Project Management For Community Fundraising Event

Project Scope

Community fund raising is all about mobilising community support for any noble cause. In this case, Kompany want to through an event for raising funds for a charity organization. Most of the people think about the table seats, raffles, bake sales when heard the term fund raising. Huge number of peoples are invited to the events for collecting funds. Generally, they gives little amount of funds and the key feature of community fundraising is that it is largely unpaid and carried out often by volunteers in the local community. Even though, the company will generate a small amount of fund through the event the donors gets something on return. There are also other advantage of such events as it is an opportunity to provide unrestricted income for the charity, educate the public about the cause and the charity, used to give recognition to donors and volunteers, build up credibility within your community, find new individual donors and volunteers and most importantly raise awareness of your group in the local community. There are several practices which can be followed for the fund raising. Community fund raising is easy to organize but at the same time can hamper the reputation of the company as well. There is legislation such as the Equality legislation, the Gambling Act, Data Protection Act, and Health and Safety requirements that any group holding an event that deals with the public should be mindful of.

2.1 Project objective

There are certain aspects need to be consider while defining the objectives of the project as objectives must be measurable, specific and tangible. The project scope is to construct a project plan for the charity event which includes the deliverables, milestones and budget along with the word break down structure.

• Identify the key stakeholders which must be involved in the project.
• Construct the project timeline with appropriate dependencies.
• Construct the budget for the events.
• Encouraged guest’s interaction and cooperation enhancement

Project deliverables defines the aspects which needs to be delivered according to the requirement with proper quality.  After identify the activities they are scheduled according to the time and dependencies it is expected to complete. The project time line is separated in 5 phases as listed below:

• Planning phase.
• Requirement Collection phase
• Promotion phase
• Execution phase
• Closure phase

2.3 Late pre event phase

• Region management
• Arrange sitting plan
• Cleaning  and Management plan
• Invitations deliveries administration
• Finalized the menu
• Acquiring equipment contractors.
• Mc scripts and Preparing run sheets
• Communications plan

 Safety and Risk management plan

A significant event in a project, which occurs naturally in a point of time that smarted specific achievement during the planning, is known as Milestones. Milestones of a project defines the key achievements which indicates the progression of the project.  

1. Familiarize the stakeholder about the scale of the events.
2. Gather initial requirements
3. Promote the event
4. Execute the event
5. Closure report

2.5 Technical Requirements

Entertainment

• Live Dj or Jazz music set up
• Speaker and subs
• Light and spot light on the stage and dance floor
• Podium and Microphone set up and check
• Activities for guests to encourage more interaction among them
• Mc
• Sound and light technician

Food and Venue

• Make sure that the venue is big enough to accommodate 100 people
• Guests seating charts to be finalized
• Check for specific food allergies and preferences- vegetarian/halal/no beef

Cleanliness and hygiene

• Arranging proper smoking areas
• Professional and properly dressed waiters
• Clean restrooms

• Prior to the event, food allergies and preferences have to be made aware by all staff in charge
• Venue operational hours is stable by the service provider
• Entertainment and food from outsource.
• Alcohol will be served throughout the event and will be more problematic to guarantee guests wellbeing.
• Transport expenses is jeopardised to member arrangement
• Music may not like by every guests since one has own preference
• All participants should RSVP on time in order for the guest list to be finalized

Accept: The cost estimation is planned while making some assumption which may vary from the original expense report. The project can run over the budget depends on the consequences.

Enhance: Enhancing the implementation of overall events and occasion. The level of delight in the employees and representatives represents the level of accomplishment in terms of performance. The execution and quality of the dinner should not be traded off.

Contain: Most of the objectives needs to be achieved properly as planned without any negotiation. Consequences of time and budget overrun needs to be considered for the event. Appropriate amount of time and budget allocation is necessary to complete the preparation which has been concluded and would not change.

Task Name	Duration	Start	Finish
Event planning	37 days	Sun 25-11-18	Tue 15-01-19
Planning Phase	15 days	Sun 25-11-18	Fri 14-12-18
Identify the scale of the event	3 days	Mon 26-11-18	Wed 28-11-18
Identify the venues and service provieders	2 days	Thu 29-11-18	Fri 30-11-18
Identify the stakeholders	4 days	Mon 03-12-18	Thu 06-12-18
Define budget allocation	2 days	Fri 07-12-18	Mon 10-12-18
identify the promotional stratergies	2 days	Tue 11-12-18	Wed 12-12-18
Doantion collection plan	2 days	Thu 13-12-18	Fri 14-12-18
familiarize the stakeholders about the scale of the event	0 days	Sun 25-11-18	Sun 25-11-18
Gather Requiremnts	10 days	Mon 26-11-18	Fri 07-12-18
select appropriate venue for the event	3 days	Mon 26-11-18	Wed 28-11-18
gather sponshersips	2 days	Thu 29-11-18	Fri 30-11-18
Finalize the promotional plan	2 days	Mon 03-12-18	Tue 04-12-18
saftey and risk measures	3 days	Wed 05-12-18	Fri 07-12-18
Gather Requiremnts	0 days	Fri 07-12-18	Fri 07-12-18
Promotion	10 days	Mon 10-12-18	Fri 21-12-18
make flyer	2 days	Mon 10-12-18	Tue 11-12-18
invite peoples	3 days	Wed 12-12-18	Fri 14-12-18
secure equipment contractors	2 days	Mon 17-12-18	Tue 18-12-18
secure communication equipment	3 days	Wed 19-12-18	Fri 21-12-18
Promote the event	0 days	Fri 21-12-18	Fri 21-12-18
Execution	12 days	Mon 24-12-18	Tue 08-01-19
ensure security entry	3 days	Mon 24-12-18	Wed 26-12-18
Motivate the participents	3 days	Thu 27-12-18	Mon 31-12-18
Calculate total Fund	3 days	Tue 01-01-19	Thu 03-01-19
Distributio of advertisemnt	3 days	Fri 04-01-19	Tue 08-01-19
Exexute the events	0 days	Tue 08-01-19	Tue 08-01-19
Project Closure	5 days	Wed 09-01-19	Tue 15-01-19
explore possibilites for improvements	2 days	Wed 09-01-19	Thu 10-01-19
Review on lession learnt	1 day	Fri 11-01-19	Fri 11-01-19
update and project management plan	2 days	Mon 14-01-19	Tue 15-01-19
Closure Report	0 days	Tue 15-01-19	Tue 15-01-19
Control Meeting	36 days	Mon 26-11-18	Mon 14-01-19
Control Meeting 1	1 day	Mon 26-11-18	Mon 26-11-18
Control Meeting 2	1 day	Mon 03-12-18	Mon 03-12-18
Control Meeting 3	1 day	Mon 10-12-18	Mon 10-12-18
Control Meeting 4	1 day	Mon 17-12-18	Mon 17-12-18
Control Meeting 5	1 day	Mon 24-12-18	Mon 24-12-18
Control Meeting 6	1 day	Mon 31-12-18	Mon 31-12-18
Control Meeting 7	1 day	Mon 07-01-19	Mon 07-01-19
Control Meeting 8	1 day	Mon 14-01-19	Mon 14-01-19

A work break downs structure defines the structure of the work activities as it also describe the effort and managerial sections which assist the manager to understand the project more suitably. For the event planning is categorized into five different phases as planning, gather requirement, promotion, execution, project closure along with meetings. Every phase is also consist of several activities as shown in the diagram.

Project Management

S/N

Work package

Unit Cost

1

Sponsoring

8,000 $

2

Site preparation and Managerial plan

3,000 $

3

Advertisement distribution

3,000 $

4

Advertisement distribution

2,000 $

5

Clearance and maintenance

5,000 $

6

Safety and Risk concerns

4,000 $

7

Entrance fee

5,500 $

8

Practicing and Preparing scrip

6,000 $

Total expenditure = 33,500 $

The top down estimate is utilized by the upper level managemnt to estimate the total expenses of the events. This approach is very useful when not much information is availavle. The top managemet professions can deciede the spending plan fro the bottom procedure. However, whena assigning the budget, extra cost can be applciable in this appraoch. 

The bottom up estimation works exactly opposite of the top down estimation here the budgets are decided from the bottom and lower range management decides the budget. The advantages of the approach is lower range management will be able to provide precise estimation that involved in the project.

As shown in the graph, as the day come close to the event days the sum of expenses increases. The total cost estimated for the project is near 33,500 dollar. The time phrase budget explains the budget estimation in terms of time.

References:

Burke, R. (2013). Project management: planning and control techniques. New Jersey, USA.

Fleming, Q. W., & Koppelman, J. M. (2016, December). Earned value project management. Project Management Institute.

Harrison, F., & Lock, D. (2017). Advanced project management: a structured approach. Routledge.

Kerzner, H., & Kerzner, H. R. (2017). Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons.

Marchewka, J. T. (2014). Information technology project management. John Wiley & Sons.

Turner, J. R. (2014). Handbook of project-based management (Vol. 92). New York, NY: McGraw-hill.

Walker, A. (2015). Project management in construction. John Wiley & Sons.