Date: [Event date]
Location: [Reserved Hall]
Objective: To organize and execute a successful dinner-dance concert that will raise funds for local charity.
Scope: This scope statement outlines the primary aspects of the dinner-dance concert, including the following key elements:
1. Venue:
Arrange and secure the use of the reserved hall that can accommodate up to 60 guests (30 couples).
Ensure suitable seating arrangements, decorations, and lighting to create an inviting atmosphere for the guests.
2. Jazz Combo:
Hire a professional jazz combo featuring [Specify number] skilled musicians.
Collaborate with the musicians to curate an engaging and varied musical repertoire appropriate for the event.
Coordinate sound and lighting setups to ensure optimal audio-visual experience.
3. Dinner Service:
Organize catering services to provide a delectable dinner menu for guests during the event.
Ensure the availability of a variety of dining options to accommodate dietary preferences.
Coordinate the service staff to ensure efficient food and beverages service throughout the event.
4. Fundraising:
Develop and execute fundraising strategies, including ticket sales, sponsorships, and silent auctions during the event.
Collaborate with the charity organization to determine fundraising goals and allocate proceeds appropriately.
5. Marketing and Promotion:
Create promotional materials, such as posters, digital invitations, and social media posts, to publicize the event effectively.
Organize a public relations campaign to attract media coverage and raise awareness about the event and its charitable cause.
6. Event Program:
Plan a comprehensive event program that includes the duration of the concert, dinner service, and fundraising activities.
Allocate specific time slots for each segment, ensuring a smooth and enjoyable flow of the event.
7. Staffing:
Allocate event management staff, volunteers, and security personnel to ensure the smooth execution of the event.
Assign clear roles and responsibilities to each staff member to maintain efficient coordination throughout the event.
8. Budget Management:
Establish a budget and financial plan for the event, including expenses for venue rental, jazz combo, catering, marketing, and other associated costs.
Monitor and manage the budget effectively to ensure that expenses do not exceed the allocated funds.
9. Compliance:
Obtain necessary permits, licenses, and insurance coverage for the event
Adhere to all local, state, and federal laws and regulations pertaining to the organization and execution of the event,
10. Evaluation and Reporting:
Conduct a post-event evaluation to assess the success and impact of the concert, including fundraising results and feedback from guests and sponsors.
Prepare detailed reports and financial statements for the charity organization to ensure transparency and accountability.
11. Risk Management:
Identify potential risks and develop contingency plans to mitigate any challenges that may arise during the event, including weather conditions, technical glitches, or unforeseen circumstances.
12. Sustainability:**
Icorporate sustainable practices into the event planning, such as using eco-friendly materials, minimizing waste, and donating leftover food to local organizations.
Exclusions: The dinner-dance concert does not cover the following aspects:
1. Transportation for guests.
2. Accommodation For out of town guests.
3. Gifts or mementos for guests.
Assumptions: The scope statement is based on the following assumptions:
1. The reserved hall is available and accessible on the event date.
2. The jazz combo and caterers will provide their services as per the agreed-upon terms and conditions.
3. Fundraising activities will be conducted in accordance with local laws and regulations.
Approvals: This scope statement requires the approval of the following stakeholders:
1. Event Organizer.
2. Jazz Combo.
3. Catering Service Provider.
4. Charity Organization.
5. Venue management(If Applicable).
Deliverables: The following deliverables will be produced as part of the event:
1. Event Program.
2. Fundraising Report.
3. Post-Event Evaluation Report.
4. Financial Statements.
Communication: Regular communication will be maintained with all stakeholders throughout the event planning process, including progress reports, updates, and coordination.
This scope statement serves as a comprehensive guide for the organization and execution of the dinner-dance concert for the local charity. By following this document, the event organizers aim to create a successful and impactful fundraising event that contributes positively to the community.**