Organizing a charity program for Royal Children’s Hospital

This is a paper that is focusing on the organizing a charity program for Royal Children’s Hospital. The paper also divides the assignment into two parts for easier analysis of the paper.

Organizing a charity program for Royal Children’s Hospital

Project

Scenario:
You are a project manager for Melbourne Events, an event management company. You need to organise a charity program to raise fund for the Royal Children’s Hospital. The event is planned to take place in Swanston street, at Melbourne Town Hall, a historic landmark of the city. The Royal Children’s Hospital wants a green-themed event with entertainment, music and also dance, along with a charity auction. The event is planned to be held on the first Saturday in December, before Christmas and they hope to sell 350 tickets.

As a project manager, you need to organise food and beverages, along with a master of ceremonies, entertainment and music for the night. The charity will source all items for the auction. The program preparation should start from the first week of August.
The goal is to conduct a successful event and collect at least 25% of the profit from the event and also the auction, for charity.
As part of the planning process, you must prepare a series of budgets to help achieve these goals.

Part A

As a project manager, analyse and prepare the budget information as requested below:
PR2.1.  Firstly, for the event, which budgets should be a preparation to achieve the goal. Mention the scope and nature of selected budgets.
PR2.1.  Secondly, to prepare the budget, you are required to gather the necessary information. Outline six (6) sources of data and the information these data sources will provide to meet the organisation’s requirements. Fill in the template below with the information gathered.
PR2.1.  Thirdly, analyse three (3) internal and three (3) external factors that can impact on the budget. List them and provide a brief description of the positive / negative impact of each. Use the template provided below.

Part B:
Firstly, conduct a discussion session with three (3) stakeholders (Finance manager, Food and beverage manager, event committee chair) to obtain input on the possible budget items. Instructor and two (2) students will act as the stakeholders for the meeting. If there are insufficient student numbers, the trainer will assume multiple roles.
PR2.1.  Secondly, share the information on the type of budget, external and internal factors affecting the budget and obtain input on the ideas and/or any concerns/missing areas to cover in the budget.
Gather the following input from the stakeholders:
Finance manager: Thirdly, key performance indicators to be in the budget to measure its performance.
Food and beverage manager: Fourthly, how to account for significant price movements for certain commodities, if any.