Jenna Baba

Kimberly Merrill
Nicole Gorecki
Ryan Sturdevant
OGL 240 #44801
Jul 15, 2022
Module 3: Project Charter Final

Project Title: Erica’s Sweet 16

Project Description: This project will detail the planning, scheduling, and execution of
a teenage birthday party. There will be no party planning agency utilized for this project.
Alternatively, Erica’s family will take on the project and split the responsibilities amongst
themselves. Their goal is to give Erica a spectacular 16th birthday party while staying
on a budget.

Reasoning this project was chosen by the group: Our team chose this project
because we thought it would be interesting and fun! We never had a Sweet 16 so we
created our dream party that a 16-year-old would love. We are also excited to put our
project management skills in full motion for this event.

A table list of stakeholders and their roles:

Client - 16-year-old Erica
Sponsors- Parents and Grandparents
Attendees- 50 guests

Objectives:
● Specific: Exactly what must be done and who’s responsible?
For Erica, she must make a guest list and send out invitations. After they are sent out,
she must keep a list of who can make it and who can’t. Her mother will be in charge of
the snacks and food. She has to find a cater that will feed around 50 guests. For
snacks, she has to get a veggie tray and chips. For drinks, she will need to pick up two
thirty packs of water and 4 different types of soda. Her father will be in charge of the
venue. He will need to assess the venue and determine what preparations are
necessary. These will be chairs, tables, table settings, and utensils. Most of these will
be done by using a rental service. Depending on the venue, he may need to make
arrangements for portable restrooms. Her grandparents will be in charge of the
entertainment. They will find a DJ for music and plan games during the party. They will
work on decorations altogether. Suggestions on theme and color scheme will be
discussed by the sponsors and serve as a surprise for Erica.
 ● Measurable: How do we know it’s getting done?
Accountability meetings to ensure tasks are completed by suitable deadlines will be
carried out during family dinners each Saturday leading to the party. During these
dinners, the sponsor and clients will evaluate task progress. The surprise theme will be
discussed during a private video call on a weekday while Erica is at school.

● Ambitious: Is the goal challenging?

The goal is challenging for all parties involved. Erica must maintain an acceptable grade
standing and keep up with her extracurricular activities while planning her guest list and
completing the invitations in a timely manner. She will need to utilize time management
strategies to be successful. The goal is also challenging for Erica’s parents. They both
hold full-time jobs. Planning and managing a budget for this party will require them to
use lunch breaks and evening time to complete their tasks. They will also have to be
resourceful and find the best deals to stay under the budget goals. The grandparents
are elderly, so they foresee challenges in finding entertainment that is age relevant to
Erica’s generation and that the guests will enjoy comprehensively. They plan to meet
with Erica’s closest friends for music and game suggestions. They will also need to use
online sources and research to find satisfactory entertainment ideas.
● Realistic: Can this goal realistically be accomplished?
The goal of a fun, memorable Sweet 16 that is on a specified budget is attainable for
this family. A planning meeting is their first task to identify all the tasks, delegate them
appropriately, and set deadlines. From there, they can plan the party over the course of
time without the pressure and constraints of stressful last-minute duties. There are
enough people for all of the tasks. They have ample time to plan and execute the goal.
● Time Bound: Is the goal proximal?
The goal has a predetermined date and is proximal. The party is on Saturday, August
27th at 5 PM. Invitations need to be sent early enough for guests to RSVP, and other
planning to commence. A venue and entertainment will also need to be secured early to
ensure availability on their desired party date.

Project Scope identifies the limits of the project and defines the objectives or the
deliverables. In order to prevent scope creep, be sure to list any objectives or
deliverables that the team has specifically excluded from the scope.:
- The project scope: Planning a sweet sixteen party for Erica. Her family will assist
in making this party. The parents will plan and budget on their lunch breaks at
work while her grandparents will talk to Erica's friends for ideas on age
appropriate entertainment, also resourcing from the internet. While trying to stay
on the budget the party will have food, drinks, entertainment, decorations, and
guests.
 - Quality requirement: Make sure the birthday girl Erica has a great sweet sixteen
birthday party surrounded with things she likes while also making sure the guests
are also having a good time and are happy.
- Limiting factors:
- An unknown amount of certain guests
- Secured venue and entertainment
- Possible portable restroom depending on the venue
- Erica staying on top of her academics
- Getting a cater
- Objectives
- Accountability meeting for tracking on-time goals on Saturdays, family
dinner
- Parents planning budgets, venue, food/drinks on work lunch breaks
- Resourcing catering, entertainment, snacks, and drinks
- Checking deals, staying on budget adjusting for added fees for service,
tips, and unexpected expenses
-
- The deliverables: Must be completed by August 27th before 5 PM
- Invitations will be sent out to all on the guest list
- Cater for about 50 people
- Snacks, drinks
- One venue big enough for 50
- One DJ
- Games
- Eliminating Creeps
- Making sure everyone who is delegated their role follows through on time
for the party.
- Good communication between the family and accountability for deadlines
- Sticking to the expectations of the party and eliminating unrealistic goals.

Assumptions:
- When looking at the guest list, 50 people have been invited including friends and
family. Erroring on the side of reason, it is wise to think that you will have some
no-show as well as people showing up that were not invited. The goal should be
to stay within our scope and control only the things that we can deliver on. Our
scope is to throw a 16th Birthday Party for Erica and plan on there being 50
guests there.
- Staying within budget is key, however understanding that you have to plan for
delivery fees as well as tips for the catering services. We have to remember that
the services that are being provided have costs that are separate from our “total
 cost,” but still apply to the budget. If we do not follow through on the tips, we
may not get the best service from the people providing. We have a DJ, Caterer,
and possibly feeding those who are coming to help out.
- Resources are the last item that we can count on for throwing a party. We are
throwing a party for Erica, but have 50 other guests as well as vendors to take
care of. Ensuring that the toilet paper is full, there is enough water, and ample
amounts of parking are key to having a successful party.

Constraints:

- Time is paramount when throwing a party, and making sure that people have all
the information they need, and time to get their piece done. You have to make
sure the caterers have enough time to set things up for themselves, and you
have to make sure the guests have enough time to enjoy their day. Furthermore,
what is a party without a guest of honor? You need to make sure that Erica has
enough facetime with all of her guests.
- Understanding the risk of throwing a Suite 16 is trying to divulge into the brain of
the modern-day 16-year-old girl/boy. As an adult, it is your responsibility to
finesse understanding what our youth likes, and how to keep it a secret from the
birthday girl. Risk can be an asset by asking questions to the current guest, as
well as reaching out to people prior to the party for assistance on what trends are
up.

Procurement Plan:

● 50 invitations, envelopes, and stamps

● Decorations
○ Streamers
○ Balloons
○ Centerpieces
○ Photo Backdrop
○ Flowers
● Venue (preferably with restrooms on site and ample parking)
● Rental Service (contract)
○ Chairs
○ Tables
○ Tablecloths
● Utensils
○ Forks
○ Knives
○ Spoons
 ○ Glassware
○ Plates
● Food, Snacks, and Beverages
○ Cake (with candles)
○ Chips
○ Veggie/Fruit Trays (with dip)
○ Pizza
○ Soda (4 types)
○ Water (2 cases of 30 bottles)
○ Ice
● Ice chests (2)
● DJ (contract. Servicer will provide equipment including wiring and speakers)
● Dress, Tiara, Heels, and Sash for Erica