Task 3 Anniversary Party

TASK 3
ORGANISING AN ANNIVERSARY PARTY
GROUP MEMBERS:
1. ANJU
2. AMANDEEP KAUR
3. KAWALPREET KAUR
4. SUSHILA KHATI
5. YASITHA
BRIEF INTRODUCTION:
The aim of this report is to highlight all of the significant events that will occur while
planning the ANNIVERSARY PARTY, as well as the fact that Easter is approaching, making
this a good time in Hobart to engage in some outdoor activities before the long winter. This is
also an opportunity for our community members to improve their leadership and
communication skills, as well as prepare for a fast-paced business climate. Our Community
consists of five members, and this report will contain meeting notes, roles and duties, a
project progress report, and the final result.
ACTION PLAN FOR THE EVENT:

S. NO TEAM MATES ROLE MAJOR ADDITIONAL
RESPONSIBILITIES RESPONSIBILITIES
1. ANJU EVENT MANAGER SELECTION OF CATERING
LOCATION, ORGANISING
TRANSPORT
2. AMANDEEP FINANCE MANAGER ENSURE THAT ALL MANAGING
KAUR SERVICE PROVIDERS ADDITIONAL
ARE PAID UP TO DATE FINANCIAL
DOCUMENTS
3. KAWALPREET EVENT PLANNER RESPONSIBLE FOR PROVIDE
KAUR COMMUNICATION, REGULAR
PHONE CALLS AND E- UPDATES OF ANY
MAILS. MINOR CHANGES
TO ALL
4. SUSHILA EVENT CO- IN CHARGE OF TO SEE WHETHER
KHATI ORDINATOR CUSTOMER NEEDS ALL THE GROUP
MEMBERS ARE
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HAPPY
5. YASITHA CLIENT SERVICE LISTEN TO ALL THE WORK CLOSELY
EVENT MANAGER STAFF MEMBERS, SO WITH ALL SO
THAT THEY REACH THAT EVENT
THEIR TARGET RUNS SMOOTHLY
LOCATION/SERVICE PROVIDERS:
PLACE: 9 Corinda Grove, West Moonah.
Date: 25 March 2021
Time: 11am to 2pm
Budget: AUD $3,000
Responsibilities and Tasks:
 Inform all the families sending by invitation
 Create invitation card send to all the families
 Check the attendance or availability
Catering Company: Moonah Catering
Menu includes:
 New pizza wraps with ham, chicken, and salad for a selection of fillings.
 A delectable party platter of sausage rolls and tomato sauce-filled party pies.
 Fruit skewers that are new and in season.
 Egg, ham, tuna, chicken, and vegetarian choices are among the fillings found on
ribbon sandwiches and baby baguettes.
GUIDELINES:
 Having one-on-one interactions encouraging two-way reviews showing gratitude
 Conducting team building exercises using time wisely
 Promoting cooperation and collaboration using effective communication channel
SAFETY AND RESOURCE REQUIREMENTS:

 Be clear with when the event will finish.
 Vehicles on site: delivery vehicles occupying a footpath to unload equipment and the
public walking into the roadway.
 Vehicles and pedestrian: vehicles on public areas causing damage to the site or a
collision with a person.
 Council Park, gardens and infrastructure: damage to the asset from the delivery of
heavy equipment.
All incidents are to be recorded in the following format:
Name of Event: .....................................................................................................................
Event Manager: ....................................................................................................................
Date and time of Description Persons involved Action taken

incident Name, address,
phone
Cost of the event/ Budget: $3,000
Food and beverage cost: $1500

Entertainment cost: $500
Decoration and supply cost: $300
Cleaning Cost: $200
Printing: $500
Total: $3000
EVENT SUMMARY:
Our Aim is to organise an ANNIVERSARY PARTY. We are five teammates working on it

and our aim is to organise an event before deadline. We need to make a project plan before
the deadline so that we can organise the party without any hassle. In an ever changing, fast-
paced world, success is determined by good choices for lasting effects. Communication is
essential. Party Organiser strives to be the best choice of clients by helping to ease their event
planning burden. Through consistent, predictable professionalism, Party Organiser will
ensure a worry and hassle-free event at a reasonable price.
COMMUNICATION:
Proper communication is key to a successful project, and its key to a successful event
Initial Communication: Communication is important throughout the project, however it’s

especially important at the beginning of the project. Here’s what we can do to ensure that we
all are on the same page:
 Clarify roles: Work with the other internal stakeholders to ensure that every role has
been filled, and that everyone knows what’s expected of them
 Communicate the deadlines: Now that we’ve gotten this great team assembled, and
these strong deadlines assigned, stakeholders should communicate these deadlines to the rest
of their team members, with an ear to the ground for feedback, and flexibility on the mind.
Communication methods: As communication methods we have used few different methods

during the implementation of the project.
 Face to face communication

Meeting conducted at the start of the project in order to delegate duties and then to
discuss the progress and resolve the matters identified during the implementation.
 Email
Formal method of communication, we used from the beginning of the implementation to
the end for all discussions and recommendations and to follow up the work of the team
members.
 Whats App
Informal way of communicating, but this was our quickest and easiest way to send a
message through team members.
MONITORING PROGRESS:
Just like project managers do, the best event planners regularly track progress towards the
event goals, and against the milestones and deadlines.
There are as many ways of tracking goals, deadlines, and milestones as there are event
organizers. While it’s important for us to find out what works best for me and our team, it’s
also important to stay aware of technology that can help make our life easier in this arena.
Nowadays event planner uses so many new tools to track progress and here are some
examples of digital and non-digital project tools to track the progress of our event.
LEADERSHIP TRAITS:
The most successful project managers are confident and are great leaders; the same can be
said about event organizers. We’ve combined leadership and confidence into one section
because they’re so interconnected that it can actually be hard to tell the difference. It may be
tough to hear this but, not all event organizers are leaders. The one thing that separates these
individuals from the rest is confidence. Without confidence in our self, in our event’s mission,
and in our team, we won’t be able to lead others towards the shared vision of our event.
To spot leadership in ourselves and others, here are some of the common characteristics
found in our team members:
 Confident
 Optimistic
 Decisive
 Empowering
 Grateful
 Skilled in conflict management
CONFLICT MANAGEMENT:
Conflicts are pretty much familiar when we are working with a group of people. Members
of a team have various perspectives and, under the correct situation, those distinctions
raise to struggle. How a team handle that contention decides if it attempts to the success
of the team, or adds to its destruction.
We followed below steps as our mediation process, which helped us to resolve the team
conflicts.
 Acknowledge the conflict

 Discuss the impact
 Agree to communicate
 Understand the Situation
 Reach Agreement
OUTCOME:
The team project runs smoothly as all members actively contributed to the progress. There
were misunderstandings and minor conflicts but later Anju managed to control the angers and
resolved the problems. The project quality and outcome is promised to be high as the
preparations were really good. All members agreed with the choice of location, human and
food resources together with the proposed budget. Additionally, the level of satisfaction
among team members and among guests during the party are considered to maintain the
highest success.
Reference List
https://2020projectmanagement.com/resources/communication-management/5-simple-steps-to-
project-team-success
https://www.who.int/hrh/documents/en/Assessing_quality.pdf
https://www.endvawnow.org/en/articles/340-evaluation-monitoring-outcome-and-impact.html
https://www.cleverism.com/plan-execute-monitor-project-effectively/
https://www.projectmanager.com/blog/4-tips-for-monitoring-projects
https://articles.bplans.com/creating-positive-work-environment/
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TASK 3

ORGANISING AN ANNIVERSARY PARTY

ACTION PLAN FOR THE EVENT:

SAFETY AND RESOURCE REQUIREMENTS:

Date and time of Description Persons involved Action taken

Cost of the event/ Budget: $3,000

Food and beverage cost: $1500

Our Aim is to organise an ANNIVERSARY PARTY. We are five teammates working on it

Initial Communication: Communication is important throughout the project, however it’s

Communication methods: As communication methods we have used few different methods

 Face to face communication

 Acknowledge the conflict

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