Annual Fund Raising Charity Event

Objectives and Scope of the Project

This project is based on an annual fund raising charity event to be held at the end of the academic year at London School of Business and Management. The organization has provided a green light to proceed with the project and standard project management process will need to be followed in order to execute the event successfully. For this purpose, a project management team consisting of a number of stakeholders and project team members will be recruited who will manage all the activities of the project including preparation and the execution of the entire event successfully. However, a deadline has been set for the event and a minimum revenue cap has been decided and hence, the event must be executed in order to fulfill both the requirements. The main objective of this event is to raise significant amount of funds that will entirely donated to charity.

In this report, a detailed project plan has been provided for the development and preparation of the proposed event of May 2018.

As per the proposed plan for the project, the fund raising event will be held after the academic year comes to an end in May 2018. In this fund raising event, a number of stage performances and other popular events will be held. The revenue that will be generated from the event will be donated to charity. According to initial estimations, the minimum expected revenue is £2018.

As a part of the plan, the event will mark the end of the academic year and hence, special performance awards will be given to the best achievers and performers in the academic year. In addition, the fund raising event will also incorporate music and drama performances from the college students as well as participation of some popular singers / performers. The income from tickets and revenues generated will be donated to some charities including orphanages, old age homes and others.

The scope of the project includes the following.

• Preparation for the fundraising event is within the scope of the project.
• Promotion of the event for maximum participation is within the scope of the project.

The main objectives of the project are as follows.

• To develop a suitable implementation plan for the project
• To estimate accurate budget and time for project
• To prepare a list of activities to be undertaken during the event
• To procure a suitable sponsor for the project
• To host the event on the selected date

The assumptions of the project are as follows.

• It has been assumed that the project will be financially feasible for the organization.
• It has been assumed that the participation in the event will be sufficiently high so that the revenue cap can be executed.
• It has been assumed that the students of the college will actively participate in the event for raising the funds.

The constraints of the project are as follows.

• Lack of sufficient time for preparation may be a constraint.
• Unclear definition of the event details to be undertaken can be a constraint.
• Lack of sufficient participation of performers and the viewers can be a significant constraint.
• Insufficient funds for the project may be a source of constraint for the project.

The goals of the project include the following:

• Execution of the Fundraising Event
• Execution of End Year Performance Awards
• Revenue of At Least £2018
• Host Stage Performances (Music, Drama, etc.)

The stakeholders for the project have been analyzed as follows.

Stakeholder	Name	Responsibilities
Project Manager	Harrison James	Management of entire event, monitoring of the preparation and execution, change management, controlling other stakeholders and project activities, etc.
Finance Manager	Steve Selvig	Management of event funds, allocation of resources to the project team,
Event Manager	Edward Stevenson	Management and planning of the entire event, execution of all the performances and activities at the event
Site Manager	Joseph King	Management of the preparation for event, decoration of the auditorium, preparation of performance stage and audience zone, etc.
Rewards Manager	Marcus Taylor	Presentation of rewards to the best performing students, management of the academic event, etc.

The project manager has a number of duties that include management of the entire project. Hence, the project manager will take part in the planning of the project along with the recruitment of other stakeholders of the project. Furthermore, the project manager will need to monitor the progress of the project and make suitable changes if necessary. No activity in the project should be executed without the prior approval of the project manager.

Assumptions and Constraints

Project Signoff – Another important duty of the project manager is to complete the project signoff after the project evaluation is over. After the execution phase is over, each of the stakeholders will review the project and then forward it to the project manager along with the project report document. The project manager will review the entire project and if satisfied, he will complete the signoff and officially close the project.

The estimated costs include the following (involving both material and human resources).

	Units/Hrs	Cost/Unit/Hr	Subtotals	WBS Level 1 Totals	% of Totals
Resource/WBS Items
1. Project Management				£                        1,570	29%
Project Manager	45	£ 10	£           450
Project Team Members	100	£ 6	£           600
Event Management Team	65	£ 8	£           520
2. Promotions				£                            625	12%
Advertisements	25	£ 10.00	£           250
Leaflets	250	£ 0.50	£           125
Passes and Invitations	25	£ 10.00	£           250
3. Decoration of Hall				£                            750	14%
Internal Decorations	150	£ 2.00	£           300
External Decorations	150	£ 3.00	£           450
4. Food for Audience				£                            600	11%
Burgers	300	£ 1.00	£           300
French Fry Packets	300	£ 0.50	£           150
Soft Drinks	300	£ 0.50	£           150
5. Payments to Performers				£                            875	16%
Music Performers	5	£ 100.00	£           500
Drama Performers	5	£ 75.00	£           375
6. Reserves (20% of Total Estimate)				£                  1,000.00
TOTAL				£                  5,420.00

The projected revenue from the project will include the following.

Source	Revenue
Ticket Sales	£5000
Board Investment	£10000
Income from Promotions and Donations	£5000
TOTAL	£20,000

Hence, the estimated profit from the project is £ (20000 – 16500) = £3500.

The estimated time for the project is shown in the following table.

Task Name	Duration	Start	Finish	Predecessors
Fund Raising Event	75 days	Mon 05-02-18	Fri 18-05-18
Phase 1: Planning	13 days	Mon 05-02-18	Wed 21-02-18
Initial Planning for the Event	2 days	Mon 05-02-18	Tue 06-02-18
Discussions between University Board Members	2 days	Wed 07-02-18	Thu 08-02-18	2
Determination of Event Objectives	1 day	Fri 09-02-18	Fri 09-02-18	3
Initial Planning for Budget	1 day	Mon 12-02-18	Mon 12-02-18	4
Meeting with Students for Opinions	1 day	Tue 13-02-18	Tue 13-02-18	5
Approval of the Project	1 day	Wed 14-02-18	Wed 14-02-18	6
Appoint Stakeholders for Project	2 days	Thu 15-02-18	Fri 16-02-18	7
Conduct Survey	2 days	Mon 19-02-18	Tue 20-02-18	8
Estimate Possible Revenue Cap	1 day	Wed 21-02-18	Wed 21-02-18	9
Phase 2: Initiation	9 days	Thu 22-02-18	Tue 06-03-18
Procure Funds for Event	5 days	Thu 22-02-18	Wed 28-02-18	10
Procure Auditorium Hall for Event	2 days	Thu 01-03-18	Fri 02-03-18	12
Assign Roles to Stakeholders	2 days	Mon 05-03-18	Tue 06-03-18	13
Phase 3: Execution	47 days	Wed 07-03-18	Thu 10-05-18
Preparation of Event Roadmap	2 days	Wed 07-03-18	Thu 08-03-18	14
Invite Popular Figures to Perform in the Event	10 days	Fri 09-03-18	Thu 22-03-18	16
Invite Representatives from Old Age Homes and Orphanages	5 days	Fri 23-03-18	Thu 29-03-18	17
Invite students and their families	2 days	Fri 30-03-18	Mon 02-04-18	18
Decorate the auditorium	5 days	Tue 03-04-18	Mon 09-04-18	19
Prepare stage and audience zone	5 days	Tue 10-04-18	Mon 16-04-18	20
Promote the Event	5 days	Tue 17-04-18	Mon 23-04-18	21
Prepare students for performances	10 days	Tue 24-04-18	Mon 07-05-18	22
Final Preparations	2 days	Tue 08-05-18	Wed 09-05-18	23
Event Start	1 day	Thu 10-05-18	Thu 10-05-18	24
Phase 4: Event	3 days	Fri 11-05-18	Tue 15-05-18
Entrance of Audience	1 day	Fri 11-05-18	Fri 11-05-18	25
Drama and Music Performances	0 days	Fri 11-05-18	Fri 11-05-18	27
Lunch	0 days	Fri 11-05-18	Fri 11-05-18	28
Academic Awards Ceremony	0 days	Fri 11-05-18	Fri 11-05-18	29
Donation to Charity	0 days	Fri 11-05-18	Fri 11-05-18	30
Ending of Event	0 days	Fri 11-05-18	Fri 11-05-18	31
Collection of Revenue	1 day	Mon 14-05-18	Mon 14-05-18	32
Signoff	1 day	Tue 15-05-18	Tue 15-05-18	33
Phase 5: Closing	3 days	Wed 16-05-18	Fri 18-05-18
Project Review	1 day	Wed 16-05-18	Wed 16-05-18	34
Project Appraisal	1 day	Thu 17-05-18	Thu 17-05-18	36
Official Closing	1 day	Fri 18-05-18	Fri 18-05-18	37

The risk management plan for the project has been prepared using the risk register matrix as follows.

Sl. no.	Risk	Probability	Severity	Effect Magnitude	Description	Precautions
1	Health Risk	3	5	15	Any event management team should always consider the health security risks on the hand for every activity, as an participant can face health issues at any point of time during the event	There should be enough availability of the first aid box since before the event started
2	Fire	5	5	25	Venue might catch fire due to any uncertainty and it could affect the whole set up including money loss and chaos among the auditions	Fire extinguisher should be well situated at the places where fire catching probability is high. Inflammable items should not be allowed within the venue
3	Emergency (Fire, Suffocation, etc.)	2	4	8	Emergency are the situations that might occur and audience needs to be evacuated with higher speed	Evacuation plan should be established during the fundraising event planning
4	Security	5	1	5	General safety is the always concern of the special events	For the cash and public safety volunteers should be recruited
5	General Risks	1	5	5	Fun is a fact for running any event successfully and without it audience might feel not good and leave the venue earlier	Stewards will be helpful in providing training to the host the event with fun and information
6	Communication	4	4	16	Communication lacking between the volunteer would left certain important concern behind	Assigning an individual for taking care of communication
7	Disable People	3	1	3	Disable people might reach to the event and special attention is always needed for them	Some volunteers should be individually assigned to a separate sector for disable people
8	Food Safety	5	4	20	Lack in food hygiene and availability could possibly affect the output of the event	Hygiene should be given importance and volunteers or catering services should allow foods ‘until they are not waste’
9	Facilities	4	5	20	Lack in food supplies, parking, sitting, and relaxing would affect the interest of the audience	All the comfort related matters should be taken care with high priority
10	Insufficient Donors	5	5	25	Lack in potential donors will affect the return on investment of the event	Potential donors should be targeted for the collection of enough budget to make the event successful
11	Overstressed workers	3	1	3	Volunteers lacking in delivering the objectives of the event would lead to deployment of work of low quality	Enough volunteers should be assigned equally to each sector of the event
12	Over- Resourcing	3	3	9	The resources should be made available as per the requirement of the event and present population as it will affect the budget of the project unnecessarily	Resource allocation should be well arranged as per the population and needs of the  event
13	Return on Investment	1	1	1	Lacking in return on investment would affect the feasibility and success of the organized fundraising event	Investment should be made according to the return that the event will provide to the volunteers or organizers

Risk Matrix:

Probability
5	R.2	R.4		R.8	R.10
4				R.6	R.9
3	R.11	R.7	R.12		R.1
2		R.13		R.3	R.5
1
Severity	1	2	3	4	5

The communication management plan is shown in the following table.

Stakeholder	Communication Frequency	Communication Mode	Reason of Communication
Project Manager	Daily	Daily Reports	Frequent updates on project
Finance Manager	Weekly	Finance Sheets	Budget requirements
Event Manager	Daily	Verbal	Event requirements
Site Manager	Before Start of Project	Verbal, Contract	Site requirements
Rewards Manager	During the Event	Verbal	Rewards to be given to participants

Conclusion

In this report, a detailed project plan has been provided for the fundraising event to be conducted at the end of the academic year. The project plan includes determination of the project objectives and scope, constraints and assumptions, project charter, stakeholder analysis and risk analysis. According to the plan, the fundraising event will be hosted along with the final day of the academic year. On this day, rewards will be given to the best performers during the academic course based on the marks scored in the evaluations, overall performances and other attributes. However, this year, the event will be extended and there will be several stage performances of music, drama and others. While some popular figures will be invited to take part in the event, other performances will be done by the students of the college.

As per the proposed plan for the project, the following recommendations can be made.

• Before proceeding with the project, it must be ensured that sufficient revenue can be generated from the event.
• Feasibility test must be conducted in order to ensure the project is feasible for the organization.

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