Project Management

Family Fun Night Project Plan Overview

Executive Summary

The principal of Eisenhower Elementary School has requested that the Eisenhower Parent Teacher Organization (PTO) sponsor a Family Fun Night at the school in the spring of 2008. This event will provide an opportunity to get the students and their parents involved in the school sponsored activity and will be a major fundraiser for the school. In order for this event to be successful, there will need to be a detailed project plan and community support will need to be solicited early on and throughout the project.

Description of the Project

The project will consist of providing an affordable event in a safe environment where the students can participate in fun carnival style games that are suited for elementary aged school children. A prize room will be set up so that the students can take home a souvenir of the Family Fun Night. The project will also include a silent auction, bake sale, and a pizza dinner. All the events will be geared towards bringing the students and their families together for an evening of inexpensive fun and community involvement.

The Result Statement

By sponsoring the Family Fun Night, the PTO hopes to achieve three goals:

* Raise money to be used to purchase items for the students' classrooms and sponsor recreational activities such as field trips that the school's current budget is unable to provide.

* Increase family and community support and involvement, and extend awareness of our school, its programs, and its worth within the community at large.

* Provide the students and their families with an affordable evening in a safe environment where they can have fun and bond as a family.

* Will do all of the above without going over the $4,000 budget.

Mission Justification

The Eisenhower Elementary School PTO is a non-profit organization which

acts as a supportive forum between parents and teachers for the benefit of all students. The request by Principal Lee to have a Family Fun Night fits into the mission and goals of the PTO because the event will require involvement by students, parents, teachers, and the surrounding community. The event will also raise money for the school and provide the students and their families with a safe environment where they can be exposed to quality educational experiences. The Eisenhower PTO's mission statement is the following:

"In partnership with our community, the mission statement for Eisenhower

Elementary School's PTO is to provide all students with a safe, stimulating,

child-centered environment that prepares them to become productive and contributing citizens in an ever-changing society. It is our objective that each

student, faculty, and staff member at Robert Lucas Elementary be exposed to quality educational experiences that will ensure that they reach their maximum potential and become life-long learners. The PTO members will work together to aid the students through fundraisers to provide support for the students' education and recreational needs and promote open communication between administration, teachers and parents" (Robert Lucas, 2007, p. 4).

The results of the Family Fun Night that the principal and PTO members hope to achieve by having this event, fall under what the PTO's mission is thus the organization should do this project for the school.

High-Level Scope

1. Project objective.

To plan, organize, and sponsor an affordable Family Fun Night fundraiser at Eisenhower Elementary School for elementary aged students and their families. The project will need to be completed in six months. The Family Fun Night is scheduled to take place on March 21, 2008 at a cost not to exceed $4,000. The project manager has estimated that there will be an initial investment of roughly $3,550. The return on investment will occur in six months on the night of the event. The event is expected to raise roughly $9,000. After expenses are deducted, the school is expected to raise $5,450 for this event (Appendix 1).

2. Deliverables.

The PTO will deliver to the Eisenhower Elementary School on March 25, 2008:

* Tickets to sell at the Family Fun Night so that the students use them to play

the games and to "purchase" food items.

* $250 dollars to be used as change for the ticket sales.

* 20 various carnival style games that are suitable to the elementary aged students (ages 5-12) that attend Robert Lucas.

* Prizes that will be rewarded to the students in exchange for the tickets that the students can win playing the carnival games.

* 425 Flyers about Family Fun Night to be given to each student so they can take the flyer home to their parents and four large banners to be placed around the school yard to inform parents about Family Fun Night.

* At least 100 baked pies, cakes, plates of cookies and brownies, and other dessert items for the bake sale.

* At least 1,600 slices of pizza, 900 cans of various flavors of soda, 700 bottles of bottled water, 1,600 individual cups of ice cream, paper plates and napkins for the pizza dinner.

* Donated items for the silent auction.

* Decorations for the entire school to create a festive environment.

* The PTO will recruit at least 125 parent volunteers to help with the:

1. Selling the tickets for the games and food items.

2. 20 games -the game set-up, running of, and tear-down.

3. Prize Room -purchasing prizes, sorting, set-up room, distributing to the students, and then tear-down of the room.

4. Promotion of the Family Fun Night - designing and distributing the flyers and displaying the signs.

5. Bake sale -the baking of goods, packaging of goods, displaying the goods, and the selling of the baked goods.

6. Pizza dinner -the purchasing of the pizza, set-up for