SickKids Gala Project: Detailed Planning, Execution and Management

This project outlines the comprehensive plan for the SickKids Gala, a fundraising event for SickKids Hospital. The project includes an executive overview with a value proposition, detailing the 'who, what, when, where, and why' of the event, scheduled for October 21st. It covers venue selection, event layout, guest lists (including potential performers like Paul McCartney), catering, silent auction, marketing strategies, and volunteer management. The document presents a detailed timeline spanning eight months, including forming a committee, securing the venue, sending invitations, and finalizing event details. It also includes detailed budget considerations, menu options (including vegan and vegetarian choices), and potential additional charges for services like staffing and security. The project further defines requirements, identifies stakeholders (SickKids, patrons, project team), and provides a work breakdown structure, project plan, and risk assessment. It also addresses project monitoring, communication plans, and quality assurance, along with a discussion of lessons learned and future vision. The document incorporates various resources such as links to venue packages and pricing for performers, offering a practical guide for event management and execution.

SickKids Gala
5PM-12AM = 7 hours
Executive Overview/ Introduction & Value Proposition
- Summary (paragraph format)
- Who
- What
- When
- Where
- Why
Execution
● Date: Saturday, October 21 (8 months)
● Venue
○ Hospital Space?
○ Stage
○ Classy
○ Good Lighting
○ Seats
○ Indoor
○ Kitchen
○ Dressing rooms for special guests
● Event Layout
○ Cocktails and appetizers before dinner
○ Silent auction throughout the night
○ Seating and special speakers after cocktail hour
○ Followed by dinner and a concert
● Guests
○ Subscribers
○ Donors
● MC/host
● Performers
○ Special guest speakers (2)
○ Artists (3)
■ 1 headliner (Paul McCartney)
■ 2 local bands
● Food/Catering
○ Catering company waiters
○ Wine
○ Gourmet foods
● Silent Auction (all funds donated)
○ 10 items at high value
● Photographer
○ Videographer (1)

○ Photo taker (1)
● Decorations
○ Floral Arrangements
○ Table Cards
● Volunteers
○ Set up/tear down
● Marketing
○ SickKids Website
○ Support Groups
○ Social Media Promotions from headliners
○ Email invitations to subscribers/ donors
● Invitations
○ Special invitations (50)
● Music
○ Jazz
○ Classical Music
● Hotel Discounts for out of town guests
○ Hotel Recommendations
● Menu
○ Vegan
○ Vegetarian
○ Non-vegetarian
○ 3 courses
Importance of event
● Promote awareness
● Raise funds for sickkids hospital
● Fundraise: TBD
Time/Budget Overview
● Deadline: 8 months
● Budget: TBD
Benefit of our Project
● People who are passionate about the cause have a chance to get connected and
support the organization
Define Requirements
Stakeholders
● Customer
○ SickKids: receiving the money, to ensure that the name is associated with a
positive experience
● Project Users

○ Patrons/supporters: To provide the resources necessary to help SickKids
organization save lives
○ Patients: benefactors of SickKids
● Project Sponsor
○ CEO of SickKids: To approve project plans, time, scope and budget
● Project Team
○ Organizing team supporting Nancy: Amalia, Lenore Lang, Boyang
● Subject Experts
○ Special Speakers: providing information and spreading awareness about the
cause
○ Catering Employees: Using their serving knowledge to provide good service
○ Security: To ensure safety of guests and performers
● Project Manager
○ Nancy : Ensure successful completion of project
Complete the Business Case (identifying purpose and why the project should be approved)
Design the Plan
Work Breakdown Structure : TBD
1. Major elements of the project (what must be delivered to achieve success)
2. Define the product’s major deliverables
3. Decompose major deliverables to a level of detail appropriate for management
and control (can adequate estimates be developed at this level?)
4. Review and refine WBS until project stakeholders agree that project planning can
be successfully completed and that execution and control will successfully
produce the desired outcome
*Can each task be scheduled? Budgeted? Assigned?
Project Plan- For each activity, associate who is doing it? How long will it take? How much will it
cost and whether it depends on another task being completed?
A Project Budget – Detailed project costs and expected revenue
Responsibility Matrix- identifying different levels of stakeholder responsibility for each work
package
Build & Execute
● Discuss how you would monitor and control the project while it is underway (Highlight
your specific KPI’s, and monitoring system)
● Show the Communication Plan for what information each stakeholder requires
throughout the project
● Complete a Project Risk Assessment Form

Close the Project
● How will you test/ensure that the quality of the project meets stakeholder expectations
and success metrics?
● What is the long term vision for your project, and what steps can be taken now in order
to help with the next phase?
● What are the real-life lessons learned about project management that each team
member observed from participating in this assignment?
8 Months in Advance -Form a committee
-Set the date: October 21, 2017
-Look for rooms for out of town guests
-Hire an MC
-Develop a theme and invite speakers (parents or people
from the hospital?)
-Send out invitations to famous singers who could perform
-Hire a photographer/video
-Sponsorships (start thinking of who we would like to write
letters to
-Look for volunteers
6 Months in Advance -Confirm the venue
-Save-the-date communication
-Send out the invitations for sponsors
-Set print times for the program pamphlet
-Meet with the catering company to try different foods
-Meet with the venue manager and confirm the format,
menu, audio-visual equipment
-Look at flower arrangements
-Start advertisements
1 Month in Advance -Finalize the menu and floral arrangements
-50% deposit to venue (catering)
-Start keeping lists of people who have RSVP’d so far
2 Weeks in Advance -Give the hotel the estimated count of who will need a room
-Print the program pamphlet (wait until last minute to print
guest cards, there might be last minute RSVP)
1 Week in Advance -Check audio-visual aspects of the venue
Auction Items

Jewelry
- Necklace
- Bracelet
Paintings
- 2 paintings
Wine maker tour and tasting, (Niagara)
Technology
- Tablet (maybe an iPad)
Crystal Dishes
- 2 beautiful vases
Concert Tickets
- Someone everyone likes (SOMEONE)
Tickets to the Blue Jays Game (November 6, 2017)
● Performers
○ Special guest speakers (2): sent invitation to big donors to ask if they want
to give a speech
○ Artists (3)
■ 1 headliner ((Paul McCartney)) = $2000
■ DJ = $1000
Ways to invite a celebrity for event:
Contact celebrities through legitimate social media accounts or websites.
Investigate the platforms your celebrity uses.
Message the celebrity persistently but respectfully.
Write clearly and concisely in messages.
Message through several different platforms.
Participate in fan community events.
Wait patiently for a response
Reaching Celebrities through Their Agents, Managers, or Publicists
https://www.eventsource.ca/blog/14-toronto-bands-for-your-upcoming-event
Electric Blonde (e.g.)
Who is Electric Blonde? “We’re fun. We play good music. And we wear bowties that match your
event. What more could you ask for?” Fronted by the ultra-talented Lynzie Kent, who has been
nominated as one of

Toronto’s top female vocalists AND has had over 12 million views on YouTube (yes, you read
that right!), this band is high on energy and talent! One look at their song list and you know that
this group is here to rock your party. But fear not, if you don’t see that one special song – the
band just might add it to their arsenal.
Pricing: Starts at $4,500 (probable price) (from $1000 to $6000)
https://www.electricblonde.com/contact
Local jazz combos or acoustic bands may cost between $750 and $1500, while the
region’s most popular and exclusive party bands may cost $10,000 or more. On
average, most great dance bands for weddings or special events are likely to cost
between $2500 and $7500.
Book in advance and check their availability.
Red Wine:
SANTA CAROLINA Reserva Merlot - Colchagua Valley, Chile = $12.95 ( Steak.Short Ribs,Fish
Fillt)
BAROLO Terre Del Barolo Barolo – Iedmont Italy = $26.59 (great with Salmon)
RUFFINO Chianti Classico Riserva Ducale = $24.95 (Steak & lamb)
YELLO TAIL Shiraz – Australia = $22.95
White Wine:
JACKSON-TRIGGS “Proprietors’ Selection” Chardonnay - Niagara Peninsula, Ontario = $18.45

ROBERT MONDAVI “Woodbridge” White Zinfandel – California = $12.95 (great with soup)
DANZANTE Pinot Grigio - Delle Venezie, Italy = $15 (appetizer)
Gala Dinner Menus: = $100 (Not including Wine)
MENU: 1
Starters : Avocado & Shrimp Salad
Main Course: Roast Half Chicken and Bacon with Stuffing and Served with Red Wine Jus
Soups: Cream of Vegetable Soup
Desserts: Cream Filled Profiteroles With Chocolate Sauce
Cheesecake (Strawberry)
Fresh Pear Pavlova with Chocolate Sauce
Homemade Sherry Trifle
Wine: YELLO TAIL Shiraz – Australia = $22.95
MENU: 2
Starters: Egg Mayonnaise with Dressed Salad Leaves
Main Course: Roast Prime Sirloin of Beef with Yorkshire Pudding and Chasseur Sauce
Soups: Cream of Tomato & Basil Soup
Desserts: Cream Filled Profiteroles With Chocolate Sauce
Cheesecake (Strawberry)
Fresh Pear Pavlova with Chocolate Sauce
Homemade Sherry Trifle
Wine: RUFFINO Chianti Classico Riserva Ducale = $24.95 (Steak & lamb)
MENU: 3
Starters: Avocado & Shrimp Salad
Main Course: Roast Leg of Lamb with Mint Sauce
Soups: Seafood Chowder laced with Cognac
Desserts: Cream Filled Profiteroles With Chocolate Sauce
Cheesecake (Strawberry)
Fresh Pear Pavlova with Chocolate Sauce
Homemade Sherry Trifle
Wine:
Vegetarian Menu= $85 (Not including Wine)
MENU: 1
Starters: Egg Mayonnaise Cream of Vegetable Soup with Dressed Salad leaves
Main Courses: Vegetarian Lasagne and Seasonal Salad
Soups: Cream of Vegetable Soup
Desserts: Cream Filled Profiteroles With Chocolate Sauce
Cheesecake (Strawberry)
Fresh Pear Pavlova with Chocolate Sauce
Homemade Sherry Trifle

MENU:2
Starters: Fantail of Honeytail Melon with a Strawberry Coulis
Main Course: Garlic Polenta Gateau Plum Tomatoes
Soups: Cream of Tomato & Basil Soup
Desserts: Cream Filled Profiteroles With Chocolate Sauce
Cheesecake (Strawberry)
Fresh Pear Pavlova with Chocolate Sauce
Homemade Sherry Trifle
Additional Charges:
Supervisor Manager: $36/hr ($36 x 6hr = $216)
Serving Staff: $27/hr ($27 x 6hr x 15 = $2430)
On-Site Cook: $27/hr ($27 x 6hrs x 5 = $810)
On-site head Chef: $36/hr (36 x 6hr = $216)
Bartenders: $30 ($30 x 6hr x 2 = 360)
In-house sound and light technician: $500 plus Tax
Screen Package
(widescreen, HD projector, DVD player and VGA input for Computer: $350 plus tax
Security: $35/hr ($35 x 6hr x 8 guards = $1680)
Scan and Resound fee: Price subject to change Background $126.73 plus tax Dancing $253.45
plus tax
Coat Check: $350
Pin Spotting: $35 per light ($35 x 25 lights) = $875
Light, Camera, Action: $500 plus tax
Total: $8667.18 + $35,000 +
*50% for deposit 30 days prior to the event date*
Link for Arcadian Court package:
https://www.oliverbonacinievents.com/OBEvents/media/packages/arcadian/arcadian-events.pdf?
ext=.pdf
Link for The Eglington Grand “formal” package:
http://www.eglintongrand.com/wp-content/uploads/2016/08/eglinton-grand-formal-package.pdf
DEPOSIT
A deposit of the greater amount of 25% of the total contracted price or $5,000.00 is due upon
signing the function agreement.
FINAL PAYMENT
All payments must be RECEIVED IN FULL, SEVEN BUSINESS DAYS PRIOR TO EVENT.
Final invoice will include a damage deposit of $1500.00. Damage Deposit will be refunded post
event once inspection is completed and no damages are noted.