APRO 160Z ASSIGNMENT #2

PROJECT PROPOSAL
Emily Boudreault
Table of Contents
General Information 2
Project Overview 2
Project Objective I 3
Project Objective II 4
Project Objective III 6
Project Objective IV 7
Project Objective V 9
Requirements & Responsibilities 12
Project Timeline 13
Business Justification 13
Resource Costs & Estimates 14

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General Information
Emily’s 27th Birthday Party

Sponsor: Emily Boudreault

Project Manager: Emily Boudreault

Project End Date: March 30th, 2024

Project Overview

For this project, I would like to throw a 27th Birthday Party for myself. The reason

for this project is that I have not had my friends together for awhile and I would

like us to enjoy a theme, lunch, specialty cake, and activity. The purpose of the

project is to spend quality time with friends and create an event to celebrate

another year of life. Creating a clear plan with SMART objectives will ensure that

the project is successful, and the event is entertaining for those attending. I will

be the Project Sponsor for this project as I have initiated the project with a budget

and purpose. I be the Project Manager as I decide the timeline, key deadlines, and

measure the success of the project. I will also be the Project Administrator, this

means that I will perform any administrative task necessary to stay on track with

deadlines, organization, time management and completion of tasks.

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Project Objective I

S: Outline and determine a budget for a birthday party with a theme, lunch,

specialty cake, and activity for up to 6 people that is $450.00 or under by the

February 28th due date for approval.

M: I will know that the budget is successful when I have determined a realistic

amount to spend per component of the project without increasing the overall

determined amount.

A: It is achievable by identifying the important goals within this project. I know

that I would like there to be a theme, lunch, specialty cake, and an activity. The

overall amount I must sponsor for the project is $450. This means that I need to

weigh the importance of each goal and be prepared to find creative alternatives if

an idea is not within budget. I will use Excel to outline the budget and record any

purchases. Excel will allow me to reallocate the budget based on data about my

spending. I will note items that have been cut from the budget in the case that

more room becomes available through finding sales, deals or second-hand items.

A possible challenge in creating this budget is the price of food and décor. Both

can be very expensive, that is why I am committed to re-usable items and a lunch

that is satisfying but not unreasonable. Specialty cakes are expensive and may

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disrupt the budget. This is an important part of the birthday party to me, and I will

source it as a gift from a local company or friend that would like to contribute

additional funds, if necessary to remain within budget.

R: I know that I can realistically achieve this as I have clearly weighed the

important areas of the project. I have creative solutions to potential challenges.

Excel will determine and track spending to reduce complications of using many

vendors or making sporadic purchases. It will also update and reallocate the

budget in areas that potential spending was overestimated.

T: I will know that I have achieved this goal when it is February 28th at 11:59pm

and my proposal has been submitted with approval to proceed in completing the

project.

Project Objective II

S: Make and distribute digital invitations with RSVP requests. The date has been

chosen by my own schedule and to be near my birthday on April 4th with enough

time to record the outcome of the project.

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M: I will know that the invitations were successful in their purpose when I have

created, distributed, and received RSVP messages from the invited guests.

A: I will be able to achieve this by choosing a date and theme, deciding on

activities and a timeline, adding any questions of dietary needs, and preferred

party etiquette to the invitation (no cell phones or social media posting). I will use

Canva templates and insert the correct information. The photo will be

downloaded and sent to potential guests via text with a clear deadline for RSVP

responses. It is possible that a challenge will be encountered in receiving an RSVP

in time. Unfortunately, because of food and activities I will need to be strict on

the deadline. It is always possible to arrange to see a guest at another date for

one-on-one time. Potential dietary restrictions will also be considered by the

invitations.

R: I know that I can realistically achieve this because I have used Canva for event

invitations in the past. It is very user friendly. Digital invitations allow for

immediate communication of RSVP. I know that the potential guests will read and

understand these invitations as the colors are high contrast, the timeline and

dates are very clear, and the steps that follow reading the invitation are listed.

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T: I will know that I have achieved this when it is March 1st and I have received all

RSVP responses.

I will make and distribute invitations one week before the RSVP deadline on

February 23rd. I will know the exact number of guests by March 1st so that I have

one month of advance notice to order a cake and activity supplies for the correct

amount of people.

Project Objective III

S: Transform my apartment dining area into a black and white themed birthday

party with decorations the day of the event before the time listed on the

invitations.

M: I will know that the theme and decorations will be successful when I have

arranged the room with black and white décor with enough items and space

before the confirmed guests arrive.

A: I will be able to achieve this by creating a Pinterest board with inspiration for

the theme and decorations. Then, I will find the items in the pictures in the

correct theme colors and plan the layout with my apartment dining area. Some

challenges that I may face with this area of the project are that I do not like waste

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or single-use items. I will source as many items as possible from the thrift store,

which means time commitment and scheduling on my part. I will also need to find

alternative options that can be quickly received or shipped if I am unable to find

second-hand items for décor. Shopping second-hand will help to manage the

project budget as it is more cost-effective than purchasing new or single use

items. It is important to me that some of the décor is re-usable as home décor or

crafting items after the project is completed.

R: I know that I can realistically achieve this as it is an important part of my

lifestyle already. I can find re-usable and second-hand items easily, I have

transportation, access to multiple stores and online shopping, and my invited

guests share my minimalist values which offers additional support.

T: I know that I have achieved this when it is March 30th at 12pm and all décor has

been set up. For myself, I will set a goal of having this completed by March 29th at

11:59pm. This will allow time for my morning routine before the event.

Project Objective IV

S: Provide a lunch, refreshments, and specialty cake for up to 6 people.

Refreshments will be available through the entire event from 12pm to 4pm, lunch

will be ready upon arrival at 12pm with cake to follow at 2pm.

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M: I will know that I am successful in this goal when it is 12pm on March 30th and

the lunch has arrived. Refreshments will be available and set out. Cake will be in

the fridge and ready to be served at 2pm.

A: This is achievable by referring to the established budget in determining what

food options will not exceed the allowed funds. Pizza is a generally affordable

meal that I would enjoy on my birthday. I cannot eat gluten but know that pizza

places often have reliable gluten-free options for the crust. This means that I can

order some gluten-free for myself and some regular crust for my guests. Panago

Pizza offers vegan and dairy free options for any guests with dietary restrictions as

well. I can use a pizza calculator online to determine the correct amount of pizza

to order for the confirmed guests. I will be pre-order the delivery of the food to

make sure that it is on time for the event. The online ordering also allows for me

to see the approximate funds required for the lunch and refreshments.

Refreshments will be affordable as they will be pop and water only. The pop is

available through the Panago Pizza company. My guests will not expect to have

alcohol, it is outlined in the invitation and the time of day is quite early. The cake

may be challenging as it will be specialty and need to be gluten-free. This means

that the pricing will be high and potentially out of budget. A few creative solutions

may be requesting it as a gift from a loved one or attendee, or creating a social

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media advertising plan that provides a discount for myself while mutually

benefitting a local cake making company. I will need to receive quotes on the cake

and compare different options to remain close to the budget.

R: I know that I can realistically achieve this goal because I have the tools to plan

it according to my itinerary. The pizza calculator online will determine how much

food I will need for up to 6 guests. Using Panago’s online ordering platform will

allow me to adjust my order to the budget. I have ordered from Panago many

times this way and can rely on a timely arrival with many options for dietary

restrictions of the guests. Refreshments will arrive with the lunch, and I have

enough cups, napkins, plates, and cutlery for up to 6 people to use.

T: I know that I have achieved this when all necessary cutlery, utensils, dinner and

glassware, pizza, cake, and refreshments for up to 6 people have arrived for the

event at or by 12pm on March 30th.

Project Objective V

S: Prepare an activity for up to 6 people that is within the budget and itinerary

time allotted for the event.

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M: I will know that I am successful in this goal when it is 4pm on March 30th and

the chosen activity has been set up with all necessary supplies and has been

completed by the attending guests.

A: This is achievable by brainstorming potential activities that my invited guests

may enjoy. My invited guests and myself enjoy home décor and painting. I

researched some affordable crafting options and found mini paint by number

crafts. This would fall well within the determined budget and if the chosen

templates are simplistic and tasteful, we could stay within the allotted time on

the itinerary and still have a final product to keep for home décor. They typically

come in sets of 6 which aligns well with the maximum of 6 guests at this event.

Some challenges with the activity is that I have never ordered them before, the

provided paints may dry out. I have a supply of paint that we could use and mix to

recreate or change some of the colors if needed or preferred by the guest. We

will need to cover the table in a protective cloth and use my personal supply of

brushes so that there are enough for up to 6 guests. Some guests may be nicely

dressed for the event and not want paint on their clothing, I have paint shirts and

aprons that I will provide for them but also will make sure it is listed in the

invitation. Some guests may not like the chosen art, but it would make a fantastic

gift and I would also be happy to keep any completed pieces that are not going

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home with the guests. It will take approximately 5 days to receive the necessary

supplies for this activity. Referring to my own personal weight of each objective—

I would like to have the items for this activity as early as possible. It is very

important to have entertainment for a successful event and I need to make sure

that we can accomplish this portion of the party.

R: I know that I can realistically achieve this goal because I have necessary

supplies and the resources to order what else is needed. I have a space for up to 6

people to work on the activity and there is reasonable time allotted to complete

the activity at the event. I have assessed potential challenges and created

solutions to ensure success of this objective.

T: I know that I have achieved this when it is March 1st and the guest count is

confirmed so that I can order the correct amount of supplies. I will order that day

and have the supplies received by March 6th. The objective will be successful if on

March 30th at 4pm all attended guests have completed their paint by number

activity.

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Requirements & Responsibilities

Sponsor Project Manager Project Administrator

Responsibility Responsbility Responsibility
• Initiate the 27th • Create a SMART plan • Manage timeline
Birthday Project for objectives • Organize logistics
Party • Establish a timeline • Organize schedule
• Determine project • Manage objective • Complete
start and end date deadlines administrative tasks
• Create Objectives for • Report and measure related to the
the Project objective status to projects
• Assign a budget to Sponsor
the project • Take creative action
to solve project
challenge

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Project Timeline
FEBRUARY 23
Invitation cration & distribution

FEBRUARY 28
Submit proposal & budget for approval

MARCH 1
RSVP responses due Order Specialty Cake

MARCH 6
Order activity supplies

MARCH 29
all decor set up by 11:59pm

MARCH 25th
Pre-order Pizza & Refreshments for March 30th at 12pm

MARCH 30th
Lunch, refreshments and cake at event by 12pm Activity starts at 2pm

Business Justification

The project is needed because I would like to have a quality event with my friends

and ensure that they are entertained and happy with the product of this project. I

would like to celebrate myself and my life this year and I typically don’t. The

impact of this project not being approved or succeeding would be a personal

disappointment, loneliness between friends and the potential cancellation of my

birthday celebration.

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Resource Costs & Estimates

EMILY'S 27TH BIRTHDAY

BUDGET
March 30th, 2024

Total Budget $450

EXPENSES Allocation Allocated Estimated

% budget costs Actual
costs
Invitations 0% $0 $0 $0
Decorations 28% $150 $139 $0
Lunch & Refreshments 18% $81 $77 $0
Activity 7% $32 $30 $0
Outfit 32% $144 $125 $0
Specialty Cake 15% $68 $100 $0
Total 100% $474 $471 $0

Contributions

SOURCE OF FUNDS Contribution

Emily Boudreault $450
Jerit Boudreault $50

Total $500

Available extra
funds

$50

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