Project On Fundraising Event For a Charity Organization

Project Name: A Fund raising event by the company for a charity organization
Name of the Student: Leong Seen Yen
Author’s Note

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Table of Contents
1. Introduction............................................................................................................................2
2. Project scope statement..........................................................................................................2
2.1 Objectives.........................................................................................................................2
2.2 Deliverables......................................................................................................................3
2.3 Milestones........................................................................................................................3
2.4 Technical requirements....................................................................................................3
2.5 Limits and exclusions.......................................................................................................4
2.6 Review with audience......................................................................................................4
3. Establish project priorities......................................................................................................4
4. Create work Breakdown structure..........................................................................................5
5. Cost Estimation....................................................................................................................10
Bibliography.............................................................................................................................12

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1. Introduction
The project mainly reflects on a Fund raising event by a company for a charity
organization. It is identified that “Singapore Repertory theatre” which is one of the non-profit
theatre company is generally selected for raising Funds for the charity organizations in order
to help the poor people. The event of Fund raising is organized every year by the company
and before the initiation of the event the company engages in selecting audiences as well as in
arranging proper budget as well as volunteers for the project. After then a proposal is mainly
sent to other organization in order to achieve support within the entire Fund raising event. It
is estimated by both the event manager as well as project manager that the entire project of
Fund raising will be completed in 58 days within the budget of around $17, 2888. The Fund
which is mainly raised by company “Singapore Repertory theatre” assists the charity to work
for poor people around the world. In this project, the project manager helps in providing
equal priorities to cost, time as well as performance in order to make the event successful.
2. Project scope statement
2.1 Objectives
The objectives are as follows:
 To select volunteers in order to deliver service
 To complete the entire event in 58 days
 To raise proper amount of Fund for the charity organization
 To attract the attention of the media in order to establish reputation for the charity
company

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2.2 Deliverables
The deliverables are as follows:
 Selection of ev87ent hall that mainly accommodates around 300 people
 Providing the facility of car parking area for the Fundraisers
 Designing flyers as well as invitations
 Collection of donations
2.3 Milestones
Milestone activities Date of completion
Milestone 1: Completion of planning phase Thu 11/30/17
Milestone 2: Completion of timeline phase Wed 12/13/17
Milestone 3: Completion of final phase Thu 1/18/18
2.4 Technical requirements
The technical requirements which are needed for the event of Fund raising are as
follows:
 Proper permission is needed by the project manager for organizing the Fund
raising event
 Request form fill is needed in order to boo the event of the venue
 Proper fire extinguisher arrangement must be present on the event as per the
safety as health standards.

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 Proper parking spaces must be provided for the audiences who generally
participate in the event
2.5 Limits and exclusions
The limits as well as exclusions of the project are as follows:
 The selected venue accommodates only 200 people therefore the people who are
present on the venue are not comfortable about the place
 The time limit for the food is quite limited
 The number of air conditioners on the event is quite limited
 For the event of Fund raising only the invited audiences as well as volunteers of
the company are allowed
2.6 Review with audience
The project manager as well as event manager engages in reviewing the entire plan of
project. The audiences of the event were provided with the opportunity of sharing opinions
with other members with the help of message. The feedbacks of the audiences are reviewed
when the event provides proper level of satisfaction to the audiences so that it will have
positive impact on the project. Therefore, it is analyzed that the review of the audiences are
most important in order to complete the event of Fund raising properly.
3. Establish project priorities
In this entire project plan, it is identified that the factors like time, cost as well as
performance are very much useful for identifying the criteria which is considered to be
enhanced, accepted as well as constrained. Within the criteria of constrain, it is identified that
the original parameter is fixed and as a result the entire time that is needed for the project
plan is met. The project manager mainly engages in scheduling the entire plan of the project

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in such a way that it is helpful in meeting the scope, specifications as well as the budget that
is estimated for completing the entire project. Accept criteria are considered tolerable for not
meeting with the original parameter. It is found that when proper trade-off is made, the
project schedule helps in reducing the performance of the project plan. The table that is
provided below helps in reflecting the priority matrix for the Fund raising event.
Criteria Time Performance Cost
Constrain 
Enhance 
Accept 
The performance of the project is considered as a constraint as the main scope is to
raise proper amount of Fund for the charity organization. The scope statement of the project
that manly includes objectives, deliverables as well as technical requirements are considered
as project constraint in order to achieve the goals of the project. In addition to this, the
performances as well as reliability of the Fund raising event are not generally compromised.
It is found that project plan must meet the budget as well as time that are mainly estimated for
completing the event of Fund raising successfully.
4. Create work Breakdown structure
Work breakdown structure is mainly used in this project plan in order to evaluate the
budget, time as well as performance of the project quite effectively. It generally helps in
providing the audiences with proper information that is needed at the organizational level.
The responsibilities of the events are mainly assigned to various individuals of the

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organization who are mainly responsible of organizing the Fund raising event. It is identified
that it not only assists in planning the schedule of the project but also helps in providing the
required budget estimation for the project. With the utilization of WBS, the project manager
generally engages in calculating the budget, resources as well as work packages of the
project.
Explanation of work packages
The work packages of the WBS mainly help in elaborating the following information
that are as follows:
 Work which is mainly accomplished in the project segment
 Time that helps in achieving the various work packages of the WBS
 Time phase budget for reflecting the cost needed for successfully executing the
work packages
 Monitoring various points of the project in order to measure the progress of the
project during the implementation of the work packages
 Resources which are needed in order to complete the entire work packages
successfully

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Work breakdown structure for the event plan
Figure 1: WBS for Fund raising event
(Source: Created by author)
Fund raising event for charity
organization
Planning phase
Venue
selection
Government
approval
Audience
Identification
Ticket selling
Decorations
Sponsorship
Project timeline
phase
Audio visual
Rental of project
equipments
Parking of
transportation
Final phase
Event
promotion Food and
beverage
Menu selection
Food
preparation

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WBS in its entire duration, cost as well as respective resources
WBS Task Name Duration Start Finish Predecessors
Resource
Names
Cost
0
Fund raising
event by a
company for a
charity
organization
58 days
Fri
03-11-
17
Tue 23-
01-18
$17,288.00
1 Planning phase 20 days
Fri
03-11-
17
Thu 30-
11-17
$8,144.00
1.1
Venue
selection
3 days
Fri 03-
11-17
Tue 07-
11-17
Event
Manager
$720.00
1.2
Government
approval
4 days
Wed
08-11-
17
Mon
13-11-
17
2
Project
Manager
$1,600.00
1.3
Audience
identification
6 days
Tue
14-11-
17
Tue 21-
11-17
3
Project
Manager
$2,504.00
1.4 Ticket selling 9 days
Wed
08-11-
17
Mon
20-11-
17
2
Event
Manager
$2,160.00

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1.5 Decorations 3 days
Tue
21-11-
17
Thu 23-
11-17
5 Decorator $480.00
1.6 Sponsorship 5 days
Fri 24-
11-17
Thu 30-
11-17
6
Project
Sponsor
$680.00
2 Timeline phase 12 days
Fri
01-12-
17
Mon
18-12-
17
$2,520.00
2.1
Lighting and
audio visual
3 days
Fri 01-
12-17
Tue 05-
12-17
7 Decorator $480.00
2.2
Rental project
equipment
6 days
Wed
06-12-
17
Wed
13-12-
17
9
Event
Manager
$1,440.00
2.3
Parking of
transportation
3 days
Thu
14-12-
17
Mon
18-12-
17
10
Business
Consultant
$600.00
3 Final phase 26 days
Tue
19-12-
17
Tue 23-
01-18
$6,624.00
3.1
Event
promotions
11 days
Tue
19-12-
17
Tue 02-
01-18
11
Event
Manager
$2,640.00
3.2 Food and
beverage
12 days Wed
03-01-
Thu 18-
01-18
$2,784.00

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18
3.2.1
Menu
selection
9 days
Wed
03-01-
18
Mon
15-01-
18
13
Food
Manager
$1,584.00
3.2.2
Food
preparation
3 days
Tue
16-01-
18
Thu 18-
01-18
15
Project
Manager
$1,200.00
3.3
Sign off
project by project
manager
3 days
Fri 19-
01-18
Tue 23-
01-18
16
Project
Manager
$1,200.00
5. Cost Estimation
The cost that is needed for completing the event of Fund raising must be properly
estimated by the project manager in order to meet the goals as well as objectives of the project.
The issue of cost overrun must be avoided with accurate as well as reliable cost estimation. The
project manager engages in making proper decision about the purchase of the materials in the
event. It is estimated that the entire cost that is needed for completing the project is around
$17,288. The cost for the project must be estimated properly in order to complete the project
successfully.
Task Name Duration Cost
Fund raising event by a company for a
charity organization
58 days $17,288.00
Planning phase 20 days $8,144.00
Venue selection 3 days $720.00

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Government approval 4 days $1,600.00
Audience identification 6 days $2,504.00
Ticket selling 9 days $2,160.00
Decorations 3 days $480.00
Sponsorship 5 days $680.00
Timeline phase 12 days $2,520.00
Lighting and audio visual 3 days $480.00
Rental project equipment 6 days $1,440.00
Parking of transportation 3 days $600.00
Final phase 26 days $6,624.00
Event promotions 11 days $2,640.00
Food and beverage 12 days $2,784.00
Menu selection 9 days $1,584.00
Food preparation 3 days $1,200.00
Sign off project by project manager 3 days $1,200.00
Figure 2: Time phase budget of Fund raising event plan

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(Source: Created by author)
Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7 Week 8
$-
$500.00
$1,000.00
$1,500.00
$2,000.00
$2,500.00
$3,000.00
Time Phase Budget

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