MS PROFESOR

July 24, 2018

Project Plan Overview and Preliminary Project Plan 1

Dinner/Dance Concert Scope Statement 2

Professor Pamela Hill

Project Selection Criterion

Team D has selected a Holiday Party fundraiser project and will be developing a thorough plan for the organization and coordination of the event. As part of the project selection board, Team D will identify the criteria used to select the fundraising event and will also provide a detailed outline of the project. It will include a project charter (separate document), overview, schedule of activities and a budget plan. This paper will become the guideline to be used when organizing a fundraising event for a charitable organization.

The criteria we used to select this process was based on our own experience and knowledge. We did vote on the project to ensure we got the whole team’s buy-in for the selection. Most of our team have some type of experience with fundraising activities. We felt our collective experience would lend credibility to the project and assist in the other aspects of the project.

Project Overview

The purpose of this project is to provide the company staff with an entertaining party that will bring awareness to the Healing Hands Arts Foundation for Children for which this fundraiser project will benefit. This event will directly help children from Pre-Kindergarten to eight years of age. The efforts of the Holiday Party Fundraising will allow the project team to organize a dinner party to provide an opportunity to enhance children’s creativity and learning experience. The success of this project will promote the reputation of the organization and may increase business operations, as well as impress potential investors.

The planning of this project will begin November 1, 2018 and will be completed by December 20, 2018. As the schedule is more defined, the project milestone dates are subject to change.

Preliminary project schedule:

The project schedule is the basis to track the project’s progress and control the project activities. The project schedule can be presented in milestone charts, bar charts and project schedule network diagrams (Larson & Gray, 2014). The project manager is responsible for the day to day activity of the project. The project manager assigned will be responsible for identifying risk and communicate the progress to the team via status meetings. It is imperative to stay on track as the key milestones project progresses and record adjustments as needed, for a successful holiday party. The below project schedule depicts that planning the Holiday Party can begin November 1, 2018 and ending December 17, 2018 with a lessons learned activity immediately following the scheduled event, December 20, 2018:

· November 1, 2018 – Reserve Banquet Hall

· November 9, 2018:

· Reserve Jazz Band Ensemble

· Secure table rentals

· Emcee confirmed

· November 15, 2018 – Design invitations and other printed paraphernalia for printing/mailing distribution

· November 23, 2018 Receive invitations from printers; start preparing for mail out

· November 27, 2018 Mail out invitations

· December 1, 2018 Reserve Caterers

· December 14-16, 2018 – Purchase decorations

· December 17, 2018:

· Confirm headcount for caterers

· Confirm Jazz Band playlist

· Organized Gift Baskets and Donated items for raffle/silent auction

· December 24, 2018 or next work business day – Start lessons learned process

Preliminary Budgetary Plan:

There are multiple costs associated with the Annual Fundraiser Holiday Party, which includes the use of the banquet hall, chair and table rentals, material & supplies, entertainment and catering services. Most of these costs for the event have the opportunity to be waived as long as there is a minimum of 150 people attending the event.

The festivities for the event will include a buffet style dinner served by a host of volunteered staff members, a silent auction and raffle. The food is estimated at $15.50 per person and beverage station is estimated at $12 per person. The items for the silent auction and raffles are donations from local companies and gently used donated items from staff and volunteers as well as. There will be two raffles one prior to dinner and the other after dinner that will require the purchase of raffle tickets. It is expected that 200 guest will be in attendance which includes staff, spouses and volunteers.

An article will be placed in the company newsletter to capture the employee’s attention and an opportunity to seek out volunteers. The article can capture the festivities, such as the silent auction and the raffle. This can increase the chance of pre-raffle ticket sales. ABC printing has agreed to create and design the raffle tickets, invitations, and announcement flyers for free and print them all at a reduced cost of $250 in return for a promotional ad in the company’s newsletter. The banquet hall will also be donated since all funds raised will be donated to the Healing Hands Arts Foundation for Children.

The bottom line preliminary budget is $11,994.00. As we get closer to the event, cost for some of the rental items and decorations may be waived or reduced.

Conclusion

References

Larson, E. & Gray, C. (2014) Project management: The managerial process (6th ed). New York, NY: McGraw-Hill.

PROJECT CATEGORIES

Design-$

InvitationsComp

FlyersComp

Materials/Supplies/Rentals2,113$

Hall Rental ($325@ hr)Comp

10 Tables/Gifts & Auction Items93

20 Tables (Seating)170

250 Chairs875

Paper for printing35

Decorations500

20 Table Centerpieces190

Printing:250

Invitations100

Flyers100

Raffle Tickets50

Entertainment1,100$

Band ($275 an hr for 4 hrs)1,100

Catering Services5,500$

Food Service3,100

Beverage Service2,400

Project Management3,281$

Staff Labor1,875

Allocated Overhead1,406

TOTAL PROJECT COST11,994