You have beenhired as the event planner (project manager) by GIVE BACK, a 401(c)3non-profit organization that collects money and essential items forthose in need. GIVE BACK partners with other non-profits to assist themin fulfilling their respective missions. Funds and essential itemsdonated to GIVE BACK are distributed to their partnering non-profits sothey can then get those resources to individuals in their community whoare in need of those resources. Resources donated and distributed haveincluded food, clothing, and essential items such as toothpaste, soap,shampoo, and cleaning supplies. Financial donations are primarily usedto cover operating expenses of GIVE BACK. A portion of funds receivedare donated to young adults in the form of educational scholarships. GIVE BACK has been in business for 10 years.Each year, they hold an annual fundraising event to celebrate theirannual three-month GIVE BACK campaign. The Annual Fundraising event is ablack-tie affair attended by companies and individuals who support GIVEBACK with financial and essential item donations as well as volunteertime to support day-to-day operations as well as special events, such asthe annual GIVE BACK giving campaign and GIVE BACK black-tie event. Your first responsibility as event projectmanager is to initiate, plan, and execute GIVE BACKs annual black-tiecharity event. It is currently the third Friday of January, and theevent will be held on the first Saturday of November of the same year.You report to David Hemingway, Director of GIVE BACK. Another projectmanager that you will interface with is Julie Price, funding drivecampaign manager for the annual three-month GIVE BACK giving drivecampaign that will conclude the last Saturday of October, prior to theannual black-tie gala. Share on Facebook Tweet Follow us Sample Answer Event Planning Proposal for GIVE BACK’s Annual Black-Tie Charity Event Overview As the newly appointed event planner for GIVE BACK, my primary responsibility is to successfully organize and execute the annual black-tie charity event scheduled for the first Saturday of November. This proposal outlines the project management plan, including key milestones, tasks, and coordination strategies with relevant stakeholders. Project Objectives 1. Fundraising Goal: Raise funds to support GIVE BACK’s operations and educational scholarships. 2. Awareness: Increase awareness of GIVE BACK’s mission and its partnerships with other non-profits. 3. Engagement: Foster relationships with donors, volunteers, and community partners through an engaging and memorable event. 4. Logistics Management: Ensure smooth execution of the event with all logistical details meticulously planned. Timeline The timeline is structured to ensure the successful planning and execution of the event, leading up to the date of the black-tie gala. Key Milestones: – January (Week 3): Project initiation and team formation. – February – March: Venue selection and booking, theme development, and preliminary budget planning. – April – June: Begin sponsor outreach, finalize entertainment options, and initiate marketing efforts. – July – August: Confirm catering services, finalize guest list, and initiate ticket sales. – September: Finalize all logistics including décor, seating arrangements, and audiovisual needs. – October (Week 1): Confirm all arrangements; coordinate with Julie Price regarding the conclusion of the GIVE BACK giving drive. – November (Week 1): Execute the event. Task Breakdown Phase 1: Initiation – Team Formation: Assemble a dedicated team of volunteers and staff to assist in planning and execution. – Kick-off Meeting: Conduct an initial meeting with David Hemingway to discuss objectives and expectations. Phase 2: Planning – Venue Selection: Research and select a suitable venue that aligns with the black-tie theme. Consider capacity, accessibility, and amenities. – Budget Development: Create a detailed budget that includes venue rental, catering, entertainment, décor, marketing, and miscellaneous expenses. – Theme Development: Collaborate with stakeholders to decide on a theme that resonates with GIVE BACK’s mission. Phase 3: Execution – Sponsorship Outreach: Identify potential corporate sponsors and partners. Develop sponsorship packages outlining benefits. – Entertainment Booking: Secure entertainment options such as live music or speakers who align with GIVE BACK’s mission. – Marketing Strategy: Develop promotional materials, including invitations, social media campaigns, and press releases. Work closely with Julie Price to align marketing efforts with the fundraising campaign. Phase 4: Finalization – Logistics Coordination: Confirm catering services, seating arrangements, audiovisual needs, and décor setup. – Guest Management: Create a guest list and manage RSVPs. Prepare name tags or table assignments as needed. – Day-of Coordination: Oversee event setup, manage vendors, and ensure all volunteers are briefed on their roles. Collaboration with Julie Price As the fundraising drive campaign manager, Julie Price will be essential in coordinating efforts for both the GIVE BACK giving drive and the black-tie event. Regular meetings will ensure alignment on messaging and shared goals. Specific strategies for collaboration include: 1. Joint Marketing Efforts: Promote both initiatives together to maximize visibility and engagement. 2. Fund Allocation Planning: Discuss how funds raised at the gala will integrate with those collected during the giving drive. 3. Post-Event Follow-Up: Plan a joint assessment of both campaigns’ successes to inform future events. Conclusion This project management plan outlines a comprehensive approach to organizing GIVE BACK’s annual black-tie charity event. With clear objectives, a structured timeline, and collaborative efforts with key stakeholders, we aim to create a memorable evening that not only raises funds but also fosters community engagement in support of our mission. I look forward to working closely with David Hemingway, Julie Price, and the entire GIVE BACK team to ensure a successful event that aligns with our values and goals. This question has been answered. Get Answer
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