Management of Charity Gala Dinner Project Name of University Author

Project Sponsor/ Project Director/ Project board Bizzy Bites The sponsor has the responsibility of providing the best catering services to 100 guests and be accountable to manage the project Project Manager Pooja The project manager has the responsibility of developing a feasible project plan and delegating the responsibility to team members Manager of Project manager Maria Fernanada Cardona Zapata The manager of project manager has the responsibility of providing guidance and assistance to the project manager Project Team Members Vivian de sousa Silwa The project team has the responsibility of

Running head: BIZZY BITES
Management of Charity Gala Dinner Project
Name of Student
Name of University
Author Note

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Table of Contents
1. Scope Document..............................................................................................................3
2. Roles and Responsibilities...............................................................................................3
3. Project Plan......................................................................................................................5
3.1. Project Title..............................................................................................................6
3.2. Project Purpose.........................................................................................................6
3.3. Background and Strategic Context...........................................................................6
3.4. Other Related Projects..............................................................................................6
3.5. Project Objective......................................................................................................6
3.6. Scope including key deliverables.............................................................................7
3.6.1. In scope..............................................................................................................7
3.6.2. Out of Scope......................................................................................................7
3.7. Assumptions.............................................................................................................7
3.8. Constraints................................................................................................................8
3.9. Deliverables..............................................................................................................8
3.10. Governance.............................................................................................................9
3.11. Key Stakeholders....................................................................................................9
4. Schedule.........................................................................................................................10
5. Resource and Cost Plan.................................................................................................11
6. Risk Plan........................................................................................................................13

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7. Risk Form......................................................................................................................14
8. Risk Log.........................................................................................................................15
9. Project Report................................................................................................................18
Bibliography......................................................................................................................19
Appendix............................................................................................................................21
Appendix 1: Gantt Chart................................................................................................21
Appendix 2: Resource Sheet..........................................................................................22
Appendix 3: MS Project File.........................................................................................22

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1. Scope Document
For successful planning of a project, effective scope documentation is necessary. In the
following table, the scope of the charity Gala Dinner project is outlined.
In Scope Out of Scope
(exclusions)
Assumptions Constraints
Preparation of dinner
as per the dietary
requirements of 100
guests
Serving food before 5
Pm
It is assumed that
Buzzy Bites will be
able to set up a
completely separate
team for management
of the charity Gala
Dinner
The key constraint
linked with this
project is resources as
three separate events
will be managed in
the same day and
there is entry fee of
$60 for the event.
Project Sponsor:
Bizzy Bites
Version: 1 Project Client: Charity Event Owner
File Name: Charity Gala Dinner
Page: 1
Date: 30-01-2020
Project Manager:
Pooja
Table 1: Showing scope Document
2. Roles and Responsibilities
The key stakeholders, and their roles and responsibilities in the charity project is
documented in the following table

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Role Name/s Responsibilities
Project Client/Owner ABC Consultants The Project owner has the
responsibility of providing
the detailed specification
about the event and the
dietary requirements of the
guests.
The project owner further has
the responsibility for
balancing for time and cost
and also take the
responsibility of the event.
Project Sponsor/ Project
Director/ Project board
Bizzy Bites The sponsor has the
responsibility of providing
the best catering services to
100 guests and be
accountable to manage the
project
Project Manager Pooja The project manager has the
responsibility of developing a
feasible project plan and
delegating the responsibility
to team members

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Manager of Project manager Maria Fernanada Cardona
Zapata
The manager of project
manager has the
responsibility of providing
guidance and assistance to
the project manager
Project Team Members Vivian de sousa Silwa The project team has the
responsibility of execution of
three separate events in a
single day by effectively
distributing the entire task
and manage budget
Steering committee/ Working
party
Managers and Supervisors The working party has the
responsibility of approval of
any changes in the project
and have the responsibility
according to their position.
Project Sponsor: Bizzy Bites Version: 1 Project Client: ABC
Consultants
File Name: Roles and
Responsibilities Page:
2
Date: 30-02-20
Project Manager: Please
Insert Your Name
Table 2: Showing the roles and Responsibilities

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3. Project Plan
A project plan for the charity gala dinner project is prepared to provide best catering
services to 100 guests at charity gala dinner.
3.1. Project Title
The title of the project is Management of Charity Gala Dinner Project
3.2. Project Purpose
The purpose of the project is to plan and manage catering project for 100 guests at a
charity Gala Dinner. The project is quite complex as the working party of the project that is the
Bizzy Bites has the responsibility of managing two other dinner projects on the same day.
Therefor,e a feasible project plan is needed to be prepared for successful project execution.
3.3. Background and Strategic Context
The working party of the project, Bizzy Bites is known for providing catering services for
the corporate events including meetings, seminars and other events. Bizzy Bites has received a
request to cater for a project of 100 guest. On the day of event, the food, beverage and wait staffs
must be delivered within 5 pm.
3.4. Other Related Projects
Buzzy Bites is responsible for management of two other catering projects on the same
day. For effective management of the project the entire team of Buzzy Bites needs to divide the
tasks among themselves so that each of the three project can be separately managed.
3.5. Project Objective

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The objective of the undertake charity event project is indicated as follows-
 To develop a feasible project plan for the charity event project
 To effectively allocate the project resources to manage all the three projects
 To ensure that the food is packed and transferred to the venue within 5 pm on the
date of event
The success of the undertaken charity event project largely depends on the successful
fulfillment of the above identified objectives. The main objective is to provide best services to
100 guests in a safe and healthy environment.
3.6. Scope including key deliverables
The key deliverables of the project is required to be identified to properly and accurately
manage the project progress. In the following section, the updated version of the project scope
and assumptions are discussed.
3.6.1. In scope
The in scope requirements and needs of the charity event project are indicated as follows-
 To plan and manage all the three events
 To dedicate a separate team for the charity event project
 To deliver a feasible plan for the charity event project
3.6.2. Out of Scope
The requirements that are out of scope considerations are indicated as follows-
 Change in the dietary specification of the guests

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 Increase in the number of guests of the event
3.7. Assumptions
The key assumptions for the charity event project are indicated as follows-
1. The budget of the project is approved and the financial help will be provided by the
sponsor
2. A separate team will be arranged for managing the charity event project
3.8. Constraints
The key constrain of this charity event project remains that same and that is the resource.
Since Bizzy Bites will be managing three separate projects in a single day, the resource
constraints persist in the project.
3.9. Deliverables
The key deliverables of the charity event projects are indicated as follows-
Deliverables Milestone Date Place
1. Development and
Approval of Project Business
Case
Tue 04-02-20 Bizzy Bites Office
2. Development and
Approval of the Project Plan
Wed 12-02-20 Bizzy Bites Office

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3. Delivery of the Food of
100 guests to the Event
Sat 15-02-20 Charity Gala Dinner Event
4. Generation of Project
Completion Report
Wed 19-02-20 Charity Gala Dinner Event
3.10. Governance
Proper Project governance in this project is necessary to address and eliminate the risk
associated with the key project constraint. For effective project execution, a separate project
team is hired who is in charge of monitoring and tracking the project progress and in ensuring
that the food reaches the event by 5 pm.
3.11. Key Stakeholders
The key stakeholders of the project and their power and influence on the project are
indicated as follows –
Stakeholders Power/Influence Impact
Project Manager Medium High
Resource Manager High Medium
Business Analyst Medium Medium
Project Sponsor High Medium
Bizzy Bites High Low

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Steering Committee High Medium
Progress reports and the status reports are needed to be shared with the above mentioned
stakeholders to ensure that the stakeholders are updated with the project needs and requirements.
4. Schedule
The schedule of the charity event project is indicated as follows-
Item Milestone Responsibility
Meet client to discuss the project
requirements
Fri 31-01-20
Business Analyst, Project
Manager
Finalization of the project needs Sun 02-02-20 Project Manager
Development of business case Tue 04-02-20 Project Manager
Detail estimation of Gala dinner Tue 04-02-20 Business Analyst
Documentation of the dietary
requirements of the guest
Wed 05-02-20 Document Writer
Setting up the team who will
manage the charity gala dinner
Sat 08-02-20 Resource Manager
Cost Estimation Mon 10-02-20 Business Analyst
Development of a Detailed Project
Plan
Wed 12-02-20 Project Manager

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Gathering the raw materials for
cooking
Thu 13-02-20 Team of chefs ,Staff 2,
Food preparation Sat 15-02-20 Team of chefs
Packing Sat 15-02-20 Staff 1,Staff 2
Transfer of Food and Beverage to
Venue
Sat 15-02-20 Staff 1
Serving the guest Sat 15-02-20 Serving Team
Documentation Mon 17-02-20 Document Writer
Project Evaluation Wed 19-02-20 Project Manager
Payment Completion Fri 21-02-20 Business Analyst
Resource Release Thu 20-02-20 Resource Manager
The table above represents the project schedule. The details Gantt chart of the project is
indicated in the appendix 1
5. Resource and Cost Plan
The resources and the cost of each activity are indicated in the following table. The
resource details including the cost of each resources are elaborated in appendix 2-
Deliverable Resource Date Cost

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Meet client to discuss the project
requirements
Fri 31-01-20
$1200
Finalization of the project needs Sun 02-02-20 $1440
Development of business case Tue 04-02-20 $1440
Detail estimation of Gala dinner Tue 04-02-20 $960
Documentation of the dietary
requirements of the guest
Wed 05-02-20
$180
Setting up the team who will manage
the charity gala dinner
Sat 08-02-20
$1440
Cost Estimation Mon 10-02-20 $480
Development of a Detailed Project
Plan
Wed 12-02-20
$1440
Gathering the raw materials for
cooking
Thu 13-02-20
$5540
Food preparation Sat 15-02-20 $150
Packing Sat 15-02-20 $50
Transfer of Food and Beverage to Sat 15-02-20 $210

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Venue
Serving the guest Sat 15-02-20 $10
Documentation Mon 17-02-20 $180
Project Evaluation Wed 19-02-20 $1440
Payment Completion Fri 21-02-20 $960
Resource Release Thu 20-02-20 $480
6. Risk Plan
Risk Likelihood
(H/M/L)
Impact
(H/M/L)
Risk Response (contingency
strategies)
Responsibility
Risk of
Change of
Weather
H H The project manager has to plan
and research about the weather
before the event and if the
weather conditions are not good
he has to consult with the client to
change the date
Project
Manager
Risk of Food
Poisoning
L H The event manager has to ensure
food preparation in a hygienic
condition to avoid this risk
Event manager
Risk of M H The project manager has to Project

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Falling in
Water
arrange for sufficient guards in the
event premises to avoid this risk
Manager
Risk of
Equipment
Lost
L M All the equipment are needed to
be counted before and after the
event to easily detect of any
equipment is lost
Project
Manager
7. Risk Form
PROJECT DETAILS
Project Name: Management of Charity Gala Dinner Project
Project Manager: Pooja
RISK DETAILS
Risk ID: 1
Raise by: Project Manager
Date Raised: 02.02.2020
Risk Description: Food Poising
Risk Likelihood: Low Risk Impact: High
RISK MITIGATION
Recommended preventive actions: Bizzy Bites is known for serving healthy foods and for
this event as well, good hygienic condition will be maintained to avoid this risk.
Recommended contingent actions: Project supervision and cross checking all the packed
materials before transfer to the venue. Also sealed mineral water bottles will be used both for

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food preparation and for drinking purpose.
APPROVAL DETAILS
Supporting documentation (attached): Risk management Plan
Signature : Please Insert Date: 06.02.2020
8. Risk Log

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Num
ber
Issues/Risk Priority
(rank as
to
impact)
Impact
on
Budget
Impa
ct on
Sched
ule
Agreed Management
Strategy
Responsibility
(manage)
Financial
Responsibility
Status
(open/in
progress/
closed)
1 Resource
Risk
1 High High Separate team to be
allocated
Project
Manager
Project Owner Open
2 Quality Issues 2 Medium Low Separate and highly
rated chefs will be
appointed for the task
Project
Manager
Project Owner In Progress
3 Budget Risk 3 Medium Low The price would be high
since guest has separate
dietary requirement. The
project will be finalized
on basis of this particular
condition.
Business
Analyst
Project Owner Closed
Project Title: Management of Version: 1 File Name:

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Charity Gala Dinner Project
Project Sponsor: Charity Event
Owner
Date: 08.02.20
Project Manager: Please Insert Your Name

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9. Project Report
A project report is prepared to document about the plan processes and the lesson learnt
associated with the charity gala event dinner project.
The project plan that is prepared to manage the charity gala dinner event indicate that it is
possible to manage all the three projects by Bizzy bites. The current condition indicate that the
project is on track and would be completed on February 20. The event is scheduled to take place
in February 15, and the weather condition is favorable in that day, which indicate that no
problem will arise in delivering the project.
A sequential process is used for managing the event. A business case is developed along
with the project plan to execute the project without any hazard.
The lesson learnt process in the project is related to the need and importance of time
management in project management. Along with that, it is integral to develop a realistic schedule
to manage and implement a project in an effective manner. The lesson learnt in the project are
indicated as follows-
What went Well What Didn’t go well Other Learnings
Project Scheduling Budget and Accounting Well-structured team and
great team work
Time Management
Quality Assurance

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Bibliography
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Marcelino-Sádaba, S., Pérez-Ezcurdia, A., Lazcano, A.M.E. and Villanueva, P., 2014. Project
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management, 32(2), pp.202-217.

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Appendix
Appendix 1: Gantt Chart
Figure 1: Showing the Project Gantt chart

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Appendix 2: Resource Sheet
Figure 2: Showing the Resource Sheet
Appendix 3: MS Project File