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Musical Extraveganza

5th May 2017

PROJECT MANAGEMENT PLAN


1.00 SCOPE:

Lions District 306C2 has decided to launch a fund raising project in order to facilitate necessary funds for the Annual
Convention which will be held on 27 th & 28th of May 2017. Therefore, to fulfill this requirement, a musical show was
decided to organize.

1.01. VENUE : MAHARAGAMA YOUTH CENTRE

1.02. DATE : FRIDAY 5TH MAY 2017

1.03. ARTISTS : BATHIYA & SANTHUSH, SUNIL PERERA, JANITH IDDAMALGODA, MG DANUSHKA

1.04. CHIEF GUEST : 306C2 GOVERNOR LION DR PREMASIRI HEWAWASAM PMJF


GUEST OF HONOR :

1.05. PARTICIPATION : APPROXIMATELY 1200 MUSIC LOVERS

1.06. RESPONSIBILITIES: Following project teams are appointed to carryout, the duties entrusted for satisfactory
completion of this project.

2.0. PROJECT STEERING COMMITTEE:


PROJECT CHIEF ADVISOR
PDG LION E W A Harischandra 0777 348128
PROJECT CHAIRPERSON
LION Dinuka Chandraratne 0773 039943

PROJECT SECRETARY
LION Nalin Fonseka 0777 671351

PROJECT TREASURER
LION Nilmini Withana 0773 679122

2.1. PROJECT TEAM LEADERS :

TEAM A – SPONSORSHIP - Lion Watakepotha 0714 248938


TEAM B – BANNERS & CONTRIBUTIONS - Lion Charith 0777 717160
TEAM C – PRE-EVENT ACTIVITIES - Lion Anura Perera 0777 648390
TEAM D – TICKETS - Lion Aloka 0711 666030
TEAM E – MEDIA & PUBLICITY - Lion Jayantha Perera 0774 382937
TEAM F – MUSIC & PROGRAMME - Lion Anura Wijeratne 0777 319900
TEAM G – EVENT DAY ACTIVITIES - Lion Jayantha Dias 0777 377554
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3.00 WORK BREAKDOWN STRUCTURE

3.1.1. TEAM A - SPONSORSHIP

TARGET Rs 600,000/-

1. Lion Watakepotha (Team Leader) 0714 248938


2. PDG Lion Harischandra (Chief Coordinator) 0777 802645

3. Lion Haris Pushpakumara 0773 539335


4. Lion Sunil Gamage 0712 717144
5. Lion Dr Clarence 0773 546630
6. Lion Mahendranayagam 0777 912062
7. Lion Dr Pradeep 0777 901625
8. Lion Rushdde 0773 051964
9. Lion Binara 0777 914160
10. Lion Nanthakumar 0777 916021
11. Lion Senarath Udugama 0777 893544

a) Preparation of Sponsorship document Done


b) Searching for Sponsors
 Main Sponsorship – Rs 200,000/- 25th April
 Gold Sponsorship – Rs 100,000/- 25th April
 Silver Sponsorships – Rs 50,000/- 25th April
 Banking/Insurance Partners – Rs 75,000/- 25th April
 Entrance Ticket – Rs 30,000 2nd April

f) Communicate with TEAM E to facilitate Sponsors Event Day


g) Arrangements for displaying Banners Event Day

3.1.2. TEAM B – BANNERS & other contributions

TARGET Rs 200,000/-

1. Lion Charith de Silva (Team Leader) 0777 717160


2. Lion Karu Samarathunga (Chief Coordinator) 0757 831188

3. Lion Buddhi Arangala 0777 746170


4. Lion Lalith Swarnanayake 0773 217437
5. Lion Ahammed Lebbe 0773 136709
6. Lion Suresh Kumar 0777 884523
7. Lion Pubudu Hapugoda 0777 886025
8. Lion Wijesinghe 0777 552488
9. Lion Weerabahu 0777 789578
10. Lion Chumith 0776 043392

a) Preparation of Letters Done


b) Collection of Banners & forward to Lion Charith 3rd May
c) Arrangements for displaying Banners Event Day
d) Distribution of Photos & Collection of money 5th - 15th May
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3.1.03. TEAM C – PRE-EVENT ACTIVITIES

1. Lion Anura Perera(Team Leader) 0777 648390


2. Lion Gaya (Chief Coordinator) 0777 786611

3. Lion Ranjith Fernando 0777 886495


4. Lion Suranga 0777 589096
5. Lion Ismath 0777 250313
6. Lion Karu Samarathunga 0757 831188
7. Lion Rasika 0716 810410
8. Leo Champaka & Leos 0778 057243
9.
10.

a) Designing Hoardings, Banners, Tickets 1st April


b) Reservation of MAHARAGAMA YOUTH CENTRE Done
 Hoarding & Banner display – in town areas 10th April
 Hoarding at the main gate 25th April
 X stands for shops (15 nos) 10th April
c) Arrangements for Food & Beverages
d) Decorations
e) Back-drop & Projectors
f) Waive off Entertainment Tax 10th April
g) Food / Refreshments
h) List of Invitees & Invitations 25th April
i) Ushering
j) Reservation of Security Dinuka 10th April
k) Organizing Tags
l) Distribution of leaflets for lions clubs 8th April (at Awurudu Ulela)
m) Distribution of leaflets for public 22nd,29th April
n) Pasting posters – 1st Batch 21st April
o) Pasting posters – 2nd Batch 28th April - 4th May
p) Loud-speaker advertising 4th,29th April
q) Designing Hoardings, Banners, Tickets 1st April

3.1.04. TEAM D – TICKETS

TARGET Rs 1,200,000/-

1. Lion Aloka (Team Leader) 0711 666030


2. Lion Chandraratne (Chief Coordinator) 0773 020425
3. Lion Jayantha Dias(In Charge of Gate Sales) 0777 377554

4. Lion Roshan Pussegoda 0773 202640


5. Lion Ajith Rajakaruna 0777 370597
6. Lion Chandana Karunaratne 0714 901428
7. Lion Chanaka 0768 449297
8. Leo Champaka & Leos 0778 057243
9.
a) Design of tickets & invitations 1st April
b) Printing 6th April
th
c) Validation (Rubber seal) 7 April
d) Issuing tickets to members (Awurudu Ulela/Convention meeting)8th April / 25th April
e) Issuing invitations to invitees 20th-25th April
f) Issuing Tickets to Sarasavi / Tickets.lk - Aloka 10th April

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g) Collection of money & tickets counterfoils & unsold tickets 5th-20th May

3.1.05. TEAM E – MEDIA & PUBLICITY

1. Lion Jayantha Perera (Team Leader) 0774 382937


2. DG Lion Dr Premasiri (Chief Coordinator) 0777 348128

3. Lion Dr Dilini 0773 499883


4. Lion Aloka 0711 666030
5. Lion Palitha Gamage 0777 274305

a) Electronic media – Radio 25th April


b) Electronic media – TV 25th April
c) Print Media 25th April
d) Publishing paper articles 20th April -5th May
e) TV & Radio ads 20th April -5th May
f) Media rights to Media
g) Negotiation & Agreement with Electronic Media 1st April – 20th April
h)

3.1.06. TEAM F – music & programme

1. Lion Anura Wijeratne (Team Leader) 0777 319900


2. Lion Ajith Rajakaruna 0777 370597

a) Reservation Artist DG Prem/Dinuka/Anura 1st April


b) Dancing Troop ???
c) Lighting & Illuminations
d) Facilitating the musicians on the event day

3.1.07. TEAM G - EVENT DAY ACTIVITIES

a) Backdrop & Projectors - Charith/ Anura Perera


b) Seating Arrangements - Chanaka / Dinuka
c) Oil lamp - Nilmini
d) Banner hanging, Photos & removal - Nalin
e) Refreshments (pre-event & Event) - Jeewani / Anoja
f) Group & Artists - Anura W.
g) Removal of backdrop & Hoardings - Anura/ Suranga

3.2 POST – EVENT WORKS

a) Closing Ticket accounts (Team Leader – TEAM D) 10th May


b) Closing the Sponsorship Account (Team Leader – TEAM A) 10th May
c) Settling outstanding bills (Project Treasurer) 10th May
d) Closing cash accounts (Project Treasurer) 20th May
e) Returning the goods (Respective Team Leader) 6th May

Prepared by;
Lion Dinuka Chandraratne MJF
25th March 2017

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