Fundraising Event- Battle of the Bands
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Added on 2019-10-18
Fundraising Event- Battle of the Bands
Added on 2019-10-18
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Project Scope StatementProject NameBattle for RunawaysProject Number2Project ManagerEssie CrawfordPrioritizationFirstOwner(s)Essie Crawford
Statement of Work—Project Description andProject ProductThis 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 present2.Committees present3.Monetary donations bottle4.Teen essentials donations box5.Venue is open and ready to go6.All vendors/speakers/contestants are present7.Security guards present8.Key speaker speech 9.Recognition10.Organization tidbits11.Competition12.Raffle13.Silent auction14.Surveys collectedEach 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 responsiblefor 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 upand 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. Atthe 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 businessesfor donations.Project Deliverables Project deliverables are as follows:1.Decorator completed decorating by 10:30 am2.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 responsibility4. Key coordinator/main event planner (director) present and overseeing the event, broken down by time5. Event location will be allocated to hold up to 800 plus guests inside6. All printed items present with sufficient amount7.Survey forms dispersed and collected8.Equipment for use will include tables chairs, drink coolers, coffee makers, plastic utensils, napkins, garbage cans9.Venues electronic advertising board displaying event10.All silent auction baskets donated by sponsors will be present at the venue at 12pm the afternoon of event11. Live updates on social media will be uploaded by event coordinator12. Keynote speaker/bands present at 11 am to set up and test technology
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