Project Management for Fundraising Event by AIBI International

This paper discusses the project management for a fundraising event organized by AIBI International for Singapore Women’s Association. It includes project objectives, deliverables, milestones, technical requirements, project priorities, work breakdown structure, cost estimation, itinerary, and time phase budget.

Running head: PROJECT MANAGEMENT
Project management
Name of the Student
Name of the University
Author’s Note

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Table of Contents
1. Introduction of the project......................................................................................................3
1.1 Background of the company............................................................................................3
1.2 Project description............................................................................................................3
2. Project scope statement..........................................................................................................4
2.1 Project objectives.............................................................................................................4
2.2 Deliverables......................................................................................................................4
2.3 Milestones........................................................................................................................4
2.4 Technical requirements....................................................................................................4
2.5 Limits and exclusion........................................................................................................5
2.6 Review..............................................................................................................................5
3. Establish project priorities......................................................................................................5
3.1 Project priority matrix......................................................................................................6
3.2 Matrix justification...........................................................................................................7
4. Work breakdown structure.....................................................................................................7
5. Cost estimation.......................................................................................................................9
5.1 Cost estimation table........................................................................................................9
6. Itinerary................................................................................................................................10
7. Time phase budget...............................................................................................................11
Bibliography.............................................................................................................................12

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1. Introduction of the project
1.1 Background of the company
The paper mainly reflects on one of the fundraising events that was mainly organized
by the organization “AIBI international” for Singapore Women’s association which was one
of the charity organization. It is found that the organization “AIBI international Pvt Ltd” is
one of the international organizations that mainly operates within a health industry for
distributing as well as producing different types of beauty, health as well as fitness products.
The AIBI international organizes the fundraising event so that the welfare organization can
be able to provide appropriate quality of life to the people who are underprivileged.
1.2 Project description
AIBI international Pvt Ltd. is one of the international organizations that organizes a
fundraising event for one of the welfare organization named “Singapore Women’s
Association” so that they can be able to give proper quality of life to the people who are
underprivileged. It is found that before initiating the fundraising event, the AIBI international
selects proper resources as well as budget that is generally required in order to complete the
entire project quite successfully. After making proper arrangement, a proposal is prepared
and sent to the Women’s association so that proper coordination as well as help can be
received from their end. It is found that the entire budget that is generally required for
finishing the project is generally calculated with the help of bottom up approach which
reflects that the needed amount will be around $14,460. It is identified that on the day of the
event, people or representative of different organization attends the event and fund money to
the Women’s association in order to support them.

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2. Project scope statement
2.1 Project objectives
The objectives of the project are listed below:
 To organize fund raising event for the Women’s association in order to support
them as well as for providing better life to the underprivileged people
 To raise appropriate amount of money with the help of the event for the charity
organization
 To improve the reputation of the charity organization so that they can get support
2.2 Deliverables
The deliverables of the project are listed below:
 Designing the invitation card for the fund-raising event
 To give proper parking facility for the participants
 To collect funds for the charity organization
 To select proper resources for the event so that the event can be organized
properly.
2.3 Milestones
The milestones of the project are elaborated below:
Task Name Finish
Milestone 1: Completion of the project planning phase Thu 20-12-18
Milestone 2: Completion of execution phase Thu 31-01-19
Milestone 3: Completion of final phase Thu 14-03-19
2.4 Technical requirements
The technical requirements of the project are listed below:

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 Proper permission is generally so that the fundraising event can be properly
organized
 Proper arrangement of the fire extinguishers is generally done for the safety of the
people
 Proper parking spaces are arranged for the event
2.5 Limits and exclusion
The limits as well as exclusions for the event are elaborated below:
 The time limit that is provided for organizing the event is limited
 The air conditioners which are present in the event hall are less in number
 The audiences who are invited are very much limited in number
2.6 Review
The review that are generally received are mainly elaborated below:
Review 1:
Participant: The event that AIBI international has organized is quite appreciable as
it will be quite helpful for the people who are associated with the Women’s association for
providing them proper quality of life.
Review 2:
Contributor: I am quite happy to contribute within this event as it is considered as
one of the great steps that was taken by the AIBI international for helping the people who are
underprivileged and requires a better quality of life to survive.
3. Establish project priorities
Project prioritization matrix is considered as one of the significant project planning
tools that is mainly utilized during the procedure of brainstorming in order to evaluate

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number of issues that are generally dependent on certain criteria. It is generally a 2x2 matrix
that was mainly designed for discerning the tasks as well as projects that are very much
critical as well as urgent. The project priority matrix assists in supporting the project scope
planning, constraint management as well as for planning optimization.
3.1 Project priority matrix
Time Scope Cost Remarks
Constrain The quality of the
project must not
be compromised.
Enhance The project
manager is
instructed to finish
the entire project
on time.
Accept It is found that for
finishing the entire
work of the
project on time, if
the project budget
increases then the
budget that is
associated with the
project is

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acceptable.
3.2 Matrix justification
It is found that the project priority matrix is generally developed for the fundraising
event that was mainly organized for a charity organization. In order to gather funds for the
project, the project managers generally take the advantage of the opportunity that is generally
present for reducing the time that is needed for finishing the project. However, while
finishing the project on time, if the budget related with the project increases then it is
acceptable but the increment in the budget of the project is considered to be desirable.
Moreover, it is analyzed that the project quality must not be compromised within the project.
4. Work breakdown structure
The work breakdown structure for the project is provided below:
WBS Task Name
0
A fundraising event by AIBI International for a charity
organization named Singapore women’s Association
1 Project planning phase
1.1 Selection of proper venue
1.2 Approval from the government
1.3 Identifying the audiences
1.4 Selecting ticket
1.5 Event decoration
1.6 Sponsorship of the project
1.7 Milestone 1: Completion of the project planning phase
2 Project execution phase

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2.1 Setting up proper event
2.2 Providing lighting as well as audio visual facility
2.3 Arranging rental equipment
2.4 Providing proper parking facility
2.5 Milestone 2: Completion of execution phase
3 Promotion phase
3.1 Promotion of the event
3.2 Food and beverage
3.2.1 Menu selection
3.2.2 Food preparation
3.2.3 Sign off the project
3.2.4 Milestone 3: Completion of final phase
A fundraising event by
AIBI International for a
charity organization
named Singapore
women’s Association
Project planning phase
Selection of proper
venue
Approval from the
government
Identifying the
audiences
Selecting ticket
Event decoration
Sponsorship of the
project
Milestone 1:
Completion of the
project planning
phase
Project execution phase
Setting up proper
event
Providing lighting as
well as audio visual
facility
Arranging rental
equipment
Providing proper
parking facility
Milestone 2:
Completion of
execution phase
Promotion phase
Promotion of the
event Food and beverage
Menu selection
Food preparation
Sign off the project
Milestone 3:
Completion of final
phase
Figure 1: Work breakdown Structure
(Source: Created by Author)

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5. Cost estimation
Cost estimation within a project is one of the keys that is very much helpful in
providing proper overview about the budget that is generally required in order to finish the
entire project successfully. It generally uses number of techniques in modifying the project
scope into the deliverables of the project so that appropriate approximation about the project
cost is created which is generally needed in order to finish the entire project successfully. It is
found that there are number of techniques that are generally utilized for estimating the cost of
the project. The top down approach generally starts with the identification of the major
aspects of the project which generally requires history as well as appropriate knowledge
about the project pricing technique so that the project related budget can be estimated quite
successfully. On the other hand, it is analyzed that bottom up approach is considered as one
of the significant techniques of cost estimation in which the project managers generally tally
the cost of the project upwards starting from the initial point as well as accounting for each of
the project cost.
5.1 Cost estimation table
It is found that for estimating the budget that is generally required for the fundraising
event, it is found that bottom up approach is generally used. It is found that this approach is
generally used as estimation of budget with the help of this method is much more accurate
and it is found that with the help of this method, the objectives that are related with the
project can be achieved quite successfully. It is found that with the help of this approach, the
budget that is generally needed for completing the fund-raising event will be around $14,560.
Items Cost
Cost related with tickets $700
Cost related with decorations $2,500

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Cost related with audio visual facility as well as
lightening $1,500
Cost related with project equipment $2,000
Venue cost $2,000
Cost associated with the parking area $1,500
Cost related with event promotion $2,500
Cost related with food and beverage $1,160
Maintenance related cost $700
Total cost/ budget $14,560
6. Itinerary
Task Name Duration
A fundraising event by AIBI International for a charity
organization named Singapore women’s Association
90 days
Project planning phase 30 days
Selection of proper venue 3 days
Approval from the government 2 days
Identifying the audiences 5 days
Selecting ticket 10 days
Event decoration 5 days
Sponsorship of the project 5 days
Milestone 1: Completion of the project planning phase 0 days
Project execution phase 30 days
Setting up proper event 10 days

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Providing lighting as well as audio visual facility 5 days
Arranging rental equipment 10 days
Providing proper parking facility 5 days
Milestone 2: Completion of execution phase 0 days
Promotion phase 30 days
Promotion of the event 15 days
Food and beverage 15 days
Menu selection 5 days
Food preparation 5 days
Sign off the project 5 days
Milestone 3: Completion of final phase 0 days
7. Time phase budget
November 2018
December 2018
January 2019
February 2019
March 2019
$0.00
$4,000.00
$8,000.00
$12,000.00
$16,000.00
Time-phase budget
Cumulative Cost
Figure 2: Time-phase budget
(Source: Created by Author)

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