A funded activity can stall even when everyone supports the purpose. The missing element is often a specific responsibility, resource or decision. Use this canvas before signing a final agreement. It is a planning aid, not a contract or legal advice; formal terms belong in your normal contracting process.
1. Describe the smallest complete activity
Write one sentence covering the audience, place, activity and period. For example, describe a hosted conversation and its follow-up action, rather than promising a whole community programme without a delivery plan. Mark every unconfirmed part as a dependency.
2. Divide responsibilities
- Sponsor: proposed funding or capacity, internal approval, brand permissions and the person who can resolve payment questions.
- Host: venue or channel, local coordination, participant invitation, accessibility and institutional permissions.
- Delivery organiser: agreed materials, confirmed personnel, scheduling, delivery coordination and agreed reporting.
- Participants: a clear invitation, meaningful choice and a manageable action; no obligation to provide a personal story or become a sales lead.
3. Protect delivery capacity
Record preparation, delivery and review time. Agree fees, expenses and what happens if an individual cannot attend. Do not assume experts or community volunteers will absorb additional work without discussion. A sustainable plan names who carries the cost of each task.
4. Set decisions and handoffs
Who approves the content? Who confirms the venue? Who authorises publicity? Who receives an operational concern? Who can change the date? Identify one accountable coordinator so the participant is not left navigating the partnership.
5. Agree the review
Use a short record of contributions received, delivery completed, aggregate participation, agreed actions and learning. Agree the reporting date and recipients. Recognition must reflect actual contributions and consented use of material; it does not certify health impact.
Final planning line: ready to proceed when _____; unresolved dependency _____; owner _____; decision due _____; change process _____; next review _____.
Take the completed canvas into the proposal discussion. Confirm pricing, payment schedule, cancellation, delay handling and reporting obligations in writing before a paid commitment begins.