TERM GROUP

PROJECT PART 1
PROJECT CHARTER
18TH Birthday Party
Group 4,

Date: XXXXXXX

Table Of Contents:
Executive Summary
1. Introduction
2. Project Justification
3. Project Objectives
4. Project Scope, Deliverables, and Boundaries
4.1. Project Scope
4.2. Deliverables
4.3. Boundaries
5. Project Duration and Milestones
6. Project cost estimate and sources of funding
7. Project Assumptions
8. Project Constraints
9. Project Risks
10. Project Organization
10.1. Stakeholders
10.2. Project Roles and Responsibilities
10.3. Project Manager
11. Project Authorization
Executive Summary

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12. Introduction
This project charter serves to plan and execute a low-cost Sweet 18th backyard birthday
celebration for the Sanchez’s only daughter who is turning 18 on September 11, 2023. Its goal is
to create a memorable and enjoyable event within a limited budget while prioritizing the
celebrant and guests' experience. This charter outlines the requirements, budget allocation,
and timeline for the event. By adhering to this charter, Sanchez Family aims to achieve a
successful celebration while being cost-effective and ensuring a positive experience for all
attendees.

13. Project Justification

It's a special time for both boys and girls when they turn 18, but for girls, it holds even more
significanceit holds even more significance for girls. This milestone marks the legal age for
acquiring various privileges and responsibilities, such as voting, driving, signing contracts, and
making important life choices. It's a year filled with reflection on personal growth,
accomplishments, and the appreciation received from family and community. Reaching 18 is
particularly empowering for girls as it grants them the opportunity to become more
independent, pursue their passions, and take charge of their own future. Birthdays, especially
the 18th, provide a chance to create lasting memories and strengthen bonds with loved ones.
The Sanchez family is getting ready to celebrate this momentous occasion for their daughter.
While they may have a limited budget, what matters most is that the celebration is enjoyable
and creates unforgettable memories for their only daughter.

14. Project Objectives

 The main goal of the Cheap Sweet 18th Backyard Party is to plan a party that stays within a
tight budget. This goal is to guarantee cost-effectiveness and efficient resource use
throughout the planning and execution phase. PrioritisingPrioritizing budgetary concerns
will help the project find ways to save costs without sacrificing the event's overall quality
and appeal.
 The project's goal is to create a fun and unique programme that captures the celebrant's
preferences, hobbies, and personality. By includeincluding important and timely activities,
 entertainment, and themes, this mission aims to give the celebrant and guests a special and
unforgettable experience.
 Choosing décor, food, and entertainment alternatives that fit the selected theme and stay
within the allotted budget will be the project's main focus. Planning carefully, finding
inexpensive materials, and haggling with suppliers to cut costs are all necessary to
accomplish this goal. The objective is to provide excellent and appropriate food and
beverages, an aesthetically pleasant ambience, and entertainment that improves the
celebration's overall mood.
 The initiative will put everyone present's security and comfort first. This goal entails abiding
by regional rules and regulations for holding events, putting in place necessary safety
precautions, and offering appropriate amenities and facilities. The project will evaluate
potential risks and provide backup plans in case anything unexpected happens during the
event.
 To efficiently prepare, carry out, and administer the event, the project will actively engage
and work with a group of volunteers and suppliers. To accomplish this goal, volunteers must
be gathered and coordinated to help with setup, logistics, and other projects. The project
will also develop connections with vendors who provide reasonably priced, high-quality
services, guaranteeing on-time delivery and cost savings.
 The main goal of the Cheap Sweet 18th Backyard Party is to make the celebrant and all
guests happy by fostering lifelong memories. This goal places a strong emphasis on the
value of creating an entertaining and interesting experience for everyone in attendance. The
project's goal is to produce a memorable event that is full with joy, laughter, and shared
moments by concentrating on the celebrant's milestone celebration.

15. Project Scope, Deliverables, and Boundaries

15.1. Project Scope
The project scope includes all activities and tasks necessary for planning, organizing, and
executing the Sweet 18th birthday party of [NAME]. This includes theme development,
decoration planning, catering arrangements, entertainment booking, invitation
management, event logistics, and post-event cleanup.
15.2. Deliverables
 Themed decorations and ambiance.
 Catering arrangements and menu selection.
 Entertainment options, such as a DJ, live band, or other performances.
 Guest list and invitation management.
 Event logistics plan, including setup, and audiovisual requirements.
 Post-event cleanup and restoration.
 15.3. Boundaries
The project does not include the management of guests' travel arrangements,
accommodation, or transportation to the venue. Additionally, it does not cover any legal
requirements or permits that may be necessary for hosting the event. Futhermore, the
venue shall be in the premise/backyard of the Sanchez’z family hause at Wasaga Beach,
Ontario, Canada. Additionally, all utilities such as toilets, water and electricy shall be
under the Sanchez’s scope.

16. Project Duration and Milestones

The project is expected to from iniitialinitial to final phase within 2 months.
Month 1: Planning Phase – Milestone 1
1. Decide on the type of celebration (e.g., theme, color, etc.)
2. Create a guest list and send out invitations.
3. Finalize th the theme or overall concept for the event.
4. Decide on any additional activities or entertainment.
5. Food selection and selection.

Month 1 - Month 2: Preparation Phase – MilsetoneMilestone 2

1. Arrange transportation if needed.
2. Plan the menu or catering bookings
3. Coordinate with any performers or entertainers.
4. Arrange for any necessary decorations, party favors, or props.
5. Organize any additional activities or games.
6. Purchase or make a birthday cake.
7. Decide on and purchase or create party favors.
8. Plan and purchase any required audiovisual equipment.

1 WEEK prior the event day - MilsetoneMilestone 3

1. Confirm all reservations and bookings.
2. Finalize the guest list and attendance.
3. Coordinate with any hired professionals (e.g., event planner, caterer,
photographer).
4. Decorate the venue according to the chosen theme.
5. Set up any audiovisual equipment.

Event Day - Milsetone 4

1. Ensure all necessary supplies are available.
2. Coordinate with vendors and staff.
3. Greet and welcome guests as they arrive.
4. Follow the planned schedule of events and activities.
5. Take photos and capture memorable moments.
6. Serve food and drinks.
17. Project cost estimate and sources of funding
The Sanchez family has been diligently setting aside funds for this special event over the
course of several years, with an estimated budget of $6,000.00 CAD. They have
meticulously planned every aspect of the event, considering various elements such as
venue, decorations, catering, entertainment, and any additional expenses that may
arise. They are determined to make every dollar count and are eager to see their careful
planning and hard work come to realization. Despite the modest budget, the family is
committed to creating a joyful and unforgettable experience for their daughter on her
18th birthday. They understand that the true value lies in the love, thoughtfulness, and
effort they put into the celebration, rather than the monetary expenditure alone. With
excitement and anticipation, the family eagerly awaits the day when their savings will be
put to use, allowing them to bring their vision to life and create a celebration that will be
cherished for years to come..

18. Project Assumptions

It is crucial to remember that assumption statements are just that—assumptions—made
at the beginning of a project, not assurances. As the project develops, these
presumptions could need to be reevaluated and modified. The assuption during this
phase of the project are the following:

 There will only be 2 months and 1 week duration from start to end of the
project.
 The celebrant's preferences and theme choices will remain consistent
throughout the planning process.
 Adequate options on food choices shalll be available within the allocated budget.
 Vendors and suppliers will deliver services and products as agreed upon.
 Sufficient time will be available for the planning, execution, and cleanup phases.

19. Project Constraints

 The allocated budget must be adhered to throughout the project.

 The event date cannot be changed once invitations are sent.
 The expected guests are only to be 30 pax excluding the family
 Parking availability for guests and future vendors
 The party shall start at exactly 7:00pm and shall end at 11:00pm with aditional 1
hour for the cleanup process.


 Asistencia de participantes: La limitación de asistencia de participantes puede estar
relacionada con el tamaño del lugar donde se llevará a cabo el evento y las
restricciones de capacidad impuestas por las autoridades o el propietario del lugar.
 Es posible que se deba limitar el número de invitados o buscar un lugar más amplio
para acomodar a todos los asistentes.

 Perturbación de los desplazamientos: Si el lugar del evento es de difícil acceso o
existen problemas de transporte en la zona, esto puede afectar la capacidad de los
invitados para llegar al lugar. Las limitaciones en los desplazamientos pueden
requerir la planificación de rutas alternativas, el uso de servicios de transporte
adicionales o incluso considerar cambiar la ubicación del evento.

 Problemas de seguridad: Las limitaciones de seguridad pueden involucrar requisitos
específicos para cumplir con las normas de seguridad, como salidas de emergencia,
sistemas contra incendios, medidas de protección, entre otros. Es importante
asegurarse de que el lugar del evento cumpla con los estándares de seguridad y
tomar las precauciones necesarias para garantizar la seguridad de los asistentes.

 Limitaciones de los actos al aire libre: Si se planean actividades al aire libre, las
condiciones climáticas pueden ser una limitación significativa. El clima inclemente,
como lluvia, viento fuerte o temperaturas extremas, puede afectar la viabilidad y el
disfrute de las actividades al aire libre. Es importante contar con un plan de
contingencia en caso de condiciones climáticas desfavorables o considerar
alternativas bajo techo.

 Rendimiento del equipo: Si el proyecto de cumpleaños 18 implica el uso de equipos
técnicos, como sistemas de sonido, iluminación, proyectores, etc., las limitaciones
de rendimiento pueden surgir si los equipos disponibles no cumplen con los
requisitos del evento o si hay problemas técnicos que afecten su funcionamiento. Se
debe asegurar que los equipos estén en buen estado y se cuente con personal
capacitado para manejarlos.

 Accesibilidad de los recursos: Las limitaciones de recursos pueden incluir la
disponibilidad y accesibilidad de elementos necesarios para el evento, como
alimentos, bebidas, decoraciones y otros suministros. Es importante considerar el
presupuesto disponible y asegurarse de contar con los recursos necesarios para
llevar a cabo el evento de manera adecuada.

 Clima: El clima es una limitación importante a considerar, especialmente si se
planifican actividades al aire libre. Las condiciones climáticas pueden ser
impredecibles y afectar la realización de actividades planificadas. La lluvia, el viento
o las altas temperaturas pueden requerir cambios en el programa o incluso la
reubicación de actividades en espacios cubiertos.
20. Project Risks
 Inclement weather or other unforeseen circumstances may impact the event.
 Vendors or suppliers may experience delays or provide substandard services.
  Changes in the celebrant's preferences or circumstances may affect planning and
logistics.
 Budget constraints may limit the options available for certain aspects of the

21. Project Organization

21.1.1. Stakeholders
 Guest of honor (WHO?)
 Family members
 Friends
 Project team : WHO? EXPLAIN DECORATION, COORDINATOR, DJ
21.1.2. Project Roles and Responsibilities
Project Manager: Overall responsibility for planning and executing the project.
Venue Coordinator: Manages venue selection and booking.

Decoration Planner: Develops the theme and coordinates decorations.

Catering Manager: Arranges catering services.

Entertainment Coordinator: Books entertainment

(TABLA)

Role Responsibilities

Project Manager In this project, the manager has some duties

such as project planning, team leadership,
communication and reporting, and execution.
Venue Coordinator Manages venue selection and booking
Decoration Planner Decide on the theme of the party together with
the birthday celebrant and his or her family.
Furthermore, this person is responsible for
planning and arranging table settings, floral
arrangements, and lighting designs.

Catering Manager Arranges catering services.

Entertainment Coordinator Books entertainment

21.2. Project Manager

 For this sweet 18th backyard birthday celebration, the person who
has charged is Ryan, as a manager has several key activities and
responsibilities to ensure the achievement of the objectives of the
event. His activities will be:

1. The main task of the manager will be to collect all the information
about the celebration, such as the preferences of the celebrant, the
budget and the objectives of the project.
2. Link all the stakeholders of the event. The manager must
communicate effectively with the guest of honor, family members,
friends, and the project team.
3. The administrator is responsible for supervising and coordinating all
tasks such as decoration planning, catering management, event
setup, etc.

1. La tarea principal del gerente será recopilar toda la información sobre la

celebración, como las preferencias del celebrante, el presupuesto y los
objetivos del proyecto.
2. Vincular a todos los stakeholders del evento. El gerente debe comunicarse de manera efectiva con el invitado
de honor, los miembros de la familia, los amigos y el equipo del proyecto.

3. El administrador es el responsable de supervisar y coordinar todas las tareas como la planificación de la

decoración, la gestión del catering, el montaje de eventos, etc.

22. Project Authorization