Project Management: Holding a High School Reunion Name of the student: University Name

Running head: PROJECT MANAGEMENT
Project Management: Holding A High School Reunion
Name of the student:
Name of the university:

2PROJECT MANAGEMENT:
Table of Contents
Structure of the Request for Proposal (RFP)...................................................................................4
1.1 Key section of a Purpose.......................................................................................................4
1.2 Statement of Purpose.............................................................................................................6
1.3 Background information........................................................................................................6
1.4 Scope of work........................................................................................................................6
1.5 Outcomes and performance standards...................................................................................7
1.6 Deliverables...........................................................................................................................7
1.7 Term of contract....................................................................................................................8
1.8 Payments, incentives and penalties........................................................................................8
1.9 Contractual terms and conditions..........................................................................................8
1.10 Requirements for proposal preparation...............................................................................8
1.11 Evaluation and award process.............................................................................................8
1.12 Process schedule..................................................................................................................9
1.13 Points of contract for future corresponding.......................................................................10
References......................................................................................................................................12

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Structure of the Request for Proposal (RFP)
1.1 Key section of a Purpose
This proposal depicts the role of preparing a project scope including the terms of
contracts, payments, penalties, incentives, contractual terms and conditions, award process and
evaluation while holding a high school reunion project. The nominated school for which the
reunion program will be arranged is Sir Wilfrid Laurier Collegiate Institute established in the
year of 1965 in Toronto District school board. In order to get to catch up with older students and
to memorize old golden school days the school authority has planned to arrange the reunion
program. A diverse group of classmates can be gathered together in a single event along with
those members who are relocated.
The school requires holding a reunion program to gather all old relocated students and
teachers as well. However, reunion of school gives a daunting experience to the participants.
School reunion will be a successful because it is absolutely momentous for the old class mates.
Sir Wilfrid Laurier Collegiate Institute will arrange the high school reunion program for
their old relocates school students and ex-students also. This public high school operates all the
official activities by taking support from area trustee and operational administrative. The school
is located in Canada, since 1965 and the first language used by the students is English.
The project which will be operating for the Sir Wilfrid Laurier Collegiate Institute is an
official event management program. In order to organize the event the school authority should
hire a project manager and some project team members as well. The program will be conducted
for 3 days and the net budget estimated for the project is $20,000. It means that, the program

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organizers are required to accomplish the project within the estimated budget of $20,000 for 3
days. Though, the program planning will be started 4 or 5 months earlier than the project
initiates.
In a certain situation, the detail ramification can be either costly or detrimental. The
contract will make sure that the project consumers and project ma near both will get effective
benefit after implementation of the project. The five different items those are to be incorporated
to the contract include the followings:
 Clear specification of the event planning services that are provided
 Preparation of a proper schedule based on the project details
 Terms of event cancellation
 Termination and indemnification clause
Apart from this the project details and the details of other needful elements are also
needed to be shared to the suppliers to meet the project success and evaluation criteria. The
contract should authorize all innovative solutions. However, it never allows the contracting
authorities to undertake account innovations and other innovative solutions as well. On the other
hand, tendering which meet the specifications is known as complaints.
Contract award criteria is one of the most economically advanced and advantageous
tenders which requires to be used for designing the project outline planning of holding a reunion
plan.
The reunion program will be conducted for 3 days in the month of April the (5th April to
7th April) from 4 PM to 9 PM.

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1.2 Statement of Purpose
The purpose of conducting a reunion program is to unite all ex relocated students and
teachers together to reshuffle the memories. It will help to renew the friendship with the
classmates and make possible networking with the professionals in the industry. It also helps to
re acquainting all formal instruction to learn program changes. It also allows the ex students to
revisit the favorite haunt.
1.3 Background information
The ex-students and teachers will take part in the 3 days reunion event organized by the
school itself. Many listed ex-students are found that they are out of the city and country as well.
These students will be invited by the school committee members to take part in the program.
1.4 Scope of work
Each of the fall classes from Sir Wilfrid Laurier Collegiate Institute, it is an event that
will be organized by the school itself for three days to reunite the relocated ex-students and
teachers as well. In order to conduct the program the school organizer committee should assign a
project manager. It is responsibility of the project manager to accomplish this project within
assigned time and budget as well. In order to avoid the commercial and social issues the large
project should be subdivided in small parts. Based on the skills and knowledge of resources they
should be assigned to the project activities by the project manager. For assisting the project team
member’s possible hopeful maintenance are required to be conducted by the project manager.
Therefore, the scope of the project is to design and hold a high school reunion plan for Sir
Wilfrid Laurier Collegiate Institute.

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1.5 Outcomes and performance standards
The expected outcomes from the project are as follows:
 It will help to share the class lists to search for the lost ex relocated students
 It will also help to promote the reunion on the Sir Wilfrid Laurier Collegiate
Institute’s alumni page
 It will provide small gifts to each of the project class members
 It can email and print posts of invitation by saving dates and confirmation
The elements of performance allows the employees to realize what actually the project
manager and project team members requires to do during the project progress period on the other
hand, the performance standards let the project team members know regarding critical, non
critical and additional performance elements as well. The performance standard holds the
performance thresholds, expectation and requirements as well.
1.6 Deliverables
The successful design and implementation of the project will successfully deliver the
below:
 To organize a 3 days longer reunion event for the ex students and teachers of Sir
Wilfrid Laurier Collegiate Institute
 To accomplish the project within the budget of $20,000
Apart from this different product which event organizers are needed to serve to Sir
Wilfrid Laurier Collegiate Institute include catering services and sound system. Though, the
project plan will take some days but the event will be organized for 3 days only.

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1.7 Term of contract
It should contain the services that are needed for organizing the high school reunion
project such as the audio visual equipment’s and if it is not available from one party it is needed
to be arranged from other party. The services such as the floral agreements are not included in
the contract list and the contract should be signed with the stakeholders such that the risk of
misunderstanding can be eliminated from the services. The payment preferences should also be
included such that it is ensured that the penalties for missing deadlines, taxes and other fees
needed for completing the project can be recovered after completing the projects. The term of
contract should contain the clause of cancellation of the event in case of any disaster or non-
availability of the resources. It would help in protecting the business and expected benefit from
organization the event. The termination clause in the contract can help both the parties from any
liability or circumstances that can have an negative impact on organizing the reunion.
1.8 Payments, incentives and penalties
The implementation of payments, incentives and penalties in the terms of contract can
help in encouraging the contractors, generators, processors and the other stakeholders to provide
a fair compensation and increase the performance in the project. A target is needed to be set for
each of the workers and incentive scheme should be started for the volunteer for their extra
effort and achieving their target. It can act as an powerful community for extending the contract
and utilize the efficiency of the volunteers involved in organizing the reunion event. The
payment and incentives can be paired with penalty such that diversion rate can be minimized and
payment can be reduced. The effect of damage of the products should be agreed upon terms if
penalties such that the effect of damage of a material does not affect the project. Franchise fees

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should be arranged and it should be dependent on the percentage of diversion such that program
requirement can be fulfilled.
1.9 Contractual terms and conditions
The contractual terms an conditions should be defined such that breaches in the contract,
obligation can cause litigation. The terms and condition should be defined and its enforceability
should be defined based on statements and its nature. The contract should be consists of
environmental provisions, compliance with the law and the consumed contents with the details of
the procedure and approvals. It is the responsibility of the contracting officer for setting the date
of contract and send notice to the responsible personnel on the violation of the contract. The
selected contractor should be compatible with the state and the federal laws for complying with
the environmental regulations and laws for organizing the event. The terms and condition
defined in the project helps in eliminating the risk associated with project and provides a strong
indication to the project team member to proceed with the completion of the project.
1.10 Requirements for proposal preparation
A proposal consisting of the details of the events that are needed to be conducted for
organizing the reunion is needed to be presented with the stakeholders. It helps in gaining
opportunity for presenting idea to receive suggestion and feedback for improving the event and
eliminate the problem that are identified for the development of the project. The problems in the
project is needed to be discussed for fixing it and developing the work schedule plan and proceed
with the project following the schedule plan. Proposal presentation should contain all the minute
details that are needed to be included for organizing the event and it also helps the team to
identify their responsibility and duty for taking important decision and improve the quality of the
project.

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1.11 Evaluation and award process
The evaluation and award process is comprises of different steps, the project manager and
project team members are required to follow each of these steps accordingly so that the project
can get accomplished within estimated budget and time. The steps those are to be followed
include:
 Step 1: Screening committee
 Step 2: Set of eligibility criteria
 Step 3: Comparative assessment to manage product quality
 Step 4: Assessment of questionnaire character
 Step 5: Awarding the grants
1.12 Process schedule
In order to accomplish the project without any sort of interruption, the assigned project
and event manager should take support from the school cultural committee members and
organizer committee volunteers. It is expected that professional support from the associates will
help Sir Wilfrid Laurier Collegiate Institute to arrange the reunion program for their students and
teachers and the detail time schedule is elaborated in the below section.
WBS Task Name Duration Start Finish
0 Holding the high school reunion
project schedule 87 days Tue 2/12/19 Wed 6/12/19
1 Arrangement preparation 5 days Tue 2/12/19 Mon 2/18/19
2 Selection of venue 6 days Tue 2/19/19 Tue 2/26/19
3 Accurate location assessment 8 days Wed 2/27/19 Fri 3/8/19
4 Manually checking the ex-
students and teachers as well 4 days Mon 3/11/19 Thu 3/14/19
5 Listing the ex students and
teachers 5 days Fri 3/15/19 Thu 3/21/19
6 Booking the hall 3 days Fri 3/22/19 Tue 3/26/19

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7 Preparing preliminary event
component and schedule 6 days Wed 3/27/19 Wed 4/3/19
8 Listing the chief guest 7 days Thu 4/4/19 Fri 4/12/19
9 Event insurance 5 days Mon 4/15/19 Fri 4/19/19
10 Audio visual assessment 5 days Mon 4/22/19 Fri 4/26/19
11 Contract to food and beverage
service providers 2 days Mon 4/29/19 Tue 4/30/19
12 Sending invitation to the ex-
students and teachers 3 days Mon 4/29/19 Wed 5/1/19
13 Registration 6 days Wed 5/1/19 Wed 5/8/19
14 Event communication planning 5 days Thu 5/9/19 Wed 5/15/19
15 Preparation of final budget 4 days Thu 5/16/19 Tue 5/21/19
16 Shipping arrangement 5 days Wed 5/22/19 Tue 5/28/19
17 Audio Visual final order 6 days Wed 5/29/19 Wed 6/5/19
18 Sponsor Logistics 5 days Thu 6/6/19 Wed 6/12/19
1.13 Points of contract for future corresponding
The terms forward and future contracts operate the similar functionalities and both of the
contracts allow people to buy or sell specific assets at a particular point of time within a given
price range. The future corresponding will be able to successfully set a secured relationship
between the two parties. However, presence of such private agreement is always helpful to
conduct a reunion program successfully. The counterparty risks will be minimized with
implication of such a future contract.
Name Title Responsibilities Ways of contracting
Stephen Anderson Project manager The project manager
is responsible to
complete the reunion
program to connect
the students and
By an agreement or
consent

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teachers within the
estimated budget of
$20,000 for 3 days.
Andrew Watson Event organizer The responsibility of
the event organizer is
to organize the entire
event for 3 days
without any
interruption. They are
also responsible to list
and invite the chief
guests and ex
students.
Discharge by
Performance
Sten Lee Finance head The finance head
should frame out the
budget as per the
project activities and
requirements
By law of operation
Jenny Host To host the 3 days
longer event properly
Discharge by
Performance

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