Project Proposal for a Corporate Christmas Party at Projexel

This project proposal outlines the plan for hosting a Christmas party at Projexel Pvt. Ltd. The proposal includes a detailed project plan, defining aims, objectives, scope, assumptions, and constraints. It encompasses a work breakdown structure, cost analysis, and a project timeframe with a Gantt chart. The document addresses potential risks, such as budget and time constraints, and proposes contingency plans. The event, scheduled for December 24th, involves various activities including decorations, entertainment (DJ, stand-up comedian), food, and a kids' zone, catering to all 200 employees and their families. The project aims to ensure a successful and enjoyable event through meticulous planning and risk mitigation strategies. The proposal also references several project management resources in the bibliography.

Running Head: PROJECT PROPOSAL
Project Proposal for Christmas Party at Workplace
Name of the Student
Name of the University

1PROJECT PROPOSAL
Table of Contents
1.0 Background of the Project.........................................................................................................2
2.0 Project Plan................................................................................................................................2
2.1 Project Aims and Objectives.................................................................................................2
2.2 Project Scope.........................................................................................................................3
2.3 Assumptions and Constraints................................................................................................3
2.4 Project Life Cycle..................................................................................................................4
2.4.1 Project Deliverables and Work Breakdown Structure....................................................4
2.4.2 Project Costs...................................................................................................................5
2.4.3 Project Timeframe..........................................................................................................6
2.4.4 Contingencies.................................................................................................................9
2.5 Risk Analysis and Management..........................................................................................10
3.0 Conclusion...............................................................................................................................11
Bibliography..................................................................................................................................12

2PROJECT PROPOSAL
1.0 Background of the Project
This project is based on preparation and hosting of a Christmas Party on 24th of
December at Projexel Pvt. Ltd. This Christmas party will be held in the office auditorium and
will include all the 200 employees of the office as well as their family members (wives, sons and
daughters). In this party, there will be arrangements for food, music, dance floor, stage
performances and a kids’ zone. Hence, in order to manage the entire project efficiently, a suitable
project plan is required in which, all the necessary aspects of the project will be defined
including scope, cost and schedule.
In this report, a suitable project plan has been prepared for the Christmas party at the
company auditorium.
2.0 Project Plan
2.1 Project Aims and Objectives
The main aim of the project is to host a Christmas party at the office auditorium from 2
PM to 9 PM on 24th December. The objectives that need to be fulfilled in the course of this event
are as follows.
 To arrange various events throughout the course of the event
 To decorate the entire auditorium with Christmas themed objects like Christmas
trees, bells, plastic balls, plastic stars, Christmas banners and others
 To decorate the kids’ playing area
 To arrange drinks and snacks for the guests at 4 PM

3PROJECT PROPOSAL
 To arrange stage performances (drama performance, stand up comedians, etc.)
 To arrange stage for DJ and dance
 To arrange dinner for the guests
2.2 Project Scope
There are several in-scope and out-scope items of the project that are defined as follows.
The in-scope items of the project are as follows.
 Hosting of the party is within the scope of the project.
 Hosting various events during the party is within the scope of the project.
 Hiring of DJs and a standup comedian is within the scope of the project.
 Arrangement for veg and non-veg food and drinks (alcohol for adults, juice for
kids and non-drinkers) is within the scope of the project.
The out-scope items of the project are as follows.
 Allocation of budget from the annual profit of the company is out of scope of this
project.
 Arrangement of transport for the guests is out of scope of this project.
2.3 Assumptions and Constraints
The assumptions of this project are as follows.
 It has been assumed that all the events can be hosted within the time of the party
and also within the allocated budget.
 It has been assumed that all the deliverables of the project can be met within a
feasible range.

4PROJECT PROPOSAL
 It has been assumed that all the employees will make active participation in the
event making it a successful one.
 It has been assumed that the event participants will like the choice of food and
drink in the event.
The constraints of the project are as follows.
 The budget can be a constraint if sufficient amount is not allocated.
 Unrealistic demands of the DJ and the standup comedian can be a constraint of
the project.
 Insufficient time for arrangements of the party can be a constraint.
 Lack of event management in the party can be a constraint of the project.
2.4 Project Life Cycle
2.4.1 Project Deliverables and Work Breakdown Structure
Based on the requirements of the party event, the following are the project deliverables.
 Procuring or renting the auditorium for the party
 Decoration of the auditorium with Christmas themed materials
 Hiring of standup comedian, DJ group and chefs
 Preparation of stage for performances
 Event execution
The work breakdown structure of the project is shown as follows.

5PROJECT PROPOSAL
Figure 1: WBS of the Project
(Source: Created by Author)
2.4.2 Project Costs
Based on initial analysis, the project costs will include the following.
Resource Estimated Costs (in $)
Decorations 1000
DJ and Standup Comedian 15000
Chefs 10000
Food and Drinks 1000

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Printing of Invitation Cards 1000
Security Guards 2500
Safety Equipments 2000
TOTAL 32500
2.4.3 Project Timeframe
The project timeframe is as follows.
Task Name Duration Start Finish
Corporate Christmas Party 47 days Thu 19-10-17 Fri 22-12-17
Event Preparation and
Arrangement
11 days Thu 19-10-17 Thu 02-11-17
Preparation of Event Plan 5 days Thu 19-10-17 Wed 25-10-17
Analysis of Requirements 2 days Thu 26-10-17 Fri 27-10-17
Recruitment of Event Manager 2 days Mon 30-10-17 Tue 31-10-17
Procurement of Budget 2 days Wed 01-11-17 Thu 02-11-17
Execution of the Event
Preparation
33 days Fri 03-11-17 Tue 19-12-17
Hiring of Volunteers 2 days Fri 03-11-17 Mon 06-11-17
Purchase of Christmas Themed 5 days Tue 07-11-17 Mon 13-11-17

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Materials for Decorations
Decoration of the auditorium 10 days Tue 14-11-17 Mon 27-11-17
Use of Christmas special
Banners
2 days Tue 28-11-17 Wed 29-11-17
Preparation of the Performance
Stage
2 days Thu 30-11-17 Fri 01-12-17
Hiring of DJ 1 day Mon 04-12-17 Mon 04-12-17
Hiring of Standup Comedian 1 day Tue 05-12-17 Tue 05-12-17
Preparation of snacks and
dinner menu
2 days Wed 06-12-17 Thu 07-12-17
Final planning and preparation 2 days Fri 08-12-17 Mon 11-12-17
Completion of Preparation 5 days Tue 12-12-17 Mon 18-12-17
Decorations and all other
activities complete
1 day Tue 19-12-17 Tue 19-12-17
Sign off from the volunteers 3 days Wed 20-12-17 Fri 22-12-17
Sending invitation cards to the
employees
2 days Wed 20-12-17 Thu 21-12-17
Event Start 1 day Fri 22-12-17 Fri 22-12-17

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The Gantt chart is shown as follows.
ID Task
Mode
Task Name Duration Start Finish Predecessors
6 Execution of the
Event
Preparation
33 days Fri 03-11-17 Tue
19-12-17
7 Hiring of Volunteers2 days Fri 03-11-17 Mon 06-11-175
8 Purchase of
Christmas
Themed
Materials for
Decorations
5 days Tue
07-11-17
Mon
13-11-17
7
9 Decoration of
the
auditorium
10 days Tue
14-11-17
Mon
27-11-17
8
10 Use of
Christmas
special
2 days Tue
28-11-17
Wed
29-11-17
9
11 Preparation of
the
Performance
2 days Thu
30-11-17
Fri 01-12-17 10
12 Hiring of DJ 1 day Mon 04-12-17Mon 04-12-1711
13 Hiring of
Standup
Comedian
1 day Tue
05-12-17
Tue
05-12-17
12
14 Preparation of
snacks and
dinner menu
2 days Wed
06-12-17
Thu
07-12-17
13
15 Final planning
and
preparation
2 days Fri 08-12-17 Mon
11-12-17
14
16 Completion of
Preparation
5 days Tue
12-12-17
Mon
18-12-17
15
17 Decorations
and all other
activities
complete
1 day Tue
19-12-17
Tue
19-12-17
16
18 Sign off from the
volunteers
3 days Wed
20-12-17
Fri 22-12-17
19 Sending
invitation
cards to the
employees
2 days Wed
20-12-17
Thu
21-12-17
17
20 Event Start 1 day Fri 22-12-17 Fri 22-12-17 19
T M F T S W S T M F T S W S T M F
09 Oct '17 23 Oct '17 06 Nov '17 20 Nov '17 04 Dec '17 18 Dec '17
Figure 2: Project Gantt Chart
(Source: Created by Author)
2.4.4 Contingencies
Since this is a large scale event with expected participation of at least 300 people, some
contingency plans must be developed before project execution. The contingency plans are listed
as follows.
i. First aid boxes and emergency medical equipments will be kept in case some of
the guests get sick during the event.
ii. Fire extinguishers should be installed in order to avoid fires.

9PROJECT PROPOSAL
iii. Security home guards should be appointed for security duties during the event.
2.5 Risk Analysis and Management
Owing to the scale of the event, there are chances of various risks that may spoil the
event. Some of the risks and their management planning are provided and explained as follows.
Budget Risks: Budget can be a major risk for this project. In order to develop and initiate
the entire event, proper budget allocation in necessary. Again, several initiatives are taken
including stage drama, standup comedy, DJ, etc. for the party, which are the most expensive
areas of the event and hence, without sufficient budget, these plans cannot be executed. As a
result, the entire event will be stopped by the project arranger(s). For the management of budget
risk, the project manager must ensure sufficient and reasonable budget is provided for planning
and execution of the event. Moreover, he must ensure the budget is not overspent and some
amount of budget is kept as contingency reserve.
Time Risks: Another risk that may arise is time risk i.e. the project manager may not be
organized within the set time (i.e. 24th December, Christmas Eve). This may occur due slow
progress in party organization works or lack of contacts to the external entertainers who will be
hired for the project. In order to manage this risk, the project manager should ensure the
arrangements for the parties are started two months prior to the given date. Furthermore, it
should be ensured that the invitation cards are sent to all the employees of the office before a
month of the party so that they can make personal decisions and arrangements for the party
themselves. In case the project manager is not able to contact the entertainers, he should hire an
event manager who will take care of all the hiring for the event.

10PROJECT PROPOSAL
Food and Drinks: This type of risk can arise during the party event. Due to food
poisoning or binge drinking, a guest may become sick. Hence, in order to avoid this unwanted
situation, during the event, the head chef should ensure no foreign articles reach the food.
Furthermore, no guest should be allowed to binge drink and the event host should ensure each
guest gets only limited amount of drinks.
3.0 Conclusion
In this report, a brief project plan has been provided for the hosting of a corporate
Christmas party. In this plan, the background of the project is analyzed and the scope has been
defined. This particular event will be hosted for 8 hours on the Christmas Eve and there will be
several entertainments like standup comedy, stage drama, DJ music and dance, kids fun and
others. Throughout this party, the guests will be provided with snacks and drinks and before
event closing, the guests will be provided with dinner. The overall time schedule and costing of
the event have been discussed in this particular project plan.

11PROJECT PROPOSAL
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