Fundraising Event Project: Planning for a Charity Organization

This project plan outlines a fundraising event organized by a company to benefit a charity organization. The plan details the project's scope, including objectives, deliverables, and milestones, alongside a work breakdown structure and budget. It identifies key stakeholders, constructs a project timeline with dependencies, and estimates costs using both top-down and bottom-up approaches. The plan covers various phases, including planning, requirement collection, promotion, execution, and closure, with specific activities such as venue selection, sponsorship gathering, and risk management. Technical requirements for entertainment, food, and venue are considered, along with project priorities and a time-phased budget graph. The document provides a comprehensive framework for executing a successful fundraising event, emphasizing community engagement and awareness.

A Fund Raising Event by Company for a Charity Organization
Name of the student
Name of the University
Author Note

Table of Contents
1. Introduction:........................................................................................................................3
2. Project scope:......................................................................................................................3
2.1 Project objective...............................................................................................................3
2.2 Deliverables:....................................................................................................................4
2.4 Milestones........................................................................................................................5
2.6 Limits and Exclusions......................................................................................................6
3. Project priorities:.................................................................................................................7
4. Timeline:.............................................................................................................................7
5. Work Breakdown Structure................................................................................................9
6. Cost Estimation:..................................................................................................................9
7. Top down Estimate...........................................................................................................10
8. Bottom up Approach.........................................................................................................11
9. Time phrase Budget Graph...............................................................................................11
References:...............................................................................................................................13

1. Introduction:
Community fund raising is all about mobilising community support for any noble
cause. In this case, Kompany want to through an event for raising funds for a charity
organization. Most of the people think about the table seats, raffles, bake sales when heard
the term fund raising. Huge number of peoples are invited to the events for collecting funds.
Generally, they gives little amount of funds and the key feature of community fundraising is
that it is largely unpaid and carried out often by volunteers in the local community. Even
though, the company will generate a small amount of fund through the event the donors gets
something on return. There are also other advantage of such events as it is an opportunity to
provide unrestricted income for the charity, educate the public about the cause and the
charity, used to give recognition to donors and volunteers, build up credibility within your
community, find new individual donors and volunteers and most importantly raise awareness
of your group in the local community. There are several practices which can be followed for
the fund raising. Community fund raising is easy to organize but at the same time can hamper
the reputation of the company as well. There is legislation such as the Equality legislation,
the Gambling Act, Data Protection Act, and Health and Safety requirements that any group
holding an event that deals with the public should be mindful of.
2. Project scope:
2.1 Project objective
There are certain aspects need to be consider while defining the objectives of the
project as objectives must be measurable, specific and tangible. The project scope is to
construct a project plan for the charity event which includes the deliverables, milestones and
budget along with the word break down structure.
 Identify the key stakeholders which must be involved in the project.
 Construct the project timeline with appropriate dependencies.

 Construct the budget for the events.
 Encouraged guest’s interaction and cooperation enhancement
2.2 Deliverables:
Project deliverables defines the aspects which needs to be delivered according to the
requirement with proper quality. After identify the activities they are scheduled according to
the time and dependencies it is expected to complete. The project time line is separated in 5
phases as listed below:
 Planning phase.
 Requirement Collection phase
 Promotion phase
 Execution phase
 Closure phase
2.3 Late pre event phase
- Region management
- Arrange sitting plan
- Cleaning and Management plan
- Invitations deliveries administration
- Finalized the menu
- Acquiring equipment contractors.
- Mc scripts and Preparing run sheets
- Communications plan
Safety and Risk management plan
-

2.4 Milestones
A significant event in a project, which occurs naturally in a point of time that smarted
specific achievement during the planning, is known as Milestones. Milestones of a project
defines the key achievements which indicates the progression of the project.
1. Familiarize the stakeholder about the scale of the events.
2. Gather initial requirements
3. Promote the event
4. Execute the event
5. Closure report
2.5 Technical Requirements
Entertainment
• Live Dj or Jazz music set up
• Speaker and subs
• Light and spot light on the stage and dance floor
• Podium and Microphone set up and check
• Activities for guests to encourage more interaction among them
• Mc
• Sound and light technician

Food and Venue
• Make sure that the venue is big enough to accommodate 100 people
• Guests seating charts to be finalized
• Check for specific food allergies and preferences- vegetarian/halal/no beef
Cleanliness and hygiene
• Arranging proper smoking areas
• Professional and properly dressed waiters
• Clean restrooms
2.6 Limits and Exclusions
• Prior to the event, food allergies and preferences have to be made aware by all staff in
charge
• Venue operational hours is stable by the service provider
• Entertainment and food from outsource.
• Alcohol will be served throughout the event and will be more problematic to
guarantee guests wellbeing.
• Transport expenses is jeopardised to member arrangement
• Music may not like by every guests since one has own preference
• All participants should RSVP on time in order for the guest list to be finalized

3. Project priorities:
Accept: The cost estimation is planned while making some assumption which may vary from
the original expense report. The project can run over the budget depends on the
consequences.
Enhance: Enhancing the implementation of overall events and occasion. The level of delight
in the employees and representatives represents the level of accomplishment in terms of
performance. The execution and quality of the dinner should not be traded off.
Contain: Most of the objectives needs to be achieved properly as planned without any
negotiation. Consequences of time and budget overrun needs to be considered for the event.
Appropriate amount of time and budget allocation is necessary to complete the preparation
which has been concluded and would not change.
4. Timeline:
Task Name Duration Start Finish
Event planning 37 days Sun 25-11-18 Tue 15-01-19
Planning Phase 15 days Sun 25-11-18 Fri 14-12-18
Identify the scale of
the event 3 days Mon 26-11-18 Wed 28-11-18
Identify the venues
and service provieders 2 days Thu 29-11-18 Fri 30-11-18
Identify the
stakeholders 4 days Mon 03-12-18 Thu 06-12-18
Define budget
allocation 2 days Fri 07-12-18 Mon 10-12-18
identify the
promotional stratergies 2 days Tue 11-12-18 Wed 12-12-18
Doantion collection
plan 2 days Thu 13-12-18 Fri 14-12-18
familiarize the 0 days Sun 25-11-18 Sun 25-11-18

stakeholders about the
scale of the event
Gather Requiremnts 10 days Mon 26-11-18 Fri 07-12-18
select appropriate
venue for the event 3 days Mon 26-11-18 Wed 28-11-18
gather sponshersips 2 days Thu 29-11-18 Fri 30-11-18
Finalize the
promotional plan 2 days Mon 03-12-18 Tue 04-12-18
saftey and risk
measures 3 days Wed 05-12-18 Fri 07-12-18
Gather Requiremnts 0 days Fri 07-12-18 Fri 07-12-18
Promotion 10 days Mon 10-12-18 Fri 21-12-18
make flyer 2 days Mon 10-12-18 Tue 11-12-18
invite peoples 3 days Wed 12-12-18 Fri 14-12-18
secure equipment
contractors 2 days Mon 17-12-18 Tue 18-12-18
secure
communication
equipment
3 days Wed 19-12-18 Fri 21-12-18
Promote the event 0 days Fri 21-12-18 Fri 21-12-18
Execution 12 days Mon 24-12-18 Tue 08-01-19
ensure security entry 3 days Mon 24-12-18 Wed 26-12-18
Motivate the
participents 3 days Thu 27-12-18 Mon 31-12-18
Calculate total Fund 3 days Tue 01-01-19 Thu 03-01-19
Distributio of
advertisemnt 3 days Fri 04-01-19 Tue 08-01-19
Exexute the events 0 days Tue 08-01-19 Tue 08-01-19
Project Closure 5 days Wed 09-01-19 Tue 15-01-19
explore possibilites
for improvements 2 days Wed 09-01-19 Thu 10-01-19
Review on lession
learnt 1 day Fri 11-01-19 Fri 11-01-19
update and project
management plan 2 days Mon 14-01-19 Tue 15-01-19
Closure Report 0 days Tue 15-01-19 Tue 15-01-19
Control Meeting 36 days Mon 26-11-18 Mon 14-01-19
Control Meeting 1 1 day Mon 26-11-18 Mon 26-11-18
Control Meeting 2 1 day Mon 03-12-18 Mon 03-12-18
Control Meeting 3 1 day Mon 10-12-18 Mon 10-12-18
Control Meeting 4 1 day Mon 17-12-18 Mon 17-12-18
Control Meeting 5 1 day Mon 24-12-18 Mon 24-12-18
Control Meeting 6 1 day Mon 31-12-18 Mon 31-12-18
Control Meeting 7 1 day Mon 07-01-19 Mon 07-01-19
Control Meeting 8 1 day Mon 14-01-19 Mon 14-01-19

5. Work Breakdown Structure
A work break downs structure defines the structure of the work activities as it also
describe the effort and managerial sections which assist the manager to understand the project
more suitably. For the event planning is categorized into five different phases as planning,
gather requirement, promotion, execution, project closure along with meetings. Every phase
is also consist of several activities as shown in the diagram.
Event planning
Planning Phase
Identify the scale of
the event
Identify the venues
and service
provieders
Identify the
stakeholders
Define budget
allocation
identify the
promotional
stratergies
Doantion collection
plan
familiarize the
stakeholders about
the scale of the event
Gather Requiremnts
select appropriate
venue for the event
gather sponshersips
Finalize the
promotional plan
saftey and risk
measures
Gather Requiremnts
Promotion
make flyer
invite peoples
secure equipment
contractors
secure
communication
equipment
Promote the event
Execution
ensure security
entry
Motivate the
participents
Calculate total Fund
Distributio of
advertisemnt
Exexute the events
Project Closure
explore possibilites
for improvements
Review on lession
learnt
update and project
management plan
Closure Report
Control Meeting
Control Meeting 1
Control Meeting 2
Control Meeting 3
Control Meeting 4
Control Meeting 5
Control Meeting 6
Control Meeting 7
Control Meeting 8
6. Cost Estimation:
S/N Work package Unit Cost
1 Sponsoring 8,000 $
2 Site preparation and
Managerial plan
3,000 $
3 Advertisement distribution 3,000 $
4 Advertisement distribution 2,000 $
5 Clearance and maintenance 5,000 $
6 Safety and Risk concerns 4,000 $

7
Entrance fee
5,500 $
8 Practicing and Preparing scrip 6,000 $
Total expenditure = 33,500 $
7. Top down Estimate
The top down estimate is utilized by the upper level managemnt to estimate the total
expenses of the events. This approach is very useful when not much information is availavle.
The top managemet professions can deciede the spending plan fro the bottom procedure.
However, whena assigning the budget, extra cost can be applciable in this appraoch.

8. Bottom up Approach
The bottom up estimation works exactly opposite of the top down estimation here the budgets
are decided from the bottom and lower range management decides the budget. The
advantages of the approach is lower range management will be able to provide precise
estimation that involved in the project.
9. Time phrase Budget Graph
As shown in the graph, as the day come close to the event days the sum of expenses
increases. The total cost estimated for the project is near 33,500 dollar. The time phrase
budget explains the budget estimation in terms of time.

Weekly 1 2 3 4 5 6 7 8
0
5,000
10,000
15,000
20,000
25,000
30,000
35,000
40,000
Time Phrase Budget
Budget

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