IT PROJECT PROPOSAL TEMPLATE

PROJECT TITLE BIRTHDAY EVENT

SUBMITTED
SUBMITTED BY Ayush Raj TO
Princy

RECEIVER
PHONE /
EMAIL
799732114 PHONE / 8210514390
EMAIL

DATE PROJECTED
SUBMITTED START DATE

Provide Name, Title, Phone, and Email Address for each stakeholder, below.

PROJECT SPONSOR Commissions delivery of and champions project; Provides vision and direction, accepts responsibility

FUNDING SPONSOR Person / department obtaining budget required

PROJECT OWNER Confirms need for project and validates objectives; Provides specs, monitoring, overall delivery

PROPOSAL FACILITATOR Proposal preparation support

ADDITIONAL STAKEHOLDERS

STAKEHOLDER NAME STAKEHOLDER ROLE

Task 1: Manager, Internal resource Booking the Auditorium and Verification

Task 2: ABC Company(External Resource) and Internal Verifying Decorative items(Internal) and Decorating the
Resource stage(External)
Verifying the catering items(Internal) and Providing the
Task 3: ABC Catering Services and Internal Resource
food for the 200 guests(External)
Verifying the design and bringing the banners and
Task 4: Designers, Photo and Videographers and Internal invitations, Sending virtual invitations(Internal), Designing
Resource, XYZ printing Company the invitation, Printing the invitation and making photo
and videography of the event(External)
Task 5: Sanitizers, House Keepers, internal Resources and Sanitation and House Keeping(Internal), Pre and Post
External Resources Verification(External)

PROJECT NAME AND DESCRIPTION

1st Birthday event is a grand event scheduled for Jan 31st, 2025, hosting 500 guests, including 50 VIPs. The day will
begin with engaging activities involving multiple departments, fostering collaboration and creativity. The evening will
feature an electrifying musical presentation by the XYZ Band, followed by special seating arrangements for the
audience. Guests will enjoy two servings of delicious veg and non-veg meals provided by professional catering services.
The venue will be adorned with lights and one stages will be set up for the activity of cake cutting. Security and
promotional materials will ensure the event’s success.

PURPOSE / GOALS
1. Ensure seamless coordination across all departments for smooth execution of morning activities and evening
performances.
2. Deliver a high-quality guest experience with well-planned seating, catering, and entertainment.
3. Achieve aesthetic excellence with creative decorations, lighting, and graffiti.
4. Maintain safety and security through collaboration with personnel.
5. Effectively promote the event through professional marketing materials.

ASSUMPTIONS
1. Guest Attendance: Most of the invited 500 guests, including 50 VIPs, will attend the event as planned.
2. Vendor Reliability: Catering, decoration, stage setup, and other vendors will deliver services on time and as per
the agreed standards.
3. Security and Safety: Proper security measures will ensure all attendees' safety and prevent disruptions.
4. Technical Arrangements: Sound systems, lighting, and other technical setups will function seamlessly throughout
the event.
5. Weather Conditions: The event will take place under favourable weather conditions, allowing smooth execution of
both outdoor and indoor activities.
6. Budget Adherence: The event will remain within the allocated budget, with no major unforeseen expenses.
MEASUREMENTS OF SUCCESS

The project's success will be measured by how smoothly and efficiently the event is executed and the guests'
satisfaction. It will be successful if all planned activities are conducted on time, with high participation and engagement
from attendees. Positive feedback on the food, seating, decorations, and entertainment will indicate success. Ensuring
the safety and security of all 500 guests, including VIPs, will be critical. The event will also be successful if it stays
within budget, the technical arrangements function perfectly, and the promotional efforts attract a large and
enthusiastic audience.
1. Guest Attendance Risk: A lower turnout than expected could impact the event's success, especially if VIPs or key
participants cannot attend.
2. Weather Conditions: Unfavorable weather (e.g., RISK
rainFACTORS
or storms) may disrupt outdoor activities, decorations, and
seating arrangements.
3. Vendor or Service Failure: Delays or failures in delivering catering, stage setup, lighting, or sound systems could
hinder the event’s execution.
4. Budget Overruns: Unexpected expenses or mismanagement could exceed the allocated budget.
5. Technical Issues: Malfunctions in sound systems, lighting, or other technical equipment could disrupt
performances or activities.
6. Security Breach: Insufficient or poorly coordinated security measures might lead to crowd mismanagement or
safety issues.
7. Food Quality or Delivery: Poor quality food or service delays could lead to guest dissatisfaction.
8. Team Coordination Failures: Lack of collaboration or miscommunication between organizing teams might result
in errors or delays in executing plans. APPROACH
9. Health and Safety Concerns: Any accidents, injuries, or health-related incidents during the event could tarnish its
success.
The approach for this project should focus on detailed planning, seamless coordination, and effective execution. The
first step is to outline a clear timeline, assigning responsibilities to different teams for tasks like decorations, catering,
stage setup, and security. Regular meetings should be held to ensure everyone is on the same page. Vendors and
service providers must be selected carefully, with contracts finalized well in advance. A contingency plan should be in
place for potential risks like bad weather or technical failures. Clear communication, both within the team and with the
guests, is essential. Lastly, consistent monitoring during the event will ensure everything runs smoothly.

SCOPE OF WORK

FUNCTIONS / PROCESSES IMPACTED BY PROJECT

Ensure that the auditorium has all the requirements- lights, seats, mics and sound system, podium
and stage.

For any issues regarding auditorium, they are the contact person.
IN SCOPE

Catering services

OUT OF SCOPE
 Decoration and printing
OUT OF SCOPE

Any electrical outbreak in the city and natural constraint.

UNCERTAIN

INTERDEPENDENCIES / REPLACEMENT / CONSOLIDATION WITH OTHER SERVICES, PROJECTS, AND SYSTEMS

IN SCOPE

OUT OF SCOPE

UNCERTAIN

TIMELINE / MILESTONES

OVERVIEW

MILESTONE DEADLINE
 PROJECT COST AND RESOURCE ESTIMATE

OVERVIEW

NEEDS / INVESTMENT COST

Booking of the auditorium $ 51,000.00

Stage Decoration $ 26,800.00
Catering services $ 111,180.00
Invitation and designing and marketing $ 87,180.00
Post Event Verification $ 20,000.00
ESTIMATE TOTAL $ 296,160.00
 Aspect PM (Your Question)
Sir, do you have a specific theme in mind for the party?
Event Theme
Should it be formal, casual, or reflect NIRDPR’s values?
Would you prefer an indoor or outdoor venue? Should we
Venue Preference
use a campus location or look for external venues?

How many people do you expect to attend, and are there

Guest List
VIPs we should prioritize?

What kind of entertainment do you want, Sir? Cultural

Entertainment
programs, DJ, or something else?

Should we go for a buffet? Any specific dishes or cuisines

Catering and Menu
you’d like to highlight?

How do you want the venue decorated? Should it match

Decor and Ambience
the theme or have general festive vibes?

Sir, what is the budget we need to work within? Any

Budget Constraints
priorities for spending?

What time should the event start and end? Any specific
Timeline
schedule for key activities?

Special Do we need specific arrangements for families or children,

Requirements Sir?

Safety and Security Do we need extra security or safety measures?

What kind of sound system is required? Should we plan

Music and Sound
any special tracks for key moments?

Lighting Any specific lighting needs, Sir?

Photography &
Should we document the event, Sir?
Videography

How should we handle invites? Printed, digital, or a mix of

Invitations
both?

Giveaways Should we have return gifts or mementos for the guests?

Kids’ Entertainment Any specific activities for children, Sir?

Transport Assistance Do we need transport arrangements for guests, Sir?

Bar and Beverages Should we arrange a bar or just a beverage counter?

Seating How should seating be organized? Reserved, open, or

Arrangements mixed?

Countdown Setup What’s your vision for the countdown, Sir?

Stage Design Any specific requirements for the stage, Sir?

Emergency Plan Should we have a contingency plan, Sir?

Event Theme Who should handle the cleanup after the event?
 DG Sir (Response)
Empowering Rural India: Celebrating Progress and
Heritage

Main Conference Hall, NIRDPR Campus

Around 300 guests, including faculty, staff, students,

and some dignitaries like the Director-General.

Cultural performances by staff and students,

followed by a DJ for the countdown. Add a light
show too.
A multi-cuisine buffet with Indian specialties from
different states. No alcohol, only non-alcoholic
drinks.
Use traditional motifs, rangoli designs, and lighting
to reflect India’s cultural diversity.
The budget is ₹10,00,000. Spend more on décor and
cultural programs, but let’s minimize external
logistics.
Start at 7 PM, have dinner by 9 PM, countdown at
midnight, and wrap up by 12:30 AM.
Yes, a kids’ zone with activities like crafts and
games. Also, arrange accessible seating for senior
guests.

Ensure security at entry points and compliance with

fire and safety standards. Keep a first-aid team ready.

A professional setup for cultural performances and

DJ music. Add some patriotic tracks during
speeches.
Stage lighting for performances and warm fairy
lights around the lawn. A light show for the
countdown.
Yes, hire professionals for photography and
videography. A drone would be great for outdoor
shots.

Digital invites through email and WhatsApp for staff.

Also, place posters on campus to create awareness.

Yes, eco-friendly options like seed packets or

reusable notebooks with the NIRDPR logo.
Set up a kids’ area with games, crafts, and maybe a
puppet show.
Yes, provide shuttle services for staff and students
staying nearby.
Only non-alcoholic drinks, including mocktails,
juices, and tea/coffee.
Mixed seating: Reserved for VIPs and dignitaries,
open seating for other attendees.
A giant LED screen with the countdown, fireworks
display, and a group toast with mocktails at
midnight.
A traditional stage with a backdrop displaying
“NIRDPR New Year 2025” and cultural elements.
Yes, arrange backup generators and ensure
emergency medical kits are available.
The event team should manage cleanup and waste
disposal in coordination with the venue staff.
 Additional Notes
Highlight rural innovations, achievements, and cultural heritage
in décor and performances.
Indoor setup with modern AV facilities and seating for the
expected audience.

Reserve front-row seating and exclusive dining for VIPs.

Plan a mix of regional dances, a short skit, and high-energy

tracks for the DJ session.

Include a midnight dessert counter with traditional sweets like

gulab jamun and cakes.

Ensure gold-and-red lighting for a festive and warm

atmosphere.

Plan cost-effective décor and utilize internal resources where

possible (e.g., students for performances).

Create a detailed event flow with slots for performances,

dinner, and the DJ session.

Dedicated kids’ corner with supervision and simple craft kits.

Hire security personnel and install fire extinguishers at key

points.

Coordinate with performers for sound check before the event.

Use energy-efficient LED lights to manage costs and enhance

aesthetics.

Include group photos for faculty and staff and candid moments
during the event.

Design a visually appealing digital invite matching the theme.

Ensure giveaways reflect the institution’s sustainability values.

Include age-appropriate activities and ensure safety

supervision.
Confirm routes and timings to avoid delays.

Add a signature New Year mocktail for a special touch.

Ensure comfortable seating arrangements for families and

senior guests.

Use confetti cannons and upbeat music to create excitement.

Add a floral garland or rangoli at the front of the stage for

authenticity.
Confirm with campus administration about power backup
facilities.
Ensure waste segregation for biodegradable and recyclable
materials.
Sprint No. Name Start Date End Date
Booking of Auditorium
1
Verification of the Auditorium

1 Water Availability
2 Washroom
3 Lightining
4 Sitting Arrangement
5 Sound System
6 VIP Guest Arrangement
7 Security & Safety
8 House Keeping
 Start Date End Date Status
30th December'2024 30th December'2024
31st December'2024 31st December'2024

Risk Factor

Status Remarks

Risk Factor
 Remarks Stake Holders
Has to be completed by EOD, if not
Murli Sir
available go for another available option
Will verified tommorow Murli Sir
 Sheet3

COST BREAKDOWN
QTY MATERIAL RATE TOTAL LABOR HOURS

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$ - TOTAL LABOR
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$ - MISCELLANEOUS CHARGES
$ -
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$ -
$ -
TOTAL MATERIALS $ - TOTAL MISCELLANEOUS

TOTAL MATERIALS

TOTAL LABOR

TOTAL MISCELLANEOUS

SUBTOTAL

TAX RATE

TOTAL TAX

TOTAL

Page 14
 Sheet3

RATE AMOUNT

$ -
$ -
$ -
$ -
$ -
$ -
$ -
$ -
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TOTAL LABOR $ -

MISCELLANEOUS CHARGES
$ -
$ -
$ -
$ -
$ -
$ -
$ -
OTAL MISCELLANEOUS $ -

TOTAL MATERIALS $ -
TOTAL LABOR $ -
TOTAL MISCELLANEOUS $ -
SUBTOTAL $ -
TAX RATE 0.00%
TOTAL TAX $ -
TOTAL $ -

Page 15
Column1
Category
Event Date and Time

Guest Details

Theme and Décor

Venue Details

Food and Beverages

Entertainment

Photography & Videography

Invitations

Budget

Special Requests

Logistics & Timelines

Additional Notes
Column2
Details
Date: February 20, 2025
Time: 4:00 PM to 8:00 PM
Total Guests: 40
20 children (ages 5–10 years)
20 adults (parents and family)
Theme: Superheroes (Marvel & DC characters)
Color
DécorScheme: Red, blue,
Items: Balloon yellow,
arches, blacktablecloths, plates, napkins, photo booth with superhero props, banner
themed
"Happy 7th Birthday, Arjun!"
Type: Indoor banquet with outdoor play area
Location: Sunshine Banquets, Sector 25, Greenfield City
Facilities: Ample parking, air-conditioning, kids’ play area
Menu:
- Kids: Mini burgers, French fries, pizzas, pasta, cupcakes, juice boxes
- Adults: Indian vegetarian buffet (paneer dishes, pulao, desserts)
Special Needs: Nut-free options
Cake: 2-tier chocolate cake with superhero design
Activities: Magic show (45 min), balloon animal artist, face painting, musical chairs, relay races
Music Preferences: Kid-friendly party music
Photography: Candid and group photos
Videography: Cake cutting, games, magic show coverage
Type: Digital invites via WhatsApp and email
Design: Superhero-themed
RSVP: Confirm attendance by February 15
Overall Budget: ₹50,000
Breakdown:
- Venue: ₹15,000
- Food & beverages: ₹20,000
- Décor: ₹7,000
- Cake: ₹3,000
- Entertainment: ₹5,000
Surprise Entry: Birthday boy dressed as Spider-Man with theme song
Return Gifts: Superhero-themed goodie bags with toys, coloring books, chocolates for children
Setup Time: Décor team to start at 12:00 PM
Cleanup: Venue team to complete by 9:30 PM
Coordinator: On-site event manager for supervision
Pet-friendly venue (family dog attending)
Sanitizer stations at the entrance for hygiene
Sprint Booking of Start Date End
1 Auditorium date
1 Finalising the hall 30-Jan 30-Jan
2 Verification of the hall 30-Jan 30-Jan

Risk Factors
1 Electricity condition 30-Jan 30-Jan
2 Water Availability 30-Jan 30-Jan
3 Seating arrangements 30-Jan 30-Jan
4 Washroom Availbaility 30-Jan 30-Jan
5 Fire Extinguishers 30-Jan 30-Jan
6 Sound Sytem verification 30-Jan 30-Jan

Budget Allocation
1 Advance for the Hall 30-Jan 30-Jan
2 Resource Pay(Internal Person) 30-Jan 30-Jan
3 Balance Payment 31-Jan 31-Jan
Total Budget
 Status Remarks
Expected done by today end
Expected done by today end

Risk Factors
Facing Difficulties in solving
Expected done by today end
Work done
Facing Difficulties in solving
Work done
Expected done by today end

Budget Allocation
Work done
Work done
Expected done by today end
Total Budget
Stakeholders
Ayush Raj

25,000
1000
25,000
51,000
Sprint 2 Decorations Start Date End date
Sub Tasks
1 Verification of the decorating items 30-Jan 30-Jan
2 Concentrate on the stage decoration 30-Jan 30-Jan
3 Seating Arrangements on stage 30-Jan 30-Jan
4 Seating Arrangements in Hall 30-Jan 30-Jan
5 Final verification of the Decoration 30-Jan 30-Jan

Risk Factors
1 Availability of the Decorative items 30-Jan 30-Jan
2 Needed decoraters 30-Jan 30-Jan
3 Irregular decorative items 30-Jan 30-Jan
4 Arrival of more Guests(Ready with extra seats
30-Jan 30-Jan

Budget Allocation
1 Advance of the decoraters 30-Jan 30-Jan
2 Balance amount for decoraters 30-Jan 30-Jan
3 Amount for decorative items 30-Jan 30-Jan
4 Travelling expense(Internal Person) 30-Jan 30-Jan
5 Extra Chairs(If applicable) 30-Jan 30-Jan
6 Misleneous Expenses 30-Jan 30-Jan
7 Resource Pay(Internal Person) 30-Jan 30-Jan
Total Budget
 Status Remarks Stakeholders

Expected done by today end ABC company

Expected done by today end ABC company
Expected done by today end ABC company
Expected done by today end XYZ(Internal Person)
Expected done by today end XYZ(Internal Person)

Factors
Work done
Work done
Work done
Expected done by today end

Allocation
Work done 5,000
Expected done by today end 5,000
Work done 15,000
Expected done by today end 180 Travelled 15kms for the verificatio
Expected done by today end 200 20extra chairs..10rs/chair= 20*10
Expected done by today end 500
Work done 1000
tal Budget 26,880
15kms for the verification of decorative items from the office including up and down. 2 wheeler= 12rs/km= 12*15= 180rs
hairs..10rs/chair= 20*10=200
12*15= 180rs
Sprint 3 Food and Beverages Start
Date
Sub Tasks
1 Finalizing the menu 30-Jan

2 Selecting the Catering service 30-Jan

3 Dining Arrangments 30-Jan
4 Water Facility 30-Jan

Risk Factors
1 Availability of the Catering Services
2 Verification of the Catering items
3 Irregular catering items
4 Arrival of more guests than planning
5 Checking Water Facility

Budget Allocation
1 Advance to the catreing services 30-Jan
2 Balance Amount 31-Jan
3 Drinking water 30-Jan
4 Travelling allwoances for the internal resource 30-Jan
5 Payment for Resources 30-Jan
6 Misleneous Expenses 30-Jan

Total Budget
 End date Status Remarks

30-Jan Work Done

30-Jan Work Done

30-Jan Work Done
30-Jan Work Done

Risk Factors
Work Done
Work Done
Work Done
Expected done by today end
Expected done by today end

Budget Allocation
30-Jan Work Done
31-Jan Expected done by event done
30-Jan Work Done
30-Jan Expected done by today end
30-Jan Work done
30-Jan Expected done by today end

Total Budget
 Stakeholders

Client and Internal resource Person(XYZ)

ABC Company and XYZ(IP) Completed

Error/Difficulties

30,000
70,000
5000 1 bottle=20rs, 500bottles=5000
180 Travelled 15kms for the verification of catering items from the office in
1000
5000
111,180
 In process

Completed
Error/Difficulties

ering items from the office including up and down. 2 wheeler= 12rs/km= 12*15= 180rs
Sprint 4 Digital Media Start End
Date date
1 FINALISING THE INVITATION DESIGN 30-Jan 30-Jan
2 VERIFICATION OF DESIGN 30-Jan 30-Jan
3 PRINTRING OF THE INVITATION 30-Jan 30-Jan
4 SENDING THE VIRTUAL INVITATION 30-Jan 30-Jan
5 POSTER AND BANNERSA 30-Jan 30-Jan

FINALIZING THE PHOTOGRAPHER AND

6 VIDEOGRAPHY 30-Jan 30-Jan

Risk Factors
1 Invitation Design
2 Errors in Invitation
3 Sending Information on Time
4 Printing Machine Issues
5 Clarity of Lens

Budget Allocation
1 Payment for the designer 30-Jan 30-Jan
2 Payment for Printing 30-Jan 30-Jan
3 Advance for Photo/Videographer 30-Jan 30-Jan
4 Balance Amount left for Photo/Videographer 31-Jan 31-Jan
5 Resource Pay (internal Person) 30-Jan 30-Jan
6 Travelling Allowance 30-Jan 30-Jan
7 Miscellaneous 30-Jan 30-Jan
Total Budget
 Status Remarks Stakeholders
WORK DONE CLIENT, PM, DESIGNER
WORK DONE CLIENT, PM, DESIGNER
WORK DONE EXTERNAL RESOURCE, PM
WORK in Progress INTERNAL RESOURCE, PM, DESIGNER
EXTERNAL AND INTERNAL RESOURCE ,
WORK DONE PM

EXTERNAL AND INTERNAL RESOURCE ,

WORK DONE PM

actors
WORK DONE
WORK DONE
WORK in Progress
WORK DONE
WORK in Progress

Allocation
WORK DONE 10000
WORK DONE 25000
WORK DONE 10000
Expected done by event done 40000
WORK DONE 1000
Expected done by event done 500
Expected done by event done 1000
al Budget 87500
Sprint 5 Post Event Start Date End
date
Sub-Task
1 Sanitation 2-Jan 2-Jan
2 Hose Keeping 2-Jan 2-Jan
3 Identifying the Damage 2-Jan 2-Jan
4 Post Event Verification 2-Jan 2-Jan

Risk Factor
1 Identifying the damage items 2-Jan 2-Jan
2 Asking the extra Payment from e 2-Jan 2-Jan

Budget Allocation
1 Sanitation
2 House Keepings
3 Post Event Verification for Internal Resources
4 miscellaneous for External Payments (Unexpected)
Total Budget
 Status Remarks

After the Completion of Event

After the Completion of Event
After the Completion of Event
After the Completion of Event

After the Completion of Event

After the Completion of Event
After the Completion of Event

et Allocation
After the Completion of Event
After the Completion of Event
After the Completion of Event
After the Completion of Event
 Stakeholders

Internal Resource and PM

Internal Resource and PM
Internal Resource and PM
Client, Internal and External Resources and PM

5000
5000
5000
5000
20000
 PROJECT NAME : BIRTHDAY
START DATE 1/30/2025
S.NO TASK
1 Booking Auditorium
Finalising the hall
Verification of the hall
2 Decorations
Concentrate on the stage decoration
Seating Arrangements in Hall
Final verification of the Decoration
3 Food and Beverages
Finalizing the menu
Selecting the Catering service
4 Digital Media
Printing of the Invitation
Sending virtual invitations
Finalising the Photography and Videography
5 Post Event
Sanitation
House Keeping
Post Event Verification
PROJECT NAME : BIRTHDAY EVENT
END DATE 1/31/2025
START DATE END DATE RESOURCES

1/30/2025 1/30/2025
1/30/2025 1/30/2025 YZ

1/30/2025 1/30/2025
1/30/2025 1/30/2025
1/30/2025 1/30/2025

1/30/2025 1/30/2025
1/30/2025 1/30/2025

1/30/2025 1/30/2025
1/30/2025 1/30/2025
1/30/2025 1/30/2025

1/31/2025 1/31/2025
1/31/2025 1/31/2025
1/31/2025 1/31/2025
1/30/2025 1/31/2025

YET TO START
YET TO START
YET TO START
START DATE 1/4/2024 END DATE 1/9/2024
Sl TASK START DATE END DATE RESOURCE
1 Booking a hall 1/4/2024 1/4/2024 ER,IR
Verifying the hall 1/4/2024 1/4/2024 IR
2 Stage decoration 1/8/2024 1/9/2024 ER,IR
Verifying of stage decoration 1/8/2024 1/9/2024 IR
3 Finalizing the catering service 1/4/2024 1/9/2024 ER,IR,CLIENT
Finalizing the Menu 1/4/2024 1/9/2024 CLENT,IR
4 Designing the invitation 1/4/2024 1/7/2024 IR,CLIENT
Verifying the invitation 1/4/2024 1/9/2024 IR
Printing of the invitation 1/4/2024 1/9/2024 IR,ER
5 Sanitation and Housekeeoing 1/4/2024 1/9/2024
 project name : event design

1/4/2024 1/5/2024 1/6/2024 1/7/2024

100
100

80
80

100
80
1/19/2025 1/20/2025 1/21/2025 1/22/2025 1/23/2025 1/24/2025

100
100