Organizing "Christmas Magic for Kids in Ukraine" — From Community Event to 94 Delivered Gifts

"Christmas Magic for Kids in Ukraine" was a community-driven charity initiative created to support children in Ukraine who had lost one or both parents because of the war.

The project combined an in-person fundraising event in Calgary with a full operational process behind the scenes: website and donation platform setup, silent auction coordination, workshop management, procurement of gifts in Ukraine, volunteer coordination, packaging, and final delivery to children across different regions of Ukraine.

Through coordinated efforts between organizers, volunteers, local Ukrainian suppliers, and donors, the initiative raised:

$3,550 CAD (~107,000 UAH)

As a result, 94 personalized gifts were purchased and delivered to children in Ukraine.

While the public-facing part of the project was a one-evening charity event, the operational side was significantly more complex.

The initiative required:

• organizing a community fundraising event,
• coordinating volunteers across two countries,
• setting up a website and online donation platform,
• managing procurement in Ukraine,
• organizing silent auction logistics,
• preparing and facilitating a mosaic workshop,
• coordinating packaging and deliveries,
• and ensuring gifts matched the age and needs of each child.

Unlike standard event planning, the project involved real-time coordination between Canada and Ukraine under tight timelines and changing conditions.

The goal was not simply to "send gifts," but to make every package feel thoughtful and personal.

We approached the project in several coordinated phases.

The first step was creating the foundation for the initiative.

This included:

• setting up the event website and donation flow,
• coordinating communication with attendees and contributors,
• organizing registration and participation logistics,
• supporting promotion and community outreach,
• and coordinating volunteers involved in preparation and execution.

The website became a central hub for donations, event information, and communication with supporters.

The Calgary event combined several activities designed to make fundraising feel engaging and community-driven.

Silent Auction Coordination

We organized:

• auction item collection,
• participant guidance,
• bidding flow,
• table setup,
• and live event coordination during the evening.

The goal was to keep participation simple and welcoming while maintaining a smooth event experience.

Mosaic Workshop Organization

The mosaic workshop, provided by Love Mosaic, became one of the most memorable parts of the event.

This required:

• sourcing workshop materials,
• coordinating setup and seating,
• preparing supplies,
• supporting facilitators,
• and managing participant flow during the event itself.

Rather than creating a formal fundraising atmosphere, the workshop helped guests interact naturally and spend meaningful time together while supporting the cause.

After fundraising was completed, the next stage involved coordinating gift procurement and delivery within Ukraine.

All gifts were purchased locally in Ukraine with the help of volunteers and local partners.

The project included:

• coordinating suppliers and purchases,
• organizing packaging,
• managing delivery logistics,
• and ensuring each child received an age-appropriate and meaningful gift.

The packages included:

• soft toys by Tigres
• sweets from Goscha Confectionery Factory
• books, games, and creative kits from Ranok
• Rozetka gift certificates for older children

Whenever possible, Ukrainian manufacturers were intentionally prioritized to support local businesses operating during wartime conditions.

Local volunteers in Ukraine coordinated the final packaging and delivery process to families.

• Raised $3,550 CAD (~107,000 UAH) through community fundraising
• Purchased and delivered 94 gifts to children in Ukraine
• Successfully coordinated volunteers and contributors across Canada and Ukraine
• Organized a complete charity event experience including fundraising, workshop facilitation, and silent auction management
• Built and managed the donation platform and event coordination workflow
• Supported Ukrainian businesses by sourcing gifts locally within Ukraine

Most importantly, the initiative created a meaningful experience both for attendees in Calgary and for families receiving support in Ukraine.

Out of respect for the privacy and safety of the families involved, photos of children were intentionally not shared publicly.

However, organizers received many heartfelt messages after the deliveries were completed.

One parent shared:

"Everything was chosen thoughtfully, appropriate for the child's age, and truly useful, not something that will just sit unused.

Once again, thank you to the team for the wonderful gifts. It means a lot to both Artem and me."

The success of the initiative demonstrated the value of combining community engagement with strong operational coordination.

Future plans include:

• expanding future fundraising collaborations,
• involving additional local partners and volunteers,
• developing larger community-driven workshops and charity events,
• and continuing support initiatives connecting Canadian and Ukrainian communities.