Fund Raising for the Event Planning

Question: Describe about the Report for Fund Raising for the Event Planning? Answer: Project plan for your Event Background including scope and objectives Organizing an event needs high and considerable planning and hard work. This report will be helpful in demonstrating a wide range of issues that need to be considered and resources available that could assist in formulating the successful occasion (Allen 2009). This fundraising event will be mainly organized for raising the money for non-profit organizations. During this event, a party will be organized having performances, foods, silent auction, donations as well as raffle tickets (Allen 2009). The NGO is mainly to support children having PKU disorder and the one who requires education (Wolf, Wolf and Levine 2005). The aim of this event is to raise the awareness about PKU among children and raise money for the NGO (Van and Wagen 2010). Scope Thisproject will support in raising the funds for the NGO, who are in this field to raise the awareness about disorders among children (Allen 2009). This project will be mainly fundraising project, in which an auction will take place with gifts that will be auctioned out in this event (Van and Wagen 2010). Along with this, there will also be raffle tickets, performances, Italian and Mexican food, and music as well as a photo booth to make the event more exciting and fun (Van and Wagen 2010). This event will also include photographer, host, CEO who will be attending as well as speaking about the disorder and its effect on the children (Van and Wagen 2010). Objectives To meet the set budget and attain profit targets Create the event that is organized as well as executed effectively Raise the awareness about the disorder and collect funds for the activities that will be done for the betterment of children (Van and Wagen 2010). Research and Information Sources Before organizing the event, research can be conducted that could evaluate the likelihood of the success (Richardson 2014). This is undertaken by analyzing as well as investigating various other similar events that are held in UK. The research conducted was mainly to understand about the event in the context of community acceptance and participation of audiences (Richardson 2014). Through this research process, it becomes easy to set up the validity of the NGO event audiences. Then only, it becomes easy to move with planning the event with full confidence, implementation, and facilitation in the appropriate way (Richardson 2014). Public and community consultation- Consulting with the businesses and residents in the event venue vicinity can help in smooth running of the event (Damster and Tassiopoulos 2005). This is mainly significant if the event directly impacts the business (Damster and Tassiopoulos 2005). Planning committees or organizing groups- It is significant to set up committee with identifying the roles and responsibilities or either to share the workload with all the professional staff (Damster and Tassiopoulos 2005). Relying on the scope and nature of the event, one can seek the services of the company to help in planning and managing the event or in some elements of the event (Dowson and Bassett 2015). This process can apply pre-determined fees. NGO can even take the assistance of external organization for managing the event, and this can never reduce NGO responsibility to meet the obligations (Dowson and Bassett 2015). Budget for the Project To plan successfully for the event, one needs to have a comprehensive and accurate budget. Income- As ticketing is the best way of controlling the crowding, NGO can consider ticketing process, which includes advanced sales of ticket or ticket purchasing on the day of the event (Dowson and Bassett 2015). It is important that NHO event management should address whether the tickets are pre-sold or either sold at the gate; description about copy of the ticket and information offered through the ticket is imparted about the event (Dowson and Bassett 2015). Sponsorship- Sponsorship is the other way of collecting funds for the event, and the same can contribute to event success (Capell 2013). Therefore, seeking the sponsorship through the business can be quite time-consuming, if the firm is not strategic in its approach (Dowson and Bassett 2015). NGO will shortlist those sponsors, who are in the field of healthcare like hospitals and healthcare institutions or either government organizations. Through researching on sponsors guidelines for sponsorship, it can become easy to align the approach (Dowson and Bassett 2015). For dealing with the sponsors, NGO will appoint the manager, who will be responsible for dealing with sponsors and ensure that it can impact the event in the best possible way (Dowson and Bassett 2015). Funding programs of the local Council- UK council values the art, culture, event contribution; a sit can make them a dynamic, holistic and diverse community (Carter 2013). All these aspects will be documented in the plan of cultural services (Carter 2013). Seeking the funds through council is beneficial as it can help in a different range of engagement opportunities and public entertainment by its programs like attraction event program, contribution program of art and culture, and contribution program of festival and event (Carter 2013). In the fundraising event, the budget set will be around 300000; that will be raised by holding a raffle, in which target is to sell more than 70000 tickets at 1 each. Funds will also be raised through a street collection that can reach to around 200000, and then celebrity dinner that can sell around 100 tables at 300 (O'Toole and Mikolaitis 2002). A summary of the target market for the Event The target market for fundraising event will be UK, in which target audiences will be children who are suffering from the PKO disorder (Stevens, Loudon and Wrenn 2006). This event will be organized to raise funds so that better treatment could be given to children. This event will also target the parents, to create awareness about this issue (Winston, Stevens, Loudon, Migliore and Williamson 2013). Project Management tools and techniques including schedules, outcomes, and deliverables The project plan on fundraising team will involve the use of few project management tools like project procurement plan (Bowdin, Allen, Harris, McDonnell and O'Toole 2012). In this plan, all the items required to be procured for the event to become successful will be collected (Winston, Stevens, Loudon, Migliore and Williamson 2013). The Project Manager will work with members of the team to explore all items required to be procured. The team will, later on, review the list of procurement for submitting it to the contracts and department of purchasing (Winston, Stevens, Loudon, Migliore and Williamson 2013). Vendor Agency Cost Medium Quality High Delivering on time High Comparison between in-sourcing and outsourcing There is no availability of in-sourcing services Past performance Good review Another tool involves vendor management, in which project manager will be responsible for all activities, and he will conduct all meeting weekly with vendors and work team (Winston, Stevens, Loudon, Migliore and Williamson 2013). Project NGO Scope All in scope Cost $300 Schedule Date of the event Auditor Senior member of Team What all activities going well Performer and DJ on time Other N/A Project Team Management and Structure Project on fundraising event for NGO will formulate the project team, who will be responsible for carrying out all activities of project (Damm 2011). The Project Manager will be responsible for selecting team members in the group. Some of the members who worked as a volunteer were formed as an event team (Damm 2011). They even conducted event meetings as well as conference to ensure good communication. When the complete team will be managed and coordinated by the members, of the team, they will be given with feedback in the team (Damm 2011). The project will be segregated in the members and its baseline supported in project completion (Damm 2011). Project Communication and Stakeholder Management Project Communication Stakeholder Data Method Timing Members Project team members Internal meetings through phone call/email and web meetings Three times in a week Consumers Audience and children Email, social media or through verbal communication 2 times in a week Performers Dance Academy, DJ, and singers Non-verbal communication Weekly Staff and volunteers Volunteers of team Verbal communication and email 1-2 times in a week Sponsors Message, Yoga, healthcare expert Reports, meetings, and emails weekly Stakeholder Management In the fundraising event, the stakeholders will be identified, and their power, influence and interest will be explored. In stakeholder register, stakeholders will be categorized and then analyzed (Allen 2010). Key Category of stakeholders Power between 1-5 Interest between 1-5 A Client 1 5 B Governance 5 5 C Provider 2 3 D Influencer 3 4 Matrix of stakeholders Stakeholder Concern Quadrant Strategy Governance Ensure that project is properly managed and proper execution of event Main players Communicate specifications of project Client Require to understand the event schedule Less efforts Communicate schedule of event Provider Ensure timely delivery as per procurement plan Informed Frequent updates and plan development for alternative supply Influencer Might hold variant opinion on event programming Satisfied Communicate about updates of projects Risk Management Plan Before starting the event, it is important to formulate an informed assessment of all the expected risks as well as opportunities related to the event (Holman, Devane and Cady 2007). By conducting careful analysis, it can become easier to explore the potential threats that could pose the risk involved in the event (Holman, Devane and Cady 2007). It is expected from NGO that they should include various services, in their event such as venue managers, emergency services and officer for risk assessment (Winston, Stevens, Loudon, Migliore, Yow and Bowden 2013). The meeting of risk assessment should be organized and attended by main stakeholders that should ensure that all the possible risk, as well as opportunities, are explored and properly managed (Winston, Stevens, Loudon, Migliore, Yow and Bowden 2013). This could be well documented in the risk management plan that permits in reducing the risk and all the opportunities running in the event (Winston, Stevens, Loudon, Migliore, Yow and Bowden 2013). Risk Response Cause Category Decoration There are chances that event decoration doesnt get finish on time Props availability Risk of organizing the event Audience Count There are chances that audiences doesnt come Required marketing not done External risk Performers There are chances that DJ or other artist dont come Busy season of holidays Risk of organizing Sponsors There can be chance that promises are made to honor the vouchers Business uncertainty External risk/project management risk Evaluation and Control of your Project The project will be monitored and evaluated as per the project development lifecycle. Its the responsibility of project manager to check, whether all the set requirements of the project are fulfilled or not (Bladen, Kennell, Abson and Wilde 2012). The project manager will try to monitor the performance of every team members, to analyze that the entire allocated task are completed within the set budget (Bladen, Kennell, Abson and Wilde 2012). The project manager will also ensure that stakeholders are satisfied, and their suggestions are included in the completion of the project (Tum, Norton and Wright 2006). After the project plan is completed, the project manager will be responsible for marketing the plan, so that people could be made aware of the event as well as the cause of the event (Wrenn and Mansfield 2014). The marketing of the event will be done through various sources like newspapers, television, and social media or through magazines so that more and more people could be att racted towards the event and more funds could be raised by NGO (Sharma 2005). Marketing is the important way to attract more people and generating more profitability for imparting the service (The Staff of Entrepreneur Media 2015). Once the project activities are completed, it is important that alternative plan should be prepared in case some unexpected issues might occur (Getz 2005). References Allen, J. 2009. 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