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How-To’s & Guidelines
How-To‟s & Guidelines
Part of World Vision‟s support to you is to equip you with the knowledge and resources to do your
job effectively! Here are some references and tips to help you with everything from managing your
group to working with the media. Feel free to refer to each section as needed.
Table of Contents
SECTION 1: Your Role
Page 2
1.1 Role description
SECTION 2: Managing Your Group
2.1 How to get started
2.2 How to recruit members for your club
2.3 How to structure your club
2.4 How to plan your year
2.5 How to set goals
2.6 How to write a constitution
2.7 How to hold a club meeting
2.8 How to lead a discussion
2.9 How to find support for your club
2.10 How to stay motivated
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SECTION 3: Action & Event Planning
3.1 How to plan an event
3.2 How to run a table
3.3 How to promote an event
3.3 How to create advertisements
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Page 9
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SECTION 4: Fundraising
4.1 How to maximize fundraising
4.2 How to approach potential sponsors
4.3 How to send in donations
4.4 How to deal with tax receipts
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Page 12
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SECTION 5: Advocacy
5.1 How World Vision approaches advocacy
Page 15
SECTION 6: Media and Public Relations
6.1 The Value of PR
6.2 How to capture the media‟s attention
6.3 How to make the most of an interview
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Page 16
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APPENDIX
A.1 Sample Constitution
A.2 Sample Meeting Agenda
A.3 Event Planning Checklist
A.4 Sample Sponsorship Request Letter
A.5 Sample Media Advisory
A.6 Sample Annual Calendar
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SECTION 1- YOUR ROLE
1.1 Role Description: World Vision Campus Leader
Every role with World Vision deserves a description. Role descriptions help to manage expectations
and to outline the boundaries of your involvement. They also help you to see the benefits that you
receive and let you know whether you are on the right track in your role. Below is a role description
for a World Vision Campus Leader. You might create similar descriptions for various positions in your
campus group.
Position Title:
Campus Leader
Training:
Leaders receive the included manual advising
them about World Vision, their role, and how
to engage their campus community. Regional
training and conference calls will be established
as need and opportunity allows.
Campus Leaders‟ Purpose:
Campus Leaders are advocates on behalf of
children affected by poverty, specifically to their
campus communities. They have a passion for
social justice and engage in awareness,
fundraising and advocacy activities so that
communities are transformed through World
Vision‟s work.
Benefits:
Be a powerful advocate of change for
families in need around the world
Represent World Vision to other
Canadian students
Receive resources and tools for
awareness, fundraising and advocacy
Access support from World Vision‟s
head office and peer campuses
Grow personally in your own
understanding of social justice issues
Obtain valuable experience towards a
lifestyle and/or career working on social
justice
Supported by:
World Vision Canada‟s Youth & Campus
Coordinator, as well as local World Vision staff
and WV Campus leaders across Canada.
Responsibilities:
• Plan at least one activity/event in each of
the areas of awareness, fundraising and
advocacy per calendar year
• Distribute promotional materials to
recruit potential group members
• Attend conference calls and training
sessions held by Youth & Campus
Coordinator for updates and support
Qualifications:
Motivation to lead others
Creativity
Awareness of and passion for global
issues
Willingness to be an advocate of World
Vision‟s work on campus
Commitment Length:
• Typically 12-month commitment or
more
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SECTION 2- MANAGING YOUR GROUP
2.1 How to get started
Step 1- Don‟t duplicate. Check out your school‟s student union or ask World Vision to make sure
that there is not already a World Vision club or group on campus. If there is one, get in touch with
them to see how you can be involved. If starting a club is too daunting with your school commitments,
you may want to join forces with an existing social justice club and promote World Vision as a part of
their activities. It‟s up to you to decide how your efforts will be most effective.
Step 2- Get your school‟s approval. If you choose to start a new club, some schools require a
constitution. A Sample Constitution can be found later in this section. Ask your student union to
find out if there are other documents you need to complete before you can call your club official.
Step 3- Talk to World Vision. Once your club has been approved by your school, get in touch and
let us know! ([email protected]) It‟s a good idea to keep World Vision informed so we can
support you throughout your planning process.
2.2 How to recruit members for your club
Recruit a few key people who share your passion for social justice and who can help form the
beginnings of a leadership team. You might want to do this by:
Having a table at your school‟s club fair
Asking your friends to join you
Putting up posters in high-traffic areas of your campus
Placing ads in the campus newspaper
Promoting your club on the campus radio station
Remember that although recruiting members may seem like work, it is crucial to have support in order
to get things done!* It doesn‟t need to be difficult either; sometimes recruitment can be as simple as
word of mouth.
*Some Student Unions also provide funding based on club membership size.
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2.3 How to structure your club
Most campus clubs typically have a president, a secretary and a treasurer, who form the executive
board. We recommend that as your group grows, you add more positions to represent your club‟s
different areas of focus.
For example, in addition to your executive board, your club structure may include a(n):
Education & Awareness Committee
Fundraising Committee
Advocacy Committee
Media & Publicity Committee
Event Planning Committee
When structuring your club, make sure that each position has clearly defined responsibilities. You may
want to outline these details in a role description like the one we provided you for your role as a
Campus Leader. Also, decide:
When/where/how often your club will meet
How many volunteer hours will be required from each member
The span of time required for each role (i.e. one semester, one school year, etc.)
Many WV Campus clubs have found that as they grow, having a larger leadership structure (e.g. more
planning committees, with co-leaders, etc), ensures more group members feel involved and committed
to participating throughout the year.
2.4 How to plan your year
Early on, even before the school year begins (e.g. at a summer planning retreat), it is a good idea to
create a calendar of your year‟s big events. There will of course be fixed moments such as clubs days
for outreach, and events encouraged by World Vision (e.g. Let Kids Be Kids Day, 30 Hour Famine, etc)
but you will want to ensure you design a plan that matches your club‟s size, goals and your campus‟
unique culture. You know your campus well and can make the best decisions about what will and
won‟t work for your year!
Together with your group members, it might be a good idea to brainstorm over the following
questions:
What are the goals of your club?
What activities will help you achieve your club‟s goals?
How will success in these activities be measured?
What challenges do you anticipate in your year of action?
What resources will help you achieve your goal?
See the Appendix at the end of this section for a Sample Annual Calendar for reference.
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2.5
How to Set Goals
Goal setting is an important thing to do in order to keep your campus group on track. Depending on
what works for your campus group you might want your leadership team to create a mission
statement that outlines the overall purpose of your club. Then as a group, set goals at the beginning of
each year and then re-evaluate these goals at the end of each term. Here are some things to think
about when setting your goals:
How many new members would we like to see join your club this year?
How many events would we like to hold?
How many people would we like to reach through these events?
How much money would we group like to raise? What causes would this money go
towards?
An important part of setting goals is tracking results. This is important so you can celebrate what
you accomplish and helps World Vision to know what is working so we can best support your actions.
Tracking the number of people who attend each event, how many you engage at public events (e.g.
how many you speak to when running a table in a public space), amount of money raised, and
anecdotal details (i.e. quality of experience/response at an event) are very useful details to document
throughout the year. Around December and April each year World Vision will send a survey to ask
about these aspects, and others, so having someone track this will really help at that time!
2.6 How to write a constitution
Constitutions, also known as statements of purpose, are designed to help formalize the club‟s structure
and spell out procedures that have been agreed upon. If you need to prepare a constitution for your
school, check first to see if they have a template. If not, you can find a Sample Constitution in the
Appendix section at the end of this guide.
Tip: Keep the proposed structure and rules as simple as possible to allow for change as members
transition in and out of your group. Try to think of rules that won‟t need to be changed every year!
2.7 How to hold a meeting
Meetings are important because they give members a chance to discuss the group‟s goals. They keep
the group cohesive and on the same track, and allow for decision-making. See the Appendix at the end
of this section for a Sample Meeting Agenda.
In planning your meetings, keep the following in mind:
Have a purpose for your meeting. Be aware of your reason for calling the meeting, and
make this clear to all other attendees.
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Prepare an agenda and stick to it. Attendees will appreciate it if you organize a list of
items to discuss and maintain that focus throughout the meeting. You may want to even
print copies of the agenda for your attendees.
Be aware of the time. By monitoring the time and making sure that your meeting doesn‟t
run longer than planned, you are being courteous to the other attendees, who are likely as
busy as you!
Take the lead. Listen carefully and facilitate productive and positive participation by all
members. Others will follow your example.
Take notes. Designate someone at each meeting to take minutes and keep tabs on all
topics that arise for future reference.
Review commitments, tasks and next steps. It doesn‟t hurt to review so everyone
clearly understands their responsibilities.
Set the next meeting time. Make sure that in your plans you include a chance to discuss
when to meet next. It‟s the easiest time to do it!
2.8
How to lead a discussion
Though you may have put a lot of planning into your meeting, you may find it hard facilitate a
discussion. Here are some solutions for common problems that you might run into:
Start the meeting with a time of mingling or an icebreaker; this will allow people to feel
more comfortable around one another which will lead to a better discussion later on in
the meeting
Pick a general starting question that will allow members to share their thoughts and get
comfortable in the group setting
When you are leading the discussion, be careful not to overpower the participants;
simply direct and guide.
Never dismiss an idea- take each idea seriously!
Prepare a list of open-ended questions that you want response back on; often the more
you plan the more smoothly the discussion will go
If you notice that one participant seems to be taking control of the conversation and
preventing others from expressing their ideas; try to call on other people. You can say
something like “That is a great idea; let‟s hear some other people‟s thoughts on that.”
Watch and be careful to not let the discussion get off topic
Be prepared for silence: You may ask a question and not receive an instant response, be
sure to give time for participants to think and process the question after you ask it. If it
is still silent, you may also need to rephrase the question in a clearer way or directly ask
someone their opinion.
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2.9
How to find support for your club
Talk to the Youth & Campus Coordinator. Send an email with any questions or ideas
to [email protected].
Contact your local World Vision staff. Regional staff are there to support groups who
take action with World Vision, so don‟t be shy to ask them for ideas and support. To learn
who your local staff is, send an email to [email protected].
Find a faculty advisor. Some professors may be willing to meet with your group to give
advice or support. If your school has courses in International Development or Relations,
that may be a good place to start. Professors with skills your club could benefit from (e.g.
advertising) may also be willing to offer advice. Discuss expectations and a term of
commitment at the start so things go smoothly from there.
Connect with WV Campus Leaders. They can be very helpful! See the campus
directory on worldvision.ca/campus or put out a call on the World Vision Campus facebook
page.
2.10 How to stay motivated
As the leader of your campus group, be sure to always encourage and thank the core leadership
team and other members that help make everything possible. It is easy for members to feel burned
out if they have a lot going on and don‟t feel appreciated. Be sure to not overload your members
above what they can handle. Remember to take time as a team to celebrate your successes!
Your campus groups will most likely hit some highs and lows. Maybe an event was not as
successful as you thought, an idea fell through, or there is some conflict within the group. During
these „low‟ moments, it may be hard to remain motivated. This may be a great time to reevaluate
your goals. Look for inspiration. If your group sponsors a sponsor child, remind yourself of how
your work is changing their lives. Think about the kind of life they would be living if your group
had not sponsored them. Reflect back on all the things that have gone well! Find encouragement in
the fact that all the hard work you are doing is making a life-changing difference in the lives of
children all over the world.
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SECTION 3- ACTION & EVENT PLANNING
3.1
How to plan an event
Think big-picture. What is the purpose of your event? Is it to raise funds, awareness, or a
bit of both? Establishing the outcome of your event will help you figure out what you need
to get there.
Make a list of your needs & resources. Jot down all of the things you see as necessary
for your event to run smoothly, i.e. venue, funding, volunteers, etc. Then, make a second list
of things you have to help you. In the Appendix at the end of this guide, you can find an
Event Planning Checklist to help you get started.
Work backwards. With your end goal in mind and a list of the things you need and have,
start at the event date and work backwards, giving each to-do a deadline. Your tasks should
be spread out and should lead up to the present date.
Share the workload. Discuss action items with your club and see if the to-do‟s can be
equally divided among members. This will help you avoid carrying too much responsibility.
Know the rules. Ensure that your event follows your school and/or your community‟s
requirements. Ask yourself whether your event will involve permits, licenses, insurance, or
other paperwork. If you‟re not sure whether or not your event qualifies for this type of
paperwork, please check with the owner of your event‟s venue.
Set a goal. Whether your event is a fundraising, awareness-building, or advocacy action,
choosing a goal (i.e. “We will raise $5,000” or “We will collect 500 signatures”) and sticking to
it will motivate your group and let others know what you hope to achieve as a result of the
activity.
Inspire others. Your goals are ultimately about more than dollars raised or signatures
collected on a petition, but about improved lives. Inspire your members with the vision of
what their actions mean to a child or community (e.g. “By raising $1000, children will live
healthier lives through their access to clean water”). People are moved to act when they realize
the real human impact of their actions.
Enjoy. Once the planning is complete and your event is ready to begin, try to relax and
enjoy your group‟s hard work! Remember the reasons you were motivated to plan the
event in the first place and encourage others by re-iterating it to them.
Reflect post-event. Don‟t forget to address the event in a club meeting after its
completion. Discuss learnings, identify changes to make in the future, and celebrate
successes!
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3.2
How to Table
Setting up a booth or table in a high traffic area on campus is one great way to get your message out!
This art of „tabling‟ can be used in a variety of ways; to raise your group‟s profile on campus, gain new
members, raise awareness on the issues, and much more! The key to creating a successful table is to
create an eye-catching display that draws people in and gets them talking. Below are a couple things
you can use to create a successful table but feel free to get creative and have fun with it- the more
unique and eye-catching, the better! (A big thanks to Breanna Wiebe from University of Manitoba
for these great tips!)
What you need to host an info booth:
Fabric or table cloth
World Vision Campus Club Banner
Sign-up Sheet for interested students to sign (ideally with a clipboard & pen)
Information sheet that talks about who to get in contact with, website, facebook page,
upcoming events to handout to interested students
“Vertical Appeal” – most won‟t see down onto the table, so get a three-panel board to
highlight the best of your club. Consider the following three panels “Who” (about your group),
“Celebrate Success” (what your group has done) and “What‟s Going On” (listing upcoming
events)
1 or more laptops showing World Vision videos or photo slideshow of pictures from campus
events
WV Handouts and flyers – mini-cards with your group‟s facebook page/name and/or minibrochures about your group
Donation Jar – depending on the theme and focus of your table
Volunteers who are friendly, outgoing, and confident to answer questions: wear
matching t-shirts or name-tags so that people know who to talk to
Engage! Stand to the side of the table (not in front of) and greet everyone that comes by.
Make it approachable! Use music, lights, food, etc to make people feel welcome.
Optional: An opportunity to take action (petition, signup sheet, etc.)
3.3
How to promote an event
Clearly state the purpose of your event. Make sure that the purpose and goal of your
event is clear and concise. Try to narrow it down to one simple sentence, preferably in the
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form of an invitation. For example, “Join us for an evening to end preventable childhood deaths”,
or “Buy a cupcake, help a child see another birthday.”
Consider your audience. Take some time to think about who might attend your event.
What are their interests and hobbies? Where do they hang out? This will help you
determine how, when and where you spread the word.
Work publicity into your budget. Event promotion is a major part of event planning. If
you put a great deal of effort into an event that is not well publicized, no one will know
about it! In your overall budget, make sure that you factor in any costs related to poster
production, printing, and the like.
There can never be „too much‟ publicity. Do as much as you can to capture your
target audience‟s attention- advertise on the school newspaper, campus radio stations, by
visiting classrooms and through word of mouth. The more exposure people get to your
event, the more likely they will be to attend or participate!
Build up to the event day. Whatever your plans are, make sure that the promotional
activities become more visible the week leading up to and the day of the event. Having
someone walk around with a sandwich board, distributing flyers, chalking sidewalks and
creating teaser posters will help build excitement about your event.
Find partners to help promote your event. Other clubs, student associations, faculties
and even professors can be allies in spreading the word about your event, especially if it is
big with inspiring goals.
3.3 How to create advertisements
Creating your own posters:
Maintain a concise message- make sure that what you are promoting is clear.
Pick a colour and/or visual theme for your poster that matches your topic.
Keep the design simple, interesting, and clean.
Use fonts that are easy to read, especially for the most important information.
Emphasize the who, what, where, when, and why of your event/action.
Check all of your text for spelling and grammar mistakes!
Avoid images of poverty that are shocking or sensational.
Convey the issue in creative, inspiring and hopeful ways.
Using World Vision’s logo:
Ask us for permission before you use World Vision‟s logo on your own posters. Send the
Youth & Campus Coordinator a soft copy of your poster so it can be approved or
recommendations can be made to amend it.
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To avoid any responsibility issues, make the relationship of your event to World Vision
clear. Include a phrase like, “All proceeds of this event will be donated to World Vision.”
Don‟t change anything about the logo, including its background and its colour.
SECTION 4- FUNDRAISING
4.1
How to maximize fundraising
Looking at your plan for the year, determine your club‟s unique fundraising needs. Consider
setting a year-long fundraising goal, and map out a plan for reaching it.
Where possible, try to keep fundraising initiatives manageable for the amount of time,
money and people power available to you. Be sure to save most of your energy for the
event itself!
In the case that you spend money to plan an event, keep in mind that you can only use 20%
of the fundraised money intended for World Vision to cover your expenses. This ensures
that none of your supporters are misled when they are told that you are fundraising for us.
Deal carefully with donations. When sending your funds to World Vision, please ensure
that you convert it into a personal money order before you mail it in. Please do not send
cash in the mail! You can find additional information about sending in donations later in
this guide.
4.2
How to approach potential sponsors
Sponsors can help make your events easier, either by providing free goods and services or by backing
your events and activities with funds. If you choose to ask companies for support, keep these simple
tips in mind to help make your requests effective.
Know why your club is doing the fundraiser. It is important to be able to
communicate this message succinctly to any potential supporters. It would be advisable to
be able to share your purpose in 3 sentences or less.
Be enthusiastic about your cause. If you can give the impression that you are excited
and passionate about your event/activity, your attitude is more likely to catch the attention
of potential sponsors.
Offer something in return. Companies are often motivated to sponsor if they know
they will receive exposure to a market that they want to reach so let them know how you
will feature or mention their name at your event.
Ask wisely. Only request sponsorship from companies that are responsible and not likely
to stir up controversy because of their business practices. If you have any questions send an
email to [email protected].
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Be positive and polite. Remember- you are asking them for something they are not
required to do! Your demeanour is a great determining factor in your ability to gain the
support of sponsors.
Follow up. You may want to contact supporters initially by phone or email to find out
about their interest. We recommend following up with a formal letter to provide more
information and to re-iterate your request. You will find a Sponsorship Request Letter
template in the Appendix at the end of this guide.
Keep in Touch with Sponsors- Be sure to remain in contact with your sponsor after
they have provided their contribution. Make sure to send them a proper thank-you note
and let them know how the event went and what your group was able to accomplish
because of their support.
4.3 How to send in donations
On your donation envelope, please make sure that you include:
Your full name
Your school‟s name
Your return mailing address
Inside your envelope, please include your designation request (how you would like the funds to be
spent), as well as your contact information (phone number, email address) so that we can follow up if
we have any questions. Your donations can be mailed to:
World Vision Canada
Education & Public Engagement
1 World Drive
Mississauga, ON
L5T 2Y4
4.4 How to deal with tax receipts
If anyone gives you an individual donation of $15 or more, they are eligible for a tax-deductible receipt.
Receipts are mailed to all donors from the previous year in February. For us to issue a tax receipt, we
need the following information from the donor:
Full name
Address
Telephone number, in case we need to contact the donor
Amount donated
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Tax Receipts: Frequently Asked Questions
It is our experience that many donors at fundraising events will give donations without requesting a tax
receipt; however it is important to be able to answer questions regarding this issue and to know in
what circumstances World Vision Canada is able to issue a tax receipt. The government of Canada
has specific guidelines for when a tax receipt can be issued. World Vision Canada does not create
these specifications, and therefore cannot alter them under any circumstances and must strictly adhere
to them.
1. Can attendees receive a tax receipt for buying an entrance ticket or paying an
entrance fee to an event?
Yes, provided that:
Those attending know that the funds are being donated to World Vision Canada.
The full amount of the entrance ticket/fee is given to World Vision Canada (i.e. no
expenses are being covered by the price of the ticket).
We have the required information for all individuals requesting a tax receipt (please
see beginning of section 4.4).
There are no door prizes or giveaways as part of the event.
2. If we are using part of the money received from the entrance tickets/fees to pay for
event expenses (i.e. catering, venue fees, etc.) is it possible for the attendees to
receive tax receipts for the amount given to World Vision Canada?
No, we are not able to provide tax receipts in this situation. If you are using part of the
entrance tickets/fees for event expenses and would still like to offer the attendees a tax
receipt, it would have to be for a straight donation given separately from the entrance
ticket/fee.
3. Can I buy a receipt book and make out receipts at the event?
No, only World Vision Canada can issue official tax receipts in accordance with the Canada
Revenue Agency Regulations. There is no need for you to provide even a temporary tax
receipt at the event.
4. If I collect cash donations, can I collect this money and write a personal cheque or
obtain a money order on behalf of several donors who have given cash?
The short answer to this question is “yes”; however, please read the stipulations below:
If tax receipts are not required you may write a cheque or obtain a money order payable to
World Vision Canada for the lump sum. When you send in the cheque, please indicate that
it is on behalf of the other donors. We will send you an acknowledgement of the funds
received for your records; however, you will NOT receive a tax receipt for the amount
since you were not the original donor of the money.
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5. We are holding a Run/Walk-a-thon as our fundraiser event. Will World Vision
provide tax receipts to those who pledge?
Yes, tax receipts can be provided.
6. We are holding a Bake/Garage Sale. Can World Vision Canada provide tax receipts
to those who buy items?
No, in accordance with the Canada Revenue Agency Regulations, if an individual is receiving
goods or services of any kind for the money they give they cannot also receive a tax
receipt. If an individual at your event wanted to give a straight donation that they are not
receiving any goods or services for, only then are they eligible to receive a tax receipt.
7. An organization/company will be performing/catering/providing a service at our event
for free. Can a tax receipt be issued to them for the normal cost of their service?
No, the Income Tax Act does not permit the issuing of tax receipts for services rendered
except in limited situations.
8. We are having a silent auction. Can World Vision Canada provide tax receipts to
those businesses that have donated items?
No, World Vision does not issue tax receipts for donated items. However, many
companies are often happy to deduct the donation as a business expense, without requiring
a donation receipt. This has virtually the same effect on their corporate tax return.
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SECTION 5- ADVOCACY
5.1 World Vision’s Approach to Advocacy:
World Vision takes on poverty by delivering relief, development and advocacy programs and
campaigns. While not always as immediate as relief work in its results, advocacy is vital in order to
address the root causes of poverty.
World Vision‟s advocacy work takes different forms wherever we work. In Canada it is revealed most
clearly through our Ottawa Office and our Justice Network. The Ottawa Office staff work hard to
build strategic relationships with Canadian policy makers and power holders so that child poverty and
well-being can be addressed. World Vision‟s Voices for Children Network invites Canadians of all ages
to join in and encourage Canadian leaders to show leadership on child poverty. Watch for specific
opportunities this year for you as campus leaders to respond through the Voices for Children
Network!
World Vision's approach to advocacy is always relational and never antagonistic or aggressive. We
expect that WV Campus groups would take the same approach in any communications they have with
their Members of Parliament or other governmental leaders. If you have plans to communicate with
such individuals on behalf of your World Vision Campus group, please contact us first
([email protected]). Our Ottawa Office staff often have existing relationships with MPs and
governmental leaders and can provide support to ensure the best outcome from such conversations.
World Vision Canada has been a lead supporter in the Make Poverty History movement and played a
key part in the NGO coalition pushing for child and maternal health to be at the top of the agenda
during the 2010 G8 Summit in Canada. One of our creative advocacy campaigns in 2011 was “Cooking
Up Justice” with celebrity chef Roger Mooking. We will continue to put forward advocacy messages in
the year ahead, so stay tuned for opportunities for your group to join in!
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SECTION 6- MEDIA AND PUBLIC RELATIONS
6.1 The value of PR:
The Public Relations department in World Vision is responsible for supporting and managing World
Vision‟s identity in the media. This is done through media releases, media advisories, photos,
interviews, media events, relationships, social media, and quotes. Public Relations is an important tool
for campus leaders to use as well. It can help:
Build event awareness
Bring awareness to key issues you are passionate about
Multiply the impact of a message you speak on
Add credibility and generate buzz for your campus club
Reach out to the public about what World Vision and your campus group is doing
Contact Us:
Contact us at [email protected] if you have any questions about this section, getting media
coverage, or concerns about doing interviews. We‟ll put you in touch with our public relations
department who can answer any questions you may have. They can also run you through a practice
interview over the phone, to give you some practice and feedback, and let you know what to expect in
an interview. And don‟t forget, if you do have a media interview or article published, be sure to send
us the link so we can post it on the World Vision Campus leaders facebook page and Connect
facebook page!
6.2 How to capture the media’s attention
Sometimes, creating a buzz about your event/activity requires the help of local media. When
connecting with the media it is important to decide on a medium that will best communicate your
message. If the action you want to publicize is visual, you may want TV coverage. If the message is a bit
more complicated, an article in the newspaper might be best. Either way, here are some tips to keep in
mind when working with the media:
Elect a media spokesperson for your group. Having one person in charge of this helps
to keep contact between you and local media streamlined and efficient.
Keep an ongoing list of local media. This should include community newspapers, radio
and TV stations, and individual journalists. This directory will give you a general sense of the
publicity options available to your group. Keep it up to date for future campaigns.
The media are busy, so you want to catch their attention in the first paragraph
of your email or within the first few seconds of your phone call. They love to
report stories that their audience cares about. Let them know you are a local group, as a
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local angle is important. Communicating to them what is unique or interesting about your
story is a great plus.
Using A Media Advisory:
A Media Advisory is a one-page document used to inform the media of news to be made. This can be
used to invite reporters to your event, or to create interest about your action. It‟s important to keep a
Media Advisory as simple as possible, listing the facts with little editorial comment. A Sample Media
Advisory can be found in the appendix at the end of this guide.
Using the internet and Social media:
The internet is a great way to get the word out about what your group is doing and create some buzz.
Facebook is obviously a great way to spread the word about upcoming events or raise awareness
about what World Vision is doing. Using your personal facebook page is a great way to do this
through status updates, video post, and more. It is also important to have a facebook page for your
campus group that people can go to and find out more information. Remember the more activity and
updates that appear on your campus‟s page, the more attention it will receive! Outside of facebook and
other social media sites, you can use the internet to promote your events for free using online
community calendars. Be sure to take advantage of this resource.
6.3
How to make the most of an interview
When the media contacts you, they want to tell your story. You are the author and the narrator. As
such, you have the right to ask the following:
What angle is the journalist looking for?
Do not be afraid to ask for early notice of the types of questions you will be asked. Knowing
these questions will enable you to think about your answers prior to the interview,
determine what visual aids you may be able to use (discuss this with the person doing the
interview or their producer/editor) and make you more comfortable.
What information do you need to tell your story?
What format will the interview be?
o If the interview is on radio or TV, you should ask if it will be taped for later broadcast of
if it going live-to-air. Also, ask how long the interview will last and what types of
questions the journalist will ask so you can provide the information they are looking for.
o Live talk radio usually means you only have a few minutes maximum to tell your story –
you must determine what you want to say. With TV, you have even less time.
Sometimes video or other visuals (such as photos, videos, banners, etc) may capture
audience attention. With print media, you usually have more time to explain and
elaborate. Always offer photos for use if you have them.
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Make a list of information you want to get out, including World Vision‟s phone number (1-800-2685528) or web site (www.worldvision.ca), the name of your club, your event, and anything others
might be able to do in order to get involved.
Interview Do‟s and Don‟ts:
Be prepared. Know the subject, be prompt and be ready to give the media what it
requested (asking questions prior to showing up will assist you in this preparation).
Know your Message. Select the one thing that you most want the audience to know and
plan how you want to say this and support it with facts.
Be Honest. If you are asked a question you don‟t know the answer to, simply say so. If it is
a taped interview, tell the reporter you will find out and get them information (ask for the
reporter‟s deadline and meet it).
Relax. Journalists will rarely intentionally try to trip you up. They want to tell your story.
Listen to the questions. Critical listening is essential. Answer the question you are asked,
and incorporate your key messages. Journalists will lead you through the interview and
paying attention will help you recognize when to give vital information or offer your
personal insights.
Dress appropriately. If you are being interviewed by the local TV news, dress
comfortably but avoid striped clothing or harsh colours. Do not over dress. Ask the outlet
what attire is recommended.
Use your voice. Remember that you are having a conversation with the journalist. Your
tone and volume should sound as if you speaking one-on-one with a person, not giving a
speech or reading. Microphones are sensitive, and you will be given instruction on how to
speak to the microphone. Also avoid use filler words („like‟ or „umm‟). When you conclude
a thought pause before moving on, don‟t rush.
Be aware of your body language. An interview isn‟t formal or defensive. Smile, and use
natural gestures. Do not cross your arms, tap your fingers, shake your legs, keep your
hands away from your mouth and hair by folding them on your knee/table or resting them
on the arms of a chair.
Close out the interview well. Remember to thank the journalist for the opportunity to
share your story. When the camera stops rolling, the on-air light goes out or note pad is
put away, say good-bye, leave contact information in case more information is needed,
gather your belongs and leave. Journalists and stations are busy and their time, like yours, is
valuable.
Remember nothing is off-the-record. Anything at any time during any conversation
with a journalist should be considered on the record. Only speak about what you know for
sure and avoid discussing or speculating on matters you do not know. Anything you say can
appear in the media.
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Avoid Controversy. Avoid interviews or questions that are only aimed at stirring up
controversy or fruitless debate. Look for media opportunities that you know will draw
attention on the real issue, children and communities in need of Canadian support and
partnership.
Notify Us. If you have a big interview coming up, be sure to let us know. We may be able
to help you prepare for the opportunity.
Follow-up: Be sure to take the time to send a quick thank-you note to the journalist.
Though it may seem like a small task, they will really appreciate it and it will help build a
relationship with them for the future
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APPENDIX
A.1 Sample Constitution
I. Purpose and Methods of Realizing Said Objectives
a) The purpose of the World Vision Club is to explain your club’s main objective.
b) The World Vision Club intends to achieve its purpose through list your club’s secondary objectives.
II. Membership
a) Members shall be defined by explain terms of membership.
III. Officers
a) The Club officers will consist of the President, Vice President, Secretary, Treasurer, and insert titles
of other club members.
b) The duties of the President shall include: list each responsibility for each club officer in point for form.
c) The duties of the Vice President shall include:
d) The duties of the Secretary shall include:
e) The duties of the Treasurer shall include:
IV. Elections of Officers
a) Elections will take place on insert approximate date/ week/ month.
b) Officers will be elected by insert name of group/member in charge of election and explain process.
V. Meetings
a) Club meetings shall be called by identify member chairing meetings and will take place identify frequency
of meetings, (i.e. bi-weekly, monthly, etc).
VI. Constitution and Amendments
a) The Constitution shall be adopted by insert applicable member names.
b) Amendments shall be adopted by insert applicable member names.
c) State any necessary processes for updating an amended constitution.
VII. Statement of Non-Exclusivity
a) The World Vision Club is open to all members of the your school’s name Community. The World
Vision Club does not discriminate against members on the basis of race, color, ancestry, religious
creed, gender identity and expression, national or ethnic origin, sex, sexual orientation, age, genetic
information, disability, political affiliation, ideology, veteran status, or any other category protected
by the law.
VIII. Request to be recognized
b) The World Vision Club is asking to be recognized.
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A.2 Sample Meeting Agenda
Here is a sample meeting agenda to help you organize your meeting times!
Meeting Agenda
Facilitator:
Place:
Date and Time:
Goal of the meeting  set foundation for the event, get ideas, and assign jobs
1. Greetings (Insert Name of person who will lead this section)
2. Overview of the Agenda (________) (5 mins)
3. Introduction of the members of the group and Icebreaker (10 mins)
4. Show WV Famine video (4 mins)
5. Overview of what was discussed at the leadership meeting (5 mins)
6. Discuss plan for Famine/ outline important dates (__________) (10 mins)
7. Set goals
8. Discussion about ideas for the famine (________) (5 min)
9. Separate jobs (posters, announcements, administration, etc.) (________) (5 min)
10. Set up Arrangements for next meeting time and what should be accomplished by then and now
(3 min)
11. Meeting adjourns 
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A.3 Event Planning Checklist
Here is a tool to help you remember the major elements involved in planning your event. Feel free to use it as
is, or adjust it to fit the needs of your specific event.
Prior to Event:
�
Identify the purpose of your event
�
Identify target audience
�
Form committees and assign duties to club members
�
Secure funding sources
�
Reserve an adequate facility
�
Set-up:
� Chairs
� Tables
� Special equipment (e.g. audio-visual gear)
�
Order food (if being served)
�
Arrange for security or adequate supervision
�
Advertise for event:
� Posters
� Media releases
� Other
�
Send invitations
�
Prepare name tags and/or tickets (if necessary)
On the Day of the Event:
�
Check facility set-up
�
Confirm supplies on-hand and food ordered
�
Confirm duties and assignments of club members
�
Thank everyone involved
�
Complete any paperwork necessary surrounding your funding
�
Collect invoices/receipts for financial tracking purposes
After the Event:
�
Complete program evaluation
�
Send thank-you letters if appropriate
�
Pay bills
�
Host an event de-brief session with club members
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A.4 Sample Sponsorship Request Letter
Date
Dear name of company/contact,
Step 1: Introduce your Event
On date, name of your club and school will be holding Event. The funds raised from this event will go
directly to World Vision Canada.
Step 2: Introduce World Vision
World Vision is Canada's largest private relief, development and advocacy organization. At present,
Canadians sponsor over 500,000 children around the world. Child sponsorship helps fund World
Vision Canada‟s international long-term development projects. World Vision Canada has a long
history of partnering with the Canadian International Development Agency (CIDA) and other
government bodies in overseas development and in addressing global issues, such as child rights,
hunger, and health.
Step 3: Request for sponsorship
In order to direct as many of the funds raised at this event to World Vision‟s work, we are asking
for your help. We would like your organization to join us as a sponsor/supporter for this event. List
items and/or funds you wish company to donate.
As company name is include information about the company that you feel fits in with your event’s goals we
believe that supporting our event will be a great opportunity for your organization to demonstrate
its social responsibility to the community. We would be pleased to profile your company by insert
where or how you will acknowledge their support. Furthermore, your generous support would assist
your school name in achieving its goal of list goal(s) of event.
Step 4: Thanks and Conclusion
Thank you for your time and consideration to sponsor event. If you have any questions, concerns,
or suggestions, please do not hesitate to contact me at contact email/phone.
Yours Sincerely,
Your name
Your position
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A.5 Sample Media Advisory
FOR IMMEDIATE RELEASE
Date
Your name
Your position
Email
Phone number
MEDIA ADVISORY
Please join your club’s name as we seek to support World Vision Canada by indicate your club’s
action/event.
Brief Headline: Use this section to describe your event in 1-2 paragraphs. Remember it’s important to
use language that captures the reader’s attention and makes the event sound exciting!
Who:
What:
Where:
When:
We look forward to your attendance. For more information, please contact your group’s media
spokesperson, at phone number and email address.
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A.6 Sample Annual Calendar
Below is a sample calendar for a year of activity. You may find other themes and events are more
engaging for your unique context and so feel free to shape a calendar that suits your campus
culture. The best way to ensure a solid and effective year of action is to have a strong leadership
team that works closely with WV staff locally and nationally who are aware of resources, tools and
special dates that your group can tap into. This sample calendar is a good model to follow when
getting started though!
Month
Topic / Monthly Theme
Resources
Action
September
Get started- starting your
club & planning your year
Refer to your leader‟s
manual for how-to‟s
Promote your club in
your school at club fair.
Recruit new members.
Hold your first
meeting/planning session
(make it fun!)
October
November
December
Child Health: Mortality
Child Health: Protection
(child soldiers, sex trade)
Exams
Check out Child Mortality
Resources at
worldvision.ca/resources
or posted at
worldvision.ca/campus
Select an action from the
Action Ideas Guide
Check out Child
Protection Resources at
worldvision.ca/resources
or posted at
worldvision.ca/campus
Let Kids Be Kids Day –
Nov 14-18 – a fun event
to raise awareness about
what childhood should be
like. Stay tuned for
details.
e.g. awareness event,
guest speaker, fundraiser
worldvision.ca/gifts
Organize a Gift Catalogue
fundraiser.
Study hard!
Club social event
Leadership planning for
second semester
January
Welcome back/ second
Hold a welcome back
event / Find events where
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membership drive
Anniversary of the Haiti
earthquake
Updates from WV about
work in Haiti
you can recruit new
members
Adapt a fundraiser from
the Action Ideas Guide
and allocate the funds
to Haiti
February
Child Health: Hunger and
Malnutrition
Check out Hunger &
Malnutrition Resources at
worldvision.ca/resources
or posted at
worldvision.ca/campus
Do the 30 Hour Famine
with your club
March
Advocacy & club wrap-up
Watch for advocacy
opportunities* from WV
Share online petitions
with your club
(*These are initiated
when political moments
call for them, and may not
always coincide with this
time of year.)
Celebrate the year with
your group
Possible planning events
with WV staff (last year
1-day events were held in
Vancouver and in
Toronto)
Select the new leadership
team & notify World
Vision
Begin your planning for
next year
April
Exams
Study hard!
May - August
Meeting & Planning
WV staff
Meet as a leadership team
to plan for a strong
September/year
Give input to WV staff
about what you‟d like to
see next year
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