Operation Management: Fundraising Event Project Plan for Orphans

This project plan details the organization of a fundraising event for the Oman Charitable Organization (OCO) to support orphans. It outlines the project's objectives, aiming to raise $1,000,000.00. The report includes a Work Breakdown Structure, activity lists, Gantt chart, network diagram, critical path analysis, budget estimation ($777,020.00), risk register, and a quality plan. The project is scheduled to span 116 days, commencing May 7, 2018, with the event planned for September 24, 2018. The plan defines team roles, project stages (planning, execution, and closure), time management, and key deliverables. The budget covers various aspects, from staffing to venue costs and marketing. The risk register identifies potential issues, and the quality plan ensures the desired outcomes are achieved. The project aims to provide orphans with essential resources for a healthier and happier life, aligning with SMART objectives to ensure the event's success and measurable impact. The report concludes with references and highlights lessons learned.

Running head: OPERATION MANAGEMENT
Operation Management: Fundraising event for a renowned charity
Student Name:
University Name:

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Table of Contents
Introduction......................................................................................................................................2
Project objectives.............................................................................................................................2
Project team roles............................................................................................................................3
Project stages and key deliverables.................................................................................................4
Project time management................................................................................................................6
Work Breakdown Structure.........................................................................................................6
Activity List.................................................................................................................................6
Gantt chart...................................................................................................................................9
Network Diagram......................................................................................................................10
Critical Path...............................................................................................................................10
Budget............................................................................................................................................13
Risk Register..................................................................................................................................15
Quality Plan...................................................................................................................................16
Conclusion.....................................................................................................................................17
References......................................................................................................................................18

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Introduction
This project is undertaken for a charity organization “Oman Charitable Organization
(OCO)” situated in Oman. The organization has decided to organize an event to raise funds for
supporting the orphans. The organization supports various projects and programmes for social
welfare, children, orphans as well as disabled. It has been decided by the management that the
event will be held on 24 September 2018 so this report comprises of plan for organizing the
event starting from planning to execution and closeout. The objectives of the project has been
defined in this report along with the identification of the team members that will be involved in
the project. A Work Breakdown Structure has also been designed to show the work packages that
will be involved in the project. The budget for the project has been estimated to be $777,020.00
considering from planning to close out of the project. The schedule being prepared for the project
demonstrates that for organizing the event, there is a requirement of 116 days assuming that the
planning begins on 07 May 2018. The risks has also been identified with help of a risk register
for ensuring success of the project. The quality plan has been prepared to demonstrate how
quality management will be done for the project so that quality is maintained and the desired
outcomes are achieved from the project.
Project objectives
The objectives that has been determined from the SMART perspective in context to this
particular project for organizing a fundraising event are demonstrated as below:
Specific: The event will be held to raise $1000000.00 for supporting the orphans so that
they get the basic facilities required to lead a happier and healthier life.
Measurable: The Finance manager will be responsible for keeping track of the progress
with the help of defined donation management tool so that the goal to achieve $1000000.00 can
be measured.
Attainable: In the past events, a fund of $850000.00 has been raised which was
according to the determined goals. The average donation size that was achieved from the past
event was $10000.00 and almost 50 people donated in the last campaign. The organization have

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to commit hours of work as well as money so that the past estimated amount of figure is
achieved from this event.
Relevant: This event will help to support the orphans so that they get their basic
requirements for living a healthier and happy life. The orphans are being neglected or deprived
of their basic rights so this fundraising event will help to support them so that they can stand on
their own and become a part of the society.
Time-Based: The event will held on a particular date but the raising of funds will
continue as soon as the venue is being selected and the potential sponsors or donors are given
invitation to participate in the event.
Project team roles
Team Members Role
Business Analyst
This member is responsible for carrying out the business activities within
the project. The major responsibility is to define the business case for the
organization in context to the fundraising event.
Project Manager
This member is responsible for maintain the project activities starting from
planning to accomplishment (Slack et al. 2009). The project manager has a
major role to play in the project as this person is associated with almost
every activity and scheduling them to ensure successful completion of the
project.
HR Manager
The HR manager has the responsibility to manage the staffing required for
execution of the project. The HR manager determines the staffing required
and allocating them according to their skills and knowledge.
Event Manager
This person has the responsibility from planning to completion of the event
(Maylor 2010). The Event manager will be accountable for every
arrangements required to organize the event and ensuring successful
opening of the event.
Marketing Manager The Marketing manager has the responsibility of preparing the marketing

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plan and taking proper actions to spread awareness of the event. This person
performs duties to attract sponsors and donors so that the fundraising event
becomes a huge success.
Designer
The Designer has the responsibility to make decorations and organizing the
venue in which the event will be held. This person is responsible for
carrying out the activities that will ensure satisfaction of the sponsors and
donors participating in the event.
Consultant
This Consultant is responsible for providing consultations about the
required resource such as for printing, catering or other services so that the
suitable contenders are selected.
Technical Lead
This person is responsible for making the technical arrangement for the
event such as developing a website, preparing social media blogs to spread
awareness about the event.
Caterer/Vendor This person is responsible for delivering the food arrangements as well as
refreshments for the guests that will be taking part in the event.
Finance Manager
The Finance manager has the responsibility of supervising the financial
aspects of the project as well as business. Further, this person has to handle
and maintain the financial transactions that will occur before or during the
event.
Security Advisor
This person will undertake the duties required to ensure security in the event
and making necessary arrangements so that the guests of the event feel safe
and secure.
Project stages and key deliverables
Task Name Duration Start Finish Key Deliverables
Planning phase 108 days Mon 07-05-18 Wed 03-10-18  Preparing the objectives
 Determining feasibility of the
event
 Identifying the potential

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sponsors or donors
 Planning for venue to host the
event
 Selection of venue
 Planning for providing
refreshments to guests
 Estimation of budget for the
project
Management of
donations 27 days Tue 28-08-18 Wed 03-10-18
 Contacting the donors
 Storing of donations
 Management of financial
transactions
Management of
attendance 2 days Thu 04-10-18 Fri 05-10-18  Checking invitations
 Checking ticket sales
Marketing plan 4 days Mon 08-10-18 Thu 11-10-18
 Defining the materials required
for marketing
 Identifying suitable print media
Execution phase 17 days Mon 03-09-18 Tue 25-09-18
 Arrangement of entertainment
and refreshments
 Hosting of event
 Cleaning up the venue
Closure phase 14 days Wed 26-09-18 Mon 15-10-18
 Thanking the donors
 Printing project success
 Reviewing fiscal audit
 Documentation of lessons learnt

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Project time management
Work Breakdown Structure
Activity List
Activity No Task Name
0 Fundraising event project plan
1 Planning phase
1.1 Preparing the objectives
1.2 Evaluating compliance requirements
1.2.1 Reviewing policies of the charitable organization
1.2.2 Determining feasibility of the event
1.3 Defining the theme for event
1.4 Arrangement of Sponsorships and Donation
1.4.1 Identification of potential sponsors and donors
1.4.1.1 Discussion on venue
1.4.1.2 Recruitment of staffs

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1.4.1.3 Arrangement for Consultation
1.4.1.3.1 Designing
1.4.1.3.2 Setup of social media and website
1.4.1.4 Discussion on refreshments
1.4.1.5 Merchandising
1.4.1.5.1 Reviewing the merchandising policies
1.4.1.6 Developing the main attractions of event
1.5 Planning for venue
1.5.1 Defining the criteria for venue
1.5.1.1 Capacity and seating arrangements
1.5.1.2 Requirements for special access
1.5.1.3 Furnishings and amenities
1.5.1.4 Telecommunication arrangements
1.5.1.5 Security arrangements
1.5.2 Identification of potential venues
1.5.3 Selection of venue
1.5.3.1 Securing necessary permits
1.5.4 Designing the Venue
1.5.4.1 Identification of design team
1.5.5 Planning for refreshments
1.5.5.1 Determining the menu
1.5.5.2 Selection of items
1.5.5.3 Finalizing the menu
1.5.5.4 Identification of potential caterer or vendor
1.5.5.5 Selection of suitable caterer or vendor
1.6 Preparing plan for communications
1.7 Budgeting
1.7.1 Costs for staff
1.7.2 Costs for Venue
1.7.2.1 Rental charges
1.7.2.2 Designing the Venue
1.7.3 Arrangement of Entertainment
1.7.4 Arrangement of Refreshments
1.7.5 Arrangement for Marketing
1.8 Scheduling the required arrangements
1.9 Preparing marketing plan
1.10 Preparing staffing plan
1.11 Developing the business case
2 Management of donations
2.1 Contacting the potential donors

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2.2 Defining the tool for donation tracking and management
2.3 Obtaining donations
2.4 Storage of donations
2.4.1 Financial transactions
2.4.2 Physical donations
3 Management of attendance
3.1 Checking invitations
3.2 Checking ticket sales
4 Marketing plan
4.1 Defining the marketing materials and venue
4.1.1 Print, radio, www, social media, email
4.2 Identifying design consultant
4.3 Identifying print consultant
5 Execution phase
5.1 Establishment of Setup
5.1.1 Decorations
5.1.2 Arranging food
5.1.3 Arranging special events
5.2 Opening of the Event
5.3 Cleaning up the venue
6 Closure phase
6.1 Thanking and providing Tax letter to donors
6.2 Preparing success article of the project
6.2.1 Printing media version
6.2.2 Publishing updates in social media and website
6.3 Review of Fiscal audit and sign-off
6.4 Documenting lessons learnt

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Gantt chart

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Network Diagram
Critical Path
The list below demonstrates the activities in the project that are on critical path:
WBS Task Name
0 Fundraising event project plan
1 Planning phase
1.1 Preparing the objectives
1.2 Evaluating compliance requirements
1.2.1 Reviewing policies of the charitable organization
1.3 Defining the theme for event
1.4 Arrangement of Sponsorships and Donation
1.4.1 Identification of potential sponsors and donors
1.4.1.1 Discussion on venue
1.4.1.2 Recruitment of staffs
1.4.1.3 Arrangement for Consultation
1.4.1.3.1 Designing
1.4.1.3.2 Setup of social media and website
1.4.1.4 Discussion on refreshments

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1.4.1.5 Merchandising
1.4.1.5.1 Reviewing the merchandising policies
1.4.1.6 Developing the main attractions of event
1.5 Planning for venue
1.5.1 Defining the criteria for venue
1.5.1.1 Capacity and seating arrangements
1.5.1.2 Requirements for special access
1.5.1.3 Furnishings and amenities
1.5.1.4 Telecommunication arrangements
1.5.1.5 Security arrangements
1.5.2 Identification of potential venues
1.5.3 Selection of venue
1.5.3.1 Securing necessary permits
1.5.4 Designing the Venue
1.5.4.1 Identification of design team
1.5.5 Planning for refreshments
1.5.5.1 Determining the menu
1.5.5.2 Selection of items
1.5.5.3 Finalizing the menu
1.5.5.4 Identification of potential caterer or vendor
1.5.5.5 Selection of suitable caterer or vendor
1.6 Preparing plan for communications
1.7 Budgeting
1.7.1 Costs for staff
1.7.2 Costs for Venue
1.7.2.1 Rental charges
1.7.2.2 Designing the Venue
5 Execution phase
5.1 Establishment of Setup
5.1.1 Decorations
5.1.2 Arranging food
5.1.3 Arranging special events
5.3 Cleaning up the venue
6 Closure phase
6.1 Thanking and providing Tax letter to donors
6.2 Preparing success article of the project
6.2.1 Printing media version
6.2.2 Publishing updates in social media and website
6.3 Review of Fiscal audit and sign-off
6.4 Documenting lessons learnt

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Budget
WBS Task Name Duration Cost
0 Fundraising event project plan 116 days $777,020.00
1 Planning phase 108 days $666,900.00
1.1 Preparing the objectives 2 days $1,040.00
1.2 Evaluating compliance
requirements 4 days $1,520.00
1.2.1 Reviewing policies of the
charitable organization 2 days $1,040.00
1.2.2 Determining feasibility of the
event 2 days $480.00
1.3 Defining the theme for event 3 days $1,440.00
1.4 Arrangement of Sponsorships
and Donation 23 days $12,760.00
1.4.1 Identification of potential
sponsors and donors 23 days $12,760.00
1.4.1.1 Discussion on venue 2 days $960.00
1.4.1.2 Recruitment of staffs 5 days $2,200.00
1.4.1.3 Arrangement for Consultation 8 days $7,440.00
1.4.1.3.1 Designing 3 days $840.00
1.4.1.3.2 Setup of social media and
website 5 days $6,600.00
1.4.1.4 Discussion on refreshments 2 days $960.00
1.4.1.5 Merchandising 2 days $400.00
1.4.1.5.1 Reviewing the merchandising
policies 2 days $400.00
1.4.1.6 Developing the main attractions
of event 4 days $800.00
1.5 Planning for venue 42 days $63,040.00
1.5.1 Defining the criteria for venue 17 days $54,480.00
1.5.1.1 Capacity and seating
arrangements 2 days $720.00
1.5.1.2 Requirements for special access 2 days $640.00
1.5.1.3 Furnishings and amenities 3 days $15,600.00
1.5.1.4 Telecommunication
arrangements 4 days $20,800.00
1.5.1.5 Security arrangements 6 days $16,720.00
1.5.2 Identification of potential venues 2 days $400.00
1.5.3 Selection of venue 7 days $3,360.00
1.5.3.1 Securing necessary permits 7 days $3,360.00
1.5.4 Designing the Venue 4 days $1,440.00

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1.5.4.1 Identification of design team 4 days $1,440.00
1.5.5 Planning for refreshments 12 days $3,360.00
1.5.5.1 Determining the menu 2 days $400.00
1.5.5.2 Selection of items 2 days $960.00
1.5.5.3 Finalizing the menu 1 day $200.00
1.5.5.4 Identification of potential
caterer or vendor 5 days $1,400.00
1.5.5.5 Selection of suitable caterer or
vendor 2 days $400.00
1.6 Preparing plan for communications 3 days $20,600.00
1.7 Budgeting 27 days $561,100.00
1.7.1 Costs for staff 2 days $13,300.00
1.7.2 Costs for Venue 11 days $516,800.00
1.7.2.1 Rental charges 1 day $500,200.00
1.7.2.2 Designing the Venue 10 days $16,600.00
1.7.3 Arrangement of Entertainment 5 days $15,000.00
1.7.4 Arrangement of Refreshments 4 days $15,000.00
1.7.5 Arrangement for Marketing 5 days $1,000.00
1.8 Scheduling the required
arrangements 3 days $720.00
1.9 Preparing marketing plan 6 days $1,200.00
1.10 Preparing staffing plan 4 days $1,920.00
1.11 Developing the business case 3 days $1,560.00
2 Management of donations 27 days $8,120.00
2.1 Contacting the potential donors 10 days $2,800.00
2.2 Defining the tool for donation
tracking and management 4 days $2,720.00
2.3 Obtaining donations 6 days $1,200.00
2.4 Storage of donations 7 days $1,400.00
2.4.1 Financial transactions 3 days $600.00
2.4.2 Physical donations 4 days $800.00
3 Management of attendance 2 days $32,240.00
3.1 Checking invitations 1 day $16,120.00
3.2 Checking ticket sales 1 day $16,120.00
4 Marketing plan 4 days $6,640.00
4.1 Defining the marketing materials
and venue 3 days $5,600.00
4.1.1 Print, radio, www, social media,
email 3 days $5,600.00
4.2 Identifying design consultant 2 days $640.00
4.3 Identifying print consultant 2 days $400.00

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5 Execution phase 17 days $50,240.00
5.1 Establishment of Setup 15 days $34,360.00
5.1.1 Decorations 7 days $2,520.00
5.1.2 Arranging food 3 days $15,840.00
5.1.3 Arranging special events 5 days $16,000.00
5.2 Opening of the Event 1 day $12,980.00
5.3 Cleaning up the venue 2 days $2,900.00
6 Closure phase 14 days $12,880.00
6.1 Thanking and providing Tax letter
to donors 2 days $560.00
6.2 Preparing success article of the
project 6 days $9,920.00
6.2.1 Printing media version 3 days $4,200.00
6.2.2 Publishing updates in social
media and website 3 days $5,720.00
6.3 Review of Fiscal audit and sign-off 4 days $1,920.00
6.4 Documenting lessons learnt 2 days $480.00
Risk Register
Risks Frequency Probability Impact Ranking Mitigation strategy
Accidental fire Rare Low High 5 Making arrangement for
proper fire extinguishing
tools and installing hose
reel.
Installation of automatic fire
sprinklers and fire detectors
along with suitable fire exit.
Lack of safety
procedures
Rare Moderate Moderat
e
4 Implementing proper safety
precautions to ensure guests
do not get hurt or feel unsafe

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during the event.
Risks
associated with
security
Possible High High 1 Installing proper
surveillance instruments to
track the movement of
guests or other people in the
event. Implementing
security officials at all entry
and exit points of the venue.
Lack of
technical
expertise
Possible Medium Low 5 Proper training have to be
provided to the staffs
recruited for the event so
that they are aware of the
technical equipment that will
be used in the event.
Issues with
procurement of
required
materials
Possible High High 1 The procurement have to be
handed over to a specific
person so that handling of
required materials can be
carried out successfully.
Quality Plan
The quality plan that has been developed in context to this fundraising event project for
Oman Charitable Organization comprises of a checklist for ensuring the quality of the outcomes
is maintained.

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Project: Fundraising event for Oman Charitable
Organization
Date: 24 September 2018
Verification
Item Yes No N/A Comments
Checking of quality
standards being maintained
by the venue owner
Yes The necessary requirements are
available in the venue such as
electricity and water.
Checking of food quality to
be offered to the guests
Yes The quality of food or materials are
checked at the time of procurement.
Making sure of identity of
the members
Yes Providing uniforms to the staffs of the
event.
Ensuring that tickets and
invitations are printed on
time
Yes Checking the printed tickets and
ensuring procurement on time.
Contacting the sponsors or
donors on time
Yes Communicating with the potential
sponsors or donors.
Ensuring that invitations
are sent to guests on time
No Sending the required invitation to
guests on time.
Ensuring that proper
entertainment arrangements
are done
Yes Making arrangements for
entertainment of guests including
special events and social event events.
Conclusion
This project has been undertaken for Oman Charitable Organization which has decided to
organize a fundraising event for supporting the orphans so that they can lead a normal life in the
society. From the developed plan, it can be said that the project will be require 116 days to
complete beginning from planning to close out stage. The estimated budget for the project is
$777,020.00 which will in turn help the organization to raise a fund of $1000000.00 so that they
can support the orphans. The event will be a great success if the project is carried out according
to developed plan and the budget is managed efficiently. The risks has also been identified along
with quality checklist for ensuing success and quality of outcomes from the project.

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