Group 2 Project Charter

Project Management MNGT-321-WET

Jason Dulay
February 9th, 2025

Client: Calgary Humane Society

Fund-Rasing event: Trivia Night

Team Members:
Niah Hawes
Ryan Slaney
Mikias Gebre
Manjot Singh Mangal
Sukhmandeep Singh

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Table of content
Team Members: ........................................................................................................... 1
2. Project Description ................................................................................................ 3
3. Definition of Project Success .................................................................................. 3
4. Project Deliverables............................................................................................... 3
5. Team Roles and Responsibilities Chart (RACI chart) ................................................. 4
6. Milestones ........................................................................................................... 6
7. Costs and Revenue ................................................................................................ 7
Major Costs: .......................................................................................................... 7
Revenue Streams: .................................................................................................. 7
8. Stakeholder Impact and Communication Plan ......................................................... 7
9. Project Constraints ................................................................................................ 8
10. Project Exclusions ............................................................................................... 8

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2. Project Description
Who: Calgary Humane Society, a non-profit organization dedicated to animal welfare and
advocacy.

What: Trivia Night

Where: Canadian Brewhouse (Mahogony)
When: March 21st-22nd?
Why: To raise money for the Calgary Humane Society while learning how to effectively
manage a project and the process behind it in the form of an event.

3. Definition of Project Success

Project success is defined as achieving the fundraising goal of $1,500. Raising awareness
about the Humane Society while providing an engaging and entertaining experience for
participating teams of at least 10 and receiving positive feedback from attendees and the
client.

4. Project Deliverables

Deliverable Reason for Deliverable

1. Event Planning Timeline To ensure all tasks are scheduled and deadlines
are met.
2. Venue Booking Secure a suitable venue that meets capacity and
Confirmation technical requirements.
3. Trivia Questions and Develop engaging and diverse trivia content with
Materials answer sheets.
4. Marketing and To maximize community outreach and event
Promotion Plan participation.
5. Donation Collection Set up both in-person and online donation
Mechanism channels.
6. Event Day Agenda A detailed schedule to keep the event organized
and on track.
7. Financial Report Track all expenses and revenue for transparency
and future reference.

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5. Team Roles and Responsibilities Chart (RACI chart)

Tasks/ Ryan Niah Manjot Sukhman Mike

Activities Slaney Hawes Gebre
Define Event C C C C A
Objectives
Set Event Date & Time C C R I A
Secure Event Venue C I R I A

Develop event budget R C C I A

Identify fundraising A I I I C
goals
Design Trivia format C I I I R
and rounds
Write Trivia questions C I I R C
Arrange Trivia Host C I R I A

Coordinate with A/R C I C I

Sponsors
Design event logo & I A/R C I I
Branding
Promotional Material I A/R C I I

Organize ticket Sales R C C I A

Recruit Volunteers C C C I A

Train Volunteers C I C I A

Plan Event setup I I R C A

logistics
Arrange Audio/Visual I I A C I
equipment
Coordinate food C I A C I
vendors
Setup Event R R R R A/R
decorations

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Develop event C C I I A
schedule
Handle event day- R C C I A
cash
Monitor Event Scoring I I C R I
Fix tech I I C R I
issues
Take Photos of event I A C R I

Announce Winners & C I R I A

Prizes
Clean Up after event R R R R A/R

Collect feedback R C I I A
from participants
Post Event review R C C C A
meeting
Prepare thank you A C I R I
notes for sponsors
Reconcile Event R I C I A
Finances
Create Event Theme C R I C A
Related to CHS
Participate In Team R R R R A/R
Follow Ups
Create Flyers/Posters A C I I R

R Responsible
A Accountable
C Consulted
I Informed

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6. Milestones

Date Milestone Assigned Team Member

01/20/25 Project Kickoff Meeting Mike

02/12/25 Project Charter Approval Mike

02/13/25 Venue Research and Shortlisting Whole team

02/16/25 Venue Booking Confirmation Manjot

02/18/25 Budget Approval Ryan

02/23/25 Trivia Content Development Mike

Initiated

02/25/25 Finalization of Trivia Questions Mike

02/27/25 Marketing Campaign Niah

Development

03/06/25 Marketing Campaign Launch Niah

03/10/25 Volunteer Recruitment Drive Sukhmandeep

03/14/25 Volunteer Training and Sukhmandeep

Assignment

03/16/25 Procurement of Event Materials Ryan

03/21/25 Event Setup and Dry Run Sukhmandeep

03/23/25 Event Day Execution Manjot

03/25/25 Post-Event Evaluation and Ryan

Reporting

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7. Costs and Revenue
Costs and Revenue

Major Costs:

• Venue Rental: $300

• Marketing Materials: $200
• Trivia Supplies: $150
• Prizes: $200
• Miscellaneous: $150
• Total: $1000

Revenue Streams:

• Team Registration Fees

• Donations (in-person and online)
• Raffle Tickets
• Sponsorships from Local Businesses

8. Stakeholder Impact and Communication Plan

Stakeholder Relation Organization of Role Element of Project that

’s name Stakeholder affects Stakeholder

1 Jason Dulay Good SAIT Instructor Role updates

2 Faud Good Canadian Manager of Set up requirements
Brewhouse the event
place
3 Emma Good Calgary Event Changes in event agenda
Wournell Humane Facilitator
Society
4 Undefined Good None Participants Schedule Adjustments
5 Mike Good SAIT Team Insufficient
Niah members Communication
Ryan

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 Manjot
Sukhman
6 Undefined Good None Volunteer Number of participants
7 Undefined Good Canadian Staff Number of participants
Brewhouse

9. Project Constraints

Project Constraint Element Constraint

1 Limitation on initial funds Cost
2 Limited Venue Capacity Scope
3 Duration Time
4 Catering Issues Scope, Cost

10. Project Exclusions

• On site Medical Services
It is not planned to have on-site medical personnel at the event
• Additional security
There are no plans to hire additional security personnel at the event
• Controversial Topics
The topics that can raise conflicts will be avoided
• High-Cost Activities
High profile performers and expensive decorations will be avoided

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11. Project Risk Management Plan

High 3 6 9

Impact Medium 2 4 6

Low 1 2 3

Low Medium High

Possibility

Risks description Scor Limit Justifying Mitigation Plan

e Score
Low Fewer than 10 9 Registration below Early marketing,
Participant teams registered 10 teams incentives,
Turnout partnerships
Technical Issues with 9 Equipment failure Backup equipment,
Difficulties equipment on event day tech support on-site
Venue Last-minute venue 6 Venue cancels Backup venue secured,
Cancellation unavailability within 7 days flexible contracts
Budget Expenses 6 Exceeding budget Strict budget control,
Overruns exceeding planned by 20% contingency fund
budget
Sponsor Key sponsors back 4 Loss of more than Diversify sponsors,
Withdrawal out before event 1 sponsor maintain strong
relations
Poor Weather Adverse weather 4 Severe weather Check weather
affects attendance forecasted forecast closer to the
event
Volunteer Not enough 4 Less than 70% of Over-recruit, clear role
Shortages volunteers on volunteer target assignments
event day
Data Loss Loss of key event 3 Loss of Regular backups,
data or contacts registration info cloud storage solutions
Health/Safety Injury or accident 3 Any medical First aid kits,
Incident during the event incident emergency plan,
trained staff
Participant Disruptive 3 Any security- Clear rules, security
Misconduct behavior during the related incidents staff if needed
event

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