Nonprofit AF

The annual dinner is over. Long live the annual dinner!

Posted on April 25, 2013 by Vu

In life, there are few things sweeter than that beautiful moment after a fundraising event is done (provided the event didn’t suck completely). It’s like living in a part of Alaska where it’s dark for six months at a time, and then finally seeing a sunrise and knowing that the darkness is abating. It reminds me of that time after my wedding reception. It was an awesome reception, complete with glowsticks and a live bunny and tons of booze, and we felt so much love and support and had more fun than we could remember. But that day that followed, that was magical. Sure, there were thank-you notes to write and other stuff to do, but slowly we started to feel a semblance of normality, like we had been lost in the woods and raised by wedding-planning wolves and now we were back to civilization.

Wedding-planning wolves, that’s hilarious. I am so sleep deprived. For the past couple of weeks, I have not been able to sleep. This is partially due to the baby, who wakes up every 30 minutes for the express purpose of wailing and spitting up on his father. But also because of this dinner, a 9-month ordeal very comparable to childbirth, including the screaming and crying and fetal positions, but without a cute baby at the end. For all the stress and night terrors and occasional fist fights, though, it actually turned out pretty well. We had an effective planning team team, led by our no-nonsense Development Director (slash Finance Director slash HR Director slash Office Manager) Rachel, who, like any good Development Director, inspires people even as she simultaneously strikes fear into the heart of everyone around her.

300 or so people came, including several political leaders, and the event started and ended on time. For days I was worried about my speech, the standard inspiring ED speech, having had no time or energy to work on it. I was supposed to practice for a couple of hours before the event, but then exhausted I promptly feel asleep, waking up an hour before the dinner started, panicking and hoping the Maya just miscalculated their calendar and that the Apocalypse was still going to happen before I had to speak.

Anyway, I didn’t screw up my speech, or at least I didn’t think I did; I couldn’t tell, since in my baby-induced exhaustion it seemed kind of like a day dream, except this time, I wasn’t an Iron Chef on the Food Network. I think we may reach our goal, and besides one person who emailed later to say he and his guests hated the food and the location and their sound system and their table position and my suit and said the decorations gave him cancer and who actually had gotten his table to get up up and walk out (!) of the event in protest, I think the guests overall had a good time.

Still, we could certainly improve for next year. Here are some lessons I learned:

Don’t seat politicians all together at the ED’s table. Politicians always leave early, since they run on political time, which is twice as fast as civilian time. Halfway through the dinner, I was left with my wife and baby and three other guests. I felt like a loser table captain who couldn’t fill his table. Next time, scatter the pols around, or seat the ones who plan to leave early in the back.
Using tablets to do floating registration is awesome. We had volunteers with tablets who just went around the room checking people in, which completely cut out the waiting-forever-in-line-at-the-registration-table curse that plagues many annual events. Technology is so cool. Eventually, we’ll just have volunteers wearing Google Glass go around blinking at people to check them in. That’s the future.
Check and double check the AV system, and spend money on a professional if necessary. There will always been AV issues. We had trouble with the microphones, which cut in and out, and all sorts of other stuff. The most painful part was during the heart-tugging video, which we had spent months on, and it turned out really well. But the 7-minute clip froze and buffered, ruining the momentum, and with each buffer my eye started twitching more and more, and I put my face in my hands to stop myself from openly weeping.
Try to get a good night’s sleep before being video-taped for the heart-tugging video. I had a rough night the previous evening, and it showed in the video, where I look like Steve Buscemi’s less attractive younger brother who has slightly better teeth. (This, however, may have spurred some people to donate more out of pity.)

All right, there’s a whole bunch of other lessons learned, but I have to sign these acknowledgement letters and write little handwritten notes on each one before Rachel strangles me with her Development Director hands, which are super strong from all that envelope stuffing she does for our mailing campaigns. I am tired, haven’t slept more than 3.5 consecutive hours in the past 15 days, and smelling like spit-up and diaper rash cream. And yet, I feel good, and this high will last for a month or two, before we start planning next year’s event.

Thank you so much, to all our friends and supporters, for helping VFA to lift up families and communities.

How awesome is having a baby?

Posted on April 15, 2013 by Vu

Hi everyone,

My apologies for being absent the past couple of weeks. My little son arrived on Tuesday, after 13 hours of hard labor that were almost as difficult as some grant application processes. We’re naming him Viet William Prinzing Le. We got lots of good suggestions for names, but the auctioning off the baby’s naming rights mentioned earlier…well, that was actually an April Fool’s joke. (Although, I think we may just do that if we have another kid, maybe get some corporate sponsors. “Doritos Shamwow Le” does have a nice ring to it).

I am sleep deprived, looking like an extra from the Walking Dead. I have not had more than two consecutive hours of sleep for seven days. Don’t worry, though, the poor sleep and exhaustion hasn’t been affecting me at yes, yes we would love a donation, Benjamin Franklin, thank you!

Huh? Sorry. Where was I? Oh yes, the baby. This has been one of the hardest few days of my life, trying to stay up to console the baby. For the first few days, he wouldn’t sleep without being held. Now he can for a short period of time, but once in a while, he jolts awake, and I have to tap him and say soothing things like “shhhhh, shhhh, Daddy’s here, and you don’t have to plan an annual dinner…” It is exhausting. And I have to learn all sorts of new stuff, like how to use cloth diapers (Since this is Seattle, the diapers are organic, gluten-free, and artisanal, made with hemp fibers). Having a baby changes you. Last week, I walked into the birthing center a boy. When I walked out, I was no longer a boy.

But a boy with an awesome baby! Sweeeet!!! Seriously, despite the exhaustion, the long nights, the hoarse voice, and the constant lingering smell of spit-up that surrounds me, this is one of the most amazing things I’ve ever experienced. How awesome is it, you ask? Since this is a nonprofit blog, I’ll try to put it into nonprofit perspective:

It is more awesome than a funder that you don’t know emailing you asking you to apply to a grant, and then you apply, and then you actually get the grant.
It is better than a four-day weekend where you don’t have any community meetings and you can just watch like an entire Season of Breaking Bad or Arrested Development.
It is better than giving someone feedback, and then seeing evidence that they actually used it and you no longer want to smack them each time you see them.
It is better than getting a thank-you note from a student saying how much your program has helped her, with terrible spelling and a sweet but horrible drawing of you.
Better than checking your email and finding someone has made an online donation. Better than meeting your annual dinner goal. Better than that feeling you get the day after a major event when you still have so much crap to do but at least it’s over and you can go splurge on some ice cream.
Better than a retreat that actually leads to a doable action plan that everyone is happy about.
It is better than cleaning up your cubicle and finding a gift certificate for a dozen vegan cupcakes that someone gave you but you promptly lost because your cubicle is the Bermuda Triangle of documents.
It is better than beating traffic and arriving early for a meeting, so early that you can take a 15-minute nap in your car in the sunshine and then waking up and freaking out thinking you may have overslept but then realizing you still have six minutes so you set your alarm for five minutes and go back to sleep.

Having a sweet little baby is better than all those things. And almost as good as a multiyear general operating grant.

Support a great nonprofit while naming a baby

Posted on April 1, 2013 by Vu

On April 20^th VFA will have our annual dinner. The dinner is in celebration of 35 years of service to the community. It also almost coincides with the birth of my son, who is due to arrive tomorrow. After much discussion, my wife and I are going to auction off the naming rights to the baby at the dinner, with all proceeds going to VFA. You can name this baby if you are the highest bidder, and it will be his formal first name for 18 years (He can change it once he is of age if he doesn’t like the name). This is a wonderful way to support VFA’s many programs that help immigrant and refugee children and family. You can name the baby after yourself, or perhaps in honor of someone else.

Of course, there are certain restrictions:

It can’t be a profanity in any language
It should not be unreasonably long
It must have at least one vowel
It should be somewhat gender-appropriate
It should not offend anyone from any culture
There is no expectation that you have visitation or other rights to the baby once you name him (though, of course, we’d love for him to meet his namer from time to time)

As this is a serious and potentially life-affecting decision, there is a minimum starting bid of $5,000, which will provide a six-weeks summer learning and enrichment program for 10 students. If we do not raise at least that amount from auctioning off the baby’s name rights, we will not move forward. Please spread this message to your friends who may be interested in supporting a great organization while having their or a loved one’s name immortalized in our son. It’ll be a great story for us to tell him when he’s old enough to ask how he got his name. He’ll feel proud that he helped to advance VFA’s mission of strengthening the community.

I hope to see you at the dinner. If you cannot make it, please email me (at vu.le at vfaseattle.org) if you are still interested in bidding. We can take bids even if you cannot make it to the dinner.

Having a baby vs. planning an annual event, which is scarier?

Posted on March 19, 2013 by Vu

(This is not my baby. This is a cute Google Image baby.)

In less than three weeks, my son will be born, and I’ll be a father for the first time. I am very nervous about being a father. Terrified, really. But not nearly as terrified as I am of our annual dinner, which is coming up shortly after the baby is born.

Annual events are some of the most terrifying things we nonprofit people deal with. According to statistics I’ve Googled and/or made up, they are responsible for 77% of nervous breakdowns experienced by nonprofit staff and board members (Endless useless meetings and co-workers who leave their dishes in the sink for days make up the other 5% and 18%, respectively).

I started talking to other ED’s, and while all of them agree that special events are scary—with a couple of ED’s hyperventilating at the words “special events” and had to breathe into a paper bag while the rest of us chant “general operating, general operating” over and over to calm them down—some say that having a baby is scarier.

So, let us examine this as objectively as we can in order to determine which is scarier, having a baby, or planning an annual fundraising event. We will base our analysis on several dimensions: Fragility, Dependency, Time, Ickiness, Effort, Community Perception, and Cuteness.

Fragility: Babies are fragile, being all tiny and stuff. They are helpless, especially in the beginning, during their larval conical-head stage. Annual events are also fragile, held in check usually by one event planner with an increasingly twitchy eye who at any moment might strangle the rest of the planning committee, causing the whole thing to implode. Still, no one says, “It’s as easy as taking candy from a hyper-caffeinated special event planner.” In terms of scariness, the edge goes to babies on this dimension.

Dependency: Babies depend on us for everything. Meanwhile, we depend on the annual dinner for unrestricted funds, usually to plug up major gaps in the budget. Still, if for some reason my wife and I are not here, we have a good network of relatives to ensure our baby is well taken care of. If the annual dinner does not go well, though, we may have to lay off staff, cut down on health insurance, and use one-ply toilet paper. Annual event clearly wins this one.

Time: Annual events take six months to a year to plan, with an additional six months to acknowledge all the donors and do the accounting and recover from the fist-fights and nervous breakdowns. Babies take 18 years to raise to adulthood, and then an additional 7 to 10 years for them to “find themselves” and become independent. Babies win this one.

Ickiness: Babies tend to throw up and do worse things to you. You have to change their diapers. No one at an annual event throws up on anyone, except that one dinner in 2009, when an Executive Director had way too much pinot noir after not eating much food because there was nothing vegan. Edge: babies.

Effort: Babies take up all of a couple’s energy, with the constant feeding, bathing, entertaining, teaching, guarding from danger. They keep parents up at night. Annual events take up a whole bunch of people’s energy, with courting sponsors, table captains, volunteers, arranging decorations, making a moving video, organizing a program, arranging tables strategically, auctions, silent auctions, raffles, registration, dealing with registration issues, dealing with crappy audio, cleaning up, thanking people, accounting. It keeps a whole bunch of people up at night. Edge: annual event.

Community perception: People are evolutionarily programmed to like babies. People with babies receive residual good will. Annual events can bring good will to an organization, but if a whole bunch of things go wrong, or maybe one thing, such as the ED’s slurring during his speech and ranting about wombats, because of a couple glasses of wine, they can screw an organization’s image and destroy relationships and lead to the board’s imposing an unfair two-drink limit on staff. Edge: annual events.

All right, so that’s 3 for babies, 3 for annual events. It’s a tie, and the final dimension is Cuteness. While there are some donors who are adorable (especially if they raise their paddle at the right level and have that sparkle in their eye), the general consensus is that babies are cuter. If babies are cute, it means they are not scary, so annual events wins this dimension in terms of scariness.

Based on my thorough scientific analysis, it is conclusive: Babies are terrifying, but at least they’re cuddly, which is more than we can say for annual events. However, the combination of having a baby at the same time as an annual event is the most terrifying of all possible realities, so if anyone needs me, I’ll be under my cubicle desk in the fetal position with a case of pinot noir until May or June.

Special event planning: as fun as 19 consecutive root canals

Posted on January 26, 2013 by Vu

Recently, we met with Tim, our Lead Partner with Social Venture Partners, to go over SVP’s Organization Capacity Assessment Tool (OCAT). Tim travels a lot and always comes back with inspiring stories. This time, he told us of the giant sea turtle, which digs a hole in the sand, where it lays over 100 eggs. The mother turtle buries her egg and then leaves. A couple of months later, baby turtles hatch and crawl out of the sand.

“They’re really cute,” said Tim, “and this usually happens at night when they hatch. But somehow, they see the ocean—maybe it’s just a little bit lighter in color or something—and they start heading for it.” We started imagining these tiny little turtles, newly hatched and filled with thirst for life, heading toward the horizon to start their journey. “But then,” continued Tim, “all these seagulls and other predators start swarming in on them in a horrible feeding frenzy. A few of them barely make it to the ocean, and those that do usually get eaten by fish and other things in the water.”

This made me think of several things. First, don’t call Tim when you’re having a bad day. Second, baby sea turtles trying to make it to the ocean and being eaten by seagulls is a great metaphor for diversification of funding in the nonprofit world. Grants, individual donors, mailing campaigns, these are all hopeful little baby sea turtles trying to reach the horizon.

For the past eight months or so, VFA has been hatching one of our baby turtles, the annual event. I am not an event planner. In fact, I and other Executive Directors find the process of planning a special event so horribly painful that the Department of Homeland Security should consider using it as an interrogation method: “So, you refuse to talk, huh? Well, let’s see how defiant you are after serving six months on an annual dinner planning committee!”

Special events are challenging because there are a billion pieces to worry about, all of them having to come together at precisely the right time, and each of them requiring at least three arguments and 30 emails to settle. Fortunately, we at VFA have perfected the art of productive debates:

“How about we call the first award we’re giving out the ‘Community Service Award’?”

“That’s so boring and clichéd!”

“Your FACE is boring and clichéd!”

“I suggest The Golden Hedgehog Award for Awesomeness.”

“That’s stupid.”

“Your FACE is stupid!”

Don’t even get me started on the debate over the menu (“Your FACE is too many pork dishes!”).

Even though I am not fond of event planning and would in fact rather undergo nineteen consecutive root canals, I have lots of great ideas about how to make them more successful. For example, “We should have a non-dinner,” I said, “where instead of having a dinner, we don’t have one, and people buy tickets to this non-dinner, and they donate money, but they get to stay home, and all the money goes to VFA programs!”

“That’s a great idea, Vuey,” said Rachel, one of our co-chairs, “we’ll definitely think about it.” I went back to my cubicle, disheartened. This was like my wedding reception all over again, where all my great ideas to make the event better (“We should have a non-reception…”) were also condescendingly ignored.

Luckily, we have a great planning committee. Just because I dislike event planning, doesn’t mean that there are not others who are really great at it and who actually enjoy doing it. I will never understand them; their eyes light up at the thought of things like cakes, a critical element for any benefit dinner. Recently, the team has become more cohesive and has taken control of the entire event, which is great, but I am becoming kind of worried that the committee may be getting too powerful. “We will have ten cakes for the dessert auction,” I was told, “The Committee has decided you are going to bake a vegan cake. The Committee has also decided that your speech will be 3 to 5 minutes long, focused on VFA’s accomplishments this past year. Keep working on your table and potential sponsors; the Committee will contact you with further instructions.”

As we approach D-Day, we get more and more stressed, and when I get stressed, my face breaks out into constellations. With a billion elements in play, there will be some that do not go right, no matter how competent we are in controlling for them. Every other week, the Committee has been meeting, and soon it will meet weekly. I try not to attend, as I will either take over, or else end up in the fetal position under the conference table.

But I have hope. Like the mother turtle, who lays her eggs and then leaves, hoping against the odds that Fate will be kind to her offspring, perhaps slightly in denial, I go off into the distance to Google recipes for vegan cakes and maybe to order Proactiv since there is a special deal for 19.99 with free shipping if I call within the next thirty minutes. In two months, I am sure our baby turtle will make it safely out to sea