You are in charge of organizing a dinner party for a local charity. You have reserved a hall that will seat 60 people and have hired a band for the party. a. Develop a scope statement for this project that contains examples of all the elements. Assume that the event will occur in four weeks and provide your best guess estimate of the dates for milestones. b. What would the priorities likely be for this project?

Answer a) SCOPE STATEMENT for Organizing a Dinner Party for a local charity. 1. PROJECT OBJECTIVES To organize a dinner party for raising funds for a local charity on November 5, 2022, at a cost not exceeding the amount of $5000. 2. PROJECT DELIVERABLES 1. Reserve a Hall of around 4000-5000 square feet to accommodate 60 people. 2. Catered Dinners for 60 people. 3. Invitation for 60 people. 4. Hiring Band for the Party 5. Stage set-up 6. Security Arrangements 7. Sitting Arrangements 8. Donation Tickets 9. Photography 3. MILESTONES 1. Plan for Party- 8th October 2022. 2. Hall Reservation- 10th October 2022. 3. Caterers Arrangements- 14th October 2022. 4. Food Item Selection- 15th October 2022. 5. Invitation Card Printing- 16th October 2022. 6. Invitation Card Send- 20th October 2022. 7. Hiring of Band Party- 22nd October 2022. 8. Booking of Decorators- 25th October 2022. 9. Hall Arrangements and Stage Set-up- 3rd November 2022. 10. Final Inspection of the Arrangements- 4th November 2022. 4. TECHNICAL REQUIREMENTS 1. Set up the Performing Stage with a dimension of 20x100 feet. 2. Arrange Sound Systems like Dolby Speakers for Band. 3. Flower arrangements for stage decoration concerning requirements. 4. Food items- Rice, Spices, Flour, Vegetables, Milk, Cereals, etc. 5. Drinking Water arrangement and Beverages like Tea, Coffee, and drinks. 6. Cutleries- Plates, Bowls, Spoons, Forks, Tissue Papers, etc. 7. Dining Table is set up for 4 people per table, so a total of 15 tables is required. 8. 60 Chairs for dining, 10 sofas, and 30 extra chairs. 9. 12 Persons for Dinner Catering. 5. LIMITS AND EXCLUSIONS 1. The client will provide the guest list 2. Client will appoint a photographer 3. Client will employ a chef 4. The client will acquire donations for the charity fund. 5. There is just $5,000 allocated to organize and host the party. 6. CUSTOMER REVIEWS- 1. Client Name 2. Client Review PROJECT DESCRIPTION The Project is aimed to collect funds for a local charity and to collect the funds the client is willing to organize a dinner party accompanied by a band for music. The event of dinner party is scheduled on 5th November 2022 which has 4 weeks for pre-arrangements and set-up. The planning of the project commenced on 8th October with the prospected aim and the event manager outlines all the planning in the scope statement. As the project is aiming to raise funds for a local charity, so the client aims to call 60 capable people for dinner and discuss along with music and refreshment and collect donations from them for the local charity. The client has allocated a budget of $ 5000 to organize this dinner party fulfilling all the deliverables. In order to organize a successful party, the plan of the project has to be structured well for the best execution. In that line, the In-charge of Organizer marks out the project objective and deliverables. In the deliverables, the first thing is to estimate of the guests and then arrange the hall accordingly. The booking of the hall needs to be done for 60 respected guests, so it should be decent enough with sufficient space and the party band is also required to hire for entertaining the guests. The hall needs to have a stage set up for band performances and sufficient furniture for dinner and entertainment. The In-charge also needs to arrange for the Donation tickets, Invitation Cards, Decorations, and most importantly the food items to be catered. The food items must be chosen as tasty, healthy, and appetizers to make the guests happy. Sitting arrangements needed well structured to allow free movement of guests in the hall and at the end, a photographer needs to arrange for capturing the amnesty of the guests for a lifetime memory. All the deliverables have to be delivered within the timeframe, so a milestone with a date is required to be maintained. Although the planning will commence four weeks before the day of the event, precursors of preparation have to be segregated appropriately in sequence wise like planning, reserving the hall, booking for food caterers, hiring band party, security arrangements, invitation sending, etc. These chain of precursor sub-events are scheduled on a milestone timeline and presented in the scope statement. In the line of arrangements, the In-charge must have a checklist of the technical requirements which is mentioned in the scope statement. All the arrangements have to be properly inspected by In-charge and have to be rectified before the final day of the event. The successful conduction of the event is the achievement of the organizer-in-charge. However, along with any event, there always come certain constraints and limitations which have to be managed by In-charge. Here, the most important limit is funding only $5000 is available which is quite short for having a grand dinner party. Some other constraints are like guests will be decided only by the client, In-charge of the party organizing team has no discretion in that. The other staff like the chef, security, photographer, etc. also more or less depend upon the discretion of the client, but still, it is the responsibility of the event organizer-in-charge to make the party successful regardless of challenges, constraints and within the available resources. Answer b) The successful conduction of the dinner party is the utmost priority for the project. However, to accomplish that, the event organizer-in-charge has to set some priorities. These priorities are to be decided considering the objective of the dinner party which is to collect funds for a local charity. So, the most important priority becomes the list of the guest, however, that will be decided by the customer or client itself. For the organizer, the most important priority is to arrange the best quality and tasty food, followed by hall arrangements. The food caterers will look after the food items, but it will not serve the purpose until and unless the In-charge directly intervenes in deciding the menus, food quality, items, and variety to be served. The food items should be able to serve the need of 60 people for their taste without being short on the day, so, a sufficient inventory of raw items and their storage is mandatory. The next priority is the arrangement and decoration of the hall and stage, which will appeal to the guests more splendidly. The next important priority is to have the logistics and fulfilling the technical requirements of the dinner party. The list of the requirements aforementioned should always be on the mouth-tip of the In-charge and it becomes his duty to tally from time to time in order to have sufficient resources for all the events. After having all the resources, halls, guests, and funds, the success of the event depends upon the schedules and planning. Time is another important resource and if the timing is missed, all the resources will go in vain. All the milestones have to be achieved on the scheduled time and timing becomes very important on the day of the event because successful events have all the pre-planned events get done on time like time for dinner, music, coffee, donation, discussion, etc.

You are in charge of organizing a dinner party for a local charity. You have reserved a hall that will seat 60 people and have hired a band for the party.

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