Project Management: Birthday Party Project Plan & Organisation

This project outlines a comprehensive plan for organizing a surprise birthday party, detailing the scope, deliverables, timeline, and budget required for the event. The plan includes discussions with friends and family, venue selection, decoration procurement, gift purchasing, and personalized cake ordering. It also addresses quality considerations, emphasizing the use of high-quality branded products to ensure a memorable and embarrassment-free celebration. Assumptions and constraints, such as budget limitations and time constraints, are acknowledged, and a risk analysis is conducted to identify potential issues and contingency plans. The project plan incorporates a work breakdown structure (WBS) and a Gantt chart to visually represent the project's tasks and timelines. Ultimately, the goal is to create a successful and enjoyable surprise birthday party that delights the wife, friends, and family members.

Running Head: PROJECT MANAGEMENT
Project Planning – Organise Birthday Party of Wife
Name of the Student
Name of the University

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Table of Contents
1. Introduction..................................................................................................................................2
2. Project Description and Definition..............................................................................................2
3. Scope Statement...........................................................................................................................3
3.1 Justification............................................................................................................................3
3.2 Deliverables...........................................................................................................................3
3.2.1 Wife................................................................................................................................3
3.2.2 Family and Friends (Guests)...........................................................................................3
3.3 Time.......................................................................................................................................4
3.4 Cost........................................................................................................................................4
3.5 Quality...................................................................................................................................4
3.6 Assumptions..........................................................................................................................5
3.7 Constraints.............................................................................................................................5
4. Organisation Structure.................................................................................................................5
5. Work Breakdown Structure.........................................................................................................6
6. Gantt Chart.................................................................................................................................10
7. Risk Analysis / Contingency.....................................................................................................13
8. Quality Statement......................................................................................................................13
9. Problems Encountered and Solutions........................................................................................13
10. Conclusion...............................................................................................................................14

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1. Introduction
This project is based on the development of a project plan for arranging a birthday party
for my wife. We live in Dublin, Ireland and I want to organise a party on the birthday of my
wife. I am also planning to arrange a surprise party at a particular venue and the party will be
attended by friends and family members. As a part of the plan, I will rent the venue and will
purchase decorations, gifts, dresses and order a personalized cake for my wife. I will purchase
only branded products because this is a very special occasion for me and my wife and I do not
want to get into embarrassing situation because of poor quality products or cake. I accept that the
branded products will be expensive but I will pay for the same but will not compromise with
quality for this event
This report is based on the development of a project plan for the birthday party I planned
for my wife.

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2. Project Description and Definition
The project involves hosting a surprise birthday party for my wife. For arranging the
party, I have considered a number of ideas for the party but I also need to ensure my wife does
not get any hint of the surprise party that has been planned. As per the plan, I will discuss with
friends and some of the family members regarding the theme and other details of the party much
before the actual birthday. Furthermore, I will select a particular venue for the party that will be
decorated for the party and at that venue, food and drinks will be arranged for the guests. I will
also buy some gifts for the wife, which will be presented on the date of the party at the venue.
Coordination with friends for planning is required such that my wife does not get any hint of the
arrangement that has been done for her.
3. Scope Statement
3.1 Justification
The primary scope of the project is to arrange the surprise birthday party for my wife at a
particular venue. The selection of this scope is justified by the following points.
 The selection of the external venue is mainly due to the fact that I want to keep
this as a secret and a surprise birthday party.
 Accommodation of all guests will be possible in an external venue only.
 The preparations for food and drinks for the guests can be done by the venue
event manager.

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3.2 Deliverables
3.2.1 Wife
The main deliverables are as follows.
 A surprise birthday party at a suitable location
 Gifts on the occasion of birthday
 A personalized birthday cake
 A quality time
3.2.2 Family and Friends (Guests)
The main deliverables are as follows.
 A quality time at the party
 Food and drinks
3.3 Time
The planning for the project will take approximately two weeks. Within this time, I will
discuss with friends and family regarding the party, select a venue for the party, finalize the party
and purchase decorations, dresses, cake and gifts.
3.4 Cost
The main costs required for the project are specified as follows.
Resource Cost
Venue Rent €1500
Decorations €250
Dresses €500

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Personalised Cake €100
Gifts €1000
Food and Drinks €1500
TOTAL €4850
3.5 Quality
Quality is an important requirement for the project as this is a surprise birthday party for
wife and there cannot be any compromise with the quality. Gifts, dresses, decorations, cake, food
and others will be purchased of the highest quality even if it requires some additional costs. I will
order personalized cake from a popular bakery that bakes high quality and attractive cake
designs. I will also purchase dresses and gifts from branded stores since it is a very special
occasion for me and my wife.
3.6 Assumptions
The following assumptions have been made for the project.
 It has been assumed that 2 weeks time is sufficient for planning of the party.
 It has been assumed that my friends and family members will actively participate
in the party planning and the party.
 It has been assumed that my wife will not get any hint about the party.
3.7 Constraints
The constraints of the project are as follows.
 The high budget estimated for the party might be a constraint for me.

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Birthday Party
Husband Friends Cousins / Brothers / Sisters
Select Venue
Purchase Gifts
Order Cake
Arrange Gifts at Venue
Decorate Venue
Design Food and Drinks Menu
Bring Cake
 Two weeks time may be a constraint for proper organisation of the party.
4. Organisation Structure
This is not an organisation based project and hence, no organisation structure can be
provided. However, a team structure can be provided based on the duties for organisation of the
party as shown in the following diagram.
5. Work Breakdown Structure
The work breakdown structure for the project is shown in the following table.
WBS Task Name Duration Start Finish Predecessors

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0
Organise Birthday Party for
Wife
14.25 days Fri 4/5/19 Thu 4/25/19
1
Discuss with Friends and
Family Members
1.5 days Fri 4/5/19 Mon 4/8/19
1.1
Call Family Members
(Brothers, Sisters, Cousins)
0.5 days Fri 4/5/19 Fri 4/5/19
1.1.1 Discuss Plan for Party 2 hrs Fri 4/5/19 Fri 4/5/19
1.1.2 Discuss about Surprise 2 hrs Fri 4/5/19 Fri 4/5/19 3
1.2 Call Friends 0.5 days Fri 4/5/19 Fri 4/5/19
1.2.1 Discuss Plan for Party 2 hrs Fri 4/5/19 Fri 4/5/19
1.2.2 Discuss about Surprise 2 hrs Fri 4/5/19 Fri 4/5/19 6
1.3 Meet with Some Friends 0.5 days Fri 4/5/19 Fri 4/5/19 7
1.4 Chalk Out Plan for the Party 0.5 days Mon 4/8/19 Mon 4/8/19 8
1.5 Finalize the Plan 0 days Mon 4/8/19 Mon 4/8/19 9
2 Select Venue 5 days
Mon
4/8/19
Mon
4/15/19
2.1 Search for a Venue for 2 days Mon 4/8/19 Wed 10,4

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Birthday Party 4/10/19
2.2 Select a Venue for the Party 1 day
Wed
4/10/19
Thu 4/11/19 12
2.3
Discuss Party Plan with the
Venue Owner
2 days
Thu
4/11/19
Mon
4/15/19
13
2.4 Finalize the Party 0 days
Mon
4/15/19
Mon
4/15/19
14
3 Invitations 6 days
Mon
4/8/19
Tue 4/16/19
3.1
Prepare a List of Guests
Needed for the Party
2 days Mon 4/8/19
Wed
4/10/19
10
3.2 Send Out Invitations 2 days
Wed
4/10/19
Fri 4/12/19 17
3.3
Take Verbal Approval that
the Invited Guests will attend the
party
2 days Fri 4/12/19 Tue 4/16/19 18
3.4
Finalize the List of Guests
who will come
0 days
Tue
4/16/19
Tue 4/16/19 19
4 Surprise Arrangement 7 days Mon Wed

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4/15/19 4/24/19
4.1 Purchase Decorations 2 days
Mon
4/15/19
Wed
4/17/19
15
4.2 Order Personalized Cake 1 day
Wed
4/17/19
Thu 4/18/19 22
4.3
Deploy Friends to Decorate
the Venue
1 day
Thu
4/18/19
Fri 4/19/19 23
4.4 Select Wife's Favorite Theme 1 day Fri 4/19/19
Mon
4/22/19
24
4.5 Decorate the Entire Venue 2 days
Mon
4/22/19
Wed
4/24/19
25
5 Gifts 4 days
Mon
4/8/19
Fri 4/12/19
5.1
Identify Wife's Favourites for
Gift Ideas
1 day Mon 4/8/19 Tue 4/9/19 10
5.2 Purchase Gifts for Wife 2 days Tue 4/9/19 Thu 4/11/19 28
5.3
Purchase Special Birthday
Suit
1 day
Thu
4/11/19
Fri 4/12/19 29

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6 Birthday 0.75 days
Wed
4/24/19
Thu 4/25/19
6.1
Call Guests to Come to the
Venue
2 hrs
Wed
4/24/19
Wed
4/24/19
26
6.2 Greet Wife 1 min
Wed
4/24/19
Wed
4/24/19
32
6.3 Get Dressed for Party 2 hrs
Wed
4/24/19
Thu 4/25/19 33
6.4 Take Wife to the Venue 2 hrs
Thu
4/25/19
Thu 4/25/19 34
6.5 Surprise! 0 days
Thu
4/25/19
Thu 4/25/19 35
6. Gantt Chart
The Gantt chart for the project is shown in the following diagram.

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