Organizing a Fundraising Event for Orphans: Project Plan

Objectives

Discuss about the Operation Management: Fundraising Event For A Renowned Charity.

This project is undertaken for a charity organization “Oman Charitable Organization (OCO)” situated in Oman. The organization has decided to organize an event to raise funds for supporting the orphans. The organization supports various projects and programmes for social welfare, children, orphans as well as disabled. It has been decided by the management that the event will be held on 24 September 2018 so this report comprises of plan for organizing the event starting from planning to execution and closeout. The objectives of the project has been defined in this report along with the identification of the team members that will be involved in the project. A Work Breakdown Structure has also been designed to show the work packages that will be involved in the project. The budget for the project has been estimated to be $777,020.00 considering from planning to close out of the project. The schedule being prepared for the project demonstrates that for organizing the event, there is a requirement of 116 days assuming that the planning begins on 07 May 2018. The risks has also been identified with help of a risk register for ensuring success of the project. The quality plan has been prepared to demonstrate how quality management will be done for the project so that quality is maintained and the desired outcomes are achieved from the project.

The objectives that has been determined from the SMART perspective in context to this particular project for organizing a fundraising event are demonstrated as below:

Specific: The event will be held to raise $1000000.00 for supporting the orphans so that they get the basic facilities required to lead a happier and healthier life.

Measurable: The Finance manager will be responsible for keeping track of the progress with the help of defined donation management tool so that the goal to achieve $1000000.00 can be measured.

Attainable: In the past events, a fund of $850000.00 has been raised which was according to the determined goals. The average donation size that was achieved from the past event was $10000.00 and almost 50 people donated in the last campaign. The organization have to commit hours of work as well as money so that the past estimated amount of figure is achieved from this event.

Relevant: This event will help to support the orphans so that they get their basic requirements for living a healthier and happy life. The orphans are being neglected or deprived of their basic rights so this fundraising event will help to support them so that they can stand on their own and become a part of the society.

Team Members

Time-Based: The event will held on a particular date but the raising of funds will continue as soon as the venue is being selected and the potential sponsors or donors are given invitation to participate in the event.

Team Members	Role
Business Analyst	This member is responsible for carrying out the business activities within the project. The major responsibility is to define the business case for the organization in context to the fundraising event.
Project Manager	This member is responsible for maintain the project activities starting from planning to accomplishment (Slack et al. 2009). The project manager has a major role to play in the project as this person is associated with almost every activity and scheduling them to ensure successful completion of the project.
HR Manager	The HR manager has the responsibility to manage the staffing required for execution of the project. The HR manager determines the staffing required and allocating them according to their skills and knowledge.
Event Manager	This person has the responsibility from planning to completion of the event (Maylor 2010). The Event manager will be accountable for every arrangements required to organize the event and ensuring successful opening of the event.
Marketing Manager	The Marketing manager has the responsibility of preparing the marketing plan and taking proper actions to spread awareness of the event. This person performs duties to attract sponsors and donors so that the fundraising event becomes a huge success.
Designer	The Designer has the responsibility to make decorations and organizing the venue in which the event will be held. This person is responsible for carrying out the activities that will ensure satisfaction of the sponsors and donors participating in the event.
Consultant	This Consultant is responsible for providing consultations about the required resource such as for printing, catering or other services so that the suitable contenders are selected.
Technical Lead	This person is responsible for making the technical arrangement for the event such as developing a website, preparing social media blogs to spread awareness about the event.
Caterer/Vendor	This person is responsible for delivering the food arrangements as well as refreshments for the guests that will be taking part in the event.
Finance Manager	The Finance manager has the responsibility of supervising the financial aspects of the project as well as business. Further, this person has to handle and maintain the financial transactions that will occur before or during the event.
Security Advisor	This person will undertake the duties required to ensure security in the event and making necessary arrangements so that the guests of the event feel safe and secure.

Task Name	Duration	Start	Finish	Key Deliverables
Planning phase	108 days	Mon 07-05-18	Wed 03-10-18	· Preparing the objectives · Determining feasibility of the event · Identifying the potential sponsors or donors · Planning for venue to host the event · Selection of venue · Planning for providing refreshments to guests · Estimation of budget for the project
Management of donations	27 days	Tue 28-08-18	Wed 03-10-18	· Contacting the donors · Storing of donations · Management of financial transactions
Management of attendance	2 days	Thu 04-10-18	Fri 05-10-18	· Checking invitations · Checking ticket sales
Marketing plan	4 days	Mon 08-10-18	Thu 11-10-18	· Defining the materials required for marketing · Identifying suitable print media
Execution phase	17 days	Mon 03-09-18	Tue 25-09-18	· Arrangement of entertainment and refreshments · Hosting of event · Cleaning up the venue
Closure phase	14 days	Wed 26-09-18	Mon 15-10-18	· Thanking the donors · Printing project success · Reviewing fiscal audit · Documentation of lessons learnt

Activity List

Activity No	Task Name
0	Fundraising event project plan
1	Planning phase
1.1	Preparing the objectives
1.2	Evaluating compliance requirements
1.2.1	Reviewing policies of the charitable organization
1.2.2	Determining feasibility of the event
1.3	Defining the theme for event
1.4	Arrangement of Sponsorships and Donation
1.4.1	Identification of potential sponsors and donors
1.4.1.1	Discussion on venue
1.4.1.2	Recruitment of staffs
1.4.1.3	Arrangement for Consultation
1.4.1.3.1	Designing
1.4.1.3.2	Setup of social media and website
1.4.1.4	Discussion on refreshments
1.4.1.5	Merchandising
1.4.1.5.1	Reviewing the merchandising policies
1.4.1.6	Developing the main attractions of event
1.5	Planning for venue
1.5.1	Defining the criteria for venue
1.5.1.1	Capacity and seating arrangements
1.5.1.2	Requirements for special access
1.5.1.3	Furnishings and amenities
1.5.1.4	Telecommunication arrangements
1.5.1.5	Security arrangements
1.5.2	Identification of potential venues
1.5.3	Selection of venue
1.5.3.1	Securing necessary permits
1.5.4	Designing the Venue
1.5.4.1	Identification of design team
1.5.5	Planning for refreshments
1.5.5.1	Determining the menu
1.5.5.2	Selection of items
1.5.5.3	Finalizing the menu
1.5.5.4	Identification of potential caterer or vendor
1.5.5.5	Selection of suitable caterer or vendor
1.6	Preparing plan for communications
1.7	Budgeting
1.7.1	Costs for staff
1.7.2	Costs for Venue
1.7.2.1	Rental charges
1.7.2.2	Designing the Venue
1.7.3	Arrangement of Entertainment
1.7.4	Arrangement of Refreshments
1.7.5	Arrangement for Marketing
1.8	Scheduling the required arrangements
1.9	Preparing marketing plan
1.10	Preparing staffing plan
1.11	Developing the business case
2	Management of donations
2.1	Contacting the potential donors
2.2	Defining the tool for donation tracking and management
2.3	Obtaining donations
2.4	Storage of donations
2.4.1	Financial transactions
2.4.2	Physical donations
3	Management of attendance
3.1	Checking invitations
3.2	Checking ticket sales
4	Marketing plan
4.1	Defining the marketing materials and venue
4.1.1	Print, radio, www, social media, email
4.2	Identifying design consultant
4.3	Identifying print consultant
5	Execution phase
5.1	Establishment of Setup
5.1.1	Decorations
5.1.2	Arranging food
5.1.3	Arranging special events
5.2	Opening of the Event
5.3	Cleaning up the venue
6	Closure phase
6.1	Thanking and providing Tax letter to donors
6.2	Preparing success article of the project
6.2.1	Printing media version
6.2.2	Publishing updates in social media and website
6.3	Review of Fiscal audit and sign-off
6.4	Documenting lessons learnt

Critical Path

The list below demonstrates the activities in the project that are on critical path:

WBS	Task Name
0	Fundraising event project plan
1	Planning phase
1.1	Preparing the objectives
1.2	Evaluating compliance requirements
1.2.1	Reviewing policies of the charitable organization
1.3	Defining the theme for event
1.4	Arrangement of Sponsorships and Donation
1.4.1	Identification of potential sponsors and donors
1.4.1.1	Discussion on venue
1.4.1.2	Recruitment of staffs
1.4.1.3	Arrangement for Consultation
1.4.1.3.1	Designing
1.4.1.3.2	Setup of social media and website
1.4.1.4	Discussion on refreshments
1.4.1.5	Merchandising
1.4.1.5.1	Reviewing the merchandising policies
1.4.1.6	Developing the main attractions of event
1.5	Planning for venue
1.5.1	Defining the criteria for venue
1.5.1.1	Capacity and seating arrangements
1.5.1.2	Requirements for special access
1.5.1.3	Furnishings and amenities
1.5.1.4	Telecommunication arrangements
1.5.1.5	Security arrangements
1.5.2	Identification of potential venues
1.5.3	Selection of venue
1.5.3.1	Securing necessary permits
1.5.4	Designing the Venue
1.5.4.1	Identification of design team
1.5.5	Planning for refreshments
1.5.5.1	Determining the menu
1.5.5.2	Selection of items
1.5.5.3	Finalizing the menu
1.5.5.4	Identification of potential caterer or vendor
1.5.5.5	Selection of suitable caterer or vendor
1.6	Preparing plan for communications
1.7	Budgeting
1.7.1	Costs for staff
1.7.2	Costs for Venue
1.7.2.1	Rental charges
1.7.2.2	Designing the Venue
5	Execution phase
5.1	Establishment of Setup
5.1.1	Decorations
5.1.2	Arranging food
5.1.3	Arranging special events
5.3	Cleaning up the venue
6	Closure phase
6.1	Thanking and providing Tax letter to donors
6.2	Preparing success article of the project
6.2.1	Printing media version
6.2.2	Publishing updates in social media and website
6.3	Review of Fiscal audit and sign-off
6.4	Documenting lessons learnt

WBS	Task Name	Duration	Cost
0	Fundraising event project plan	116 days	$777,020.00
1	Planning phase	108 days	$666,900.00
1.1	Preparing the objectives	2 days	$1,040.00
1.2	Evaluating compliance requirements	4 days	$1,520.00
1.2.1	Reviewing policies of the charitable organization	2 days	$1,040.00
1.2.2	Determining feasibility of the event	2 days	$480.00
1.3	Defining the theme for event	3 days	$1,440.00
1.4	Arrangement of Sponsorships and Donation	23 days	$12,760.00
1.4.1	Identification of potential sponsors and donors	23 days	$12,760.00
1.4.1.1	Discussion on venue	2 days	$960.00
1.4.1.2	Recruitment of staffs	5 days	$2,200.00
1.4.1.3	Arrangement for Consultation	8 days	$7,440.00
1.4.1.3.1	Designing	3 days	$840.00
1.4.1.3.2	Setup of social media and website	5 days	$6,600.00
1.4.1.4	Discussion on refreshments	2 days	$960.00
1.4.1.5	Merchandising	2 days	$400.00
1.4.1.5.1	Reviewing the merchandising policies	2 days	$400.00
1.4.1.6	Developing the main attractions of event	4 days	$800.00
1.5	Planning for venue	42 days	$63,040.00
1.5.1	Defining the criteria for venue	17 days	$54,480.00
1.5.1.1	Capacity and seating arrangements	2 days	$720.00
1.5.1.2	Requirements for special access	2 days	$640.00
1.5.1.3	Furnishings and amenities	3 days	$15,600.00
1.5.1.4	Telecommunication arrangements	4 days	$20,800.00
1.5.1.5	Security arrangements	6 days	$16,720.00
1.5.2	Identification of potential venues	2 days	$400.00
1.5.3	Selection of venue	7 days	$3,360.00
1.5.3.1	Securing necessary permits	7 days	$3,360.00
1.5.4	Designing the Venue	4 days	$1,440.00
1.5.4.1	Identification of design team	4 days	$1,440.00
1.5.5	Planning for refreshments	12 days	$3,360.00
1.5.5.1	Determining the menu	2 days	$400.00
1.5.5.2	Selection of items	2 days	$960.00
1.5.5.3	Finalizing the menu	1 day	$200.00
1.5.5.4	Identification of potential caterer or vendor	5 days	$1,400.00
1.5.5.5	Selection of suitable caterer or vendor	2 days	$400.00
1.6	Preparing plan for communications	3 days	$20,600.00
1.7	Budgeting	27 days	$561,100.00
1.7.1	Costs for staff	2 days	$13,300.00
1.7.2	Costs for Venue	11 days	$516,800.00
1.7.2.1	Rental charges	1 day	$500,200.00
1.7.2.2	Designing the Venue	10 days	$16,600.00
1.7.3	Arrangement of Entertainment	5 days	$15,000.00
1.7.4	Arrangement of Refreshments	4 days	$15,000.00
1.7.5	Arrangement for Marketing	5 days	$1,000.00
1.8	Scheduling the required arrangements	3 days	$720.00
1.9	Preparing marketing plan	6 days	$1,200.00
1.10	Preparing staffing plan	4 days	$1,920.00
1.11	Developing the business case	3 days	$1,560.00
2	Management of donations	27 days	$8,120.00
2.1	Contacting the potential donors	10 days	$2,800.00
2.2	Defining the tool for donation tracking and management	4 days	$2,720.00
2.3	Obtaining donations	6 days	$1,200.00
2.4	Storage of donations	7 days	$1,400.00
2.4.1	Financial transactions	3 days	$600.00
2.4.2	Physical donations	4 days	$800.00
3	Management of attendance	2 days	$32,240.00
3.1	Checking invitations	1 day	$16,120.00
3.2	Checking ticket sales	1 day	$16,120.00
4	Marketing plan	4 days	$6,640.00
4.1	Defining the marketing materials and venue	3 days	$5,600.00
4.1.1	Print, radio, www, social media, email	3 days	$5,600.00
4.2	Identifying design consultant	2 days	$640.00
4.3	Identifying print consultant	2 days	$400.00
5	Execution phase	17 days	$50,240.00
5.1	Establishment of Setup	15 days	$34,360.00
5.1.1	Decorations	7 days	$2,520.00
5.1.2	Arranging food	3 days	$15,840.00
5.1.3	Arranging special events	5 days	$16,000.00
5.2	Opening of the Event	1 day	$12,980.00
5.3	Cleaning up the venue	2 days	$2,900.00
6	Closure phase	14 days	$12,880.00
6.1	Thanking and providing Tax letter to donors	2 days	$560.00
6.2	Preparing success article of the project	6 days	$9,920.00
6.2.1	Printing media version	3 days	$4,200.00
6.2.2	Publishing updates in social media and website	3 days	$5,720.00
6.3	Review of Fiscal audit and sign-off	4 days	$1,920.00
6.4	Documenting lessons learnt	2 days	$480.00

Risks	Frequency	Probability	Impact	Ranking	Mitigation strategy
Accidental fire	Rare	Low	High	5	Making arrangement for proper fire extinguishing tools and installing hose reel. Installation of automatic fire sprinklers and fire detectors along with suitable fire exit.
Lack of safety procedures	Rare	Moderate	Moderate	4	Implementing proper safety precautions to ensure guests do not get hurt or feel unsafe during the event.
Risks associated with security	Possible	High	High	1	Installing proper surveillance instruments to track the movement of guests or other people in the event. Implementing security officials at all entry and exit points of the venue.
Lack of technical expertise	Possible	Medium	Low	5	Proper training have to be provided to the staffs recruited for the event so that they are aware of the technical equipment that will be used in the event.
Issues with procurement of required materials	Possible	High	High	1	The procurement have to be handed over to a specific person so that handling of required materials can be carried out successfully.

The quality plan that has been developed in context to this fundraising event project for Oman Charitable Organization comprises of a checklist for ensuring the quality of the outcomes is maintained.

Project: Fundraising event for Oman Charitable Organization				Date: 24 September 2018
	Verification
Item	Yes	No	N/A	Comments
Checking of quality standards being maintained by the venue owner	Yes			The necessary requirements are available in the venue such as electricity and water.
Checking of food quality to be offered to the guests	Yes			The quality of food or materials are checked at the time of procurement.
Making sure of identity of the members	Yes			Providing uniforms to the staffs of the event.
Ensuring that tickets and invitations are printed on time	Yes			Checking the printed tickets and ensuring procurement on time.
Contacting the sponsors or donors on time	Yes			Communicating with the potential sponsors or donors.
Ensuring that invitations are sent to guests on time		No		Sending the required invitation to guests on time.
Ensuring that proper entertainment arrangements are done	Yes			Making arrangements for entertainment of guests including special events and social event events.

Conclusion

This project has been undertaken for Oman Charitable Organization which has decided to organize a fundraising event for supporting the orphans so that they can lead a normal life in the society. From the developed plan, it can be said that the project will be require 116 days to complete beginning from planning to close out stage. The estimated budget for the project is $777,020.00 which will in turn help the organization to raise a fund of $1000000.00 so that they can support the orphans. The event will be a great success if the project is carried out according to developed plan and the budget is managed efficiently. The risks has also been identified along with quality checklist for ensuing success and quality of outcomes from the project.

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Project team roles

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