Project Charter for the "Raise for Buds" Event

Introduction
The "Raise for Buds" event is an opportunity to promote the community engagement, raise

awareness and funds for those girls in need. Activity, entertainment and fundraising will be rolled

into one day to help promote engagement among the participants involved in supporting girls.

This document details the project scope, stakeholders, schedule, milestones, budget and potential
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Project Charter for the "Raise for Buds" Event

risks that are likely to be encountered of organizing this event. This project charter will be used

as an executive plan to guarantee the successful of the event.

Project Scope Statement

The “Raise for Buds” event is focused on community engagement through various activities in

aid to help girls in need. The event will have a charity run, live auction and concert by local

entertainers. This work will continue to support efforts tied to girls in need and promote

community engagement.

Project Justification: It is important to continue servicing girls within our community. This event

aims to raise awareness about the distinct issues and needs important in fostering girls, while at

the same time raising funds for community projects and services that help do just that. Desired

results include raising awareness, participation of local businesses and community members.

Project Goals & Objectives:

Goals:

 Create awareness to support girls in the community.

 Get 300 people to run.

 Make $20,000 from the charity auction and sponsorships.

Objectives:

 Execute a 5K fundraising run.

 Hold a silent auction for local business donations.

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Project Charter for the "Raise for Buds" Event

 Have a local concert with 4 performers to entertain intermediary visitors.

 Run marketing lists to promote both attending the event and sponsoring.

Project Requirements:

 The following requirements must be met to ensure the event’s success:

 Secure a venue capable of hosting up to 500 attendees.

 Build a campaign (online and onsite) to market the event across multiple touch points.

 Engage the local sponsors and cover event cost including venue, marketing and performer

fees.

 Recruit minimum 40 volunteers to help with event logistics.

Project Scope Description: The project scope includes the planning, execution, and post-event

analysis of the "Raise for Buds" event (Usmani, 2023). This includes organizing and overseeing:

In-Scope:

 All logistical arrangements (venue, permits, marketing, staffing).

 Development of marketing materials: social media and public relations efforts.

 Volunteer recruitment, training, and management.

 The execution of the event activities: run, charity auction, and concert.

 Post-event financial and impact review reporting.

Out-of-Scope:

 Additional fundraising activities that are not related to the event.

 Follow-up events or campaigns outside the scope of the planned event date.
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Project Charter for the "Raise for Buds" Event

Project Constraints:

 Time: The event must occur on October 20, 2024; Fixed planning window.

 Budget: The total costs of the project limited to $8,800; budgeted for based on anticipated

sponsorships and donations.

 Resources: Up to 40 volunteer staff, performers and auction items can be obtained in time.

Project Assumptions:

We have made a few assumptions to continue planning:

 Local businesses may be willing to help sponsor, or donate auction items.

 The community will be actively involved in marketing and attend events.

 The activity is depends on the weather - indoor possibilities back up.

Project Deliverables:

The following deliverables are expected as part of the "Raise for Buds" event:

 A fundraising run with a target of 300 participants.

 A charity auction with donations from 10 local businesses.

 A concert gathering 4 local performers.

 A marketing campaign to promote the event across various digital platforms.

Project Stakeholders
Stakeholders are the individuals, groups, and organizations that have an interest or role in the

project's outcome (Martins, 2024). Identifying key stakeholders is important to manage their
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Project Charter for the "Raise for Buds" Event

expectations and ensure the project runs smoothly (Deborah, 2003). This section outlines the

major stakeholders involved in the "Raise for Buds" event and their roles and responsibilities.

Stakeholder Role Responsibilities Involvement

Event Organizer Project Manager Coordinate event, Leads planning,

manage execution, and post-

stakeholders, and event reporting; key

ensure objectives decision-maker.

are met.

Volunteers Event Support Manage logistics, Recruited and

Team registration, crowd trained before the

control, and clean- event; active on

up. event day.

Sponsors Financial and In- Provide funds and Engaged for

Kind Support auction items funding and

branding.

Participants Run and Auction Participate in Engaged through

Attendees fundraising and marketing; involved

auction activities. on event day.

Performers Entertainers Perform at the Perform and

concert and help promote the event.

promote the event.

Admin Coordinator Venue and Event Oversee venue, Active from

Setup equipment, and planning through

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Project Charter for the "Raise for Buds" Event

vendor execution

management.

Finance Team Budget and Track expenses, Active throughout

Financial manage donations, the project;

Management and auction monitors budget

proceeds. and manages funds.

Reporting Team Data and Gather data and Involved after the

Performance provide post-event event to evaluate

Analysis reporting. success and report

outcomes.

Stakeholder Involvement for “Raise for Buds”

Project Milestones

Project milestones are valuable to keep controlling and timely supply of components. In this

section, we detail the major milestones that will drive project progression and serve as

checkpoints to assess progress.

Key Milestones:

 Finalized Event Concept: September 1, 2024 finalize the event concept, including

activities and goals

 Book and confirm event venue: By September 15, 2024

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Project Charter for the "Raise for Buds" Event

 Sponsorship check: By September 30, 2024

 Volunteer Recruitment: Conduct recruitment by October 04, 2023.

 Execution of Event: The event would be conducted on October 20,2024.

 Post Event Reporting: Review success and submit report by November 1, 2024.

Project Budget
Item Estimated Cost

Venue and Equipment Rental $2,800

Flyers, Ads, etc. $800

T-shirts, meals for Volunteers $500

Performers' Fees $3,000

Total Estimated Cost $7,100

Potential Funding Sources:

Source Estimated Contribution

Sponsorships (Local businesses, $10,000

partnerships)

Grants $2,500

Donations (Community members, event $4,000

attendees etc.)
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Project Charter for the "Raise for Buds" Event

Project Risks
Risk Likelihood Impact Mitigation

Strategy

Low Attendance Medium High Offer early bird

registration

discounts

Bad Weather Medium High Secure a backup

indoor venue and

rent tents for

outdoor activities.

Sponsor Low High Maintain smooth

Withdrawal communication;

have plan B

funding from

donations.

Equipment Low Medium Test equipment

Failure early; arrange

backup equipment.

Risk Management Plan

 Identify Risks: Brainstorm, gather risk and document in an Excel sheet Risk Register.
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Project Charter for the "Raise for Buds" Event

 Analyze Risks: Determine probability and impact, categorizing risks as high, medium or

low. Prioritize the most impactful risks.

 Risk Responses:

 Avoidance: marketing in the beginning to avoid no attendance.

 Mitigation: Alternate indoor/outdoor backup location for inclement weather.

 Transfer: Ensure more than one sponsor to avoid only means of external support stopping

helping

 Acceptance: Extra volunteers for potential no-shows.

 Monitor and Control: Review in regular meetings and check ins and track the

effectiveness of responses. Update strategies as needed.

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Project Charter for the "Raise for Buds" Event

Reference
Pmp, F. U. (2024, January 6). Project Scope Statement: A Guide with Example & Template | PM

Study Circle. PM Study Circle. https://pmstudycircle.com/project-scope-statement/

Landau, P. (2024, June 24). Project Scope Statement: How to write one with examples.

ProjectManager. https://www.projectmanager.com/blog/project-scope-statement

Westland, J. (2021, June 2). What are milestones in project management? - ProjectManager.

ProjectManager. https://www.projectmanager.com/blog/milestones-project-management

Risk Management Plan Template. (2023, October 13). ProjectManager.

https://www.projectmanager.com/templates/risk-management-plan-template

Martins, J. (2024c, April 23). How to conduct a Stakeholder Analysis (+ free template) [2024] •

Asana. Asana. https://asana.com/resources/project-stakeholder

Vogwell, D. (2003). Stakeholder management. Paper presented at PMI® Global Congress 2003

—EMEA, The Hague, South Holland, The Netherlands. Newtown Square, PA: Project

Management Institute.