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sweet auction
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Mission StatementOur mission is providing .inancial to underprivileged children in Indonesia so they can access to basic education. We believe every kid deserve an education in order to get a better life. We build partnerships with individuals and organization in the local communities in Seattle area.
Vision StatementWe believe by providing children with .inancial for continuing their education will create a brighter future for them.
Statement of WorkThis statement of work will be issued under CERDAS FOUNDATION. CERDAS FOUNDATION is a non-‐pro.it organization based in Seattle, Washington. This foundation is one of the biggest Indonesian foundations in Seattle and they do direct .inancial aid to students or through collaboration with local non-‐pro.it organizations in Indonesia with a similar mission.
Statement of PurposeThe purpose of this request for proposal is to make a charity event and to help Cerdas Foundation to help underprivileged kids in Indonesia to get a better education by donating 100% of the pro.it.
Statement of Risk The de.inition of risk is the probability that a hazard will turn into a disaster, nevertheless, risk can be reduced or managed. In this project, the risks that could happen before and during the event are:
• Changes in schedule• Unpredictable cost• Cost more than the pro.it• Not enough volunteers• No bakeries would like to participate• Number of guests expected• Overtime in using the venue = more cost• Cakes are not being auction• Changes in operational requirements• Unavailability of resources• Failure of communication
In this project, The project manager is responsible for the successful planning and execution of the project. There are main tasks that project manages should do:
• Planning the work• De.ining tasks for the volunteers• Assigning responsibility• Controlling and monitoring time in order to meet the deadline• Setting up systems to facilitate communication with the team• Balancing team needs and tasks needs
We have to combine the resolve con.licts ability and ideas as well as more general management skills.
.
Tasks List
NO TASK LISTS PERSON IN CHARGE HOURS/DAYS TO BE DONE
1 Make a list of all the jobs that need to be
done
Miar, katherine 4 hours
2 Meeting with CERDAS FOUNDATION
Miar 3 hours
3 Meeting with Hello Indo Magazine
Katherine 3 hours
4 Making proposal for getting possible
sponsors
Katherine 2 hours
5 Handing out the proposals to possible
sponsors
Miar, katherine 1 day
6 Create budget list Miar 2 hours
7 Create flyer for food fundraising
Katherine 2 hours
8 Making food for sell Jessica, Amelia, Liong 2 days
9 Meeting with the community place for
permission
Miar, katherine 1 day
10 Grocery shopping for food ordered
Katherine 1 day
11 Selling cakes to churches
Oudi, Efraim, Keith 1 day
Tasks List
12 Emailing more people for having more
volunteer
Miar 1 hour
13 Hand out flyer Miar, Katherine 2 hours
14 Create the event timeline
Miar, katherine 3 hours
15 Create the volunteer contact info
Katherine 2 hours
16 Meeting with volunteers Miar, katherine 3 hours
17 Have a weekly collection of money and
running total
Miar, katherine 3 hours
18 Gather the food preparation needs by
the contestants.
Miar 2 hours
19 Buy all the food preparation needs
Katherine 3 hours
20 Making the contestants information list
Miar 2 hours
19 Final meeting with CERDAS FOUNDATION
Katherine 2 hours
20 Final meeting with HELLO INDO
MAGAZINE
21 Preparation for the Sweets auction day
Miar, katherine, volunteers, contestants,
sponsors
6 hours
22 Sending thank you notes to all volunteers,
contestants and sponsors
Miar, katherine 2 hours
This event is successful as we expect it is. All 6 cakes that we have from the sponsors (Whole food market and Fuji Bakery) were sold out. All small bites food that we sell on the event also all sold out. More guests are coming to buy tickets at the ticket booth. The event went over time (1hour),
but thankfully the management
of the venue did not charge us for staying 1 hour longer. The event also start 1 hour late than the schedule. There are some problem that we had on the event day, such as, the band that perform need to leave before the schedule, and the
sound system guy came late. But at the end, we got all figure out since the guests were also came late.
The MC also could not make it to come to the event, so we called the back up MC and he was ready at that time. Most of the guests are enjoying the photo booth, we charge only $1
for each picture taken.
Analyzing The Event
!"##$!%&'()*+,
The lesson that we learned in making this event is that we need to have as much as volunteers
because making an event in 3 months is a pretty hard to do and needs lots of hard work.
Professionalism is the key in creating a successful event.
While this event is on a progress, we also doing a little bit of selling small bites of desserts and
appetizer. We made a little menu book and give out to some friends and also selling foods in
Indonesian sports day for two days. We did this for raising extra money for the main event. The
lesson that we learned in this selling food is that we have to really careful estimating the raw material
to make the foods. We bought too many raw material that until now it has not been use. But good
thing the profit that we made cover the expenses.
Overall, the event went very smoothly and success, and all the guests left the event with a big
smile.
Lesson Learned