Project Charter: Friends and Family Party

Project Charter

Friends and Family Party

Jane Doe, Project Manager

Project Charter Page 1

 Project Charter: Friends and Family Party

Project Name: Friends and Family Party

Purpose
The purpose of this project is to plan, implement and evaluate a Friends and Family outdoor summer
party for 200 friends, business colleagues, and neighbors to thank for them for their support, business,
and friendship over the years as well as generate new sales opportunities.

High Level Project Description

The Friends and Family Party Project will demonstrate the importance of friends and family, and the
strength of those relationships. The Party Project will provide a fun and interactive venue for no more
than 200 friends, business colleagues, and neighbors to come together and enjoy good food and
activities on a summer afternoon. The party will be held in the backyard of the Party Sponsor so all party
elements must be contained to that area. By providing an informal environment to build new
relationships as well as enhance current relationships, this provides opportunities for collaboration on
future business and personal ventures.

Objectives
 Ensure guests feel valued and enjoy the food and entertainment, resulting in all guests
remaining at the party for 2 hours or more.
 Guests make at least 25 positive comments to the hosts about the party and their time spent at
the party.
 Enhanced relationships generate a minimum of 5 prospective sales orders.

High Level Requirements

 Party space must be able to accommodate 200 guests with tables & chairs for eating.
 Party space to be protected from rain and wind so the party space remains dry and no party
supplies or guest items blow away.
 Entertainment is provided so that party guests are not sitting alone or sitting doing nothing for
more than 10 minutes.
 Minimum of 25 guests provide the Party Sponsor with an unsolicited positive comment
regarding their party experience.
 All project deliverables meet requirements without defects or rework.
 Party Sponsor spends no time preparing for or cleaning up after the party.
 Party Sponsor spends entire party event communicating with invited guests.

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 Project Charter: Friends and Family Party

Schedule Milestones of Key Deliverables

Milestones Finish Date

Project Plan 1-Apr-2016
Guest List 15-Apr-2016
Supplier Contracts 15-May-2016
Guests invited 1-Jul-2016
Guests confirmed 20-Jul-2016
Party Day 7-Aug-2016
Party Cleanup 8-Aug-2016
Prospective Sales Appointments 15-Aug-2016
Project Evaluation and Closing 15-Aug-2016

Resources

Budget:
 Budget provided for the project is not to exceed $10,000
 Budget must include:
o Tent, tables & chairs
o Food Services
o Guest Entertainment
o Cleanup Services
 Assumption: no liability insurance is required
 Assumption: no travel costs are expected

Personnel:
 Project Manager experienced in party planning and delivery
 Party Sponsor to make key party decisions
 Party Guests

Procurement:
 Suppliers for party food, services, equipment, and supplies

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 Project Charter: Friends and Family Party

Overall Project Risks

Category Description
Schedule  The ability to achieve the desired Milestone dates are dependent on the guest
list being complete, accurate, and available on time otherwise the party
objectives may not be achieved.
Budget  The budget estimates provided are estimates at this time. Material costs could
be higher than planned causing a budget overrun.
Profitability  If there is insufficient interest from the guests in any prospective business
ventures, the project may not achieve 5 prospective sales orders.
Technical  If party equipment or supplies fail to operate as expected or operate with
defects, the project objective for party guests to remain for at least 2 hours
will be in jeopardy.
Organizational  Lack of involvement in decision making by the Party Sponsor could cause
incorrect party supplies to be procured.
External  Suppliers don’t provide supplies, equipment or materials in time causing delay
in schedule and disapproval from guests.

Project Manager, Project Stakeholders, and Sponsors

Name Role Responsibilities and Authority

Sally Swift Party Sponsor  Provide support for the Project Manager
 Resolve key issues on the project
 Enable success of the project deliverables
Jane PM Doe Project Manager  Responsible to manage all elements of the project
including the project plan, schedule, budget and scope
 Must ensure all project objectives are met
Supplier ABC Supplier  Provide contracted party supplies, equipment and
materials
Customers Guests  Provide feedback and evaluation of the Party
 Confirm prospective sales meetings

Project Approval Requirements and Exit Criteria

The Party Sponsor will provide the final approval on the completion of the Party Project.

The project will meet the following exit criteria in order to be closed:
 Party is held on the scheduled day.
 Food and entertainment is provided per stated requirements and contract terms.
 Five prospective business ventures are identified and follow-up meetings scheduled.
 Party attendee feedback has been collected.
 If fewer than 50 invitees accept the party invitation, then the party will be cancelled and
rescheduled for another date.

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 Project Charter: Friends and Family Party

Party Sponsor & Client Approval

Party Sponsor: Sally Swift

Project Manager: Jane Doe

Version Control

Document Approval Date Modified By Section, Page(s)and Text Revised

Version #
1.0 March 15, 2016 J. Doe Original Charter Approved by Sponsor

Project Charter Page 5