LSBM204 Project Plan: Managing Charity Event at Bloomsbury Institute

This case study presents a comprehensive project plan for organizing a one-day charity fundraising event for Bloomsbury Institute, aiming to raise at least £3,000 with a budget of £5,000 within three months. The plan includes scope management, defining project objectives, scope, assumptions, constraints, roles, and a work breakdown structure. It also covers time management with activity tables, Gantt charts, and network diagrams, cost management including budget breakdowns and a cost baseline, communication management identifying stakeholders and outlining a communication plan, and risk management identifying potential risks, analyzing their impact, and proposing action plans. The project emphasizes effective resource utilization, stakeholder engagement, and adherence to timelines and budget constraints to ensure a successful fundraising event.

Case study

TABLE OF CONTENTS
MAIN BODY..................................................................................................................................3
SECTION 1 SCOPE MANAGEMENT PLAN...............................................................................3
1.1 Project Description................................................................................................................3
Project Objectives........................................................................................................................3
1.2 Project Scope.........................................................................................................................3
1.3 Assumptions..........................................................................................................................4
1.4 Constraints.............................................................................................................................4
1.5 Project Roles and Responsibilities.........................................................................................4
1.6 Project Work-breakdown Structure (WBS)...........................................................................5
Section 2. Time Management Plan..................................................................................................6
2.2 Project Activity/Time/Dependency base table......................................................................6
2.4 Project Gantt Chart................................................................................................................7
2.3 Project Network Diagram......................................................................................................8
SECTION 3 COST MANAGEMENT PLAN.................................................................................9
3.1 Cost breakdown and budget...................................................................................................9
3.2 Project Cost Baseline...........................................................................................................10
SECTION 4 COMMUNICATION MANAGEMENT PLAN......................................................10
4.1 Project stakeholders.............................................................................................................10
4.2 Stakeholder Communication Plan.......................................................................................11
Section 5. Risk Management Plan.................................................................................................13
5.1 Risk Identification, Analysis and Action Plan.....................................................................13
REFERENCES..............................................................................................................................16

MAIN BODY
SECTION 1 SCOPE MANAGEMENT PLAN
1.1 Project Description
Project aim is to raising the one-day charity fundraising event for Bloomsbury institute.
Event is organising as institute wants to celebrate their end of academic year.
Project Objectives
 To organise one-day charity fundraising event for the benefit of institute.
 To raise at least £3,000 (profit) through holding event.
 To accomplish the project in £5,000 Budget.
 To make sure that event will be achieved within a three month of time frame.
 To organise a fund raising event on 21st April 2022.
1.2 Project Scope
This fund raising project will help the institute to attract the range of students for their courses, or
by charity they will be able to develop a good relation with the community. In order to
accomplish the goals of the project, following will describe the tools that will help in
successfully completing the project Task is lay out by the specialist and provide the effective
deliverables of the project.

(Berenguer and Shen, 2020).
1.3 Assumptions
 This project will deliver the most significant values. At initial stage projects feasibility
will measured to implement the further stages successfully.
 All resources will effectively be placed and utilised for better outcomes. It will be
effectively managed by the project manager and team.
 Project will be closed by delivering its finished form to audiences or other stakeholders.
1.4 Constraints
It is obvious that for completing any project there are some barriers which can be seen such are
as follows:
Budget: Financial resource plays a key role, without proper budgeting accomplishment of
project is not possible, it restricts to invest also affects the whole process. Thus it is essential to
begin with proper budgeting.
Knowledge and skills: It is essential that project team must have relevant skills and knowledge
otherwise, it will cause hindrance in project deliverables (De Luca, Margherita and Passiante,
2019).
Time limitation: One of the important aspect is to complete the project on time, thus it is
important to begin with the proper approach as to allocate the task to complete project on time.
1.5 Project Roles and Responsibilities
Project members Roles and responsibilities
Project manager Team selection, to distribute
the work among team, leading
project.
Staff Follow instruction of manager
to lay out work
Investors Plays a significant role in
decision making and make
investment in project.

Audience They are the key player for
them the project is developed
and planned.
1.6 Project Work-breakdown Structure (WBS)
It is the framework to divide work in a module so it can be done with maximum efficiency, WBS
is the most efficient tool which singlehandedly Lay out scope, price and schedule for better
project alignment.
fundraising
event for
Bloomsbury
institute
Project
initiation
Project
planning
Project
execution
Project
Monitorin
g and
control
Project
closure
Brief
descriptio
n
Goals and
deliverabl
es
Budget
preparatio
n
Resource
Scheduling
Installation
setting
Interior
setup
Logistics &
operational
plan
Delegation
of work
Scope
Stakehold
er
Roles and
responsibili
ties
Tracking
progress
and scope
Control
cost,
quality
Project
delivery
Deadline
Risks
identificati
on

Section 2. Time Management Plan
2.2 Project Activity/Time/Dependency base table
Task Name Duration Start Finish
Project Initiation 28 days Fri 2/11/22 Tue 3/22/22
Brief Description 5 days Fri 2/11/22 Thu 2/17/22
Goals & Deliverables 4 days Fri 2/18/22 Wed 2/23/22
Resource Collection 3 days Thu 2/24/22 Mon 2/28/22
Scope 3 days Tue 3/1/22 Thu 3/3/22
Stakeholder 5 days Fri 3/4/22 Thu 3/10/22
Roles &
Responsibilities 4 days Fri 3/11/22 Wed 3/16/22
Risks 4 days Thu 3/17/22 Tue 3/22/22
Project Planning 25 days Wed 3/23/22 Tue 4/26/22
Budget Preparation 10 days Wed 3/23/22 Tue 4/5/22
Resource Scheduling 7 days Wed 4/6/22 Thu 4/14/22
Setting Installation 8 days Fri 4/15/22 Tue 4/26/22
Project execution 20 days Wed 4/27/22 Tue 5/24/22
Interior setup 7 days Wed 4/27/22 Thu 5/5/22
Delegation of work 6 days Fri 5/6/22 Fri 5/13/22
Logistics & operational
plan 7 days Mon 5/16/22 Tue 5/24/22
Monitoring and Control 13 days Wed 5/25/22 Fri 6/10/22
Keep tracking progress
and scope 7 days Wed 5/25/22 Thu 6/2/22
Control cost, quality
and risk 6 days Fri 6/3/22 Fri 6/10/22
Project Closure 3 days Mon 6/13/22 Wed 6/15/22
Deadline 3 days Mon 6/13/22 Wed 6/15/22

2.4 Project Gantt Chart

2.3 Project Network Diagram

SECTION 3 COST MANAGEMENT PLAN
3.1 Cost breakdown and budget
Budget plays an important role to lay out the project in a time or with maximum efficiency, cost
breakdown structure represent as a hierarchical order, which represents the cost for every activity
(Calabrò and Della Spina, 2019). It is plan by the financial controller, to eliminate end time
hustle and develop the annual financial statement.
Resources Cost
Equipment £1000
Venue cost £1000
Staff salary £1000
Marketing £750
Catering £750
Decoration £500
Total £5,000
This project will complete in following the phases of project management, it will be
helpful for the project manager to selects the team accordingly so that project objectives can be
achieved. For fund raising event project is distributed in a different module, along with its cost
budgetary which states that particular process need to be done in a suggested budget and time.
By breaking down the cost will help in rapid delivery of the project. As for the initial stage it
covers the resource identification, which takes time and money so that project initiates with
proper strategies. In this initiation stage project manager identifies the stakeholders and tries to
impress them with the ideas so that they will ready to invest in the project, this process also takes
time and investment (Bredillet, Tywoniak and Tootoonchy, 2018). Thus for the initiation of
project management phase requires sufficient time and investment, as it ultimately sets the
successful beginning of any project.
For the marketing and promotion of the project, it requires the great investment as by
utilising the social media platform and traditional tools in order to create the project awareness.
Thus marketing team of this fund raising project requires a proper financial resources in order to
interact with the community people, and enables them to attend the event. Thus for every stage
of the project whether it is execution stage means setting up of interior, and planning stage which

accounts budget and resource scheduling, for monitoring and control stage it covers the progress
tracking, control costs. All these stages require a suitable budget to invest accordingly.
3.2 Project Cost Baseline
Intellectual
property
COST Catering COST Marketing COST
Furniture £400 Drinks £500 Social media £350
Projector £300 Snacks £300 Ticketing £200
Technological
tools
£200 Short meal £200 Traditional tool £200
Total £1000 Total £1000 Total £750
Project cost baseline define as the budget that has been approved for the project, with this
project manager is able to purchase the resources accordingly. Therefore, above tables evaluate
that for the project of Bloomsbury institute, these are the identified resources which are required
in order to complete the fund raising event. Project delivery date is decided with this suitable
budget is also allocated, which means that this event will be organise on particular date as well as
in assigned budget (Anantatmula and Rad, 2018). It is analysed that marketing and other
resources requires a quite good investment, as marketing is the main source which plays a
significant role to attract the customer towards the event.
SECTION 4 COMMUNICATION MANAGEMENT PLAN
4.1 Project stakeholders
Stakeholders are those who creates positive and negative impacts over the project. For this
project the recommended stakeholders are employees, clients, shareholders, audiences, Institute
students. Stakeholders plays an important role in order to make the event successful. Project
team plays an crucial role in delivering the project on time as well as in productive manner.
Investors always demands for the idea which is achievable and efficient, they take part in
decision making process which helps in streamlining the project processes (Abyad, 2018). This
project is about raising the fund for charity, means it involves the communal people, thus it is
essential for the project manager to make sure successful delivery of project.

4.2 Stakeholder Communication Plan
Name Position Role Contact Category Major
Requirements
Expectation
Jennifer Project
Manager
Managing
and
controlling
the entire
project
[e-mail] Internal Video
Conferences,
Documents,
Phone, E-
mails
The fund
raising
project to be
performed
and
managed
successfully.
Mason Human
Resource
To provide
the
knowledge
and
information
about the
aim and
objectives.
[e-mail] Internal E-mails,
phone, reports
To provide
the brief and
detailed
information
to make the
staff cleared
about the
aim.
Government
and local
people
Sponsor
and
invested
party
The
government
is a part of
an event
who will
monitor
that the
event is
going to be
beneficial
for the
External Video
Conferences,
Reports, E-
mails and
phone
Monitoring
the event
and its fund
raising
activity
which has
been
performed
legally or
not.

public or
society or
not.
Lord Hall Director of
Bloomsbury
institute
Decision
taker of the
entire
project
working.
[e-mail] Internal Video
Conferences,
Messages
Documents,
Reports,
Phone, E-
mails
Checking nd
evaluating
the event is
going in
right
direction or
not and
making
them clear if
got some
query .
John Investor Investing
and helping
in making
the event
successful
by
investing
the
economy
and funds.
[e-mail] Internal E-mails,
phone, reports
Having an
expectation
of making
the
fundraising
event
successful
by providing
the
sufficient
investment
in the
organization
of the event.

Section 5. Risk Management Plan
5.1 Risk Identification, Analysis and Action Plan
It is important to identify the risk of any topic and project from which it can be easier for
the project team to create a valid solution for the predictable risk and even a solution for the risk
which is already known but can take the measures to correct them accurately (Guo, Liu, and
et.al., 2019).
Risk Identification Response Monitoring and Control
Risk in Event Causes Effect Probability Action Responsible person
Lack of
resources
In the
project
management
of
fundraising,
the
insufficient
and lack of
knowledge
about the
aim and
objectives
can create a
huge risk in
the event
(Pantoji,
Bhat, and
et.al., 2021)
Failure of
event
3 This risk can be
resolved by
providing the
clear knowledge
to the volunteers
and staff about
the event from
which they can
be able to create
an accurate
information.
The project manager is
responsible for the risk
occurrence.
Operational
risk
Improper
management
of the event
can lead to
2 The appropriate
action and plan
can be made by
the human
Human Resource
Department

hamper the
event of
fund raising
and can
become a
risk for the
project.
resource people
from which it can
get easy to
complete the
event
successfully
(Zwikael, Chih,
and et.al., 2018)
Improper time
management
This risk can
lead the
event to be
delayed and
also can
create a risk
of
insufficiency
of the
essential
resources
before the
deadline of
the event
which can
become a
high risk
(Li, Y. and
Liu, C.,
2019
Delay in
managing
the event.
4 Staff and
volunteers can
create a valid
time schedule for
each activity and
work which can
make the time to
be managed by
the people and
can result
effectively and
not able to delay
the event.
Volunteers
Poor leadership
of manager
A poor
leadership
Failure of
the event
3 A leader should
communicate
Project Leader

can cause an
entire
project to be
failed which
can affect
the
reputation of
the institute
and can
become the
risk.
well to their staff
members and
requires to take
the reviews from
them which can
make the staff to
adopt the
knowledge and
information
accurately and
can result
effectively (Lotfi,
Yadegari, and
et.al., 2022)

REFERENCES
Books and Journals
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Springer, Cham.
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Li, Y. and Liu, C., 2019. Applications of multirotor drone technologies in construction
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Lotfi, R., Yadegari, Z., and et.al., 2022. A robust time-cost-quality-energy-environment trade-off
with resource-constrained in project management: A case study for a bridge construction
project. Journal of Industrial & Management Optimization. 18(1). p.375.