Event Planning Project

The assignment content outlines a event planning project with various tasks and timelines. The project has multiple stakeholders including the project manager, team members, subject experts, customers, and sponsors. The tasks include arranging food and catering services, silent auction preparation, photographer arrangement, decoration implementation, volunteer management, marketing, invitation sending, music arrangement, hotel discount negotiation, menu planning, event scope identification, requirement identification, responsibility matrix, communication plan, risk assessment, project monitoring, and controlling. The key performance indicators for the project are timely completion, budget consumption, stakeholder engagement, quality deliverables, and start and completion time adherence.

[School]
[Course title]
Sickkids gala

Executive Summary
Michael Apkon,
Attached is a detailed outline of all components required to organize the
SickKids Gala on October 21, 2017. Our estimated budget is $110 000.The
estimated profit of the event is $95 000. The Gala will take place in The
Eglington Grand due to the locational convenience, open space for
decorative opportunities and great backdrop for photos. The following is a
list of summarized deadlines
 February 21, 2017: A confirmed committee, rooms for out of town
guests, MC confirmation, developing a theme and contacting speakers,
photographer and a videographer, sponsorship opportunities outreach,
and a finalized volunteer list.
 April 21, 2017: $5000 deposit for venue, save-the-date
communication, sending sponsor invitations, setting print times for
program pamphlet, meet with catering company for food menu,
confirming the menu, audio-visual equipment format with the venue
manager, floral arrangement confirmation, event marketing (posters,
social media outreach, etc.).
 September 21, 2017: Catering deposit, RSVP list confirmation.
 October 7, 2017: Hotel room count confirmation, print program
pamphlet, final RSVP list- all tickets are to be sold.
 October 14, 2017: Check audio- visual aspects of the venue, write
SickKids Gala day schedule in preparation for the event (delegation of
tasks and scheduled event).
 October 21, 2017: Following the previously written SickKids Gala
schedule to ensure proper set up and execution of the event.
Looking for your confirmation and approval on the estimated budget and
deadlines so we can go forward with this project and ensure its success.
Thank you,
SickKids Gala organizing team
Overview
Execution
 Date: Saturday, October 21 (8 months) 5:00PM-12:00AM
 Venue: The Eglington Grand
 Event Layout
o Cocktails and appetizers before dinner
o Silent auction throughout the night
o Seating and special speakers after cocktail hour
o Followed by dinner and a live performance
 Guests

o Subscribers
o Donors
 MC/host
 Performers
o Special guest speakers (2)
o Artists: DJ, and Owl City
 Food/Catering
o Catering company waiters
o Wine
o Gourmet foods
 Silent Auction (all funds donated)
o 21 items at high value
 Photographer
o Videographer (1)
o Photo taker (1)
 Decorations
o Floral Arrangements
o Table Cards
 Volunteers
o Set up/tear down
 Marketing
o SickKids Website
o Support Groups
o Social Media Promotions from headliners
o Email invitations to subscribers/ donors
 Invitations
o 10 Free Invitations
 Music
o Owl City Performance
o DJ
 Hotel Discounts for out of town guests
o Hotel Recommendations
 Menu
o Vegetarian
o Non-vegetarian
o 3 courses
Introduction
Value Proposition
The purpose of this project is to collect fund from both tickets and
auction activities to support SickKids Foundation. SickKids is the second-

largest pediatric research hospital in the world, and philanthropy is a critical
source of funding for SickKids Hospital. Their foundation hold many events
for fundraising every year and our project team want to be one of it.
Requirements
Stakeholders
 Customer
o SickKids: receiving the money, to ensure that the name is
associated with a positive experience
 Project Users
o Patrons/supporters: To provide the resources necessary to help
SickKids organization save lives
o Patients: benefactors of SickKids
 Project Sponsor
o CEO of SickKids: To approve project plans, time, scope and
budget
 Project Team
o Organizing team supporting Nancy: Amalia, Lenore Lang, Boyang
 Subject Experts
o Special Speakers: providing information and spreading
awareness about the cause
o Catering Employees: Using their serving knowledge to provide
good service
o Security: To ensure safety of guests and performers
 Project Manager
o Nancy: Ensure successful completion of project
Stakeholders involved in the project are:
SickKids Foundation, as the customer who will receiving the fund collected
from our gala, to ensure that what our team doing is on the track and its
name is associated with a positive experience.
Project users are consisting of patrons and patients. Patrons will act as
supporters to provide the resources necessary to help SickKids to save lives
and maintain daily activities. Patients are the beneficiaries of SickKids
Foundation who are going to get benefit from the fund.

CEO of the SickKids Foundation will be the project sponsor to give
approve on our project plans about time, scope and budget etc.
Project team include Amalia, Lenore, Lang and Boyang, they are
responsible to put plan into practice and support Nancy.
Subject experts will be the people we are hiring or inviting for the gala
like special speakers, catering employees, and security. Special speakers will
give speeches in the gala to encourage patrons to contribute more for the
foundation. Catering employees are responsible to satisfied all the needs
related to catering by using their serving knowledge to provide good
services. Security is responsible to doing staff check and ensure the safety of
guests and performers during gala.
Our project manager Nancy will be the executive of the team to ensure
successful completion of the project.
Work Breakdown Structure
Project Plan
8 Months in
Advance
-Form a committee
-Set the date: October 21, 2017
-Look for rooms for out of town guests
-Hire an MC
-Develop a theme and invite speakers (parents or people from
the hospital?)
-Send out invitations to famous singers who could perform
-Hire a photographer/video
-Sponsorships (start thinking of who we would like to write
letters to
-Look for volunteers
6 Months in
Advance
-Confirm the venue (and put down $5000 deposit)
-Save-the-date communication

-Send out the invitations for sponsors
-Set print times for the program pamphlet
-Meet with the catering company to try different foods
-Meet with the venue manager and confirm the format, menu,
audio-visual equipment
-Look at flower arrangements
-Start advertisements
1 Month in
Advance
-Finalize the menu and floral arrangements
-50% deposit to venue (catering)
-Start keeping lists of people who have RSVP’d so far
2 Weeks in
Advance
-Give the hotel the estimated count of who will need a room
-Print the program pamphlet (wait until last minute to print
guest cards, there might be last minute RSVP)
1 Week in
Advance
-Check audio-visual aspects of the venue
Program Schedule
12:00PM-4:30PM Set up
5:00PM-6:30PM Cocktail and appetizer hour. Guest start arriving, coat check.
Free champagne, 2 signature cocktails (Caesars and Margaritas)
6:30PM Dinner service starts
6:30-8:30PM Dinner and desserts being served
7:30PM 1st Speech while guests are having dinner
8:00PM 2nd Speech
8:30PM 3rd Speech
9:00PM Famous Artist’s Performance
11:30PM - 2:00AM Close out – cleaning up
Project Plan
The table below shows the project activities, who is doing it, how
long it will take, how much it will cost, and dependencies on other
tasks:
S.
No
Activity Responsible Durati
on
Bud
get
Depend
ency
1 Define Venue 1
week
TBD 16
2 Design Event
Layout
Project Manager,
Project Team
2
month
s
TBD 17

3 Identify Guests Project Manager
Project Team
2
weeks
TBD 17
4 Identify and Train
Host
Project Manager
Project Team
1
month
TBD 17
5 Identify Performers Project Manager
Project Team
1
month
TBD 17
6 Arrange Food and
Catering Service
Project Manager
Project Team
2
month
TBD 2
7 Silent Auction
Preparation
Project Manager
Project Team
2
month
TBD 2
8 Arrange
Photographer
Project Manager
Project Team
1
week
TBD 2
9 Implement
Decorations
Subject Experts 1
month
TBD 2
10 Arrange Volunteers Project Team 1
week
TBD 1
11 Conduct Marketing Project Team 4
month
s
TBD 5
12 Send Invitations Project Team 1
month
TBD 11
13 Arrange Music Subject Experts 1
week
TBD 5
14 Arrange Hotel
Discounts
Subject Experts 2
week
TBD 10
15 Arrange Menus Subject Experts 2
week
TBD 14
16 Identify Event
Scope
Project Manager,
Project Sponsor
1
week
TBD 0
17 Identify Event
Requirements
Project Manager 1
week
TBD 16
Responsibility Matrix

Project
Sponsor
Project
Manager
Project
Team
Subject
Experts
Define Venue I R
Design Event Layout I R
Identify Guests I A R
Identify and Train
Host
I R
Identify Performers I A R I
Arrange Food and
Catering Service
I A R I
Silent Auction
Preparation
I A R I
Arrange Photographer I A R I
Implement
Decorations
I A R
Arrange Volunteers I A R
Conduct Marketing I A R
Send Invitations I A R
Arrange Music I A R
Arrange Hotel
Discounts
I A R
Arrange Menus I A R

Identify Event Scope A R
Identify Event
Requirements
A R
R – Responsible
A – Accountable
C – Consulted
I – Informed
Q – Quality Review
Communication Plan
The table below shows the communication plan for the project:
Audience/
Stakeholder
Message Medium Freque
ncy
Responsib
le
Customers Event
information
Email messa
ge
Monthl
y
Project
Manager
Project Users Resources
required, update
Face to face
meeting
Weekly Project
Manager
Project
Sponsor
Overall project
progress update
Email
message
Weekly Project
Manager
Project Team Daily project
progress update
Face to face
meeting
Daily Project
Manager
Subject
Experts
Event
information
Email
message
Monthl
y
Project
Manager
Project
Manager
Project Progress Face to face
meeting
Daily Project
Manager
Project Risk Assessment
Risk
Descriptio
n
Type Impact Probabilit
y
Rating Mitigation
Strategy
Lack of Internal Medium Medium A Team

Coordination
among team
members
should
follow
proper team
formation
method,
that is,
forming,
storming,
norming,
and
performing.
Lack of
communicat
ion with
stakeholder
External Medium Medium B Ensure that
appropriate
mechanism
is in place
for
communicat
ion and is
followed
diligently.
Arrange
meetings
and send
emails as
scheduled.
Implementat
ion failure
due to poor
supplies
External High Medium B Ensure that
the
suppliers
stay on the
loop all the
time till the
supplies are
procured
Requiremen
t changes
External Medium Low C Ensure that
all the
requirement
s are
identified in
the
beginning.
Project Monitoring and Controlling

The project monitoring will take place taking in consideration the key
performance indicators for the project. The monitoring and controlling will be
done using appropriate system as discussed in this section.
Key Performance Indicators for the project are:
- The project activities should follow the start and completion time as
specified in the project plan.
- The project activities should consume budget as allotted and not more
than that.
- The entire project should complete on time and within given budget.
- The project stakeholders engage appropriately in communication as
per the methods defined in communication plan.
- The project deliverables should be of high quality and should be liked
by project stakeholders.
Monitoring System of the project is shown in the image below:
In the first step, the performance objectives has been identified (as visible in
the key performance indicators above) and then the actual performances of
the project activities will be measured throughout the project. Furthermore,
the project progress will be compared with that of the objectives and
standards defined for the project in the initial. If any deviations identified,
then appropriate measures will be taken to bring everything back on track.
Close the Project