Risk Breakdown & Risk Register

Participants: Matthew Lenz, Jessie Hodges, Jonas Johe

Responsibility Assignment Matrix

Participants: Matthew Lenz, Jonas Johe, Jessie Hodges

R= Responsibility Organization Unit

P= Performing Organization Unit

Project Cost Estimate & Budgeting

Participants: Jessie Hodges, Matthew Lenz, Jonas Johe

Gantt Chart and CPM

Participants: Matthew Lenz, Jessie Hodges, Jonas Johe

Work Break Down Structure and Dictionary

Prepared by: Matthew Lenz, Jonas, Jessie

Dictionary

Select Venue – the location of the event must be determined
· Review target audience and forecasted attendance- determine where the attendees will travel from, who will be invited, and how many will be invited
· Visit Locations- visit various locations throughout the Boone area that could accommodate our event and be convenient to those attending
· Select event location- select the location that will best suit our needs for the event
· Sign venue contracts- review and sign a contract with the location in order to secure the date and lay out what services will be rendered
· Do a walkthrough of the venue- visit the location and physically look at the rooms that will be used during the event
· Confirm details- contact the coordinator of reservations to confirm the date, time, and required services of the event
· Follow up- closer to the date of the event, contact the location to once again confirm details, as well as pay for renting the facility
· Venue Selection Complete- The location of the event will be secured at this time.

· Select target group – determine the kind of audience we want to have at our event. E.g. alumni of ASU who now are successful businessmen, and current students.
· Marketing concept complete – the theoretical design of the event is completed. However, no “actual” work is done yet (e.g. advertising the event).
· Design posters (adaptation of flyer design) – the posters and flyers will have a very similar design. This decision will facilitate event recognition and save money.
· Design event reminder – since we are going to announce the event very well in advance, prospects might forget about the event after a while. Reminding them will make sure that the event’s success will be maximized.
· Distribute flyers – the distribution of flyers at highly frequented places is the core of our advertising strategy. Distribution might be repeated a couple of times – depending on the amount of tickets sold.
· Create a script for promotional phone calls (alumni) – the event has to appear as highly professional. We consider this the only way to win renowned keynote speakers and to differentiate the event from small and amateur student clubs.
· Write press release – Public relations is often more powerful than advertising itself. And it is usually for free. By making a local newspaper write an article about the event, even people who did not attend the event will be able obtain valuable information about AITP and its goals.
· Measure event success – for us it is important to know what our guests think about the event (what did they like, what did they dislike?) If the feedback is mostly negative, then the management team should reconsider the overall idea of the event and the strategy that was applied.

· Select and Manage Catering – the food that will be served at the event must be determined
· Select food options- determine what kind of food will be served at the event
· Get catering quotes- visit various catering businesses to determine how much it would cost to serve our target number of participants the type of food we have chosen
· Select catering vendor-select the catering vendor that will best suit our needs for the event
· Sign catering contract- review and sign a contract with the catering vendor in order to secure the date and determine what services will be rendered
· Confirm details- contact catering vendor to confirm date, time, and required services
· Perform event day arrival, setup, event management, teardown-the catering vendor executes services on the day of the event
· Review details with vendor- review with vendor what services were executed at the event
· Arrange vendor payment-pay the vendor the determined amount according to what was completed sufficiently
· Catering Complete-the catering vendor will be chosen and services performed by the vendor at this time.
Select Speakers
· Select presentation topics- brainstorm with event committee to determine what message and/or what are the listener suppose to get out of the speaker (i.e. inspiration, insight, job opportunities)
· Identify speaker-who would be the best person to deliver the discussed topic
· Obtain speaker information- find contact information for each speaker
· Confirm speaker and details- confirm the speaker is willing to speak on the date specified, along with the specified pay if any
· Develop scripting- make a play by play of the activities of the night. This includes the order the speakers will go in, who will introduce them, and know approximately how long each speaker will speak for.
· Send event details- communicate to the speakers the sequence of events for the day of the event. Give them summary of the event’s script.
· Arrange payment for speaker- if they do require payment, pay them in the way it was discussed with the speaker and the project manager
· Obtain thank-you gifts for speakers- Pick an appropriate gift for each speaker. Use your discretion
Silent Auction
· Locate donations- find donated items that will be auctioned off during the event. Go to local businesses, professors, students, etc. Items may include such things ranging from gift cards to televisions
· Establish auction deadline- Determine when the auction should come to a close. Plan to make an announcement one hour before the event comes to a close saying, “Auction will close in 10 minutes.”
· Identify Volunteers- find members of club to volunteer to manage the auction tables. This means make sure pens are working and at each item, make sure no one takes any of the items or hides the auction sheets. Volunteers will later collect the auction sheets and determine who won each item.
· Distribute Items and Collect Money- determine who won each item and collect the money. Then distribute the item to the winner

Project Scope Statement

Project Title: AITP Fundraising Event
Date: Feb. 20, 2008 Prepared by: Matt Lenz, Jonas Johe, Jessie Hodges
Project Justification:
This project will help AITP raise the funds to offer benefits to members, such as trips and speakers. Not only will the project benefit AITP club members, but also alumni who will come to the event and be able to network with other alumni.



Product Characteristics and Requirements:
1. Speakers/Piano Player
2. Dinner
3. Silent Auction
4. $10000 goal
5. Dance
6. Students/Alumni as guests

Summary of Project Deliverables
Project management-related deliverables: business case, charter, team contract, scope statement, WBS, schedule, cost baseline, status reports, final project presentation, final project report, lessons-learned report, and any other documents required to manage the project.
Product-related deliverables: research reports, design documents, software code, hardware, etc.

Secure location
Determine overall cost structure
Secure silent auction items (at least 20)
Ticket sales (due at least 2 weeks before event)
Poster/flyer design
Flyer distribution
Invitations to alumni/speakers
Secure speakers/topics
Event implementation
Follow up with guests

Project Success Criteria: The project will be considered a success if the event allows the AITP club to cover the cost of the event and raise a profit of $4,000 it needs for various activities. The project will also be a success if the patrons of the event are able to enjoy the event and network with other alumni.


Participants: Matthew, Jonas, Jessie

Project Charter

Project Title: AITP Fundraising Event
Project Start Date: February 28, 2008 Projected Finish Date: September 20, 2008
Budget Information: $4000
Prepared by: Matthew Lenz, Jonas Johe, Jessie Hodges

Project Manager: Matt Lenz, (336) 413-2209, ml61479@appstate.edu

Project Objectives: Our goal is to raise funds for the AITP club to pay for transportation and accommodations for National Collegiate Conference, as well as exam costs, establish networking opportunities for alumni and current club members, and club associated activities.


Approach:
· Secure the Ballroom at the Broyhill Inn
· Research cost and availability of a musical performance
· Secure at least 20 items for the silent auction
· Market the fundraiser as a semi-formal event
· Sell tickets until two weeks before the event
· Develop flyer/posters

Roles and Responsibilities
Roles - Name - Organization/Position - Contact Information
Marketing- Jonas Johe -Team Member- johejm@appstate.edu
Food/Location -Jessie Hodges- Team Member- jh66093@appstate.edu
Speakers/Auction -Matt Lenz -Project Manager-mailto:Manager-ml61479@appstate.edu


Sign-off: (Signatures of all above stakeholders. Can sign by their names in table above.)

Comments: (Handwritten or typed comments from above stakeholders, if applicable)
“This event will not be successful without full participation of the AITP members. It is very important that we have all the tickets sold by the day before the event; even if we have to discount the tickets significantly on the last couple of days.” –Matthew Lenz

Participants: Matthew, Jonas, Jessie