing extra snacks and drinks, providing As the date of the event draws near, Ellis is very busy. name tags, collecting the registration and release forms, There are regular bi-weekly meetings and then weekly and distributing the electronic volunteer handbook. meetings with the various HFH regional staff, affiliate staff and staff volunteers who will be involved. Because it Manage expectations is such a large event, experienced staff have been recruited Orientation prior to the build sets expectations for the from the other regional offices and Stuart Hendry, the corporate participants as well as the homeowners, and Special Events co-coordinator, arrives to help Ellis with stresses that Habitat for Humanity is not a “handout” the details. organization. A natural confusion comes from the idea While the regional office takes care of the event plan- that the corporation is “sponsoring” the house. If the cor- ning, volunteers and fund raising, the affiliate takes care poration is donating the cost of the house, why does the of the construction preparation. The affiliate manager homeowner need to repay? For that reason, HFHSA no is working with his construction team to prepare the longer uses the term “house sponsorship,” but talks about foundations. Because of the difficult, hilly terrain, special donations to the house-building program. The volunteers care is taken to make sure that the slabs are poured and G regg P kim m achk ac d o nald o wski

HFHSA reviews its volunteer database before each special event to Ntokozo Khumalo proudly displays the keys to her new Habitat house invite previous volunteers in addition to encouraging corporate spon- at Ethembeni, South Africa. sors to volunteer.

are building the house with the homeowner. In the true cured correctly. Engineers are called in to inspect the site. spirit of Habitat, both the corporate donors and the home The storeman assembles and assigns tools for each site. If owner recipients understand that it is a partnership. there aren’t enough tools, they will borrow from another HFHSA is very strict about corporate partners giving affiliate. gifts to homeowners. A major donor offers to provide In addition to a construction supervisor and crew washing machines for the homeowner families, but leader on each site, there will be block leaders who will Johnson explains: “You cannot come in and give 10 each be in charge of three or four houses. While the families washing machines and not the rest.” The construction and block leaders are Habitat staff, the corporate partners get it immediately. crew leaders are volunteers—not from the corporation Instead, the corporate volunteers will provide a house- but from past builds—who are able to participate for warming gift for the dedication. HFHSA sets the gift at the week. Ellis has worked with each of them before, but a certain value and each family receives the same gift—a she brings them together for training before the event to bag of groceries or blankets or towels. make sure that each understands his/her role in providing Homeowners are notified well in advance of the dates leadership to the team—making sure that there is good of the build to allow time to get off from work so that communication between the construction supervisor, the they will be able to participate in the build alongside the homeowners and the volunteers. Any issues or problems volunteers. The relationship between the homeowner and will be reported to the block leader, who steps in with the volunteers is an important part of the build. Continued on page 14

Special Events 2007: Volume 14 Number 2 13 The anatomy of a successful special event safety. The block leaders walk around looking for Continued from page 13 potentially dangerous situations. additional expertise or takes steps to solve the problem— finding additional tools, for example. Monitor at the beginning and end of each day At the end of the day, the crew leaders, construction Make safety a priority managers and block leaders gather to look at the issues Safety is a top priority, both construction safety and also that came up on site. Also present are other key staff overall safety of the site. For this build, one of the corpo- including the store manager and the site manager. One of rate participants, ADT Security, is donating guards dur- the crew leaders takes notes to capture major issues that ing the day to monitor the vehicles, and guards at night to will be part of the final evaluation at the end of the build. protect the marquee and sound equipment. In addition, The events of the day are reviewed, issues that need to be the affiliate community has been organized to provide resolved are identified and goals are set for the next day. roving security patrols. People in the community know At the end of the session, the solutions are already in the who is supposed to be there and who isn’t. process of being implemented. A tent is set up for emergencies with professional paramedics who are volunteering for each day of the 7 a.m. Day two. Crew leaders and construction managers collect the tools from large containers where they have been locked up for the night. A tool monitor with a clipboard checks off the tools that have been assigned to each group. Trucks deliver materials and tools to each house so that everything is ready when the volunteers arrive for the second day. When everyone has gathered, Hendry begins the orientation, stressing safety and security. The briefing is both technical and visual, demonstrating how quickly something can go wrong kim m and how important safety is to a ac d o nald successful build.

Ethembeni HFH affiliate staff organize for a Women Build event at the JCWP 2002 site. 8 a.m. Day two. The crew leaders and home partners come up the hill build. The paramedics handle most of the injuries, typi- from the build site, join the group of volunteers and are cally a hammered thumb or a grazed knee. However, if introduced. Goals are set for the day. Feedback from the there is a serious injury, they will call an ambulance and first day’s evaluation indicates that two houses are behind alert Ellis, who keeps all the registration forms with her schedule. This problem was anticipated since one of the cor- throughout the day. The registration forms are alphabet- porate partners sponsored a house but wasn’t able to send ized, and she will quickly locate the right form to see if volunteers. Ellis asks if anyone would be willing to switch there is a medical condition or allergies that need to be houses to help out. The response is overwhelming. There is communicated to the paramedics. a sense of camaraderie among all of the volunteers. They all The biggest health issue for South Africa is dehydra- feel responsible and challenged to complete all of the houses tion. The combination of high humidity and high tem- by the end of the week. peratures is particularly dangerous for volunteers who are accustomed to working indoors. Each build site has a per- 3:30 p.m. Day three. The crew leaders gather the volun- son designated to remind the volunteers to drink plenty teers for a review of the day’s activities. What did you enjoy of water, and bottles of water are available at each site. about today? What was most challenging? What could we In addition to a safety briefing each morning for the do better tomorrow? volunteers, the crew leaders have been trained in site After this quick wrap-up, they clean up the work site,

14 2007: Volume 14 Number 2 Special Events gather the tools and load them into wheelbarrows. Trucks Communications and messaging for a special event pick up the wheelbarrows so that they can be checked in Continued from page 10 and locked up for the night, then circle back to give tired volunteers a ride up the hill. During The volunteers stop for a last look back down the hill, Communications activities during a special event focus take pictures of the progress of the day and return to their primarily on media handling and covering the event for cars. As the volunteers leave the site, the crew leaders and Habitat materials. Media handling includes registering staff are gathering under the marquee; they bring the feed- and greeting media upon their arrival; ensuring they back from the day’s evaluation, address any problems and meet and interview homeowners, volunteers and key set goals for day four. Habitat staff; and inviting them to house dedications and opening and closing ceremonies. Depending on the size Evaluate and incorporate “lessons learned” of the event, the participation of high-profile supporters At the end of the build, the HFH staff and volunteers or volunteers, and the number of corporate sponsors, you gather for one last time. This final review is to capture may also choose to have a press conference to obtain what went well and what didn’t go well as a whole. additional media coverage. A press conference needs to Blockages are identified and the lessons learned incorpo- be planned at least two weeks prior to the event week. rated into the planning for the next event. While evalu- But don’t just rely on media to capture the highlights ation forms are available for the volunteers, this method of your event. Assign someone to write about the event of oral evaluation and capturing lessons learned in one and interview homeowners and volunteers throughout document has proved to be more efficient. the week. Have a staff member or freelance photographer on site throughout the event to get photos for your Web Follow up with thank-you letters; maintain contact site, newsletters and brochures, and for the Habitat for Ellis and Johnson work together to enter the names of the Humanity archives. And consider sending press releases volunteers into a database. A thank-you letter is sent to and even photos to local media following key milestones each corporation with any follow-up pictures or evalu- during the week. Don’t forget to send photos and stories ation forms, as requested by the corporate team leader. to the Habitat for Humanity International communica- Each volunteer will also be placed on the mailing list for a tions team to add to the exposure of your event through- monthly newsletter. out the Habitat world!

One year after the build, were the goals accomplished? After In June 2007, a 20-house build will complete the 350 The event is over, the homeowners have their keys, the houses, meeting the deadline for the site development. volunteers have gone home and the banners have been Johnson is pleased to report that even before the publicity removed. But your job is not over yet. Now is the time to for the build is sent out, five corporations have signed review the media clips to see how well the event was cov- up. The experience, which starts out as a team-building ered, contact key media who attended to thank them for exercise for the corporation, becomes much more for the coverage and offer follow-up interviews, and archive the volunteers. Johnson explains: “So many drive on the and caption all the photos. You may also want to send freeway to their offices by shacks that line the freeway. round-up articles or newsletters to the volunteers, sponsors The build is an opportunity to move into an environment and others when the families move into their homes. that they would never experience otherwise. It is very, If a special event is worth doing, it is worth doing a very powerful.” strategic communications plan that helps ensure its long- lasting impact through effective, consistent and accurate Karan Kennedy is director of International Projects outreach to your key audiences. at HFHI. Sue Johnson works in Communications and Resource Development at HFH South Africa; Samantha Jennifer Lindsey is senior director of International and Ellis is Event and Volunteer manager for HFH South Africa Advocacy Communications at Habitat for Humanity KZN and Stuart Hendry is Special Events coordinator for International. HFH South Africa.

Special Events 2007: Volume 14 Number 2 15 Construction planning for blitz builds By Nevil Eastwood

efore committing to a blitz build, the affiliate they represent, can create unnecessary hardship for poor board must ask itself some important questions. families. Blitz builds are time-, labor- and resource-intensive, • Variances: If variances are required, the affiliate Brequiring a high level of commitment from the leader- may have to increase its community relations efforts as ship. Blitz builds can be disruptive to the ongoing work variances often heighten neighborhood concerns about of the affiliate. Before deciding to conduct a blitz, the Habitat’s work. affiliate must honestly assess its motivations and poten- • Community space: Efforts to include community tial. While none of the principles of Habitat are sacrificed areas or centers in the site plan have had mixed results. in the execution of a blitz build, many of the processes are Affiliates that successfully create community space necessarily accelerated—especially construction, family usually collaborate with other agencies or with local selection and nurture. government to ensure the maintenance and oversight of such amenities. Site selection Several important issues must be considered when acquiring land for a blitz build: • Building lots should be contiguous or as close to each other as possible for logistical reasons. • The building site needs excess land nearby to accom- modate materials staging and volunteer support services. • Planning and zoning issues should be thoroughly considered before acquisition. If variances are needed,

they should be secured well in advance of the project to kim m

limit the possibility of community objection. ac d o nald • The work site needs accessible utilities to ensure the prompt and affordable placement of necessary infrastructure. House plans Site plan The success of the blitz build depends a lot on the house • Land use: Maximize the available space in accordance plans which need to be simple, buildable and lend them- with local lot size regulations. Land costs increasingly selves to accelerated building. reduce Habitat’s ability to provide affordable housing. • House plans should be simple and straightforward. Over-large lots, and the increased maintenance costs • The number of house plans used should be limited to ensure that building components are interchangeable. • House plans should anticipate environmental concerns: minimizing work-site waste, keeping maintenance costs low and improving energy efficiency. • If the house plans will require municipal variances, the same community relations issues are present as discussed under “site selection” above. Once the house plans have been created, other responsibilities are required.

kim m • developing accurate and complete materials take-offs. ac

d o nald These will be needed by those responsible for gifts-in- kind, materials procurement and materials staging. When

16 2007: Volume 14 Number 2 Special Events acquiring materials, special consideration should be given to products made from recycled materials and to environ- mentally friendly materials. Reaping the • Creating a construction manual for use by the house and crew leaders to plan for and execute the actual build. long-term benefits • Installation of site infrastructure. • Pre-building appropriate components (trusses, headers, etc.). of special events • Placement of foundations, pads or piers. By Ernesto Castro • Coordination and oversight of event construction activities. abitat for Humanity is well known for its suc- A detailed construction budget needs to be developed cessful special events that bring together thou- with all costs of construction from start to finish. This sands of volunteers worldwide to build houses should include site development costs, temporary facili- Hwith those in need. We enjoy participating in these events ties, site infrastructure, warehousing, subcontractors and and are proud of their results. But have our national building materials. Without a detailed budget, it is hard to programs adequately reaped the long-term benefits of determine the true costs related to an event. these events? Since special events are merely tools to help us reach Conclusion our mission, they should set the stage for the local or Blitz-build events give the general public a focused op- national organization to reach more people in need. portunity to participate with Habitat for Humanity, learn- From the national program perspective, there needs ing the organization’s mission and goals by actively build- to be a clear distinction between the short- and long- ing houses and communities. There are few other settings term goals of the event—goals related to the event itself where individuals or groups can learn more quickly or are short-term goals, while long-term goals focus on the more thoroughly what Habitat for Humanity really means event’s impact on the future development and growth of to them and how they can practice their convictions and the organization. At Habitat, we tend to be very success- share the love of Jesus with others. Volunteers at a blitz ful in reaching the short-term objectives. We have to build learn by doing as they replace substandard housing work harder at capitalizing on the long-term objectives. with simple, decent, affordable housing that is available We need to have better follow-up mechanisms in place to to everyone who needs it regardless of race, color, gender, cultivate the contacts and relationships created through religion, political persuasion, economic level or social the event. status. Not everyone is a builder or an organizer. Some people’s gifts are better used by quietly serving behind the Since special events are merely scenes on a committee. Others find joy in sharing their tools to help us reach our mission, gifts simply by volunteering for a short period of time. they should set the stage for the Regardless of how a person serves during a blitz build, local or national organization to there are numerous opportunities for growth and devel- reach more people in need. opment. At the end of the blitz build the homeowners will have a durable, affordable house and live in a supportive community. The Habitat volunteers will often leave with If a special event is a tool to help achieve higher goals, a new understanding of their abilities and talents, some- how can we guarantee long-term benefits to the national times accomplishing more in a week as a Habitat partner program implementing the special event? This is not an than they have achieved alone during any other week in easy question and there is no single answer. However, their lives. through my involvement with Habitat special events over the past few years, I would like to offer a few sugges- Nevil Eastwood is senior director of Program at Habitat for tions about what NOs can do to leverage the impact of Humanity International. the special event for the organization’s future growth and development. Continued on page 18

Special Events 2007: Volume 14 Number 2 17 Reaping the long-term benefits of special events 2. Mental preparedness of staff Continued from page 17 Every event is unique. If we want to be successful in the long run, we have to think differently even before A special event can be implemented by the national we start planning. The NO staff should be open to new organization (NO) with or without HFHI support. ways of doing things, open to receiving new staff with Depending on the magnitude and type of event, and its special skills, and working with new people from differ- expected results, change is required at all levels of the NO. ent cultures and with different perspectives. Because of that, we should cherish values such as honesty, tolerance, 1. Restructuring the NO openness and being willing to communicate to face is- Three critical areas that should be considered are: sues beyond our own expertise. If staff is not adequately • Resource development and communications: Special prepared, the short-term goals of the event will be more events have the capacity to generate new contacts and difficult to achieve and, as a result, the long-term goals attract new donors and volunteers. If a long-term objec- will be unreachable. tive of the special event is to increase the organization’s resource development (RD) capacity, new staff should be hired, for example, for gifts-in-kind, writing and following A special event “steals” the up on proposals, and generating reports for the donors in coordination with the finance department. Since commu- comfort zone in which we are nications is vital to RD activities, the NO needs to hire a used to working. It will come person to focus on messaging. with changes, new opportunities • Construction: If the expected result of the event is to and also responsibilities. increase the organization’s construction capacity, and the But if we prepare adequately, NO is actively participating in house construction, the our programs will reap the construction management staff should be increased in benefits many times over. numbers and technical expertise. It is critical that house plans, budgets, bills of materials, etc., are available in all the regions in which the NO is building. This will make it easier to scale up the construction activities after the 3. Home partner preparedness event. If the NO is building houses through partnerships, • Community development team: It is critical that the it is important to factor in enough construction staff in NO set up an experienced and flexible team that is able the memorandum of understanding with the partner. to work with the home partners. During special events, Habitat deals with large groups of families, which could be more difficult than the traditional approach of dealing If staff is not adequately with individual families. Flexibility is important because prepared, the short-term goals of staff would have to adapt the training program, taking the event will be more difficult into account the income activities of the partner families, so that most of the families can attend important meet- to achieve and, as a result, ings and training sessions. Past experience has shown that the long-term goals will Habitat staff participating in the sweat-equity activities of be unreachable. home partners facilitates communication and follow-up on the issues that might arise during the process. At the same time, people working on the project have a firsthand • Finance: The finance team is impacted by any special source of information. event in one way or another. More staff is needed to track • Training program: Special events require adjustments down the expenses, generate internal or external reports in the regular training program for home partners. Besides or inventory control, for instance. The finance team plays the traditional training on HFH principles or financial a key role in reporting, controlling and managing the literacy, other topics should be considered. For example, funds properly, which is key to keeping our credibility if the expected result of the event is the construction of a with the donors. new community, special attention should be given to the new relationships and interactions that will be created.

18 2007: Volume 14 Number 2 Special Events Community responsibilities will arise such as garbage collection, water supply and maintenance of amenity buildings. All these activities have to be coordinated with the home partners who will be the final users and recipients, but HFH has an important role facilitating the process. • Sweat-equity program: It is important to identify the time frame; activities to be done before, during and after the event; and the availability of the families to accomplish the kim M ac tasks that are part of the program. A d o nald simple and efficient tracking system

will facilitate follow-up on the families House dedications usually signal the end of a special construction event. But national organi- by identifying those who can set the zations must learn to leverage the impetus of a special event for the program’s future growth pace and be an example for those who within the country. are behind schedule. If we are working with families from rural areas we have to consider crop is well implemented, we will see the results and positive seasons, festivals and holidays that may affect the perfor- impact in the long term. A special event is challenging mance of the home partners. from the logistics and communications perspective (both • Back-up plans: It is quite normal for some families could represent up to 45 percent of the cost) which is not to drop out at the last minute. The NO should be able common in most of Habitat’s programs. At the same time, to have a ready alternative, and to train them on time, part of the success of the long-term goals depends on adjusting the training program with activities during and these two areas. after the event. 5. Governance 4. Measuring success A special event requires additional contacts, additional The parameters used to measure success should be ad- efforts and commitments, and more flexibility for follow- justed. In this context, the cost of the event is a common up. If we want to reach more people in need, this is an issue. The cost of the event should be viewed from the opportunity to advocate for them, communicating the perspective of expected results, not as a simple expendi- message to different sectors and bringing fresh resources ture. If we want to increase our capacity, we have to invest (contacts, funds, companies) to achieve our mission. proportionally. Sometimes, we cannot see the results im- The roles and responsibilities of every party involved mediately. National leaders should be trained in advance in a special project should be clearly spelled out, and so that they can transmit this training to key local staff each party should be accountable for its actions. Always in order to be prepared for the planning, implementa- keep focused and consider the event as a tool to achieve tion and follow-up phases. Planning should be ambitious Habitat’s mission. and realistic. The local conditions of the NO, as well as A special event “steals” the comfort zone in which its potential, have to be taken into account so that we can we are used to working. It will come with changes, new capitalize on the event. opportunities and also responsibilities. But if we prepare Any kind of project will have a higher cost if com- adequately, our programs will reap the benefits many pared to regular programs. A project is something times over. temporary, with specific needs and characteristics, and specific deadlines and deliverables that cannot be com- Ernesto Castro is working for the JCWP 2008 and has pared with the normal way of doing things. That is why participated in two previous JCWPs (Mexico and India), new procedures, staff and documentation are needed. the Tsunami Response Project in Thailand and Disaster A new public relations campaign, for instance, will have Response initiatives in the LA/C area office. impacts that we cannot measure at the moment but, if it

Special Events 2007: Volume 14 Number 2 19 A case study: armenia hfh His Holiness Karekin II Work Project By Gohar Palyan, with Loucine Hayes and Willo Brock

Background tion, six churches sent work teams in 2006. The goal of ince its inception in March 2000, Habitat for the partnership was to complete 37 homes, symbolizing Humanity Armenia (HFHA) has completed 275 each diocese and one for the Mother See, representing the houses, providing more than 1,400 people with Catholicos of all Armenians. Ssimple, decent and affordable shelter. The organization -op erates through three affiliates in nine regions of Armenia. Objectives of the CB2006 One of the organization’s goals has been to actively engage • To develop and increase the long-term participation the Diaspora in eliminating poverty housing in Armenia. and commitment of the Armenian Church (both domes- Since the Armenian Apostolic Church operates all over tic and global) and the Armenian Diaspora to the HFHA the world, uniting Armenians and playing an instrumental program, in keeping with HFH Armenia’s strategy. role in preserving the Armenian culture and language, the • To leverage the event to diversify E/CA’s donor and church was the perfect partner to assist HFHA. Global Village (GV) base by opening up a portion of the project to GV participants from Western Europe and Asia. The birth of the Catholicos Build After the 2004 Jimmy Carter Work Project (JCWP), Ken The event Bensen, president of HFH Michigan and International After the signing Church Relations coordinator, and Archbishop Vicken of the memoran- Aykazian came up with the idea to organize a large blitz- dum, Armenian type event in Armenia, comparable to a JCWP, to create priests con- visibility for HFH Armenia and its mission to eliminate ducted a house- poverty housing. blessing service When His Holiness Karekin II, the Catholicos and in the town of Supreme Patriarch of All Armenians, visited the 2005 Gavar, close Jimmy Cater Work Project in Detroit, Michigan, USA, as to Lake Sevan, a guest of the MASCO Corporation, this idea was further a prime tour- developed and set to pilot in 2006. ist location in A memorandum of understanding was signed in Armenia. The April 2006 to formalize the relationship between the HFH town had inher- armenia Armenian Apostolic Church and HFHA. As a result, the ited a dilapi- annual His Holiness Karekin II Work Project (Catholicos dated 24-unit Work Project) was born. Churches sponsored 20 houses condominium building from the Soviet era. In 2006, the at the first His Holiness Karekin II Work Project in 2006 building was given to Habitat for Humanity. It was hard (CB2006), and the Armenian Diaspora, individuals and to imagine that this building could become a safe, com- corporations sponsored several other houses. In addi- fortable dwelling for dozens of families. But volunteers,

20 2007: Volume 14 Number 2 Special Events together with engineers, commenced the work armed international churches, with a future commitment to the with faith, hope and patience. Catholicos Build. During the event week, 358 volunteers worked on • volunteer management, construction and interna- the His Holiness Karekin II Work Project—73 inter- tional fund raising worked well. national volunteers (including 10 HFHI staff) and 285 • Good media coverage in Armenian newspaper, local volunteers (including HFHA, HabiArm—the local Web sites and on television. Mir TV, a Russian-language HFHA youth group—and board members). The concept satellite channel aimed at Russian-speaking Diaspora, had of volunteerism is new in Armenia, and by participating various news items. in the build, His Holiness Karekin II, Catholicos of All • raised “new money” international funds that would Armenians, inspired many volunteers at the project. not normally have been raised.

Results Lessons learned • Twenty-four families were provided with decent shelter • It is very important to have a strategy, clear objectives at the end of the weeklong event. Outside the event, an- and goals, and realistic targets identified prior to the other 13 homes were finished. These 37 homes represented event and the project. This ensures the longevity of the all 36 diocese of the Armenian Church globally and the project and successful outcomes. The strategy should Holy See of Etchmiadzin, the seat of the Catholicos. have great synergy and value-added nature to overall • relationships were established with national and Continued on page 25

Recommendations for future builds

Though the idea for this build originated from the area PR office, HFH Armenia took ownership of the project . • Network and link with other programs and organi- Any time any national organization wants to undertake zations regularly—not only when there is news . a huge event like this, it must consider whether the • organize pre-event events to create interest among event fits with what the program is trying to achieve, NGOs, other local governments and interested stake- and the cost and benefits of the event . holders .

Administration Working with home partners • Ensure there are clear lines of reporting for all • Establish a regular system for monitoring and evalu- project-/event-related decisions between the national ation of all families, even during the building period . and area offices and within the national office . • Maintain clear and transparent communications • Ensure that local staff understand the role of the with families . project manager . • Prepare clear and understandable documents to • Ensure that all administration systems are in place explain procedures for registering property and sign- to support the project . ing loan documents . • Ensure that adequate personnel are in place to conduct the project . Construction • Clearly document all expectations of local govern- Event planning ment, including milestones and timetables, to avoid • Check all country calendars and evaluate schedules delays, confusion and frustration . of potential volunteers . • Review and vet all potential suppliers of materials, • Get realistic cost estimates for all goods and ser- equipment, and goods and services to assess capacity vices needed for the event prior to preparing a budget . and reliability . • Ensure that a full-time construction manager is on site at all times .

Special Events 2007: Volume 14 Number 2 21 A testimony of love: Special events in San Julian By Carlos Avalos

n August 2006, the residents of San Julian awoke to Salvador build 225 houses, serving 1,125 Salvadorans. the sight of strangers in orange hard hats gathering We, at Habitat El Salvador, have learned a lot from in the town center to start the construction of seven these experiences. Ihouses. In an area with deep Catholic roots, the town’s The churches involved in the events like to know inhabitants were interested to see how 47 volunteers from about the partner families ahead of time. The churches Methodist and Baptist churches in North Carolina, USA, are happy to develop long-term relationships in El would help build new houses for families from the local Salvador. The churches that we collaborate with have set Catholic church. high goals for us, which we have viewed as opportunities Some 12 months before the event, the local parish priest to be more innovative in our development of alliances opened the doors for Habitat and special events. to promote the event with It is necessary to plan families who attended weekly the special events at least mass. Six hundred people 12 months ahead of time. listened that Sunday morn- The true hosts of the special ing about the opportunity to events are the regional obtain a Habitat house. Habitat offices, and the Since 1998, Habitat for role of the national office Humanity El Salvador has is to provide information understood that promoting for good coordination. We C arl

special construction projects o s have also learned that the like the one in San Julian can- aval families can bring a lot of not happen without coordina- o s creativity to the events if tion with local churches and Methodist youth walk to the work site. they are involved in the community organizations. preparation and their ideas During the annual Building on Faith project, volunteers are included in developing activities. from international and local churches joined those from the Promoting good relations with international churches, local parish to become the body of Christ in action. Together affiliates and schools that have local Salvadoran partners they demonstrated God’s love and sent a powerful message has helped ensure the success of these work projects. The to the world that Christians, independent of their doctrines, advantage of this is that the international teams develop can spread a unified message of love. long-term commitments. Habitat El Salvador now has The first blitz build was held during Holy Week nine veteran volunteers who have returned to the country 10 years ago when New Horizons Fellowship in Apex, N.C., times in the last nine years. And they have expanded the and Altadore Baptist Church in Calgary, Canada, joined annual projects into a five-year campaign to build 500 with the Emmanuel Baptist Church in San Salvador and houses with church support. Habitat for Humanity. Five houses were built in one week It is never too late and we are never too old to learn in Verapaz. to work with God as His instruments to help families less Today Habitat El Salvador runs three blitz builds an- fortunate. In El Salvador, Habitat has hope in building a nually, receiving on average 15 international teams for better world with the help of their partners. their special events. Since the first Holy Week project, 74 church teams have participated in 17 construction events. Carlos Avalos has been the coordinator of Church Relations These volunteers have represented 31 churches from and Special Events for Habitat El Salvador since 2003. He Canada and 18 churches from the United States. Their was a volunteer at special construction events five years donations of almost US$450,000 have helped Habitat El before coming to work for Habitat.

22 2007: Volume 14 Number 2 Special Events c o urtesy HFH singap o re

The Under No Roof event in Singapore is in its fifth year, and raises awareness among youth of the problems of poverty housing. It has inspired Campus Chapters in the Philippines to host a similar advocacy event, “Raise the Roof.” Non-building Habitat special events in Asia/Pacific By Wong Hiew Peng

ardhat, hammer, workman gloves—what’s a problem of poverty housing. Habitat for Humanity special event build with- The number of UNR participants continued to grow out one of these? In Asia/Pacific, however, there until 2006 when 700 people gathered at a Singapore Hare a few events that bring Habitat’s name to the fore and junior college to spend a night outdoors without com- garner funds without involving construction. fortable bedding and went for 30 hours without food. Take, for example, the Under No Roof (UNR) advoca- UNR 2006 was a joint collaboration with World Vision’s cy project by Habitat for Humanity Singapore. Now in its 30-Hour Famine event. By 2007, the students had taken fifth year, it began as a project to raise awareness among over the helm by organizing UNR entirely on their own. young people in this affluent nation about the bane of More than 170 students from six international schools in poverty housing. In its inaugural year, UNR attracted 130 Singapore slept under the stars in cardboard shelters at participants between the ages of 15 and 30 who had to one of the participating school’s grounds and went with- stay overnight in makeshift cardboard shelters in a park, out food for 17 hours. The discomfort of spending the giving them a taste of the plight of the homeless and those night in these quarters in no way deterred the students, living in substandard housing. The event was organized who also raised more than S$4,000 (US$2,600) to support by HFH Singapore with the help of local student volun- HFH Singapore’s work. teers. The following year, 300 participants signed up for When Singapore held its inaugural UNR project in an overnight event, which included scavenging for mate- 2003, Japan did something similar. Seventeen students and rials to build their shelters and discussions on tackling the Continued on page 24

Special Events 2007: Volume 14 Number 2 23 Co urtesy HFH Ko rea

An ice hocky fund-raiser in South Korea.

Non-building Habitat special events in Asia/Pacific band with the slogan “Raise the Roof” and created in- Continued from page 23 formational inserts about Habitat. Partnering with some local retail stores, they sold 10,000 wristbands at HK$10 two staff fromN agoya International School in western (US$1.30) each. They have since ordered an additional Japan held a successful “sleep-out” event to raise funds and 5,000 wristbands to continue raising funds for tsunami- awareness about homelessness and poverty housing. They affected families. Their efforts culminated in a sleep-out spent the night on school grounds in makeshift cardboard event in April 2007. shelters and had a dinner of plain rice and water. Stuck to In South Korea, Habitat and fashion made an unusual the outside of their cardboard homes were fact sheets on but effective pair in raising funds. Instead of professional housing issues. In addition to educating their schoolmates, models strutting the catwalk, ordinary people such as the students raised almost 100,000 yen (about US$1,000) HFH Korea’s board chairman Chung Kun-mo and his toward their Global Village trip. wife took to the stage. Each of the 70 “models” contributed The success of Singapore’s Under No Roof also in- 800,000 Won (about US$862) to take part. About 800 spired two campus chapters in the Philippines to organize guests—including some Korean movie stars, singers and a similar advocacy event. Raise the Roof was a first-time politicians—attended the show in Seoul in January 2007. collaboration between the campus chapters of Silliman The program also included video clips about Habitat’s University and Negros Oriental State University in work and a bazaar. The funds raised came to 260.2 million Dumaguete City. In February 2007, more than 40 par- Won and will be used to support Women Build projects ticipants took part in a house-building competition and in South Korea. This is the sixth fund-raising fashion shared their experiences. They sat on the ground and ate show since 2001 but the first time that non-professional their dinner on banana leaves. The experience enabled models were featured. the participants to empathize with those living in poverty When a Habitat staff member has to wear a tuxedo, housing. one knows that glamour is in the air. In November 2005, The potential of young people to effect change was more than 340 guests attended a Piaget-Habitat fund- amply demonstrated in Hong Kong late last year when raising gala ball in Hong Kong. Organized by a benefit the Hong Kong International School’s campus chapter committee comprising Hong Kong society women, the launched a fund-raising project, also called Raise the event netted nearly US$700,000 in one evening. Piaget Roof, to support Habitat for Humanity China. To raise was the title sponsor with other corporate sponsors such awareness, the organizers—an all-girl student team—took as Coca-Cola, Citigroup and Dow Chemical contribut- a page out of the book of Lance Armstrong, the holder ing to Habitat’s tsunami reconstruction programs as well of seven consecutive Tour de France records for cycling. as programs in China. Part of the funds raised also went Fashioned after his yellow Livestrong wristbands for into supporting Hong Kong’s home improvement pro- cancer research, the students designed an orange wrist- grams for the elderly. This year’s gala event in Hong Kong

24 2007: Volume 14 Number 2 Special Events will also feature Piaget as the title sponsor with Citigroup and PMI committing funds. The program lineup includes an appeal for donations for bricks to build a house and a Ferrari car auction. In India, the traditional “kitty parties” sparked the

idea for a Habitat fund-raising and advocacy project in Co urtesy HFH Ho ng Ko ng Mumbai. Tête-à-tête over tea is not the sole purpose of kitty parties, where wealthier women pool money which is then awarded to one person at the end of the party to be used to buy what she needs or desires. Through Habitat coffee mornings, the WomenindiaBUILDS committee appealed to high net-worth women in the Mumbai area to donate to a women-led project to transform shelter and lives in Karjat village. As of January 2007, the Women indiaBUILDS committee had raised more than one-third of its contribution to the 100-house project. To

meet the fund-raising target, India planned various initia- Co urtesy HFH Ho ng Ko ng tives including an art auction in early April 2007. The Women indiaBUILDS campaign is part of Habitat’s ambitious five-year plan to house 250,000 people by 2010.

Wong Hiew Peng is a writer/editor for Habitat’s programs A gala fund-raiser ball in Hong Kong raised some US$700,000 in a in Asia and the Pacific. single night for HFHI’s work.

A case study: His Holiness Karekin II Work Project more time and having a well-prepared pre-construction Continued from page 21 schedule for all other activities—like family selection, site preparation and supply procurement—to take place in organizational strategy and, thus, the project becomes a enough time. logical and important part of the program. • We expected churches to commit to teams, which • Fund raising was challenging since we had a late start didn’t happen. A few churches sponsored one or two and not enough time to plan thoroughly, thus some pledged individuals on the two open teams. One regularly heard funds are still coming in. It is crucial to follow up promptly comment was that the dates weren’t suitable for college/university students who would be most interested to come (and very likely to be sponsored). Any time any national organization wants to undertake a huge event Conclusion like this, it must consider whether This event helped build awareness within Armenia and the event fits with what the outside the country of Habitat’s work in terms of engaging program is trying to achieve, and and educating the Diaspora community. The area office the cost and benefits of the event. supported HFH Armenia in this project and helped with fund raising and networking.

and develop long-term relationships from existing donors to Gohar Palyan is national director of HFH Armenia; be able to say that the event achieved its goals. Loucine Hayes is Program Development manager for • Though a multi-apartment building was a new type HFH E/CA, and Willo Brock is director of Resource of construction for HFH Armenia, the team coped Development, HFHI Europe and Central Asia and was very well. Some lessons learned include planning for director of His Holiness Karekin II Work Project 2006.

Special Events 2007: Volume 14 Number 2 25 Leveraging special events By Victor Hanzel Sarceda and Wong Hiew Peng

fter the 1999 Jimmy Carter Work Project in the involvement in Youth Builds, young people have the op- Philippines, thousands of Filipino young people portunity to make a statement . For example, 100 youth Ahave volunteered at Habitat builds through- volunteers, including university students and young out the country . In the first half of2 000, 17,000 young people from Habitat communities, marched 2 kilometers people built 319 houses with 13 Habitat affiliates in the to the site of HFH Philippines’ annual summer Youth Philippines . Build in April 2005 . Accompanied by a band, they held Originally an annual event, HFH Philippines’ Youth a banner with the theme “Today’s Builders, Tomorrow’s Build has become a year-round program since 2004 . A Leaders ”. They worked on 30 houses in BASECO-Bagong special build is usually held at the start of summer vaca- Buhay in the Philippine capital of Manila .The shanty- tion during March or April . town on site of the former BASECO shipyard suffered Youth Build’s main objectives are to provide volun- three major fires in recent years and was the location teers for Habitat builds and to involve Filipino youth in of HFH Philippines’ first disaster response project . By the ministry of ending poverty housing in the country . the end of March 2007, HFH Philippines dedicated the They are not just involved in builds; some young people 1,000th house built for BASECO residents . have even organized themselves into youth core groups According to Alberto L . Jugo, HFH Philippines’ presi- in their respective schools and colleges, engaging in dent and CEO, the transformation of Youth Build from raising funds, disseminating information about Habitat an annual event to a year-round program has greatly and even regularly visiting Habitat communities to in- boosted the national organization’s capacity .Thanks in teract with home partners .These youth groups also help part to the ready help of Youth Build volunteers, HFH organize and train the children of Habitat home partners Philippines has built about 16,000 houses to date since to form choirs, dance groups or athletic teams .Through it was set up in 1988 . these youth volunteers, HFH Philippines is better able to meet the increase in construction capacity as well as Victor Hanzel Sarceda is HFH Thailand’s marketing reach out to the communities in which Habitat works for communications officer. Wong Hiew Peng is a writer/ a more holistic relationship . editor for Habitat for Humanity in Asia and the Pacific. There are benefits for the youth too .Through their

A Thailand Youth Build in 2002 opened the door for new leadership for the national organization as well as for Habitat for Humanity International . Chainarong Monthienwichienchai, vice chancellor at St . John’s University in Bangkok, Thailand, agreed to be the chairman of the advisory committee when HFH Thailand decided to organize a Youth Build . Under his leadership, HFH Thailand responded to the Indian Ocean Asian tsunami that ravaged its coasts in December 2004 by setting up a disaster response program in southern Thailand . By the end of 2005, HFH Thailand had elected Dr . Chainarong as chairman of its national board of directors . In addition, HFH Thailand benefited from Dr . Chainarong’s guidance at both the program and senior leadership levels . After HFH Thailand completed its tsunami recovery construction, it used the Habitat Resource Center (HRC) model to transition its eight affiliates to four HRCs in a move to scale up building capacity . Under the senior management leadership—whom Dr . Chainarong and the board helped to recruit—HFH Thailand set its sights in FY07 to serve more families than it has the last nine years since its inception in 1998 . In early 2007, Dr . Chainarong was elected as a member of Habitat for Humanity International’s board of directors .

26 2007: Volume 14 Number 2 Special Events Financial planning for a special event By Aileen Pistone

ey to a successful special event is your finance paper or using software but the information and the team and its game plan. Oftentimes, it is assumed procedures input should be of the highest quality. A good that this particular area will simply merge with starting point to see whether your organization has good Kthe existing national program finance systems. But this is accounting systems would be to look at the results of your not often the case. Here are a few tips that many of us take latest external audit. You should not consider hosting a for granted, but that need to be addressed individually special event if your latest external audit was negative. In when putting a special event together. addition, consider asking for an internal audit to ensure 1. Create your own budget: Use other special event that the proper internal controls are in place. budgets as guidelines, but take the time to do your 5. Additional reporting: Besides a good accounting sys- homework. Collect several quotes for each line item and tem, your organization will be required to create and manage determine what the real cost will be for your national an increased number of reports due to a special event. Make program. Talk to others who have hosted special events sure that your staff is prepared to take on the additional and determine what line items could be missing and then work and can turn in the additional reports on time. incorporate them. 6. Clear communication: Finally, make sure that every- 2. Hire additional staff: A special event will place enor- body involved in the special event is aware of the rules mous stress on existing finance staff. It is always a good of the game. This is not a matter of a simple communica- idea to hire extra finance or accounting staff to handle the tion in writing, but a matter of sharing directly with the additional workload. people involved what is really important and to be taken 3. Proper purchasing: If your organization doesn’t have a into account, even the simple “taken-for-granted” facts. defined purchasing procedure before a special event, it will Clear communication will help avoid misunderstandings need one. A minimal level of purchasing controls includes and disagreements in the future. the use of purchase orders, purchase requisitions and an approval matrix. Learn from those who have hosted past Aileen Pistone has been involved with several major HFH events, and contact their offices to obtain samples. special events over the years and has been responsible for 4. Good accounting systems: The system can be on the logistics and/or project management of the events.

Brewing a better world By Steve Little

few months ago, while chatting with a friendly make room for one more patron, and the people I don’t barista and waiting for my triple tall latte, I noticed know who are willing to share a section of their newspaper. a “help-wanted” sign taped to the wall. The sign Acaught my attention because of what it invited me to do. I like the community. I like the experience. It wasn’t offering me a job making espresso, or manag- An experience with community is also what drew me ing a cash register. It wasn’t an invitation to wash dishes to Habitat for Humanity. In 1991, the organization was or sweep the floor. The sign invited me to join the team celebrating its 15th anniversary by building houses across and “Create the experience.” the United States. Groups of volunteers were traveling This might be a good time for a confession: I don’t from city to city, building houses on stops along the way, really like coffee much. and eventually converging in Columbus, Ohio, for the But I like the smell of the pastries. I like the way I’m final celebration. greeted when I finally get to the front of the line. I like people I took a week of vacation, made a date with the who smile and move their chairs out of the way to always woman who eventually became my wife, and we signed

Special Events 2007: Volume 14 Number 2 27 up for an experience that changed my life. decent housing? Similar to my current attitude towards coffee, at that Our mission isn’t about special events—or about vol- time I didn’t really care, or even know much about, pov- unteers. When all else is stripped away, our mission really erty housing. I liked helping people as much as the next isn’t even about building houses. guy, I suppose. But if I could have fun, meet new friends Our mission is about creating a world where everyone and help people at the same time, what a bargain! has a simple, decent place to live. It’s about creating a world The years have jumbled together the memories of that where every child can grow up in a nurturing home. It’s week: I remember sleeping on the floor of a church and about creating neighborhoods that will protect that child, blisters the size of half-dollars on my hands. I remember and extended families that will assure her well-being. shivering in the early morning cold, cupping my hands for warmth around a cup of tepid, weak coffee as I mean- It’s about the community. It’s about the experience. dered through a field on my way to the construction site, And the experience we’re creating is much more critical than the morning dew beading and dripping off of my brand- brewing a decent cup of coffee. The Habitat experience needs new work boots. to change attitudes. It needs to open new possibilities for the I remember meeting people—some were doctors or future. It needs to transform casual volunteers into housing lawyers; others were students or business owners. A few advocates—people who understand the housing situation, were unemployed; others were carefully working on the and are committed to changing it no matter what it takes. house their family would eventually live in. Somebody This experience needs to turn the whole world on its head, patiently taught me how to build a doorframe. I remem- and make participants—both volunteers and homeowners— ber laughing and complaining about the food with a want to live their lives to serve others. future homeowner. I remember watching gleeful, sweaty But for the rest of us—the event organizers—the ex- hugs between old friends who yelled things like “I haven’t perience is very different, indeed. Event organizers bristle seen you since that blitz build back in Albuquerque!” when people complain about the food and the tepid coffee. We get irritated when people need to be shown how I remember the community. I remember the experience. to build a doorframe. We get downright crabby when our Reflecting on that event, I’m reminded of the Biblical volunteers are off walking around in the morning dew, jubilee—every 50 years, when all debts were forgiven, instead of lined up waiting for their daily instructions. all slaves were set free and everybody returned home Few of us on the organizing side of an event are going with a clean slate. What an experience that must have to have that euphoric experience that provides just a brief been—suddenly there are no servants, and no masters. glimpse of the mountaintop. Socioeconomic boundaries completely erased. It doesn’t But that’s exactly what we’re providing: We’re creating matter what happened in the past—it’s time to go back a world where everything—even if just for a few days—is home. It’s time to head back to our community. (I’ll bet all right. We live in harmony. We create a community the celebration during those jubilee years made the blitz where we’re not measured by the color of our skin or the build in Albuquerque look like a hotdog roast.) size of our paycheck, a world where we’re not judged by Now I work for Habitat. And every time I hear about a the past, and we’re free to live in the moment. new special event, I cringe—even if just slightly. Isn’t this And the end result of that experience is a humble an awful lot of energy to invest in just a handful of houses? building. A simple house, where a child will grow and Is this event going to help achieve our mission? I know play and learn about all that is good in the world. from experience that a lot of those volunteers are just com- So what do special events accomplish? They can (and ing to have fun. What do they know about poverty hous- should) be measured in cold numbers: donations received, ing? Do they know that the world will see an additional 70 stories published in the media, houses built, families million new urban dwellers this year? Do they understand served, volunteers who participated, and on and on. But that the majority of those people will live in poverty their through our special events we do something much, much entire lives, and that for them even a humble Habitat house more important. will be as unreachable as the Taj Majal? We create the experience. We create the community. The question has kept me awake at night: Why do we invest resources in lavishly produced, time-consuming Steve Little is director of Communications for HFH in Latin events, when we could use those same resources to qui- America and the Caribbean.

etly and efficiently move several additional families into 3498ENG/9C/IF O /4-07

28 2007: Volume 14 Number 2 Special Events