Project Name: Birthday Party Planning

Project Sponsor: Meenakshi Dhankhar

Project Manager: Usha Sahu
Primary Stakeholder(s): Family members, Friends, Guests
Project Description / Statement of Work:

The project involves planning and organizing a birthday party for Raghav’s mother. The party
will include venue selection, theme planning, guest invitations, decorations, catering,
entertainment, and overall event management.

Business Case / Statement of Need (Why is this project important and why is it important
now?)

The project is important as it aims to create a memorable and enjoyable experience for the
birthday celebrant and attendees. It is important now because the birthday is approaching, and
timely planning and execution are crucial for a successful event.

Customers (Direct users / Those impacted by Customer Needs / Requirements (What are
the project) the customer requirements?)
• Fun and engaging atmosphere
• Birthday celebrant • Suitable venue and decorations
• Family members • Delicious food and beverages
• Friends • Entertainment that suits the theme and age
• Invited guests group
•Smooth event management and coordination

Project Definition
Project Goals and Objectives

• Plan and execute a memorable birthday party for Meenakshi Anand

• Create a fun and engaging atmosphere that meets the customer's requirements
• Ensure all aspects of the event, such as venue, decorations, catering, and entertainment, are
well-organized and aligned with the theme

Project Scope (using smart objectives)

• Select a suitable venue

• Plan and coordinate decorations
• Arrange catering services
• Organize entertainment and activities

Project Deliverables (what are you delivering on? Must be tangible deliverables)

• Reserved venue with confirmed booking

• Decorated venue according to the chosen theme
• Catering service contracted and menu selected
• Entertainment and activities finalized and scheduled
• Guest list prepared and invitations sent
• Successful execution of the birthday party

Project Risks (Actions, events, and situations outside the project plan that may positively or
negatively impact the project)

1. Weather conditions affecting outdoor venue or activities

2. Vendor delays or cancellations
3. Budget constraints leading to compromises in quality or scope
4. Guest cancellations or changes in attendance
5. Inadequate time for preparations and setup

Implementation Plan / Milestones (Approx. due dates)

• Venue selection and booking: Due by June 11, 2023

• Theme planning and decoration arrangement: Due by June 14, 2023
• Catering service selection and menu finalization: Due by June 13, 2023
• Entertainment and activities confirmation: Due by June 12, 2023
• Guest list preparation and invitations sent: Due by June 13, 2023
• Birthday party execution: June 20, 2023

Project Budget / Resources (Money, people, services, materials, etc.)

• Budget allocation for venue, decorations, catering, entertainment, and other expenses
• Required resources: event planner, vendors, staff, materials

Communication Plan (What needs to be communicated? When is communication needed?

To who? How?)

• Regular status updates with the project sponsor, project manager, and primary stakeholders
• Timely communication of any changes or updates to the project plan
• Use of WhatsApp , phone calls, or other social media platforms for communication

Change Management / Issue Management (How will decisions be made if the customer has
requested a change?)

• Change requests will be discussed with the project sponsor and primary stakeholders to make
informed decisions.
• Changes that are approved will be documented and implemented according to an agreed-
upon process.

Project Team Roles and Responsibilities

Team Members Roles Responsibilities

1. Usha Sahu Project Manager Overall project planning,

coordination, and execution.
 Venue selection, decorations,
2. Vikas Dahry Event Planner catering, and entertainment
coordination.

Assist with various tasks,

3. Simran Saini Team Member such as invitations, guest list
management, and decorations
setup.
Stakeholder Roles and Responsibilities
Stakeholders Roles and Responsibilities

1. Project Sponsor Provides support, resources, and guidance

throughout the project.

2. Family Members -Assist with decision-making.

-Provide assistance with tasks as needed.
-Contribute to the overall success of the
event.
-Offer support and feedback during the
planning and execution phases.

3. Friends -Attend the party as invited guests.

-Contribute to the celebratory atmosphere.
-Participate in activities and entertainment.

4. Invited Guests -Attend the party as invited guests.

-Enjoy the planned activities and contribute to
the celebratory ambiance.

Sponsor Sign-off (leave empty)

______________________________________ ________________________
(Name, Role) Date