Project Charter Template

Project Title: Camping in the Glaciers Work Retreat!

Project Start Date: March 29th, 2023.

Project End Date: May 6th, 2023.

Project Manager: Sara M. Munoz

Project Stakeholders: Executives: CEO: Bob Davis, and COO: Laura Starr.

Project Description: This project is to create an event that will leave a lasting experience within our
organization. It will require travelling to Montana to experience a remarkable camping trip to Glacier National Park.
This event will not only leave you with lasting impressions of the beauty you will see but it will also provide our
organization an opportunity to strengthen our bonds and network between members of our group to bring together
team members from all locations.

Project Objectives

This event must be finalized by May 7th, 2023.

 Schedule flights for Departure and Arrival by the week of April 9th.
 Inform project manager of flight schedules for arrival and return flight information.
 Reserve room at Cedar Creek Lodge for Dates of May 7th, 2023- May 11th, 2023
 Reserve a car rental or transportation from Airport to destination of Cedar Creek Lodge.
 Uber or lift may will be available for means of transportation to and from airport.
 Prep or purchase proper camping gear, such as bear spray, hiking boots, mosquito spray, and rain ponchos.
 Provide a company cocktail party the day of arrival of to allow team members to network.
 Provide dinner after cocktail party to team’s members to kick off the week.
 Provide a van transportation to daily activities scheduled.
 Provide a daily agenda of activities and of other details related to stay.
 Collect fees from each member to cover cost of group package of daily activities that will cover, ticket
admissions, hiking cost, horseback riding, fishing, etc.
 Each attendee will be provided a disposable camera to take photos of their experience. Each attendee will
be asked to share photos.

Project Scope

Deliverables Start Date End Date Cost Estimate Expenses

Airline Tickets 05/07/23 05/11/23 $250.00

Hotel Reservation 05/07/23 05/11/23 $129.00/ Day $516.00

 18 Passenger Van 05/08/23 05/10/23 $130.00/ Day $390.00
Transportation

Cocktail Hour 05/07/23 05/07/23 $40.00/ Person $720.00

Dinner 05/07/23 05/07/23 $50.00/Person $1200.00

with gratuity
Excursion Package 05/08/23 05/10/23 $500.00/ Person $9000.00

Company Branded 03/29/23 05/01/23 $70.00/ Person $1400.00

Welcome Gifts

What will not be included in this project would be daily meals. Attendees are expected to
find accommodations outside of the only meal provided by the company on May 7th, 2023.

Attendees will be expected to obtain their own flight accommodations, hotel reservations
and payments for excursion package no later than May 6th, 2023.

If payment for planned excursions is not made, attendee will have until the day of to
process payment at a higher cost outside of the group pricing.

A final list of attendees expected by May 6th,2023. Expected total of attendees will be 18.

Total expenses expected is $3710.00. This is expected to cover the cocktail hour and each
dinner plate. In addition it will cover the expenses of the company branded welcome gifts
which is including personalized coffee cups, disposable cameras for each attendee and
company branded bags for gifts.

Project Assumptions

The project Assumptions are:

1. The deadline to attend event will by May 6th, 2023.

2. Everyone will be in attendance to event.
3. Everyone will be in attendance to cocktail/dinner.
4. Everyone will be in attendance and will participate in excursions planned.

Project Constraints

The project Constraints are:

1. Time- It is necessary to have the final head count by deadline to keep group pricing
secured.
2. Cost- In order to keep expenses low we will need to remain in the expected number
of those attending.
 Procurement Plan

Resources needed would include:

 Welcome gifts ready for handoff.

o Materials would include 20 personalized cups, 20 disposable cameras, and 20
company branded gift bags.
 Daily Agendas printed beforehand to pass out daily.
o Materials: Packages of printer paper
 Formal Invitation with details of event, agenda, transportation, and addresses.
 Local event coordinator will need to be resourced to help project manager remain on
scheduled for excursions planned. This may also serve as means of preparing for
unexpected such as, bad weather. Having a local event coordinator will help the
project manager fill in other excursions.
 Assistant Project Manager: Stacy Adams: Her role will be to help prep for the event,
such as assembling gift bags, coordinating our group, and providing announcements.