1- roles and responsibilities 2- WBS dictionary

The organization of any occasion is an aptitude and there should be a few abilities inside the administration group keeping in mind the end goal to pull off a fruitful occasion. As the extra cash of individuals builds increasingly speculation will be made in arranging gatherings and get-togethers. Accordingly, there is a need in the business sector for the association of get-togethers professionally and fundamentally. A considerable measure of arranging and assets must be placed in with the goal that occasion can be sorted out effectively and everybody's fulfillment. In spite of the fact that it might sound insignificant yet such a little gathering likewise needs significant piece of association and arranging which would prompt the utilization of task administration standards. This report makes an endeavor to utilize such venture administration standards keeping in mind the end goal to accomplish its objectives. It bargains in different segments the few prerequisites of sorting out a fruitful gathering and in this way utilizing the task administration aptitudes.

EXECUTIVE SUMMARY:

This report makes an attempt to illustrate the various aspects of organizing a party which requires various skills pertaining to the project management. Some of the parties that are organized during the holidays are meant to bring families together as a way of sharing their ideas and information. The parents use these parties to take an opportunity to get to know their children well in a situation where the children attend boarding schools. Also, it is clear that the parents have limited time to listen to the needs of their children since they always take more time at work and get home exhausted having no time to associate with their children. Therefore, it is necessary for them to attend parties with their children which will act as a companion enabling them to be in a better position to associate with their children. The parties will be to celebrate with family and friends. The demography of the attendees will be children and adults thus the theme incorporates both segments in its crafting. Food and drinks would be mostly friendly to the demography and booking restaurant buffet the event would be during the day. This report takes into concern all these aspects of organizing a party and the resources that are required in order to create a joyous environment. This report captures the end to end requirement of an event management and looks into it through the theoretical perspectives as well. At last it is justified to mention that this report makes an attempt to develop a structured approach towards analysing the project management initiative which can be emulated for similar other academic purpose.

INTRODUCTION:

Organization of any event is a skill and there needs to be several skills within the leadership team in order to pull off a successful event. As the disposable income of people increases more and more investment will be made in organizing parties and social gatherings. Therefore, there is a need in the market for the organization of social gatherings professionally and structurally. A lot of planning and resources have to be put in so that event can be organized successfully and everyone’s satisfaction. Although it may sound trivial but such a small party also needs considerable bit of organization and planning which would lead to the application of project management principles. This report makes an attempt to use such project management principles in order to achieve its goals. It deals in various sections the several requirements of organizing a successful party and thereby using the project management skills (Saynisch, 2010).

PROJECT CHARTER:

Project charter is a document which lists down the requirements of the project and also the scope in which the project is going to be implemented. With a vision to these two aspects the project charter is created. The project charter should declare upfront the vision of the project and the stakeholders of the project. Apart from that the project charter should also throw light on some of the other aspects like key outcomes or results that one aims to by implementing this project. A list of key performance indicators should also be enlisted in order to have a clear vision about how to go about monitoring the progress of the project. At last but not the least it should contain a detailed description of the timelines around which the different phases of the work should be scheduled. A sample charter has been described below particularly pertaining to the organization of parties (Malinowski, 2011).

Vision – Successful organization of parties for children and adult

Key outcome

· End to end process development for the organization of event

· Scope of the project needs to be identified and need to be flexible enough to accommodate last minute changes

· Thorough idea about the resources that is required for the organization of the event

Key performance indicators

· All the children in the family are happy

· Parents get a good time to spend with their children and listen to what they have to say which is normally not possible because of their busy work schedule

Approach and Costs

· Cost and budget needs to be allotted in the cost management section

· Parents and children are the biggest stakeholder in the entire event and therefore they should be available in order to attend the party

· Friends and relatives should also be available to be a part of the party and make it a success

COMMUNICATION PLAN:

Any big project like the one we have here needs a proper communication plan among all the stakeholders and people who are toiling hard to make the things happen (Lichtenberg, 2009). There should be a transparency in the kind of work that we do since it would then enable the partners in the event work with authority and ownership. Keeping in mind all these aspects of project management, there should be a meeting arranged at the very onset and every stakeholder’s expectation should be clearly articulated. All the necessary access and permissions should be shared at the beginning so that no body faces any trouble while enacting his or her job for the execution of the party. Apart from these there should be weekly check-ins that needs to be arranged so that there are no gaps or glitches in the entire process of organizing the party. It would also enable in monitoring the progress every week and take necessary actions if there is a requirement for some changes in the process of implementation. Communication management refers to the process through which parents and children should ensure that they achieve effective communication throughout the party (Heldman, 2011). It includes the situation where the parents should give their children an opportunity to bring out their views based on the past events and experiences. It also makes it possible for the parents to advise their children in the best manner possible by tackling all the problems faced by their children. Also, the parents should provide guidance and explanation to the children on how to handle their lives for them to be successful.

SCOPE MANAGEMENT PLAN:

The parties will have 80 guests and will be hosted at the Hilton Hotel that has parking for 75 motor vehicles. The hall has adequate lighting and even has an in house DJ who will play music to cater for the guests. The left side of the car park has a playground that can be used to play host to the fun park activities for the children. The performances will be from local artists and the children. These are some of the broad activities that have been planned for the party and the scope should be kept limited to mostly these events since additional events would require funds which would again disrupt the proceedings of the event. Moreover this is the most efficient way we can utilize the time that has been given to us and additional events would cram the entire party schedule. Therefore, the aim is to keep the proceedings within this broad line, however minor changes can always be incorporated (Juricek, 2014).

REQUIREMENTS DEFINITION:

However, it is important for the parents and children to coordinate and team in ensuring that they achieve the best party. It should be done by organizing the event in advance so as to eliminate and program that would not lead to a fruitful party. Both parties should explain their views which will help them select the best activities to initiate during the event. However, the activities should be allocated reasonable time so as to manage the party and ensure that every important activity is performed.

The parents should come up with policies that will enable them to spend the least amount possible. The primary reason for this is that the family may conduct some activities which are not of any importance leading to wastage of money which is not advisable because the cash can be used to fund profitable activities (Roberts, 2007). The family should also ensure that they come up with the list of all the important items that should be purchased for the event to be colorful. It will thus promote procurement management since they are placed in a better position to leave out items which may lead to wastage of available funds.

SCHEDULE MANAGEMENT PLAN:

The event begins at 2 P.M to 10 P.M which is the tentative schedule of the event and there needs to be a number of events that will be happening over the course of the party. Moreover, time needs to be spared for some between the events so that people can also relax and enjoy so that it does not become a hectic schedule for them. The performers also need some time to make arrangements for them. All these aspects have been kept in mind in order to ensure a smooth and streamlined process. Therefore, the schedule management plan becomes one of the key aspects of the entire project management so that the party can be successful and enjoyed by everybody in the house.

COST MANAGEMENT PLAN:

The annual concert has 100 guests and the cost money collected from each family want to come this party every families pay 80$. The total amount will be 8000$ in order to rental place and food and beverage and also hired a two clowns who draw on the face of children and play with them and also buy gifts for children.

This in short details down all the costs that are involved in organizing the party and also some buffer budget has to be kept in order to accommodate any last minute expenses. This is one of the most efficient way of spending since it would enable to understand the reason of spend and the amount to be spent. However, care needs to be taken to ensure that there are no extravagant spends and the entire budget is put to efficient use. Cost management is one of the sections in project management wherein there are lot of opportunities for cost optimization and spend efficiency (Durham, 2009).

PROCUREMENT MANAGEMENT PLAN:

The items needed for the concert will be acquired from buffet restaurant to make different types of dishes and buy drinks which consists of juices and soft drinks from Costco being catered for by the event organizers. Also gifts need to be bought for the girls and boys.

In conclusion, it is necessary to look into the above processes so as to ensure that the party is enjoyable and colorful. It is thus necessary to listen to ideas from all the parties which ensure that all the parties are satisfied during and after the event since all the parties do not have the same taste and preferences. Therefore, I recommend that parents should always hold these parties that will enable them to associate with their children. The parents enable the children to gain more trust to their parents enabling them to share to their parents whenever they are experiencing difficulties in their lives. Parents should thus advise their children to be open to them so as to help them when there is a need (Chinyio, 2013).

CONCLUSION:

This report deals in detail with the various aspects of project management and other principles related to the project management so that a smooth and streamlined process can be established to ensure a successful organization of a house party. This is an event where adults and children will come together and therefore it needs to create that environment to achieve that goal. The project management plans that have been documented in this report make an effort in that respect only and ensure that everything is organized in a streamlined fashion. Each and every step is crucial for the efficient project management of the party and therefore care needs to be taken to implement each one of it. At last it is justified to mention that this article develops a framework for the analysis of the project management process which can be emulated for similar other academic purpose.