ProjectCharter

Project Charter
Swing & Dine
2-23-2017
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2-23-2017 Project Charter: Swing & Dine
Purpose:
Green Machine currently plans and manages fundraising events all across Orange County, CA
while being beneficial to the environment. A fundraising event on 05/12/17 has been requested
by The Newport Beach Film Festival in celebration of the 18th year of the film festival. This
project is authorized to create and manage a public Dinner and Golf Tournament, called Swing
& Dine, that will increase revenue, gain publicity, and promote a statement for our environment.
Description:
The Green Machine specializes on “green” fundraising using sustainable resources. Therefore
the whole event will focus on sustainability. The film festival is one of the biggest events in
Orange County and its popularity keeps growing. Green Machine plans on cultivating that
growth by putting together a fundraising golf tournament. This will be done with the help of local
businesses to sponsor the event through donations as well as the donations by those
participating in the tournament and a registration fee to participate. There will also be a banquet
and raffle once the tournament is over to award winners as well as promoting sustainable
practices and organic food.
Objective:
To plan, direct, and manage the tournament and dinner within the next 12 weeks to maximize
donor participation and raise an estimated amount of $300,000. While increased giving is
decidedly the primary goal of the event, the NBFF will reach increased public recognition and
attendance through the sustainability and eco-friendly theme.
Success Criteria or Expected Benefits:
● The capacity of participants will reach the maximum venue capacity of 3,625 guests
● Sustainability will lead to more positive public recognition
● Through more participants and public recognition the donations will be 10% higher than
the average of the last 5 years.
Funding:
The total amount of funding authorized for this project is $250,000 which will cover the costs for
catering, decor, security, and other vendors for the one day event. The projected amount of
guests is about 3,625. We will have different tiered sponsorship levels as businesses will have
the opportunity to sponsor us. The Bronze tier requires $1,000 of donation, Silver tier requires
$2,000 of donation, Gold tier requires $5,000 of donations, and Platinum tier requires $10,000;
each tier comes with different benefits/advantages for businesses. The participation fee per
person for the golfing tournament will range between $240-$390 depending on the course they
compete in. The tournament participation fee includes lunch and beverage, a 3-course dinner,
and there will be a raffle at the end of the dinner that will cost $20 per ticket to enter.
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2-23-2017 Project Charter: Swing & Dine
Major Deliverables:
● We will provide a publicity piece for advertising the event
● We will provide a layout for the venue, including the map of the golf course tournament,
the ballroom, and parking for guests and staff
● We will provide a list of all subcontractors and their cost
● We will provide a detailed timeline for the day of the event
Acceptance Criteria:
The Green Machine will supply the NBFF Project liaison with proposals for the project in
advance. The acceptability for all deliverables will be done at the sole discretion of the NBFF
Project liaison.
Milestone Schedule:
Milestone
1. Baseline project plan prepared and approved 3/3/2017
2. Requirements obtained and approved 3/10/2017
3. Advertising completed 3/17/2017
4. Obtained information about potential subcontractors 3/24/2017
5. Approval from NBFF for subcontractors 3/31/2017
6. Finalized contracts with subcontractors 4/7/2017
7. All permits and code of regulations verified 4/14/2017
8. Exterior and interior designing completed 5/10/2017
9. Successful Dinner & Golf Tournament Event 5/12/2017
Date to be completed
Key Assumptions:
● All our subcontractors fulfill their contract and are on time
● Hit maximum capacity of guests attending
● Have a strong, consistent team throughout the project
● NBFF will be responsible for marketing
Constraints:
● Resort Approval
● Dependent on all subcontractors and vendors for coming to all meetings and rehearsals
Major Risks:
● Having inclement weather
● Technology malfunctions
● Not meeting projected fundraising goal
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2-23-2017 Project Charter: Swing & Dine
Approval Requirements:
All actions will be approved by the project sponsor’s executive committee at each milestone,
and also for any financial adjustments throughout the timeline of the project. All purchase orders
and or subcontracts of more than $5000 will require the written approval of the sponsor’s
executive committee.
Project Manager & Team:
Natasha Goehring is the assigned Green Machine project manager and is responsible for the
project. She is the point of contact for the sponsor, project team and subcontractors and will
oversee the performance of the project team and subcontractors on duty. In addition to the
project manager the following seven people will be on the team:
- Karen Barrales
- Patrick Berkery
- Sonjia Gurecki
- Lukas Kellermann
- Elizabeth Lopes
- Luisa Voigt
- Cindy Vu
Reporting Requirements:
The project manager must provide weekly written status reports to the sponsor. The project
manager also must have monthly status review meetings with the sponsor. The team members
must provide weekly status reports to the project manager.
Approval Signature and Date:
Signature: ​ ____​
Print Name: Natasha Goehring
Title: Project Manager
Signature: ______________________
Print Name: _____________________
Title: Project Sponsor
Date: ___​2/23/17​___
Date: ______________
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