Project Plan for Fund Raising Event at London School of Business and Management

This report provides a detailed project plan for the development and preparation of the proposed fund raising event of May 2018 at London School of Business and Management. The plan includes project scope, goals, objectives, schedule, budget, stakeholders and risk management plan.

Running Head: PROJECT PLAN
Project Plan
Name of the Student
Name of the University

1PROJECT PLAN
Executive Summary
London School of Business and Management wants to host a fund raising event during the
annual closing of academic year in May 2018. For this purpose, a project plan has been
developed in this report that can be followed by the organization as a road map for the proposed
event. In this report, all relevant project details including project scope, goals, objectives,
schedule, budget, stakeholders and risk management plan have been provided as per the best
possible estimations.

2PROJECT PLAN
Table of Contents
1.0 Introduction................................................................................................................................4
2.0 Project Charter...........................................................................................................................4
2.1 Project Overview and Rationale............................................................................................4
2.2 Project Scope.........................................................................................................................5
2.3 Project Objectives..................................................................................................................5
2.4 Assumptions and Constraints................................................................................................5
2.5 Project Plan............................................................................................................................6
2.5.1 Project Goals...................................................................................................................6
2.5.2 Stakeholder Analysis......................................................................................................6
2.5.3 Project Manager Duties..................................................................................................7
2.6 Project Cost Management......................................................................................................8
2.7 Project Time Management.....................................................................................................9
2.8 Work Breakdown Structure.................................................................................................15
2.9 Project Risk Management....................................................................................................15
2.10 Communication Management............................................................................................20
3.0 Conclusion...............................................................................................................................20
4.0 Recommendations....................................................................................................................21
Bibliography..................................................................................................................................22

3PROJECT PLAN
1.0 Introduction
This project is based on an annual fund raising charity event to be held at the end of the
academic year at London School of Business and Management. The organization has provided a
green light to proceed with the project and standard project management process will need to be
followed in order to execute the event successfully. For this purpose, a project management team
consisting of a number of stakeholders and project team members will be recruited who will
manage all the activities of the project including preparation and the execution of the entire event
successfully. However, a deadline has been set for the event and a minimum revenue cap has
been decided and hence, the event must be executed in order to fulfill both the requirements. The
main objective of this event is to raise significant amount of funds that will entirely donated to
charity.
In this report, a detailed project plan has been provided for the development and
preparation of the proposed event of May 2018.
2.0 Project Charter
2.1 Project Overview and Rationale
As per the proposed plan for the project, the fund raising event will be held after the
academic year comes to an end in May 2018. In this fund raising event, a number of stage
performances and other popular events will be held. The revenue that will be generated from the
event will be donated to charity. According to initial estimations, the minimum expected revenue
is £2018.

4PROJECT PLAN
As a part of the plan, the event will mark the end of the academic year and hence, special
performance awards will be given to the best achievers and performers in the academic year. In
addition, the fund raising event will also incorporate music and drama performances from the
college students as well as participation of some popular singers / performers. The income from
tickets and revenues generated will be donated to some charities including orphanages, old age
homes and others.
2.2 Project Scope
The scope of the project includes the following.
Preparation for the fundraising event is within the scope of the project.
Promotion of the event for maximum participation is within the scope of the
project.
2.3 Project Objectives
The main objectives of the project are as follows.
 To develop a suitable implementation plan for the project
 To estimate accurate budget and time for project
 To prepare a list of activities to be undertaken during the event
 To procure a suitable sponsor for the project
 To host the event on the selected date
2.4 Assumptions and Constraints
The assumptions of the project are as follows.

5PROJECT PLAN
 It has been assumed that the project will be financially feasible for the
organization.
 It has been assumed that the participation in the event will be sufficiently high so
that the revenue cap can be executed.
 It has been assumed that the students of the college will actively participate in the
event for raising the funds.
The constraints of the project are as follows.
 Lack of sufficient time for preparation may be a constraint.
 Unclear definition of the event details to be undertaken can be a constraint.
 Lack of sufficient participation of performers and the viewers can be a significant
constraint.
 Insufficient funds for the project may be a source of constraint for the project.
2.5 Project Plan
2.5.1 Project Goals
The goals of the project include the following:
Execution of the Fundraising Event
Execution of End Year Performance Awards
Revenue of At Least £2018
Host Stage Performances (Music, Drama, etc.)
2.5.2 Stakeholder Analysis
The stakeholders for the project have been analyzed as follows.

6PROJECT PLAN
Stakeholder Name Responsibilities
Project Manager Harrison James Management of entire event,
monitoring of the preparation and
execution, change management,
controlling other stakeholders and
project activities, etc.
Finance Manager Steve Selvig Management of event funds,
allocation of resources to the project
team,
Event Manager Edward Stevenson Management and planning of the
entire event, execution of all the
performances and activities at the
event
Site Manager Joseph King Management of the preparation for
event, decoration of the auditorium,
preparation of performance stage
and audience zone, etc.
Rewards Manager Marcus Taylor Presentation of rewards to the best
performing students, management
of the academic event, etc.
2.5.3 Project Manager Duties
The project manager has a number of duties that include management of the entire
project. Hence, the project manager will take part in the planning of the project along with the
recruitment of other stakeholders of the project. Furthermore, the project manager will need to

7PROJECT PLAN
monitor the progress of the project and make suitable changes if necessary. No activity in the
project should be executed without the prior approval of the project manager.
Project Signoff – Another important duty of the project manager is to complete the project
signoff after the project evaluation is over. After the execution phase is over, each of the
stakeholders will review the project and then forward it to the project manager along with the
project report document. The project manager will review the entire project and if satisfied, he
will complete the signoff and officially close the project.
2.6 Project Cost Management
The estimated costs include the following (involving both material and human resources).
Units/Hrs Cost/Unit/Hr Subtotals WBS Level 1
Totals
% of
Totals
Resource/WBS Items
1. Project Management £
1,570
29%
Project Manager 45 £ 10 £ 450
Project Team Members 100 £ 6 £ 600
Event Management Team 65 £ 8 £ 520
2. Promotions £
625
12%
Advertisements 25 £ 10.00 £ 250
Leaflets 250 £ 0.50 £ 125
Passes and Invitations 25 £ 10.00 £ 250
3. Decoration of Hall £ 14%

8PROJECT PLAN
750
Internal Decorations 150 £ 2.00 £ 300
External Decorations 150 £ 3.00 £ 450
4. Food for Audience £
600
11%
Burgers 300 £ 1.00 £ 300
French Fry Packets 300 £ 0.50 £ 150
Soft Drinks 300 £ 0.50 £ 150
5. Payments to Performers £
875
16%
Music Performers 5 £ 100.00 £ 500
Drama Performers 5 £ 75.00 £ 375
6. Reserves (20% of Total
Estimate)
£
1,000.00
TOTAL £
5,420.00
The projected revenue from the project will include the following.
Source Revenue
Ticket Sales £5000
Board Investment £10000
Income from Promotions and Donations £5000
TOTAL £20,000
Hence, the estimated profit from the project is £ (20000 – 16500) = £3500.

9PROJECT PLAN
2.7 Project Time Management
The estimated time for the project is shown in the following table.
Task Name Duration Start Finish Predecessors
Fund Raising Event 75 days Mon 05-02-18 Fri 18-05-18
Phase 1: Planning 13 days Mon 05-02-18 Wed 21-02-18
Initial Planning for the
Event
2 days Mon 05-02-18 Tue 06-02-18
Discussions between
University Board Members
2 days Wed 07-02-18 Thu 08-02-18 2
Determination of Event
Objectives
1 day Fri 09-02-18 Fri 09-02-18 3
Initial Planning for Budget 1 day Mon 12-02-18 Mon 12-02-18 4
Meeting with Students for
Opinions
1 day Tue 13-02-18 Tue 13-02-18 5
Approval of the Project 1 day Wed 14-02-18 Wed 14-02-18 6
Appoint Stakeholders for
Project
2 days Thu 15-02-18 Fri 16-02-18 7
Conduct Survey 2 days Mon 19-02-18 Tue 20-02-18 8

10PROJECT PLAN
Estimate Possible Revenue
Cap
1 day Wed 21-02-18 Wed 21-02-18 9
Phase 2: Initiation 9 days Thu 22-02-18 Tue 06-03-18
Procure Funds for Event 5 days Thu 22-02-18 Wed 28-02-18 10
Procure Auditorium Hall
for Event
2 days Thu 01-03-18 Fri 02-03-18 12
Assign Roles to
Stakeholders
2 days Mon 05-03-18 Tue 06-03-18 13
Phase 3: Execution 47 days Wed 07-03-18 Thu 10-05-18
Preparation of Event
Roadmap
2 days Wed 07-03-18 Thu 08-03-18 14
Invite Popular Figures to
Perform in the Event
10 days Fri 09-03-18 Thu 22-03-18 16
Invite Representatives
from Old Age Homes and
Orphanages
5 days Fri 23-03-18 Thu 29-03-18 17
Invite students and their
families
2 days Fri 30-03-18 Mon 02-04-18 18
Decorate the auditorium 5 days Tue 03-04-18 Mon 09-04-18 19

11PROJECT PLAN
Prepare stage and audience
zone
5 days Tue 10-04-18 Mon 16-04-18 20
Promote the Event 5 days Tue 17-04-18 Mon 23-04-18 21
Prepare students for
performances
10 days Tue 24-04-18 Mon 07-05-18 22
Final Preparations 2 days Tue 08-05-18 Wed 09-05-18 23
Event Start 1 day Thu 10-05-18 Thu 10-05-18 24
Phase 4: Event 3 days Fri 11-05-18 Tue 15-05-18
Entrance of Audience 1 day Fri 11-05-18 Fri 11-05-18 25
Drama and Music
Performances
0 days Fri 11-05-18 Fri 11-05-18 27
Lunch 0 days Fri 11-05-18 Fri 11-05-18 28
Academic Awards
Ceremony
0 days Fri 11-05-18 Fri 11-05-18 29
Donation to Charity 0 days Fri 11-05-18 Fri 11-05-18 30
Ending of Event 0 days Fri 11-05-18 Fri 11-05-18 31
Collection of Revenue 1 day Mon 14-05-18 Mon 14-05-18 32

12PROJECT PLAN
Signoff 1 day Tue 15-05-18 Tue 15-05-18 33
Phase 5: Closing 3 days Wed 16-05-18 Fri 18-05-18
Project Review 1 day Wed 16-05-18 Wed 16-05-18 34
Project Appraisal 1 day Thu 17-05-18 Thu 17-05-18 36
Official Closing 1 day Fri 18-05-18 Fri 18-05-18 37
The critical path for the project is shown in the following Gantt chart.

13PROJECT PLAN
ID Task
Mode
Task Name Duration Start Finish Predecessors Resource Names
0 Fund Raising
Event
72 days Mon
05-02-18
Tue
15-05-18
1 Phase 1: Planning13 days Mon 05-02-18Wed 21-02-18
2 Initial
Planning for
the Event
2 days Mon
05-02-18
Tue
06-02-18
Project
Manager
3 Discussions
between
University
Board
Members
2 days Wed
07-02-18
Thu
08-02-18
2 Project
Manager
4 Determination
of Event
Objectives
1 day Fri
09-02-18
Fri
09-02-18
3 Project
Manager
5 Initial
Planning for
Budget
1 day Mon
12-02-18
Mon
12-02-18
4 Project
Manager
6 Meeting with
Students for
Opinions
1 day Tue
13-02-18
Tue
13-02-18
5 Project
Manager
7 Approval of
the Project
1 day Wed
14-02-18
Wed
14-02-18
6 Project
Manager
8 Appoint
Stakeholders
for Project
2 days Thu
15-02-18
Fri
16-02-18
7 Project
Manager
9 Conduct
Survey
2 days Mon
19-02-18
Tue
20-02-18
8 Event Manager
10 Estimate
Possible
Revenue Cap
1 day Wed
21-02-18
Wed
21-02-18
9 Finance
Manager
11 Phase 2: Initiation9 days Thu 22-02-18Tue 06-03-18
12 Procure Funds
for Event
5 days Thu
22-02-18
Wed
28-02-18
10 Project
Manager
13 Procure
Auditorium
Hall for Event
2 days Thu
01-03-18
Fri
02-03-18
12 Site Manager
14 Assign Roles
to
Stakeholders
2 days Mon
05-03-18
Tue
06-03-18
13 Project
Manager
15 Phase 3: Execution47 days Wed 07-03-18Thu 10-05-18
16 Preparation of
Event
Roadmap
2 days Wed
07-03-18
Thu
08-03-18
14 Event Manager
17 Invite Popular
Figures to
Perform in the
Event
10 days Fri
09-03-18
Thu
22-03-18
16 Event Manager
18 Invite
Representatives
from Old Age
Homes and
Orphanages
5 days Fri
23-03-18
Thu
29-03-18
17 Event Manager
19 Invite
students and
their families
2 days Fri
30-03-18
Mon
02-04-18
18 Event Manager
20 Decorate the
auditorium
5 days Tue
03-04-18
Mon
09-04-18
19 Site Manager
21 Prepare stage
and audience
zone
5 days Tue
10-04-18
Mon
16-04-18
20 Site Manager
22 Promote the
Event
5 days Tue
17-04-18
Mon
23-04-18
21 Site Manager
23 Prepare
students for
performances
10 days Tue
24-04-18
Mon
07-05-18
22 Site Manager
24 Final Preparations2 days Tue 08-05-18Wed 09-05-1823 Site Manager
25 Event Start 1 day Thu
10-05-18
Thu
10-05-18
24 Event Manager
26 Phase 4: Event 3 days Fri 11-05-18Tue 15-05-18
27 Entrance of
Audience
1 day Fri
11-05-18
Fri
11-05-18
25 Event Manager
28 Drama and
Music
Performances
0 days Fri
11-05-18
Fri
11-05-18
27 Event Manager
29 Lunch 0 days Fri
11-05-18
Fri
11-05-18
28 Event Manager
30 Academic
Awards
Ceremony
0 days Fri
11-05-18
Fri
11-05-18
29 Rewards
Manager
31 Donation to
Charity
0 days Fri
11-05-18
Fri
11-05-18
30 Rewards
Manager
32 Ending of
Event
0 days Fri
11-05-18
Fri
11-05-18
31 Event
Manager,Finance
Manager,Project33 Collection of
Revenue
1 day Mon
14-05-18
Mon
14-05-18
32 Finance
Manager
34 Signoff 1 day Tue
15-05-18
Tue
15-05-18
33 Event
Manager,Finance
Manager,Project
Project Manager
Project Manager
Project Manager
Project Manager
Project Manager
Project Manager
Project Manager
Event Manager
Finance Manager
Project Manager
Site Manager
Project Manager
Event Manager
Event Manager
Event Manager
Event Manager
Site Manager
Site Manager
Site Manager
Site Manager
Site Manager
Event Manager
Event Manager
11-05
11-05
11-05
11-05
11-05
Finance Manager
Event Manager,Finance Manager,Project Manag
T W T F S S M T W T F S S M T
14 Jan '18 04 Feb '18 25 Feb '18 18 Mar '18 08 Apr '18 29 Apr '18 20 May '18

14PROJECT PLAN
Figure 1: Gantt Chart Showing Critical Path of the Project
(Source: Created by Author)

PROJECT PLAN 15
The network diagram for the project is shown in the diagram below.
Figure 2: Network Diagram of the Project
(Source: Created by Author)

PROJECT PLAN 16
2.8 Work Breakdown Structure
The following diagram shows the work breakdown structure of the project.
Fund Raising Event
Phase 1: Planning
Initial Planning for
the Event
Discussions between
University Board
Members
Determination of
Event Objectives
Initial Planning for
Budget
Meeting with
Students for
Opinions
Approval of the
Project
Appoint
Stakeholders for
Project
Conduct Survey
Estimate Possible
Revenue Cap
Phase 2: Initiation
Procure Funds for
Event
Procure Auditorium
Hall for Event
Assign Roles to
Stakeholders
Phase 3: Execution
Preparation of Event
Roadmap
Invite Popular
Figures to Perform
in the Event
Invite
Representatives from
Old Age Homes and
Orphanages
Invite students and
their families
Decorate the
auditorium
Prepare stage and
audience zone
Promote the Event
Prepare students for
performances
Final Preparations
Event Start
Phase 4: Event
Entrance of
Audience
Drama and Music
Performances
Lunch
Academic Awards
Ceremony
Donation to Charity
Ending of Event
Collection of
Revenue
Signoff
Phase 5: Closing
Project Review
Project Appraisal
Official Closing
Figure 2: Work Breakdown Structure of the Project
(Source: Created by Author)
2.9 Project Risk Management
The risk management plan for the project has been prepared using the risk register
matrix as follows.
Sl.
no.
Risk
Probability
Severity
Effect
Magnitude Description Precautions
1 Health Risk 3 5 15 Any event
management team
should always
There should be
enough availability
of the first aid box

PROJECT PLAN 17
consider the health
security risks on the
hand for every
activity, as an
participant can face
health issues at any
point of time during
the event
since before the
event started
2 Fire 5 5 25 Venue might catch
fire due to any
uncertainty and it
could affect the
whole set up
including money
loss and chaos
among the auditions
Fire extinguisher
should be well
situated at the
places where fire
catching probability
is high.
Inflammable items
should not be
allowed within the
venue
3 Emergency
(Fire,
Suffocation,
etc.)
2 4 8 Emergency are the
situations that might
occur and audience
needs to be
evacuated with
higher speed
Evacuation plan
should be
established during
the fundraising
event planning
4 Security 5 1 5 General safety is the For the cash and

PROJECT PLAN 18
always concern of
the special events
public safety
volunteers should
be recruited
5 General Risks 1 5 5 Fun is a fact for
running any event
successfully and
without it audience
might feel not good
and leave the venue
earlier
Stewards will be
helpful in providing
training to the host
the event with fun
and information
6 Communication 4 4 16 Communication
lacking between the
volunteer would left
certain important
concern behind
Assigning an
individual for
taking care of
communication
7 Disable People 3 1 3 Disable people
might reach to the
event and special
attention is always
needed for them
Some volunteers
should be
individually
assigned to a
separate sector for
disable people
8 Food Safety 5 4 20 Lack in food
hygiene and
availability could
possibly affect the
Hygiene should be
given importance
and volunteers or
catering services

PROJECT PLAN 19
output of the event should allow foods
‘until they are not
waste’
9 Facilities 4 5 20 Lack in food
supplies, parking,
sitting, and relaxing
would affect the
interest of the
audience
All the comfort
related matters
should be taken
care with high
priority
10 Insufficient
Donors
5 5 25 Lack in potential
donors will affect
the return on
investment of the
event
Potential donors
should be targeted
for the collection of
enough budget to
make the event
successful
11 Overstressed
workers
3 1 3 Volunteers lacking
in delivering the
objectives of the
event would lead to
deployment of work
of low quality
Enough volunteers
should be assigned
equally to each
sector of the event
12 Over-
Resourcing
3 3 9 The resources
should be made
available as per the
requirement of the
Resource allocation
should be well
arranged as per the
population and

PROJECT PLAN 20
event and present
population as it will
affect the budget of
the project
unnecessarily
needs of the event
13 Return on
Investment
1 1 1 Lacking in return on
investment would
affect the feasibility
and success of the
organized
fundraising event
Investment should
be made according
to the return that the
event will provide
to the volunteers or
organizers
Risk Matrix:
Probability
5 R.2 R.4 R.8 R.10
4 R.6 R.9
3 R.11 R.7 R.12 R.1
2 R.13 R.3 R.5
1
Severity 1 2 3 4 5
2.10 Communication Management
The communication management plan is shown in the following table.
Stakeholder Communication Communication Reason of

PROJECT PLAN 21
Frequency Mode Communication
Project Manager Daily Daily Reports Frequent updates on
project
Finance Manager Weekly Finance Sheets Budget requirements
Event Manager Daily Verbal Event requirements
Site Manager Before Start of Project Verbal, Contract Site requirements
Rewards Manager During the Event Verbal Rewards to be given to
participants
3.0 Conclusion
In this report, a detailed project plan has been provided for the fundraising event to be
conducted at the end of the academic year. The project plan includes determination of the
project objectives and scope, constraints and assumptions, project charter, stakeholder
analysis and risk analysis. According to the plan, the fundraising event will be hosted along
with the final day of the academic year. On this day, rewards will be given to the best
performers during the academic course based on the marks scored in the evaluations, overall
performances and other attributes. However, this year, the event will be extended and there
will be several stage performances of music, drama and others. While some popular figures
will be invited to take part in the event, other performances will be done by the students of
the college.
4.0 Recommendations
As per the proposed plan for the project, the following recommendations can be
made.

PROJECT PLAN 22
 Before proceeding with the project, it must be ensured that sufficient revenue
can be generated from the event.
 Feasibility test must be conducted in order to ensure the project is feasible for
the organization.

PROJECT PLAN 23
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PROJECT PLAN 24
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