Fundraising Charity

Project Management

GBA 637

Charity Fundraising Project
Team Exercise #2

Feb 1, 2007

Team members:

Paul Brodhead

Imad Feghali

Malcolm Oliver

Philip Tsang

Executive Summary

This Executive Summary briefly outlines the contents of the “Spring for Life” charity fundraising effort, which includes a deliverables, milestones, technical requirements, limits exclusions, WBS, project schedule, time phased budget, organization chart and risk management plan.

Objective

To host a dinner dance charity party for 80 couples with a jazz theme in May 2007 and maintains a financial breakeven result.

Assumptions

• Quote from sponsors, vendors and suppliers are accurate with prompt delivery date committed.

Deliverables

• A dinner party for up to 80 couples around Pomona area before end of May 2007.
• A completed financial statement with collected funds ready for consortium
• Dance party entertainment includes MC and band performance
• Raffle ticket drawing and prizes
• Charity information announcement

Milestones

• Fraternity volunteers secured
• Event Finance account
• Invitation and dinner ticket sale.
• Raffle tickets
• Event facility
• Entertainment package
• Catering/Bar package
• Charity Donation

Technical Requirements

• All local municipal codes must be met.

• Party noise level and duration must be within city law
• Number of participant is within city building fire code for maximum person within facility

Work Breakdown Structure (WBS)

1. Charity Dinner Dance Party

1. Support Staff
   

1. Fraternity volunteers team formation

1. Fraternity team leaders meeting
2. volunteers signup and meeting

1. Fraternity action plan
2. Staff deployment

1. Staff event assignment

1. Staff release

1. Staff wrap up meeting

1. Finance report
   

1. Event money account setup

1. Designate and authorize personnel for event financial matters

1. Weekly account balance update report

1. Maintain current account balance
2. Maintain project financial health

1. Account audit and termination

1. Transaction audit
2. Final finance statement
3. Money account closure

1. Invitation / Dinner Ticket Sales
   

1. Create invitation list and advertising details
2. Design / Print invitation package and advertising material
3. Dinner ticket price review
4. Design / Print dinner ticket package
5. Promotion

1. Distribute dinner party invitation to volunteers
2. Advertising deployment

1. Ticket Sale

1. Ticket sale and money collection

1. Ticket Sale Progress Review

1. Collect and report ticket sale
2. Sale progress review

1. Raffle Ticket

1. Determine Raffle winner prize and ticket prize
2. Design and print raffle tickets
3. Raffle sale

1. Raffle ticket sale and money collection

1. Raffle prizes acquisition
   
   

1. Facility

1. Facility selection and reservation

1. Event facility candidate selection
2. Facility reservation

1. Site preparation

1. Event hardware on-site deployment
2. Site decoration

1. Site Usage and Cleanup
   

1. Entertainment

1. Theme selection

1. Event theme study and selection

1. MC

1. Interview and hire
2. Service delivery

1. Live Band

1. Interview and hire
2. Service delivery

1. Catering and Bar

1. Catering

1. Catering service selection
2. Catering dinner menu determination
3. Catering reservation
4. Service delivery

1. Bar

1. Bartender reservation
2. Drink, liquor material acquisition
3. Service Delivery

1. Sponsorship

1. Identify and inquire event sponsors
2. Confirm sponsorship commitment
3. Secure loan from fraternity consortium
4. Collect funds or sponsored material from sponsors

1. Onsite Event

1. Raffle setup

1. Raffle drawing
2. Prize distribution

1. Charity Reception Table

1. Setup
2. Service delivery

1. Dinner Dance Party
2. Donation Collection

Critical Milestone