PROJECT MANAGEMENT - CREATE A GANTT CHART

Create a gantt chart using projet application tools and software ensure that to complete the following tasks :

Setup the project information

Schedule of the project

Add indent and link the activities

Determine activity duration

Determine milestones

Configure activity dependencies to ensure the projects is as short as possible

Schedule the activities, setup predecessors, gant chart

Show the project summary

PRJECT CHARTER
Project Title	YCL Tasks are to organize and prepare the 2020 Comrades Marathon Gala dinner. This event is scheduled for June 6, 2020 and will host 500 local and foreign guests. The Comrades Marathon Association wishes to recognize all those invoked in the event and to enhance its international and local brand. Our goal at YCL Projects is to successfully carry out an event of this magnitude and in doing so fulfill the requirements of the Comrades Marathon.			Project Manager	Yolande Leibbrandt
Project Start Date	May 21, 2020	Project end Date	June, 7 2020	Project Sponsor	Randy Hadden
BUSINESS NEED
The aim of YCL Projects is to create an event that best reflects and describes the Comrades Marathon Association 's ideals, culture and mission, while incorporating new current trends. In addition, this event is planned to provide recognition and appreciation to all interested participants and partners. YCL Projects aims to create an exceptional experience for all 500 current visitors, supporters and participants
DESCRIPTION
When the project charter has been approved and verified by the sponsor and YCL Project team , the team will then move on to the planning stage related to the development of the timetable, the identification of responsibilities and the resources needed for a successful event to take place. To achieve the best result this project will be carried out in close touch with our vendors. With our venue of choice being the Durban ICC, securing the booking of this venue will be a major milestone post for our founding meeting. The chosen one is the 6th of June 2020 and will host no more than 500 guests. The number of visitors, 150 past champions, charitable organizations and sponsors, 250 local known athletes, media and celebrities, 75 athletic body visitors and 25 international guests is classified in the following proportions.

OBJECTIVE

• On-site smooth execution and distribution of key event elements within scope
• Exclusive dinner meeting the standards of the customer and guests and was considered a major improvement from last years event.
• The main goal is to host an event on behalf of the Comrades Marathon Association at the Durban ICC while ensuring that our vision (YCL Projects) aligns with their vision to deliver a successful event.
• Make sure all 500 guests are catered for and acknowledge and take care of any special needs of particular guests on the day of the event, (6 June 202).
• Remaining on par with the budget of R3.5 million
• Ensure that guests (mainly foreign guests) who need transportation are provided with access to shuttles to and from the event.
• Hiring a reputable security firm to protect the building's boundaries, as well as bodyguards to take care of exits, entrances and VIP guests. Metro police are to be deployed both in the car park and on the street
• . Ensure you are contacting the media to cover the case. This applies to reaching out to radio stations, television networks, websites, newspapers and magazines.
• To create a trendy, uniquely classy event

BENEFITS

• To gain the desired exposure and brand awareness
• The drive the highest level of satisfaction from the guests
• To take the stress away by handling all permissions, permits, insurance and security concerns
• Reducing the possibility of any incidents that harm the professional atmosphere
• Reducing the stress of planning and managing the event internally
• Gain more expertise for the internal public relations business and marketing departments by working with experienced event planning firms

The event the Comrades Marathon Association has requested is one that has a budget of R3.5 million and is planned for 500 participants. This can be achieved by issuing invitations with an RSVP date that is around 2 months before the actual start of the event by providing us with an sufficient amount of time at YCL Projects to accommodate certain people who would have RSVP beforehand.

Furthermore, guests with special needs or special preferences can be taken care of in advance. The event will follow the program specifications given by both the Chairman and the guest speaker so that addresses can be included. A photo booth will be built in, and a detailed floor plan will be put together to make sure the venue is pristine. The place will be as secure as possible and VIP guests will enjoy close protection officers to and from the venue.

FINANCIALS

Budget to complete this project R3.5 million

The Organization of the Comrades Marathon has released a budget amounting to no more than R3.5 million. Much of the cost is for wages. But there is still a considerable amount left to spend on what's needed to make the event a success.

DELIVERABLES

YCL Projets was named to host the annual Gala of the Comrades Marathon. This event will take place at the ICC in Durban which has yet to be booked. This event is stable, big engouh to host all 500 guests, and has adequate guest parking. The event's catering is highly regulated according to guest requirements and RSVP guests are expected to indicate their dietary preferences which are Kosher, Halaal, Vegetarian and any oter requirements. A photo booth will be present as per CMA requirements, as well as entertainment, music and time slots for formalities like gues speaker and chairman speeches. Sound a light engineers will be employed to ensure that all methods are sailed smoothly. The floor plan is planned to accommodate 500 guests in ample space without feeling overcrowded. Table is round with a pe table of 8 guests, a seating plan is drawn up to prevent misunderstanding. For the night an Avis shuttle is to be hired to support foreign guests as well as disabled guests or guests without transportation to and from the local area. Extensive media coverage will be required as the event is of great stature and significance so all newspapers and so on should be well reported. YCL Initiatives aims to raise the visibility of the Comrades Marathon brand in the hopes that participation will raise year after year, as well as improving partnerships and even creating new partnerships between athletic organizations locally and internationally. This will help to be accepted for upcoming activities by potential sponsors.

ASSUMPTIONS / CONSTRAINTS / RISK

Key assumptions

• Relevant stakeholders will be available
• The sponsor has the funds to pay for the projects completion
• Various resources will be available to complete the project
• Team members have all the required skills to execute the work
• All of the equipment is in a good working condition
• The suppliers will deliver consumables on time

Constraints

Since YCL Ventures are of this size, the most challenging constraint is the R3.5million budget. This budget greatly restricts capital and eliminates improvements to an acceptable level in the event being elevated. The number of workers is reduced, as the budget will only allow a small number of people to work and ensure that labor costs are kept low. Another limitation is time, since the event takes place the day after the marathon and the time allotted to the schedule is inadequate because of the scale of the event.

Risk / Issues
Equipment or power failure Medical emergencies Sponsor withdrawal Fires and floods Last-minute cancellations Food safety concerns Severe weather or natural disasters Financial troubles
Milestone schedule
Milestone	Target Date	Actual Completion date
Project approval	25 March	5 June 2020
Go ahead with Execution	1 April	5 June 2020
Set up an event committee to help oversee planning	5 April 2020	6 June 2020
Develop a publicity strategy, including marketing and advertising, social media, and public relations.	5 April 2020	6 June 2020
Day start	5 June 2020	6 June 2020
Day end	6 June 2020	6 June 2020
Debrief	7 June 2020	7 June 2020
Acceptance Criteria
YCL Projects will supervise the co-ordination of various areas, based on the requirements of CMA. The first expectation is that the R3.5million budget will not go beyond. All proposals were accepted and payments made before their time limits With 24/7 surveillance, guests make it secure to and from the venue. All additional features including the photo booth, guest speaker and chairman are taken into account. Will have a test run of the event including sound and lighting one day before the event, just to make sure CMA is happy.