Organizing Graduation Ceremony Invitation 2022

Running head: PROJECT PROPOSAL
Graduation Ceremony Project Proposal
Name of the Student:
Name of the University:

1PROJECT PROPOSAL
Table of Contents
1. Project Proposal.............................................................................................. 2
1.1 Project Objectives.....................................................................................2
1.2 Project Scope............................................................................................ 2
1.3 Project Deliverables..................................................................................3
1.4 Project Approach......................................................................................3
1.5 Project Assumptions.................................................................................3
1.6 Project Constraints....................................................................................4
2. Teams with people..........................................................................................4
3. Create Work Breakdown Structure (WBS)......................................................5
4. Work Packages............................................................................................... 5
5. Estimation of time, resources and budget.......................................................7
6. Identify risks.................................................................................................... 9
7. Create AoN................................................................................................... 12
8. Total duration of the project...........................................................................14
9. Gantt chart calendar......................................................................................15
10. References................................................................................................. 16
11. Bibliography............................................................................................... 17

2PROJECT PROPOSAL
1. Project Proposal
Project Title: Graduation Ceremony
Start and End date: The start date is 20th April, 2020 and end date is 6th July,
2020.
Total Budget: €72,160.00
Location: Barcelona, Spain
Total guests: 800
1.1 Project Objectives
The aim of the project proposal is organizing a graduation party to provide
the graduate students with sense of the achievements, customer satisfaction as
well as rewards for the education job.
 To organize a graduation ceremony where almost 800 guests will
attend to receive the graduation certificate for their graduation
period
 To create the project plan for the graduation ceremony will be held
in Barcelona, Spain
 To complete the project plan in days with estimated budget of
1.2 Project Scope
The main scope of this project proposal is to organize a graduation
ceremony for around 800 students in the limited budget as well as resources. The
project manager is being responsible for delivering the ceremony in estimated
time and budget so that a quality event is organized. It is required to select skilled

3PROJECT PROPOSAL
personnel for the project to conduct the project task as only priority people should
involve in the project with efficient work management skills. The technical
requirements for the project are lightning system, laptops, audio equipment for
the ceremony in addition substitute of the power.
1.3 Project Deliverables
a. Preparation of the invitation cards
b. Sending cards to the guests as well as students
c. Arrangement of the furniture
d. Arrangement of the decorations
e. Preparation for the graduation medals
f. Venue for the graduation ceremony
g. Photography and video
1.4 Project Approach
I. The project schedule is to be maintained from the project meeting
to the project status progress (Kerzner 2017).
II. The project manager is responsible to conduct and maintain the
project plan includes project expenses as well as procurements.
III. The project work breakdown structure and project Gantt chart are
provided in detailed based on project requirements (Heagney
2016).
1.5 Project Assumptions
i. It is assumed that the project is on time due to no further delays in
the project plan.

4PROJECT PROPOSAL
ii. There are availability of the labour for the project plan based on
specified skills and knowledge to plan a graduation ceremony.
iii. There are availability of supply of the food for the students, teachers
and other guests.
1.6 Project Constraints
i. Appropriate project funds are to be collected for the graduation
ceremony.
ii. The venue selected for the graduation event is on the city in Spain
so that everyone can get proper transport facilities to reach the
destination.
iii. The total number of guests should not increase number of the
invited guests.
2. Teams with people
The people those are involved in the project planning for the graduation
ceremony are project sponsor, project manager and event manager.
The project sponsor is responsible for submission of the project proposal,
overseeing the project arrangements, as well as providing clear understanding of
the nature of graduation event.
The project manager is responsible for organizing in addition to motivating
the project team, estimation of the project cost, developing the project budget and
ensuring the satisfaction rate of the customers (Kerzner 2017).

5PROJECT PROPOSAL
The event manager is responsible for managing as well as coordinating
the events, negotiating the sponsorship of the ceremony, handling the logistics as
well as implementing the event plan.
3. Create Work Breakdown Structure (WBS)
Graduartion Ceremony
Planning phase
Identify the objectives
and goals Plan for the graduation
event
Select the venue
Arrange for the
furniture
Select for the food
menu
Preparation phase
Prepare for the
guest list
Invitations
Finding available
suppliers
Supervise people
Production phase
Opening for the event
Assign the staffs to
work
Estimate the event
budget
Hosting
Welcome the guests
Making
arrangements for
the graduation
events
Send out the
functions
Figure 1: Work Breakdown Structure
(Source: Created by author)
4. Work Packages
Activit
y Description
WBS package details
A
Identify the objectives
and goals
The objectives as well as goals of the
project plan related to the graduation
ceremony is identified.
B Select the venue
Selecting a venue for the event- graduation
ceremony based on the total guest of 800
C Arrange for the Furniture such as table, chairs are

6PROJECT PROPOSAL
furniture arranged for the event day
D
Select for the food
menu
Foods are selected based on the guest list
(800)
E
Prepare for the guest
list
A guest list is prepared for the event those
are considered as priority to attend the
event
F Invitations
Invitations are provided to the guests to
attend the event
G
Finding available
suppliers
Suppliers are provided required equipment
for the event
H Supervise people
People those have lack of skills to attend
the event are prioritized and trained as per
the project requirements
I
Assign the staffs to
work
The staffs are to be assigned to the project
work so that they are taking responsibility
to organize and plan entire event work
J
Estimate the event
budget
There is estimation for the event budget
based on the guest list and project
requirements
K Welcome the guests
The guests are welcomed to the event by
the volunteers
L Making arrangements Arrangements are to be organized as per

7PROJECT PROPOSAL
for the graduation
events
the event venue and place
M Send out the functions
The functions are organized finally the
project team
5. Estimation of time, resources and budget
Below table shows the project time required to plan the graduation
ceremony event, resources assigned to the project activities and total budget
required to plan the entire event work.
WB
S
Task Name Duration Start Finish
Resource
Names
Cost
0
Graduation
Ceremony
56 days Mon 20-04-20 Mon 06-07-20 €72,160.00
1 Planning phase 15 days Mon 20-04-20 Fri 08-05-20 €21,240.00
A
Identify the
objectives and goals
5 days Mon 20-04-20 Fri 24-04-20
Project
Manager
€4,000.00
1.2
Plan for the
graduation event
10 days Mon 27-04-20 Fri 08-05-20 €17,240.00
B Select the
venue
4 days Mon 27-04-20 Thu 30-04-20 Event
Manager,
Project
€5,600.00

8PROJECT PROPOSAL
Manager
C
Arrange for
the furniture
5 days Fri 01-05-20 Thu 07-05-20
Event
Manager
€3,000.00
D
Select for the
food menu
6 days Fri 01-05-20 Fri 08-05-20
Attendees
, Project
Manager
€8,640.00
2
Preparation
phase
16 days Mon 11-05-20 Mon 01-06-20 €24,800.00
E
Prepare for the
guest list
10 days Mon 11-05-20 Fri 22-05-20
Project
Team
€6,000.00
F Invitations 10 days Mon 11-05-20 Fri 22-05-20
Project
Team
€6,000.00
G
Finding
available suppliers
12 days Mon 11-05-20 Tue 26-05-20
Project
Team
€7,200.00
H
Supervise
people
4 days Wed 27-05-20 Mon 01-06-20
Event
Manager,
Project
Manager
€5,600.00
3
Production
phase
25 days Tue 02-06-20 Mon 06-07-20 €26,120.00
3.1 Opening for the 7 days Tue 02-06-20 Wed 10-06-20 €14,600.00

9PROJECT PROPOSAL
event
I
Assign the
staffs to work
6 days Tue 02-06-20 Tue 09-06-20
Project
Manager
€4,800.00
J
Estimate the
event budget
7 days Tue 02-06-20 Wed 10-06-20
Event
Manager,
Project
Manager
€9,800.00
3.2 Hosting 19 days Wed 10-06-20 Mon 06-07-20 €11,520.00
K
Welcome the
guests
1 day Wed 10-06-20 Wed 10-06-20
Event
Manager
€600.00
L
Making
arrangements for
the graduation
events
15 days Thu 11-06-20 Wed 01-07-20
Project
Team
€9,000.00
M
Send out the
functions
3 days Thu 02-07-20 Mon 06-07-20 Attendees €1,920.00
6. Identify risks
Following are the list of the project risks which are required to be managed
so that there is proper planning for the graduation event.
Budget: It is possible that there is inability of the project funds due to the
sponsor are not provided funds for the event planning of the graduation

10PROJECT PROPOSAL
ceremony. Faults in the budget can cause a huge effect on the project planning
as the project gets delayed by some days (Heldman 2018). In order to overcome
with this risk, the project sponsor of the event is required to collect the funds prior
to the event so that there is proper management of the event work.
Scope creep: It is possible that the project client changes the project scope
so that entire project work is to be changed. The scope creep occurs in the event
planning, therefore there is a huge negative influence in the project (Papke-
Shields and Boyer-Wright 2017). In order to overcome with the scope creep, the
project manager is required to take approval for the project, before the project
would start.
Schedule: It is possible that the project schedule is to be delayed if both
project budget as well as project scope is not properly managed. The delay in the
project leads to increase the project schedule by some days, therefore it would
provide effect on the project graduation ceremony day.
Resource: The project resources are responsible to take priority of the
project activities. There is unavailability of the project resources in the project
plan leads to not organizing the event. It is possible that the project resource is
not managed properly, due to lack of knowledge and skills to organize an event
(Portny 2017). In order to overcome with the project resource risks, it should
require to train the resources so that all the resources are assigned to the project
tasks based on their skills as well as expertise.
Lack of management support: It is possible that the management of the
university is not providing proper support to the graduation ceremony. Lack of

11PROJECT PROPOSAL
support from the management department leads to failure of the project (Badewi
2016). In order to overcome with this risk, it is required to [provide brief plan of
the event to the managers so that they get interest in the project and provide their
support.
Operation risk: There is a failure of the organization’s operations where
there is area of the operational disruptions, it leads to delay in the project, loss of
the revenue as well as damage to the business reputation. The project will tend
to cause core business processes with a detailed analysis of the operational
problems (Kivilä, Martinsuo and Vuorinen 2017). In order to overcome with this
issue, it should require proper operational planning for the project work, so that
the project meets with its project objectives as well as goals.
Quality risk: The resources required for the event such as furniture, tables,
chairs, and even food should be of good quality. Therefore, a better quality
project should provide a superiority of the event planning (Radujković and
Sjekavica 2017). In order to manage the quality of the event, a quality
management plan is required where the suppliers should deliver quality
resources to the client organization.

12PROJECT PROPOSAL
7. Create AoN
C
H
F
G
D
BA J
K
L
M
I
E
Figure 2: AoN Diagram
(Source: Created by author)

Activit
y
Description Time ES
T
EF
T
LS
T
LF
T
Slac
k
Criticality
(days
)
A Identify the objectives
and goals
5 0 5 0 5 0 **
B Select the venue 4 5 9 5 9 0 **
C Arrange for the furniture 5 9 14 22 27 13
D Select for the food menu 6 9 15 9 15 0 **
E Prepare for the guest list 10 15 25 17 27 2
F Invitations 10 15 25 17 27 2
G Finding available
suppliers
12 15 27 15 27 0 **
H Supervise people 4 27 31 27 31 0 **
I Assign the staffs to work 6 31 37 46 52 15
J Estimate the event
budget
7 31 38 31 38 0 **
K Welcome the guests 1 37 38 52 53 15
L Making arrangements
for the graduation
events
15 38 53 38 53 0 **
M Send out the functions 3 53 56 53 56 0 **

14PROJECT PROPOSAL
From the above table, it is seen that the critical path for the entire
project work is: A-B-F-G-H-J-L-M
= (5+4+6+12+4+7+15+3)
= 56 days.

15PROJECT PROPOSAL
8. Total duration of the project
WBS Task Name Duration
0 Graduation Ceremony 56 days
1 Planning phase 15 days
A Identify the objectives and goals 5 days
1.2 Plan for the graduation event 10 days
B Select the venue 4 days
C Arrange for the furniture 5 days
D Select for the food menu 6 days
2 Preparation phase 16 days
E Prepare for the guest list 10 days
F Invitations 10 days
G Finding available suppliers 12 days
H Supervise people 4 days
3 Production phase 25 days
3.1 Opening for the event 7 days
I Assign the staffs to work 6 days
J Estimate the event budget 7 days

16PROJECT PROPOSAL
3.2 Hosting 19 days
K Welcome the guests 1 day
L
Making arrangements for the graduation
events
15 days
M Send out the functions 3 days
9. Gantt chart calendar
Figure 3: Gantt chart
(Source: Created by author)

17PROJECT PROPOSAL
10.References
Badewi, A., 2016. The impact of project management (PM) and benefits
management (BM) practices on project success: Towards developing a project
benefits governance framework. International Journal of Project
Management, 34(4), pp.761-778.
Heagney, J., 2016. Fundamentals of project management. Amacom.
Heldman, K., 2018. PMP: project management professional exam study guide.
John Wiley & Sons.
Kerzner, H., 2017. Project management metrics, KPIs, and dashboards: a guide
to measuring and monitoring project performance. John Wiley & Sons.
Kerzner, H., 2017. Project management: a systems approach to planning,
scheduling, and controlling. John Wiley & Sons.
Kivilä, J., Martinsuo, M. and Vuorinen, L., 2017. Sustainable project management
through project control in infrastructure projects. International Journal of Project
Management, 35(6), pp.1167-1183.
Papke-Shields, K.E. and Boyer-Wright, K.M., 2017. Strategic planning
characteristics applied to project management. International Journal of Project
Management, 35(2), pp.169-179.
Portny, S.E., 2017. Project management for dummies. John Wiley & Sons.
Radujković, M. and Sjekavica, M., 2017. Project management success
factors. Procedia engineering, 196, pp.607-615.
11.Bibliography

18PROJECT PROPOSAL
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Meng, X. and Boyd, P., 2017. The role of the project manager in relationship
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Niemeier, D.A. and Fackler, A., 2017. Validating the Outcome of Partnering on
Major Capital Projects (No. CA17-2524). California. Dept. of Transportation.
Retnowardhani, A. and Suroso, J.S., 2019, October. Project Management
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Yakovlev, A., 2016. Methods of Choosing an Optimal Portfolio of
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