Fundraising Event Plan for Charity

This assignment focuses on developing a detailed fundraising event plan for a charity organization. It includes a cost estimation using the bottom-up method, categorized by work packages and weeks. The document also presents a time-phased budget visualization, showcasing the allocation of funds across different stages of the event planning process.

Running head: FUND RAISING EVENT
Project Plan: A fund raising event by a company for a charity organization
Name of the Student:
Name of the University:

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FUND RAISING EVENT
Table of Contents
1.0 Introduction................................................................................................................................3
1.1 Company background............................................................................................................3
1.2 Project overview....................................................................................................................3
2.0 Project scope statement..............................................................................................................4
2.1 Project objective....................................................................................................................4
2.2 Deliverables...........................................................................................................................4
2.3 Milestones..............................................................................................................................5
2.4 Technical Requirements........................................................................................................5
2.5 Limits and exclusions............................................................................................................5
2.6 Review with customer...........................................................................................................6
3.0 Project priority...........................................................................................................................6
3.1 Priority matrix chart...............................................................................................................6
3.2 Explanation............................................................................................................................6
4.0 Work Breakdown Structure.......................................................................................................7
4.1 WBS diagram.........................................................................................................................7
4.2 Details to work packages.....................................................................................................10
5.0 Cost estimation........................................................................................................................12

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5.1 Cost estimation....................................................................................................................12
5.2 Time phased budget.............................................................................................................13
References......................................................................................................................................14

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1.0 Introduction
1.1 Company background
The selected company for this project work is “Tote Board (Singapore Totalisator
Board”. The company holds of legal rights to operate of horse racing, totalisator operations
throughout their agents along with proprietary club, the Singapore Turf Club. The values of the
organization are caring, collaborative, integrity and enterprising (Toteboard.gov.sg, 2015). Tote
Board started a fundraising event in the year 2006 with providing funds to the charity
organization to initiate and achieve of fundraising targets. Their funding helps the organization to
build success encourage other organizations to set forward to rise of funds. The company
operated various fund raising activities such as stand up comedies, theater shows, fancy dress
competition, golf tournaments and concerts. The Singapore Fund of the company supports
various fundraising events by passionate the Singaporeans (Toteboard.gov.sg, 2016). Those
events create an innovative identity and meet with the social needs of charity organization. The
company conducts of supporting funds from Ministry of culture, community and youth.
1.2 Project overview
The fundraising event is based on horse race conducted by the Tote Board for the charity
organization. In this fundraising event, the guests have to donate $20 to own a horse; therefore it
raises an amount of $2000 based on ten horse races. The target market for the event is both men
as well as women who enjoy playing the horse race. The event is offering various fundraising
advertising materials with full colored post card and posters. In the event, pre-recorded races on
the DVD are projected on the large screen, and the players put their stakes on runners they wish
to win the accurate finishing order into the race. Each of the DVD is to be selected at random by

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the player. A tote betting tickets are provided to the audiences. The project sponsor provides gifts
and cashes to the winner of the event.
2.0 Project scope statement
2.1 Project objective
Following are the project objectives:
 To raise funds for the charity organization
 To raise awareness among the public and positive publicity of the event
 To complete the project work in 44 days with a budget of $20,864
2.2 Deliverables
Following are the project deliverables:
 Print up of the horse racing program
 Selling of foods and beverages
 Collecting the funds
 Advertising of the horse racing program
 41/2 * 6 full color post card and color posters
 Multi colored balloons imprinted the logo
 Arrangement of rooms with projectionist table and set of guest table
 Selling of tickets and foods and beverages
 Flyers and social media
 Legal documents

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2.3 Milestones
Task Name Expected Start Date
Planning phase Fri 11/17/17
Execution phase Fri 12/8/17
Final phase Mon 12/25/17
2.4 Technical Requirements
 Taking of permission from the high authority to organize the fundraising event
 Filling of the online application to participate into the horse racing program
 Arrangement of fire measures to maintain and follow organizational health and
safety regulations (Muller & Soderlund, 2015).
 End of the event on scheduled time and budget
 Parking spaces for the participants with free parking fee
 Include of host and company’s owner to attend the event
2.5 Limits and exclusions
1. Into the fundraising event, only the volunteers and participants are allowed who
are invited by the company, Tote Board.
2. The venue is comfortable for 100 participants; therefore they are not feeling
comfortable into the selected location.
3. There are limited foods and drinks.

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2.6 Review with customer
The feedback from the audiences are focused and taken at highest priority. Through
messages, the participants share their views and feelings. The project and event manager should
organize the event in such a way that the event should satisfy the audiences.
3.0 Project priority
3.1 Priority matrix chart
Time Scope Cost Justification
Constrain  There is fixed deliverables.
Enhance  There is fixed schedule.
Accept  Budget is increased.
3.2 Explanation
In this particular project plan, there are three project priorities such as scope, cost and
time. It helps the project manager to constrain, enhance and accept of the priorities.
Scope: It becomes constrain when the project plan is not meet with their scope. The
scope is to sign up and commit the event. The scope is constraint of the project plan as scope is
to rise of fund for the charity organization (Mirza, Pourzolfaghar & Shahnazari, 2013). The
reliability of the scope is not compromised.
Cost: Accept means not to meet with perfect project parameter. Sometimes, there is a
possibility that the budget becomes over-budgeted. Change in cost reduces the project
requirements.

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Time: The project manager adds some value to the plan by enhancing the project time.
When accurate project parameters are fixed, then the project must complete on scheduled time. A
time sheet is prepared to ensure that all the project related tasks are performed on time and
scheduled dates (Kendrick, 2015). It is enhanced by 3-5 days to complete the event properly.
Therefore, the project plan must meet with scope to meet with both time as well as
budget. The time is required to enhance and there is probable to reduce the budget.
4.0 Work Breakdown Structure
4.1 WBS diagram
WBS Task Name
1 Planning phase
1.1 Venue selection
1.2 Approval from high authority
1.3 Target the market audiences
1.4 Entrance tickets
1.5 Selling of tickets
1.6 Sponsorship for the event plan
2 Execution phase
2.1 Audio visual and lighting

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2.2 Selection of volunteers
2.3 Venue and food arrangement
3 Final phase
3.1 Promotion of events
3.2 Food and beverage
3.2.1 Beverages
3.2.2 Food preparation
3.3 Digital communication

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Figure 1: Work breakdown structure
(Source: Created by author)
FundraisingeventforcharityorganizationPlanningphaseVenueselectionApprovalfromhigherauthorityTargetthemarketaudiencesSellingofticketSponsorshipoftheeventplanExecutionphaseAudiovisualandlightningSelectionofvolunteersVenueandfoodarrangementFinalphasePromotionofeventsFoodandbeverageBeveragesDigitalcommunicationFoodpreparation

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4.2 Details to work packages
Within the WBS diagram, following are the work packages such as:
1. Planning of the project phase which consists of select the venue for the event and
approval is taken from the high authority to ensure if the event will take place or not
(Archibald & Archibald, 2016).
2. Target the market audiences such as men and women
3. Selling of the tickets for the event with selection of right project sponsor for the
fundraising event (Schwalbe, 2015).
4. Into the execution phase, audio visual and lightning, selection of the volunteers, venue
and food arrangement are done
5. Finally, in the final phase the event is promoted, preparation of food and beverage and
digital communication are done.
Details of the work packages with date and time are provided in the following table:
Task Name Duration Start Finish
A fund raising event by the company for a
charity organization
44 days Fri 11/17/17 Wed 1/17/18
Planning phase 24 days Fri 11/17/17 Wed 12/20/17
Venue selection 2 days Fri 11/17/17 Mon 11/20/17
Approval from high authority 6 days Tue 11/21/17 Mon 12/4/17
Target the market audiences 12 days Tue 12/5/17 Wed 12/20/17

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Entrance tickets 3 days Tue 11/21/17 Thu 11/23/17
Selling of tickets 4 days Fri 11/24/17 Wed 11/29/17
Sponsorship for the event plan 6 days Thu 11/30/17 Thu 12/7/17
Execution phase 11 days Fri 12/8/17 Fri 12/22/17
Audio visual and lighting 2 days Fri 12/8/17 Mon 12/11/17
Selection of volunteers 7 days Tue 12/12/17 Wed 12/20/17
Venue and food arrangement 2 days Thu 12/21/17 Fri 12/22/17
Final phase 18 days Mon 12/25/17 Wed 1/17/18
Promotion of events 7 days Mon 12/25/17 Tue 1/2/18
Food and beverage 8 days Wed 1/3/18 Fri 1/12/18
Beverages 6 days Wed 1/3/18 Wed 1/10/18
Food preparation 2 days Thu 1/11/18 Fri 1/12/18
Digital communication 3 days Mon 1/15/18 Wed 1/17/18

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5.0 Cost estimation
5.1 Cost estimation
Garvey, Book and Covert (2016) stated that one of the first step towards gaining of profit
into the fundraising event plan is to accurately estimate the cost for each of the project activities.
Creation of proper project budget is involved and dealt with expenditure throughout the entire
project duration. The total week of completion of plan is total of week 8 and the costs for each
activity are shown below in the table:
Activities Time Cost
Planning phase Week 0 $0.00
Venue selection Week 1 $50.00
Approval from high authority Week 1 $90.00
Target the market audiences Week 2 $100.00
Entrance tickets Week 3 $150.00
Selling of tickets Week 4 $150.00
Sponsorship for the event plan Week 4 $150.00
Audio visual and lighting Week 4 $200.00
Selection of volunteers Week 5 $250.00
Venue and food arrangement Week 6 $300.00
Promotion of events Week 7 $350.00
Beverages Week 7 $280.00
Food preparation Week 7 $300.00

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Digital communication Week 8 $350.00
In this cost estimation, bottom up estimation method is used in which the project manager
starts from the bottom and accounts the expected cost for each work packages. The total cost
should be equal to the estimated project cost. It is an efficient process to estimate the cost using
standardized work packages as well as formal structure (Klakegg & Lichtenberg, 2016). Due to
accuracy of this cost estimation, bottom up method is the best.
5.2 Time phased budget
Figure 2: Time phase budget of fundraising event plan for a charity organization
Week 0
Week 1
Week 1
Week 2
Week 3
Week 4
Week 4
Week 4
Week 5
Week 6
Week 7
Week 7
Week 7
Week 8
$0.00
$50.00
$100.00
$150.00
$200.00
$250.00
$300.00
$350.00
$400.00
Time
Cost

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(Source: Created by author)
References
Archibald, R. D., & Archibald, S. (2016). Leading and Managing Innovation: What Every
Executive Team Must Know about Project, Program, and Portfolio Management (Vol.
22). CRC Press.
Garvey, P. R., Book, S. A., & Covert, R. P. (2016). Probability methods for cost uncertainty
analysis: A systems engineering perspective. CRC Press.
Kendrick, T. (2015). Identifying and managing project risk: essential tools for failure-proofing
your project. AMACOM Div American Mgmt Assn.
Mirza, M., Pourzolfaghar, Z., & Shahnazari, M. (2013). Significance of Scope in Project
Success.Procedia Technology, 9, 722-729.
Muller, R., & Soderlund, J. (2015). Innovative approaches in project management
research.International Journal Of Project Management, 33(2), 251-253.
Schwalbe, K. (2015). Information technology project management. Cengage Learning.
Toteboard.gov.sg. (2015). General Projects and Fundraising. Toteboard.gov.sg. Retrieved 18
November 2017, from http://www.toteboard.gov.sg/grants/application/general-projects-
and-fund-raising
Toteboard.gov.sg. (2016). Fundraising Events. Toteboard.gov.sg. Retrieved 18 November 2017,
from http://www.toteboard.gov.sg/our-impact/fund-raising-events

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