Pier Extravaganza for Ramstable Council - Case Study Example

RAMSTABLE COUNCIL Pier Extravaganza PROJECT INITIATION DOCUMENT 2/19 Project Charter This charter is to serve as a formal proposal to develop and design a summer show, Pier Extravaganza, for Ramstable Council, providing a working plan and quote to be submitted to Ramstable for review and approval. Commencement of plan will not begin until such time as Ramstable elects to authorize CU Developments to execute said plan. This proposal will outline costs estimates and resources, proposed budget, schedule, scope of CU developments involvement in said event, risk to Ramstable, and project control. The scope of this charter shall include planning and execution of Pier Extravaganza, and will address all details of said show. The purpose of Ramstable Council’s summer show is to raise funds for pier renovation, while also creating an entertaining and enjoyable experience for patrons of aforementioned show. Deliverables of CU Development shall include a workable schedule, a budget for approval, location and entertainment planning, all secondary needs such as vendor support and merchandizing and any other specifics elected by Ramstable Council. CU Development will maintain authority over planning and execution of event, while Ramstable Council shall maintain recognition and brand association of the event. The project manager shall be CU development, who shall be responsible for all details of the event. The project manager will negotiate on behalf of Ramstable Council and communicate with contractors, vendors, suppliers, entertainers, and management to ensure that project planning is completed successfully and on schedule. This project plan will be completed and submitted for approval to Ramstable Council by February 19, 2012. This plan will include work breakdown structure, an organizational breakdown structure, a tentative schedule, a budget/cash flow plan, a quality assurance plan, and any other necessary elements of said event. The projected budget of said show shall be decided with Ramstable Council and any changes shall first be approved through Ramstable Council. Approved by: Sponsor Name: Sponsor Title: Organizing Pier Extravaganza I. Assign Project Manager, CU Developments ............................................................................ 4 A. Assign CU Development Team Members w ho w ill be under the Authority of the Project Manager................. 4 B. Define objectives. ...................................................................................................................................................... 4 C. Define target audience................................................................................................................................................. 4 D. Determine dates ....................................................................................................................................................... 4 E. Determine budget..................................................................................................................................................... 4 F. Arrange venue .......................................................................................................................................................... 4 Visit/review venues ................................................................................................................................................ 4 G. Establish list of entertainers................................................................................................................................... 4 1. Review and Negotiate entertainer fees .................................................................................................................. 4 H. Establish list of vendors …...………………….......................................................................................................... 4 II. Select Media Team ….................................................................................................................... 4 A. Create Schedule....................................................................................................................................................... 4 B. Assign budget .......................................................................................................................................................... 4 III. Select Contractors ................................................................................................................... 4 A. Identify materials required…………………………………….....................................................................................................................................4 B. Produce any new materials..................................................................................................................................... 4 C. Duplicate materials.................................................................................................................................................. 4 D. Assemble packs....................................................................................................................................................... 5 IV. Facilities .................................................................................................................................... 5 A. Organize vendors..................................................................................................................................................... 5 1. Identify and contract with vendors ......................................................................................................................... 5 2. Headcount estimate................................................................................................................................................ 5 3. Agree menus for vendors ....................................................................................................................................... 5 4. Agree requirements for breaks .............................................................................................................................. 5 5. Final headcount check........................................................................................................................................... 5 B. Organize equipment ................................................................................................................................................ 5 1. Microphones .......................................................................................................................................................... 5 2. Lighting .................................................................................................................................................................. 5 3. Amplifiers ............................................................................................................................................................... 5 4. Backdrops.............................................................................................................................................................. 5 5. Stage ..................................................................................................................................................................... 5 6. Event Brochures .................................................................................................................................................... 5 7. Determine final location of vendors, entertainers, merchandisers and information booths .................................... 5 V. Final run-up............................................................................................................................... 5 A. Set up equipment...................................................................................................................................................... 5 B. Set up support materials .......................................................................................................................................... 5 C. Check entertainer, vendor, merchandising, and information booth locations ................................................... 5 D. Check vendors ......................................................................................................................................................... 5 E. Check equipment ...................................................................................................................................................... 5 F. Check materials......................................................................................................................................................... 5 G. Check decor ............................................................................................................................................................. 5 H. Ensure adequate public restrooms and w aste receptacles ................................................................................. 5 I. The event.................................................................................................................................................................... 5 I. Assign Project Manager, CU Developments A. Assign CU Development Team Members who will be under the Authority of the Project Manager B. Define objectives C. Define target audience D. Determine dates E. Determine budget F. Visit venue a. Obtain Permits for event 4. Book venue G. Establish list of entertainers 1. Review and Negotiate entertainer fees H. Establish list of vendors and merchandisers II. Select Media Team A. Create Schedule B. Assign budget III. Select Contractors A. Identify materials required B. Produce any new materials C. Duplicate materials D. Assemble packs IV. Facilities A. Organize vendors 1. Identify and contract with vendors 2. Headcount estimate 3. Agree menus for vendors 4. Agree requirements for breaks 5. Final headcount check B. Organize equipment 1. Microphones 2. Lighting 3. Amplifiers 4. Backdrops 5. Stage 6. Event Brochures 7. Determine final location of vendors, entertainers, merchandisers and information booths V. Final run-up A. Set up equipment B. Set up support materials C. Check entertainer, vendor, merchandising, and information booth locations D. Check vendors E. Check equipment F. Check materials G. Check decor H. Ensure adequate public restrooms and waste receptacles I. The event 1 ASSIGN PROJECT MANAGER/ CU DEVELOPMENTS A CU Developments will act in whole as project manager of Pier Extravaganza, and will be responsible for allocating appropriate staff for all events. Staff will include but not be limited to stage hands, janitorial services, chauffeur services, information booth staff, security, volunteer staff, advertising design staff, promotional staff and booking staff. B The objective of Pier Extravaganza is to increase awareness of the Pier renovation project, which will begin in early 2013. While raising funds for this project entertainment will be provided for the community, consisting of a talent show and competition, live musical performances, a magic exhibition, comedian acts and a live chess rendition. Other entertainment will be outlined in section G. Because the Pier is a historically unique structure in the community it is of primary importance that redevelopment and renovation of the Pier is successful. Ramstable estimates that the Pier will be restored within two years and has outlined a complete schedule of renovations and is currently accepting contractor bids for each portion of the renovation. While Pier Extravaganza will be located on North Pier, the adjacent piers will be available a limited amount of time for public inspection before renovation and reconstruction commences. A commencement ceremony has thus far not been scheduled, though it is expected that the Mayor, along with other community officials will be in attendance to celebrate the beginning of this significant improvement to the community at large. C Prospective patrons of Pier Extravaganza are community members in the immediate vicinity and the event should also attract patrons from up to and more than one hundred miles, covering several local counties. Ramstable Council and CU Developments estimates patronage to be better than 30,000 individuals, over the course of the event. D The event will begin Thursday evening, April 5, 2012 with a VIP dinner by invitation only. A full schedule will commence April 6, 2012 with scheduled entertainment and operating hours from noon until 10:00 PM, with the event’s final production being Sunday, April 8 and 6:00 PM. Clean-up of the grounds will take place on April 9, allowing ample time before the Pier is scheduled for other activities. E A tentative budget has been determined though other factors that may alter the budget, causing an increase, will be first authorized and approved by Ramstable Council. F A walk through of the Venue, North Pier, will be conducted March 23, 2012 in order to establish locations of vendors, entertainers, and merchandizers. Necessary permits will be applied for through the local County office and associated costs will be included in final budget estimation. Approval will also be obtained from the local fire Marshall and information related to maximum occupancy will be considered in all planning. G Entertainers which have previously been used and are held in high regard by CU Developments will be contracted for this event. The entertainment listing includes briefings of each entertainment act that is expected to confirm commitment once a contract has been established. H All vendors are detailed in the Vendor section. Each vendor will be assigned a location at the event, which will remain consistent throughout the event. Vendor food, etc. must be preapproved through CU Developments and Ramstable Council. APPENDIX’S ENTERTAINMENT Appendix 1 MAIN THEATER STAGE PIT LEFT PIT RIGHT PIT CENTER ORCHESTRA LEFT ORCHESTRA CENTER ORCHESTRA RIGHT P R O M O T I I O O N N A A L L S MEZZANINE LEFT MEZZANINE CENTER MEZZANINE RIGHT S E E A A T T I I N N G G BALCONY LEFT BALCONY CENTER BALCONY RIGHT APPENDIX2 STUDIO APPENDIX 3 OPENING NIGHT VIP INVITATIONAL Pier Extravaganza will officially begin Thursda y, April 5, 2012 with an invitational VIP dinner and dance hosted by Ramstable Council. Community members chosen to attend this event will be those who have provided sponsorship to the pier renovation project, prospective contractors, and parties designated b y Ramstable Council. Dinner will be served buffet style, while beverages and table service will be provided by CU Developments. A DJ will provide musical accompaniment, and lighting technicians will create appropriate ambience. Set up for this event should take approximately 4 hours. Wait staff will be decided once an invitational list has been created by Ramstable Council. Clean-up for this event should take approximately 3 hours. This event will take place in the Pier Studio, dress will be black tie and musical accompaniment will be primarily classical. Ramstable representatives and/or executives will give an opening speech in order to further promote the upcoming Pier renovation project and will also be on hand to answer any questions which attendees may have. A special tour will be offered of the adjacent piers at 8 PM. The invitational will begin at 6 PM and conclude at approximately 10 PM. Pier Extravaganza will officially be open to the general public on April 6, 2012. APPENDIX 4 PIER EXTRAVAGANZA BRUNCH APRIL 6, 2012 10:00 AM Pier Extravaganza will open to the general public on April 6, 2012 with a brunch, proceeds will directly benefit the Pier renovation project. The Pier studio will be decorated with a casual motif and the event will conclude at 1:30 PM. Along with casual dining fare, alcoholic beverages will be served and proper licensing for this will be obtained by CU Developments. Staff will include approximately 15 employees, to include wait staff and janitorial service. Set-up will take approximately two hours and all food will be catered by CU Developments through local contractors in order to promote the local economy, brand recognition will be provided for the food services contractor. APPENDIX 5 LOCAL TALENT COMPETITION Community members will be encouraged to enter ‘Ramstable’s Got Talent” competition an entry for the event will begin up to one month before opening da y. Because Ramstable values community support and involvement in the pier renovation project, each entry will receive free admission to all Extravaganza events. Judging will be provided by a local radio host who is well known in the community, a Ramstable executive, and two local celebrities within the community. The judges will award placement to 5 acts in the competition and each entrant will receive a token trophy. Judging will be through audience applause as well as the opinion of the official Judges. The contest will be on April 7th and April 8th though the time has yet to be determined until further confirmation from Ramstable Council. The contest is expected to take approximately three hours; contestants will provide their own musical accompaniment though lighting, microphone, amplifier, etc will be provided by CU Development. The competition will take place in the main theater and will only utilize the pit area seating and the orchestra. The balcony will not be open for this event. APPENDIX 6 POTENTIAL ENTERTAINMENT ACTS Each artist will be responsible for providing own equipment. CU Developments will provide set- up for sound and lighting. Artist will be responsible for scenery set-up. CU Developments will require approximately two hours set-up time for each act. Arial’s Magic Carpet Arial performs live magic acts designed for audiences ages 6 and up, using live animals, sound and lighting effects and a disappearing act for the finale. Arial tours all over the State and provides all her own effects, scenery, stagehands, etc. FEES 70% OF BOX OFFICE, MINIMUM 2500 AVAILABILITY APRIL 6,7,8- AFTERNOON ONLY BOB’S BIG RIVER BAND Bob’s Big River Band performs live country and western along with bluegrass music. Five band members also take audience requests. Bob’s has been featured many times on local radio stations and they have an upcoming original record release. FEES 70% OF BOX OFFICE, MINIMUM 4000 AVAILABILITY APRIL 7,8, 2012 Laurel’s Puppetry Laurel is sure to delight all audiences with her vast array of puppets and ventriloquism. Laurel has appeared on Sesame Street, several after school programs and tours during spring and summer each year while her children are on summer vacation. Laurel’s children are very active in helping Laurel set-up her act and each also play a part in her performance. FEES 70% OF BOX OFFICE, MINIMUM 2000 AVAILABILITY APRIL 6,7,8 The Ronnie’s This Comedian act has appeared on some of Britain’s largest stages and are available a limited amount of time due to their huge overnight popularity. Adult humor provides a great escape from the mundane with this duo’s twisted sense of reality. FEES 60% OF BOX OFFICE, MINIMUM 4500 AVAILABILITY APRIL 8, 2012 Errol Wayne Errol’s late night reality show, ‘Errol’s Place,’ proved to be a huge success in 2010 and Errol makes appearances and provides live audience interactive performances based on reality TV. FEES 40% OF BOX OFFICE, MINIMUM 4000 AVAILABILITY APRIL 7 Johnny Carr Perfect for those with a contemporary view of politics, Johnny explores all topics with candor and openness which shocks most! FEES 70% OF BOX OFFICE, MINIMUM 2500 AVAILABILITY APRIL 6,7,8 Lee Marshall Lee’s comedy was the biggest show around for 2011; see what all the fuss was about! Tickets limited! FEES 80% OF BOX OFFICE, MINIMUM 4000 AVAILABILITY APRIL 6,7,8 Theatre De Decadence Enjoy a risqué night of burlesque cabaret in this Parisian style theater performance for adults only! FEES 60% OF BOX OFFICE, MINIMUM 2000 AVAILABILITY APRIL 6,7,8- NIGHTS ONLY Bootleg Beatles! Relive the invasion! All Beatles tribute band, performing for over ten years! A two hour multimedia sensation featuring the very best of the Beatles! FEES 50% OF BOX OFFICE, MINIMUM 3000 AVAILABILITY APRIL 6,7,8 While you were sleeping… Romantic play revolving around two lover’s spats with nosy neighbors! Action, comedy, romance and drama all rolled into one! FEES 40% OF BOX OFFICE, NO MINIMUM AVAILABILITY APRIL 6,7,8- AFTERNOON ONLY Bling and Burlesque Glamour and Glitz, scantily clad women and vaudeville entertainment at its finest! FEES 70% OF BOX OFFICE, MINIMUM 2500 AVAILABILITY APRIL 6,7 One Night With Elvis Don’t miss this one of a kind Elvis recreation, perfect right down to his Blue Suede Shoes! Elvis performs for 90 minutes after which he provides ample opportunity for photo ops and autographs! Recently was nominated at the Elvis Annual Convention for ‘Most Resemblance’ to the ‘Original.’ FEES 65% OF BOX OFFICE, MINIMUM 2500 AVAILABILITY APRIL 6,7,8 Double Vision Canada’s only twin comedy show! The y recentl y performed for the Prime Minister of Canada in Ottawa and tickets are sure to sell out fast! Clean comedy, professional and extremely eas y to work with! FEES 70% OF BOX OFFICE, MINIMUM 2500 AVAILABILITY APRIL 6,7,8 Magic of Motown Join the gang for a night of Marvin Gaye, Lionel Richie, Stevie W onder, Isley Brothers, Diana Ross, and The Temptations and loads more! The best Motown Tribute around with a superbly choreographed cast, dazzling costume changes, authentic Detroit sound- direct from sell out shows in London O2! FEES 70% OF BOX OFFICE, MINIMUM 5000 AVAILABILITY APRIL 6,7,8- NIGHTS ONLY Just Rock and Roll! Cover band fast becoming a local favorite! Provides three hours of pure rock and roll and acoustic classics! FEES 50% OF BOX OFFICE, MINIMUM 2500 AVAILABILITY APRIL 6,7,8 Nashville Nights and Dixie Days The UK’s most popular country music show, GREAT SONGS! GREAT S INGERS! And LOTS OF FUN! A truly unique that inspires all audiences, now celebrating their ten year Anniversary in the music business. Whether you are a fun of old country, such as Johnny Cash or new country like Garth Brooks and Alan Jackson this two hour show is sure to excite! FEES 70% OF BOX OFFICE, MINIMUM 5000 AVAILABILITY APRIL 6,7,8 The Spaghetti Western Orchestra The magnificent are riding into town! W ith more than a hundred instruments these performers are brilliant musicians and perform all the classics that made Clint Eastwood a star! Soundtracks include ‘The good, the bad, and the ugly,’ ‘For a few dollars more,’ and ‘Once upon a time in the W est.’ Hilarious sound effects recreate every punch-up, gunshot and jangling spur that define the gun slinging W est! Not to be missed! FEES 70% OF BOX OFFICE, MINIMUM 5000 AVAILABILITY APRIL 7,8 Fireman Sam! The hero next door is back in a brand new Live on stage show! Join Fireman Sam and all his friends and help them locate all they need to perform a fire rescue mission! This adventure will engross and delight all children and is an interactive stage event not to be missed in 2012! FEES 40% OF BOX OFFICE, MINIMUM 2500 AVAILABILITY APRIL 7,8- AFTERNOON ONLY VENDORS Vendors are required to pay a fee in the amount negotiated with Ramstable Council and all sales are kept by the vendor. All food booths will be inspected for compliance by the Department of Environmental Health Services. All food vendors MUST provide a complete menu. You MUST submit a photo of your trailer and/or booth with your application. All vendors preparing food on-site must provide an enclosed booth as pre-described by the Department of Environmental Health Services. Included in vendor price: City Business License, Environmental Health Permit, Fire Department Permit Electricity Provided: 2000 watts/20 amps only. Please try to be accurate on number of watts/amps needed. Additional power may be purchased. (Jamerson) Outside Food and Beverage Food and beverages provided quickly and conveniently, Outside Food and Beverage also provide picnic tables for guests comfort and seasonal conveniences such as umbrellas for shade and large outdoor fans in the summer time. Fish Fry Fish Fry provides deep fried walleye and a large tent with tables and chairs for customers. Fish Fry also offers customers a choice of two sides along with a beverage for one inclusive price. Pig Roast Pig Roast slowl y cooks porn on the grill in the early afternoon and throughout the day; picnic tables and place setting are provided. A springtime favorite! Wood Fired Pizza Self-contained vendor trailers are set-up on site, access to electricity, and water must be in contract. Woof fired pizzas are served by slice or whole pizza, tables and tents are provided and Wood Fired Pizza also provides table service when an order is complete. Farmer’s Market Conveniently healthy salads, sandwiches and hot soups will be offered at this terrace style location with an Irish Theme. Shop provides stylish table settings and own lighting during the evening hours. Mexican Concept Authentic Mexican food served hot and fresh, self-vending of beverages and clean-up of tables. Dessert Concept 99 Ice cream flavors, churros, popcorn and other fair style dessert concepts will be offered. PROPOSED VENDOR/MERCHANDIZING FEES 10’x10’ Food Booth 948.87 10’x20’ Food Booth 1265.16 10’x30’ Food Booth 1,644.71 10’x40’ Food Booth 1897.74 Additional Space 253.03 per 10 ft. Vendors must carry current liability insurance in an amount not less than 632,582.000. Overnight security will be provided though it is recommended that easily removable items be secured. APPENDIX 7 ORGANIZATIONAL BREAKDOWN STRUCTURE CU - DEVELOPMENTS PROJECT MANAGER JANITORIAL LIGHTING, SOUND TECHNIC IANS FACILITIES MANAGEMENT TEAM TEAM TO INCLUDE FOUR MEMBERS MEDIA TEAM ONE EMPLOYEE CONTRACTING LIASON Risk Management Special Event Risk Management Guidelines Special Events are by their very nature not "routine operations" but are often modified or new processes and procedures used to support a "one time activity". Given that these "special" activities are not routine, the exposure to risk is increased. Basic values exposed to risk include: personnel, property, liability (responsibility for injury or damage to others), continuity and revenue. Accidents can involve injury or property damage resulting in financial loss, reputational loss, interruption or cancellation of the activity, additional expenses, etc. The primary responsibility of the individuals "in charge" of a special event include managing the risks of the activities, participants, operations, personnel and property to support the successful outcome. Ten Steps to Safety 1. Establish Goals – No injuries or property damage, operate legally, avoid cancellation, generate funding, reduce anxiety about risk, and fulfill social responsibilities. 2. Designate Key Personnel - Safety TEAM, led by a person with keen eye for detail and common sense working closely with overall event leader. 3. Focus on Safety – All your assets are exposed – people, property, income and GOODWILL. Safety begins at the top and involves everyone. 4. Identify and Evaluate Special Event Risks - Facilities Selection and Management: Selection and Pre-Event Activities: o Entrances and Exits o Accessibility o Communications and alarms o Physical conditions of facility o Lighting o Restrooms o Equipment Pre-Event Inspection o Set up Hazards During the Event Safety o Response o Correction Post Event Safety o Egress o Tear down/Clean up Food and Alcohol o Contracts o Qualifications and facilities The Law o Intoxication o Service/Training Entertainment o Contracts o Impact o Setups Transportation and Parking o Access and Traffic Control o Parking o Shuttling Outdoor Events o Weather o Restrooms o Access Fund Raising Risks o Requirements of sponsors o Donor Publicity o Realistic revenue projections o Handling of Cash Involving Persons with Disabilities o Participants o Staff Partners [Vendors, Co-Sponsors] o Written Agreements o Claims and Liabilities o Insurance Requirements 5. Use Risk Sharing Tools and Secure Financing - Insurance: o Operations o Products o Automobiles o Advertising o Money and securities o Non Appearance/Weather o Property o Contractual Transfer 6. Provide Security o Crowd o Control 7. Plan for Emergencies o Accident o Weather o Emergency Response and Leadership o First Aid o Calling for HELP 8. Document Plans o Identification, analysis, mitigation o Procedures and guidelines 9. Report Incidents o Emergency Services Supervisor o Risk Manager/Insurer o Human Resources (employee injury) 10. Incorporate Lessons Learned and Prevent Future Incidents o What worked, why and why not? o Who else should be involved? o Communications o Documents and Contracts Media – Who talks to the Media and what do they say? • Contact Public Affairs • Designated spokespersons • "No comment" says a lot • Stay calm and "on message" • Positive, truthful message about organization • Show concern and compassion (Verbatim, Cal Poly http://www.afd.calpoly.edu/cprm/specialevents.asp?pid=5#managingrisk) References PM Docs. (2012). Project Charter. Available: http://www.projectmanagementdocs.com/templates/project-charter.html. Last accessed 16th Feb 2012. Matchware. (2012). Mindview. Available: http://www.matchware.com/en/demo/thankyou.php. Last accessed 16th Feb 2012. John Jamerson. (2011). Vendors. Available: http://www.route-66.org/vendors.htm. Last accessed 21st February 2012. n.d.. (2011). Project Quality Management Plan. Available: www2.cdc.gov/. Last accessed 21st February 2012. Cal Poly. (2012). Contracts, Procurement, and Risk Management. Available: http://www.afd.calpoly.edu/cprm/specialevents.asp?pid=5#managingrisk. Last accessed 26th PROJECT QUALITY MANAGEMENT PLAN Version 02/22/2012 INTRODUCTION 1.1 PURPOSE OF THE PROJECT QUALITY MAN AGEMENT PLAN [The purpose of this quality management plan is to ensure that no details are overlooked, mismanaged or conducted poorly during the course of this project. Quality management should include all aspects of the project and be accountable directly to the project manager. The Project Quality Management Plan documents the necessary information required to effectively manage project quality from project planning to delivery. It defines a project’s quality policies, procedures, criteria for and areas of application, and roles, responsibilities and authorities. The Project Quality Management Plan is created during the Planning Phase of the project. Its intended audience is the project manager, project team, project sponsor and any senior leaders whose support is needed to carry out the plan. 2 PROJECT QUALITY M ANAGEMENT OVERVIEW 2.1 ORGANIZ ATION, RESPONSIBILITIES, AND INTERFACES [Describe the primary roles and responsibilities of the project staff as it relates to the practice of Project Quality Management. Indicate responsibilities for activities such as mentoring or coaching, auditing work products, auditing processes, participating in project reviews, etc.] Name Role Quality Responsibility Larry Fly Project Manager Quality mentoring & coaching Nelson W alter Team Lead Quality audits 2.2 TOOLS, ENVIRONMENT, AND INTERF ACES [List and define the data elements the quality tools that will be used to measure project quality and level of conformance to defined quality standards/metrics.] Tool Description [Benchmarking] [Quality control measurements, recommended corrective action, recommended preventative actions] Cause and effect diagrams, flow charts, inspections Page 2 of 3 Appendix A: Project Quality Management Plan Approval The undersigned acknowledge they have reviewed the Pier Extravaganza Project Quality Management Plan and agree with the approach it presents. Changes to this Project Quality Management Plan will be coordinated with and approved by the undersigned or their designated representatives. [List the individuals whose signatures are desired. Examples of such individuals are Business Steward, Project Manager or Project Sponsor. Add additional lines for signature as necessary. Although signatures are desired, they are not always required to move forward with the practices outlined within this document.] Signature: Date: Print Name: Title: Role: Signature: Date: Print Name: Title: Role: Signature: Date: Print Name: Title: Role: Page 3 of 3 CU DEVELOPMENTS Event: Pier Extravaganza Date: April 5-9, 2012 Expense Estimated Cost Actual Cost Facility Fee Pier Facilities Donated Rentals (tables, dishes) $3771.67 Presenter/Entertainer Fee $40,231 Audio/Visual Equipment $1257.00 Advertising/Promotion $1508.67 Printing $502.88 Postage $220.00 Food/Catering $1005.74 Decorations Included Transportation Included Security and Technicians Included Other Other Total Expenses: 48,496.96 Revenue Estimated Revenue Actual Revenue Ticket Sales $94,226.81 Vendor Fees $12564.24 Event Sponsorship $139,455.68 Donations $75,378.78 Other Other Total Revenue: $321,625.51 Project Team Communication Plan Deliverable Description Delivery Method Frequency Owner Audience Reports Presentations Project Announcements Reviews and Meetings Team Morale Project status report Regular update on critical project issues E-mail Daily Project Manager Project Manager Project Sponsor Project Team Quality audit report Regular update on project quality performance E-mail Daily Quality Manager Project Manager Project Sponsor Budget Report Regular update on budget E-mail Daily Project Manager Project Sponsor Project review Task owner schedule reminders Meeting Daily Project Manager Project Manager Project Sponsor Project Team Task reminders Meeting to review project status E-mail Daily Project Coordinator Project Manager Project Team Team meeting Regularly schedule team morale events Meeting Daily Project Coordinator Project Manager Project Sponsor Project Team Quality Manager Team event Event One time event Project Sponsor Project Manager Project Sponsor Project Team CU DEVELOPMENTS Project Quality Plan Project Name: Pier Extravaganza Department: Project Manager Prepared By: Project Manager, Team Lead, Budget Committee Version Date Author Change Description 1.0 March Project Coordinator Original Creation 11, 2012 Confidential Project Quality Plan 1 PROJECT QUALITY PLAN PURPOSE The project quality plan purpose is to ensure that time and resources are managed appropriately. 2 QUALITY MANAGEMENT METHOD Managing project quality requires an approved quality plan encompassing three major quality processes defined in Section 2.1. The quality plan is developed and approved during the project planning phase to confirm major deliverables/milestone acceptance criteria and manage approved project processes. 2.1 Quality Plan Processes • Quality Assurance Quality assurance activities focus on the processes being used to manage and deliver the solution to evaluate overall project performance on a regular basis. Quality assurance is a method to ensure the project will satisfy the quality standards and will define and record quality reviews, test performance, and customer acceptance. • Quality Control Quality control activities are performed continually to verify that project management and project deliverables are of high quality and meet quality standards. Quality assurance also helps uncover causes of unsatisfactory results and establish lessons learned to avoid similar issues in this and other projects. • Project Deliverables and Processes Acceptance Criteria Project team members and key stakeholders agree at the project planning stage on formal project processes and major deliverable acceptance criteria that will be used to evaluate final deliverable results before the results are formally approved. 2.2 Project Overview Pier Extravaganza is a four day event which will provide community activity and entertainment in order to raise funds for the redevelopment of the Pier. 2.3 Quality Standards • Meeting defined schedule • Meeting defined budget 2.4 Quality Tools Methods of communication will include e-mail, telephone, and in person meeting in order to ensure that the quality plan is being implemented appropriately. Confidential Page 2 3/11/2012 2.5 Quality Manager’s Responsibilities The quality manager will be combined with the job of the project manager. 3 PROJECT QUALITY ASSURANCE Quality assurance helps to establish if a deliverable is acceptable based on the processes used to create it. Quality assurance processes are used to evaluate overall project performance frequently and to determine that quality reviews were held, deliverables tested, and customer acceptance acquired. Confidential Page 3 3/11/2012 QUALITY PLAN APPROVALS Prepared by Project Manager Approved by Project Sponsor Executive Sponsor Client Sponsor Confidential Page 4 3/11/2012 Read More