EventDirectorKit

Version:2015v2.2

2015EVENTDIRECTORKIT
EventDate:05Dec2015

#helpportrait

2015HELPPORTRAIT,Inc
#helpportrait
LastUpdated:October15,,2015
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EventDirectorKit
Version:2015v2.2

ThankYou!

Hithere!

MynameisKyleChowningandIamtheexecutivedirectorandcofounderofHelpPortrait,Inc.Imthrilledthat
youvecaughtontothevisionofHelpPortraitandarereadytojumpinandmakeanimpactbothwithinyourlocal
photographycommunity,butmoreimportantly,tothepeoplewhocouldntotherwiseaffordourservices.

HelpPortraitisallaboutgiving.Infact,oneofmyfavoritetaglinesforourorganizationis,Give,donttake,portraits.
Itswiththisfocusthatwevebeendoingsince2009.

Sincephotographerandfounder,
JeremyCowart
,launchedHelpPortraitviaa
videomessage
in2009,over22,500
photographers,73,000volunteersin67countrieshaveparticipatedinaHelpPortraitevent.

Thisyear,wecelebrateour7thHelpPortraiteventonDecember5,2015andwecouldntbemoreexcitedto
seewhathappens.

Itsbecauseofpeoplelikeyouthatthismovementexists.Withoutyourvision,driveandtirelesseffort,HelpPortraitis
onlyanidea.Withyou,itsareality.

So,thankyouforjumpinginandbeingthechangeyouwanttoseeinthisworld.Ipromisethatthiswillbeoneofthe
mostrewardingandmemorableexperiencesyoullhave,perhapsinyourlifetime.Attheveryleast,youllbesurprised
athowpowerfulandmeaningfulthissimpleactcanbeforthepeopleyoureabouttoserve.Icouldtellyoustoriesfor
days

Belowyouwillfindsomedetailsthatwillhelpyouexecuteyourrolewell.ThemostimportantadviceIcangiveyouis
torememberthatthisisntaboutyou,itsaboutthepeople.Keepingyoureventsimpleisthekey.

Icantwaittohearthestoriesandseethebehindthescenespictures.Itsgoingtobeagreat7thyear!

Sincerely,

KyleChowning
CoFounder&ExecutiveDirector
HelpPortrait,Inc.

2015HELPPORTRAIT,Inc
#helpportrait
LastUpdated:October15,,2015
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EventDirectorKit
Version:2015v2.2

EventDirectorResponsibilities

Asaneventdirector,youbecometheprimarycontactandleaderforyourlocalevent(s).Thisroleiscrucial
tothecreation,setup,recruiting,donations,executionandreportingofeachevent.Thepeopleinvolvedin
youreventwilllooktoyouforleadership,directionandsupportthroughouttheprocess.Pleasethoroughly
readthisdocumentasitwellhelpensureyoureventgoesassmoothlyaspossible.

Hereswhatyoucanexpecttodoinyourleadershiprole:

1) PreEvent

a)
b)
c)
d)

Recruitphotographersandvolunteers
Findalocalpartnerthatcandeliverpeopleforyoutotakephotosofatyourevent
Securealocationforyourevent
Raisefundsandgatherdonationstopayfortheprintingofpictures(seeFundraising
Informationdocumentfordetailedinformation)
e) Holdregularmeetingstoensurethatallparticipantsareclearonthedetailsoftheevent
f) Wesuggest24meetingspriortoyourevent
g) Promoteyoureventifpromotionisneededtofindsubjectsandphotographers
h) PurchaseHELPPORTRAITapparelsoyouandyourteamcanbeeasilyidentifiedby
subjectsduringtheevent

http://helpportrait.com/shop
i)

Pleasenote:
ProvidingpicturesisallthatsrequiredofaHELPPORTRAITevent.Ifyou
opttoprovideframes,digitalthumbdrives,CDs,etc,thatisgenerousbutnotrequiredand
isatyourownexpense.

2) DayofEvent

a) Havefun!
b) Makesureyourecordthefollowingdetails:
i)
Numberofpeopleserved
ii)
Numberofphotographers
iii)
Numberofvolunteers
iv)
Numberofmakeupartists(ifused)
v)
Numberofhairstylists(ifused)
vi)
Listoforganizationsinvolvedinyourevent
vii)
Valueofinkinddonationsreceived
c) Ifyouplantopubliclydisplayyourimages,besuretoget
releases
fromthepeopleyou
photograph
d) Takeabunchofbehindthescenespictures
e) PosteventdaypicturesonFacebook,Twitter&Instagramusingthehashtag#helpportrait
f) Printthepictures
i)
Thiscanbedoneonsitewithprinters,orposteventatalocaloronlinedeveloper

3) Deliveryourpictures

a) Ifyoupartneredwithanexistingorganization,plantodeliverthepictureswithinaweekof
2015HELPPORTRAIT,Inc
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EventDirectorKit
Version:2015v2.2

theevent.Theycantakecareofdistributingtothesubjects.
b) Ifyoudontplanonpartneringwithalocalorg,wesuggestprintingonsiteduringtheevent.
Thiswillallowyoutoprintanddeliverwithouthavingtotracksubjectsdownaftertheevent.
i)
Wehearfrompeopleeveryyearthathadtheirpicturetakenbutneverdelivered.
Pleasebesureyoudoeverythingyoucantodeliver!!Thisiswhat
HelpPortraitisallabout.

4) PostEvent

a) ReportyoureventstatstoHelpPortrait
i)
Reportyoureventshere
:
http://helpportrait.com/report
b) Ifyousetupfundraisingforyourevent,besuretosubmitanyexpenseswithin2weeksafter
yourevent.SeetheHelpPortraitFundraisingdocumentfordetailedinstruction.

HELPPORTRAIT,Inc.isanotforprofitcorporation

PleasenotethattheForm1023,ApplicationforRecognitionofExemptionUnderSection501(c)(3)ofthe
InternalRevenueCode(Code),forHelpPortrait,Inc.(theCompany)isintheprocessofbeingprepared
bycounselfortheCompany.TheCompanyhasawindowoftimeconsistingof27monthsfromDecember
2009withinwhichtofileitsApplicationforexemptionandhaverecognitionofitsexemptstatustorelate
backtoDecember2009.BeadvisedthattheCompanysApplicationforexemptionwillbefiledwiththe
InternalRevenueServicewithinsaid27monthwindow.Baseduponavailabledataandinformation,the
CompanybelievesthattheServicewillfavorablyreceiveitsApplicationandthattheServicewillultimately
recognizetheexemptstatusoftheCompany.Atthispointintime,however,weareunabletoopineasto
whethertheServicewillcharacterizetheCompanyasapubliccharityoraprivatefoundation.Regardlessof
thecharacterizationoftheCompanybytheServiceasapubliccharityoraprivatefoundation,the
Companysexemptstatuswillallowittoreceivedeductiblecontributionsfromthepublic.Furthermore,said
exemptstatuswillallowotherpubliccharitiesandfoundationstomakegifts,grantsorcontributionsto
CompanyinaccordancewithapplicableSectionsandRegulationsoftheCode.

2015HELPPORTRAIT,Inc
#helpportrait
LastUpdated:October15,,2015
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EventDirectorKit
Version:2015v2.2

Appendix
WhycantIcollecttaxdeductibledonationsoutsideoftheUSA?
HELPPORTRAIT
isonlyregisteredasanonprofitintheUnitedStates.Inorderforustocollectanddistribute

fundsinothercountries,itwouldrequireustoestablishoffices,staffandlegalentitieswithineachcountryrequested.
Unfortunately,atthistime,wedonothavetheresourcestoexpandinthisway.

CanIStartaHelpPortraitnonprofitinmyCountry?
No.Atthistime,wearenotgrantingtherightstotheHelpPortraitnameinothercountries.

WhoisPureCharity.com?
PureCharityisanonlinedonationsitethatwehavepartneredwithtoprovidetheoversightandtechnologywe
requiretomakelocalizedgivingefficientandeffective.

DoesHelpPortraitProvideFundingformyEvent?
No.HELPPORTRAIT,asacompany,isaninternationalorganizationthatexiststoempowerthephotography,hair
andmakeupcommunitiestogiveback.Ourlimitedfinancialresourcesareallocatedforoperationalexpenses
(accounting,legal,staff,etc).Eacheventisresponsibleforraisingtheirowndollarstopayfortheprintingand
deliveryoftheirpictures.ForourUSbasedevents,weprovidethe

PureCharity

donationtooltoassistyouinraising
funds.

2015HELPPORTRAIT,Inc
#helpportrait
LastUpdated:October15,,2015
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