Assignment Title

The Battle of the Bands event aims to raise awareness and funds for teenagers living on the streets. The event will feature a live band competition, silent auction, raffle, and keynote speaker. The objective is to reach $10,000 in raised funds, create a supportive atmosphere, provide fun competition, and connect community members with resources. Key areas of responsibility have been assigned to advisory committee members, and all necessary equipment and materials will be present at the venue by 11:00 am. Security guards and parking volunteers will also be on site.

Project Scope Statement
Project Name Battle for Runaways Project
Number
2
Project Manager Essie Crawford Prioritization First
Owner(s) Essie Crawford

Statement of
Work—Project
Description and
Project Product
This fundraising event, “Battle of the Bands” will generate monetary and teen
essentials donations, awareness, and a support system for teen runaways facing the
struggles of being on the streets. The ultimate goal is to end the cycle of teen
runaways within the community by providing support to help these teenagers
understand the struggles and dangers of living on the streets and provide alternate
options for them. We know from various studies and previous research done, that
teenage runaways are more likely to get on drugs and become victims in teen
prostitution rings. Often these situations lead to an array of developmental, social,
and behavioral problems as they grow into adulthood.
The mission is to hold an event, Battle of the Bands, where funds will be raised to
support the organization Project Safe. Our goal from this event is to support Teen
runaways with the struggles that come with being on the streets. In order to achieve
this we are going to tackle to following high priority tasks the day of the event:
1. Advisory committee members present
2. Committees present
3. Monetary donations bottle
4. Teen essentials donations box
5. Venue is open and ready to go
6. All vendors/speakers/contestants are present
7. Security guards present
8. Key speaker speech
9. Recognition
10. Organization tidbits
11. Competition
12. Raffle
13. Silent auction
14. Surveys collected
Each advisory committee member is responsible for heading a different project
within the event. With that being said, each advisory committee member has their
own team of volunteers they will be managing during the event. The committees
include:
Advertising: All prior to advertising (radio commercials, banners, signs, etc.) is
headed by this committee. Additionally, this committee is responsible for checking
all the handouts from other organizations prior to the day of event and is also
responsible for creating and printing the proper amount of handouts for Project
Safe. This committee acts as public relations. Advertising works closely with the
Sponsorship & Recognition committee.
Sponsorship & Recognition: This committee is responsible for finding all
sponsors, vendors, Information stations, and local organizations. They also, make
announcements thanking involved community members and all sponsors.
Set up: This committee is in constant connection with the venue and works closely
with the Speaker, Photography, & competitors committee. Members are responsible
for making sure all people are present, all decorations are up on time, and that all
admissions tables are set up and ready to go.
Speaker, Photography and bands: This committee is responsible for finding the
key note speaker and assigning volunteers to help the speaker and bands with set up
and anything they need. They also find and work with the photographers for the
event. They are also responsible for being the “cheerleaders” along the way.

Donations/Finance: This committee is responsible for assisting the set up
committee with admissions. They make sure the “pay at the door” system is
working properly. Additionally, they are responsible for decorating and setting out
the Teenage Essentials donations box along with the monetary donations bottle and
then reporting all those numbers to the Sponsorship and Recognition committee. At
the closing of the event, this organization is responsible for providing the grand
total of all donations.
Community Organizations: This committee is responsible for finding all the
relevant organizations/programs and getting them on board with Project Safe. They
help create a directory of all numbers of essential resources for teenagers and their
families facing the hardships of teenage runaways. They must report this directory
to adverting for printing.
Security & Clean Up: This committee is responsible for securing the appropriate
number of security guards, creating/ receiving the proper venue evacuation plans
and for ensuring that the venue does not fill past capacity. They work closely with
admissions to know the number of people in the venue. They also handle parking
and any disputes that could possibly arise the day of and head the cleanup. This
committee is responsible for finding donations of raffle and silent auction items.
They work closely with donations to ensure they are not asking the same businesses
for donations.
Project Deliverables Project deliverables are as follows:
1. Decorator completed decorating by 10:30 am
2. Sign in sheet completed with all vendors/sponsors/bands are
present by 11:00 am
3. All advisory committee members present assigned their key areas
of responsibility
4. Key coordinator/main event planner (director) present and
overseeing the event, broken down by time
5. Event location will be allocated to hold up to 800 plus guests
inside
6. All printed items present with sufficient amount
7. Survey forms dispersed and collected
8. Equipment for use will include tables chairs, drink coolers, coffee
makers, plastic utensils, napkins, garbage cans
9. Venues electronic advertising board displaying event
10. All silent auction baskets donated by sponsors will be present at
the venue at 12pm the afternoon of event
11. Live updates on social media will be uploaded by event
coordinator
12. Keynote speaker/bands present at 11 am to set up and test
technology

13. Security guards present at 11:30 am
14. Parking volunteers ready to go in parking lot at 11:30 am
Project Objectives The objectives we plan to complete the day of our Battle of the Bands event
are:
1. Reach overall goal of $10,000 raised
2. Create a supportive atmosphere for teenagers living on the streets
3. Provide a fun competition/family event for the community
4. Provide community connections to resources for teenagers and their
families
5. Raise awareness of runaway teens and the struggles it provides for
the teenager and their families
6. Raise monetary donations
7. Collect teen essentials donations
8. Raise money through raffle, event admissions, and silent auction
9. Motivate teenagers of the community with the key note speaker
Project Assumptions Project assumptions include:
1. We will have sufficient amount of willing volunteers day of the
event
2. All vendors/sponsors will be present
3. A sufficient amount of community members will be in attendance
the event (500-700 people)
4. Volunteer photographers will capture many quality inspirational
moments from the event
5. All handouts will be printed and ready for disbursement as soon as
guests start showing up
6. Guests will enjoy the festivities and have minimal to no complaints
regarding vendors or event
7. Each advisory committee member will be responsible and make sure
their aspect of the event is going smoothly
8. Sponsors will abide by all regulations in the contracts
9. Our keynote speaker will be inspirational and uplifting and sensitive
to the cause
10. The resources local organization will be distributing will be the
appropriate pre-approved resources
11. Silent auctions items will drive donations for event
12. No auction or raffle item will be left without raffle tickets or bids
13. We will reach our goal of $8,000 raised (donations, silent auctions,
etc.) or at least 80% of that so that we earn back the money put into
the event and then some
14. We will not have any last minute financial burdens such as
something breaking down, or vendors not showing up
15. Guests of the event will leave with more knowledge of teenage
runaways and how to help our cause when they leave then when
they arrived
16. Guests of the event will leave with the proper resources to help find

the correct connections to get the additional help and support they
need
17. Guests will feel inspired and eager to make a difference
18. teenagers facing these struggles will not feel attacked or
embarrassed during the event
19. teenagers facing these struggles will feel safe and supported at the
event
20. Security won’t have to intervene
Project Constraints The project constraints are as follows:
1. Venue is available to our organization from 9:30 am to 8:30 pm (no
exceptions)
2. Our venue can only hold 800 people, after we are at capacity people
will have to get turned away.
3. Guests are welcome from 12:30 pm to 6:00 pm. All guests must be
off premises by 6:30 pm.
4. Event clean up must be completed by 8:30 pm.
5. Table/Chair rentals must be returned before midnight or charges
may apply.
6. Caterer/Vendors/Decorations will not be allowed to be set up any
earlier than 9:30 am.
7. Some of our sponsors will not be able to stay for the entire duration
of event.
8. Venue provides sufficient parking space for 55 vehicles. All others
will have to use the nearby parking garage.
9. There is road construction on the main highway and the detour adds
an extra 10-20 minutes to commute time for those driving south to
the venue.
10. Handouts are available to up to 650 guests max without someone
quick printing at an additional fee.
Exclusions The following are exclusions from the scope of the project:
1. Radio / Newspaper coverage of the event
2. Vending machines
3. Additional sponsors willing to participate within 10 business
days of the event
4. Transportation of the donated items to the raffle winner
5. Internet access at the event site
6. Cleaning crew
7. Additional parking space for the event
8. Additional food items outside the complimentary refreshment
9. Additional free items from sponsors in the event guests not
participating in the raffle
10. Storage for event equipment
11. Similar fundraising events outside the purpose of this project

Acceptance Criteria The fundraiser, Battle of the Bands, must create a support group for teens
facing the struggles of running away from their homes and generate
sufficient monetary and teen essentials for those affected in the state. It
must also create a directory with all other community
organizations/government organizations and their services that may be of
help to teens in the situation.
The funds raised by Battle of the Bands will go to Project Safe of the state
who will then use the money to sustain their organization in order to
continue to support the teenagers in the state who are facing living on the
streets.
The teen essentials collected during the event must be distributed to
teenagers within the state on a need basis.
All intentions and plans must be finalized before the day of the fundraiser,
Battle of the bands.
Technical
Requirements
In order to make our project functional in terms of equipment we must have:
1. Tables will be necessary for those who participate in the event, these tables
will be used to set up information counselors that will be able to answer and
direct attendees to the appropriate programs they are inquiring about such as
educational and job fairs in the community available to them. Tables will also
be set up with food and drink to those who wish to enjoy complimentary
refreshments.
2. Coolers are needed at this event to ensure that all drink provided to guests are
chilled, ice will also be provided to those guests who wish ice in their drink.
3. Raffle tickets will be needed for the raffle that will be held at the event. Raffle
tickets will be sold to public and will include several prize levels.
4. Decorations for use of our event will be provided by a local small business
geared toward the theme “Battle of the Bands”. They will provide this service
for our event such as table cloths and center pieces for food table coordinating
colors to match our event via donation.
5. Posters and fliers will be printed and placed throughout the community so
people will know when and where the event will take place. Aside from
posters and fliers, radio advertisements and social media advertisements will
also be used to spread the word about the event.
6. A social media manager will be necessary to promote the event via social
media outlets such as Facebook, Twitter, etc.
7. Truck rental. A truck rental is needed to transport all donated goods to auction
location the same day as event. This includes anything and everything that will
be used for raffle or auction purposes.
8. Computer, Projector, and PowerPoint set up will be necessary in order for the
keynote speaker to have visuals. It would also be necessary to have speakers,
televisions and microphones in order for everyone to be able to hear and see
bands perform.
9. Garbage cans and bags for the removal of all trash that is left behind at the
event location..

APPROVALS
Type Name Signature Date
Project Manager
Approval Essie Crawford 9/15/2016
Customer or Sponsor
Approval