Project Plan for Dress for Success Fashion Show Event - BMGT.6020

This project plan outlines the comprehensive strategy for organizing a fashion show for Dress for Success, a non-profit organization that provides professional attire to low-income women. The plan covers all aspects of the event, from initial planning to the final closure report. Key elements include defining project scope, identifying stakeholders, establishing a detailed budget broken down by resources, deliverables, and timelines, and creating a work schedule using a Gantt chart and responsibility assignment matrix. The plan also includes a robust risk management plan, a health and safety plan, a quality management plan with event management and closure report, a change management plan, and a communication plan. The budget is calculated using multiple methods to ensure accuracy. The project includes two stages: auditions and the finale. The project aims to raise funds for Dress for Success. The project also highlights the importance of adhering to the event's timeline and includes all necessary details for successful execution.

Dress for Success
19
Project Plan
Fashion Show

Dress for Success
Table of Contents
1. Project Details...............................................................................................................................2
2. Project Background.......................................................................................................................2
3. Project Scope.................................................................................................................................2
4. Project Deliverables.......................................................................................................................3
5. Project Stakeholders......................................................................................................................4
5.1. Project & Stakeholder Relationship.......................................................................................4
5.2. Sub-contractors/Suppliers......................................................................................................5
6. Project Budget...............................................................................................................................6
6.1. Budget by Resources.............................................................................................................6
6.2. Budget by Deliverables..........................................................................................................8
6.3. Budget by Week/Month.......................................................................................................10
7. Work Schedules...........................................................................................................................15
7.1. Gantt chart...........................................................................................................................15
7.2. Responsibility Assignment Matrix.......................................................................................15
8. Risk Management Plan................................................................................................................18
9. Health & Safety Plan...................................................................................................................19
10. Quality Management Plan.......................................................................................................20
10.1. Event Management Plan..................................................................................................20
10.2. Closure Report.................................................................................................................20
11. Change Management Plan.......................................................................................................21
11.1. Definitions & Classification of Change Types.................................................................21
11.2. Change Control Board.....................................................................................................21
11.3. Change Management Procedure......................................................................................21
12. Communication Plan...............................................................................................................22
Appendix.............................................................................................................................................23
ROI & Cost-Benefit Analysis..........................................................................................................23
References...........................................................................................................................................24
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Dress for Success
1. Project Details
Name of the Project Dress for Success Fashion Show
Purpose The purpose of the project is to conduct and manage the
fashion show for Dress for Success that shall include
auditions and finale as the two stages (Ardani, 2017).
Client Dress for Success
Start Date 12-11-2019
End Date 31-01-2020
2. Project Background
The project is being conducted for a non-profit organization called Dress for Success. The
organization provides formal wear and professional wear dresses to the women that belong to
low-income groups. The dress code plays a significant role in any of the recruitment or
interview process. As per the report published in 2017, the organization has been successful
in assisting 925,000 women. It was established in 1997 and is now spread across 145 cities of
the United States and is also operational in twenty other countries across the globe (Oliver,
2017).
The primary source of funding for the organization is through government funds and
fundraising through events and campaigns. The fashion show that is to be organized for the
organization will also play a significant role in the fundraising for the organization. The funds
that will be received through the event will assist Dress for Success in carrying out its
operations and business processes. The date for the fashion show has been fixed and
therefore, the project will be time constrained project. There cannot be any alterations in the
dates of the event and the project team will be required to maintain adherence towards the
estimated dates at all times (Izzo, Bonetti, & Masiello, 2012).
3. Project Scope
Inclusions 1. Selection of the management and team
2. Budget and schedule estimation
3. Guests and accommodation planning
4. Venue and event programs
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Dress for Success
5. Resource and communications planning
6. Risk planning, media handling, and quality
7. Booking confirmation at Hotel Rydges
8. Booking of the room for the judges
9. Drinks and food menu finalization
10. Host and other speakers - finalization
11. Event programs and technical set-ups
12. Invitations to the guests and media
13. Review of the final settings and arrangements (Wearne,
2014)
14. Conduction of the event
15. Press release and feedback analysis
16. Review of the final settings and arrangements
17. Conduction of the event
18. Press release and feedback analysis
19. Analysis of the event outputs and feedback
20. Preparation and submission of closure report
Exclusions 1. Marketing of the event
2. Negotiations with the technical third-parties
3. Development of the fundraising report after the event
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Dress for Success
4. Work Breakdown Structure
5. Project Deliverables
Deliverable Description
Event Management
Plan
This will be the first deliverable that will be submitted to the project
client and to the higher management. It will be a document that will
comprise of the plans and sub-plans for managing the two stages of
the fashion show to make sure that the event is effectively
organized. The event will be organized in the two stages and the
plan will include the details of the budget, information on the risks,
communications, resources, and all the other planning details.
Booking
confirmations
The confirmation status and receipts of the booking at Hotel Rydges
will be delivered and the booking confirmation for the
accommodation for the judges and the drinks & food booking will
be submitted.
Closure Report This will be the final deliverable that will comprise of the details of
all the activities conducted at the time of the event planning till the
conduction of both the stages. The information on any of the gaps,
lessons acquired, and the areas of improvement will also be covered
in the report.
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Dress for Success
Fashion Show
Planning for the
Event
Selection of the
management and
team
Planning for the
two stages -
Auditions and
Finale
Budget and
schedule
estimation
Guests and
accomodation
planning
Venue and event
programs
Resource and
communications
planning
Risk planning,
media handling,
and quality
Milestone 1: Event
Management Plan
Bookings &
Arrangements
Booking
confirmation at
Hotel Rydges
Booking of the
room for the
judges
Drinks and food
menu finalization
Milestone 2:
Booking
confirmation
Host and other
speakers -
finalization
Event programs
and technical set-
ups
Invitations to the
guests and media
Milestone 3:
Invitations
Distribution
Auditions - Event
Execution
Review of the final
settings and
arrangements
Conduction of the
event
Press release and
feedback analysis
Milestone 4:
Conduction of the
auditions
Finale - Event
Execution
Review of the final
settings and
arrangements
Conduction of the
event
Press release and
feedback analysis
Milestone 5:
Conduction of the
finale
Closure Process
Analysis of the
event outputs and
feedback
Preparation and
submission of
closure report
Milestone 6:
Closure Report

Dress for Success
6. Project Stakeholders
6.1. Project & Stakeholder Relationship
External Stakeholder Relationship with
the Project
Influence Impact
Dress for Success Project Client High – The
specifications of the
project will be
provided by the
stakeholder and any
of the changes will
be incorporated as
per the request
High – The success
of the event will
have a direct
implication on the
stakeholder in terms
of the funds raised
through the event.
Hotel Rydges and
Caterers
Third-party vendor High – The
organization of the
event will be done at
the location and the
terms of the vendor
will be considered
(Yuan, 2017)
High – The brand
reputation and future
association will be
determined as per
the event success.
Guests and judges Event Attendees High – The event
will be successful
with the presence of
these entities.
Low – The guests
and the judges may
or may not wish to
associate with such
events in the future.
Contestants Fashion Show
Candidates
Moderate – The
event will be
successful with the
participation of these
entities.
High – The winners
and the participants
will be recognized
for their work
through the event.
Technical Vendor Third-party Vendor Moderate – The
vendors will arrange
the technical set-ups.
Moderate – The
brand reputation and
future association
will be determined
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Dress for Success
as per the event
success.
Government
Agencies
Regulation and
Control
High – The
guidelines and
regulations will be
provided by the
stakeholders.
Moderate – The
success of such
events will provide
the platform for the
organization of
similar events in the
future using same set
of guidelines.
6.2. Sub-contractors/Suppliers
Deliverable Sub-Contractor/
Supplier
Work to be Done Justification
Technical Tools –
Audio Visual tools,
computer systems
Technical Vendor Audio Visual Tools,
Networking
Peripherals,
Computer Systems,
Projector
These tools will be
required to monitor
the event programs
and manage the
auditions and finale
stages.
Stage Dimensions
and Details
Hotel Rydges Stage Dimensions
and Details
The contestants will
be provided with the
stage dimensions
and the stage set-up
will be done by the
event managers as
per the stage set.
Food & Drinks
Menu
Hotel
Rydges/External
Caterer
Food & Drinks
Menu
The information on
the final menu will
be necessary to
make sure that all
the requirements are
met (Missonier &
Loufrani-Fedida,
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Dress for Success
2014).
7. Project Budget
There are different techniques and mechanisms that may be used to calculate the project
budget. There are three ways in which the budget for the project has been determined. Using
all of these three parameters, the budget comes out to be the same. This shows that the
estimation of the project budget has been accurately done (Maguire & Hanrahan, 2017). The
different techniques and mechanisms that are used to calculate the budget of the project is
shown in the sections below.
7.1. Budget by Resources
Resource Name Type Std. Rate
Event Manager Work $80.00/hr
Project Lead Work $82.00/hr
Event Management Team Work $44.00/hr
Technical Associate Work $48.00/hr
Finance Officer Work $60.00/hr
Resource Name Work Cost
Event Manager 211.2 hrs 16896
Guests and accommodation planning 41.6 hrs 3328
Risk planning, media handling, and quality 44.8 hrs 3584
Drinks and food menu finalization 26.4 hrs 2112
Event programs and technical set-ups 50.4 hrs 4032
Conduction of the event 8 hrs 640
Press release and feedback analysis 16 hrs 1280
Conduction of the event 8 hrs 640
Press release and feedback analysis 16 hrs 1280
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Dress for Success
Project Lead 310.4 hrs 25452.8
Selection of the management and team 34.4 hrs 2820.8
Budget and schedule estimation 36 hrs 2952
Resource and communications planning 27.2 hrs 2230.4
Risk planning, media handling, and quality 44.8 hrs 3673.6
Invitations to the guests and media 28 hrs 2296
Review of the final settings and arrangements 24 hrs 1968
Press release and feedback analysis 16 hrs 1312
Review of the final settings and arrangements 24 hrs 1968
Press release and feedback analysis 16 hrs 1312
Analysis of the event outputs and feedback 24 hrs 1968
Preparation and submission of closure report 36 hrs 2952
Event Management Team 108.8 hrs 4787.2
Venue and event programs 41.6 hrs 1830.4
Booking confirmation at Hotel Rydges 16 hrs 704
Booking of the room for the judges 8 hrs 352
Host and other speakers - finalization 27.2 hrs 1196.8
Conduction of the event 8 hrs 352
Conduction of the event 8 hrs 352
Technical Associate 50.4 hrs 2419.2
Event programs and technical set-ups 50.4 hrs 2419.2
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Dress for Success
Finance Officer 36 hrs 2160
Budget and schedule estimation 36 hrs 2160
Total Cost 51715.2
7.2. Budget by Deliverables
Task Deliverable Duration Resource Names Cost
Dress for Success Fashion Show 60.5 days $51,715.20
Planning for the Event 60.5 days $51,715.20
Selection of the management and
team 4.3 days Project Lead $2,820.80
Planning for the two stages -
Auditions and Finale 23.9 days $19,758.40
Budget and schedule estimation 4.5 days Finance Officer,
Project Lead $5,112.00
Guests and accommodation
planning 5.2 days Event Manager $3,328.00
Venue and event programs 5.2 days
Event
Management
Team
$1,830.40
Resource and communications
planning 3.4 days Project Lead $2,230.40
Risk planning, media handling, and
quality 5.6 days Event Manager,
Project Lead $7,257.60
Milestone 1: Event Management
Plan 0 days $0.00
Bookings & Arrangements 12.2 days $13,112.00
Booking confirmation at Hotel
Rydges 2 days
Event
Management
Team
$704.00
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Dress for Success
Booking of the room for the judges 1 day
Event
Management
Team
$352.00
Drinks and food menu finalization 3.3 days Event Manager $2,112.00
Milestone 2: Booking confirmation 0 days $0.00
Host and other speakers -
finalization 3.4 days
Event
Management
Team
$1,196.80
Event programs and technical set-
ups 6.3 days
Event Manager,
Technical
Associate
$6,451.20
Invitations to the guests and media 3.5 days Project Lead $2,296.00
Milestone 3: Invitations
Distribution 0 days $0.00
Auditions - Event Execution 6 days $5,552.00
Review of the final settings and
arrangements 3 days Project Lead $1,968.00
Conduction of the event 1 day
Event
Management
Team ,Event
Manager
$992.00
Press release and feedback analysis 2 days Event Manager,
Project Lead $2,592.00
Milestone 4: Conduction of the
auditions 0 days $0.00
Finale - Event Execution 6 days $5,552.00
Review of the final settings and
arrangements 3 days Project Lead $1,968.00
Conduction of the event 1 day
Event
Management
Team ,Event
Manager
$992.00
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Dress for Success
Press release and feedback analysis 2 days Event Manager,
Project Lead $2,592.00
Milestone 5: Conduction of the
finale 0 days $0.00
Closure Process 7.5 days $4,920.00
Analysis of the event outputs and
feedback 3 days Project Lead $1,968.00
Preparation and submission of
closure report 4.5 days Project Lead $2,952.00
Milestone 6: Closure Report 0 days $0.00
7.3. Budget by Week/Month
Task Name Durat
ion
Resource
Names
W
ee
k
1
W
ee
k
2
W
ee
k
3
W
ee
k
4
W
ee
k
5
W
ee
k
6
W
ee
k
7
W
ee
k
8
W
ee
k
9
W
ee
k
10
W
ee
k
11
Dress for
Success
Fashion
Show
60.5
days
Planning
for the Event
60.5
days
Selection
of the
management
and team
4.3
days
Project
Lead
28
20
.8
0
Planning
for the two
stages -
Auditions
and Finale
23.9
days
11