Project Plan

Plan A to Plan B

Plan A

Plan B

Plan A of "Splash of Hope" was organized to provide participants with an immersive artistic experience through specially curated art kits. These kits contained all the necessary materials to create unique masterpieces using or throwing colored water balloons on canvas and charity t-shirts. The event aimed to contribute meaningfully to The Children's Society's goals for the year 2030, focusing on bringing hope and positive change to the lives of underprivileged children.

"Splash of Hope" offered an array of creative activities, prominently featuring the use of colored water balloons on canvas and charity t-shirts. Participants express themselves through the playful act of throwing water balloons, adding an exciting and interactive dimension to the artistic process. The colorful splashes on canvas and t-shirts symbolized a vibrant expression of hope and solidarity towards The Children's Society's noble aspirations.

Plan B involves organising a paint workshop called "Love's Palette: Splash of Hope," which aims to be an interactive event where participants can immerse themselves in artistic activities, exploring their creativity through painting with a theme centred around love. This workshop provides a hands-on experience, allowing individuals to learn various painting techniques and create their own unique artwork. All necessary art supplies and materials will be provided, enabling participants to experiment with different colours, brush strokes, and artistic styles. The workshop is designed to be inclusive, welcoming people of all ages and skill levels, ensuring that it becomes an enjoyable and accessible activity for everyone involved. The primary objectives of hosting this workshop are to nurture creativity, promote self-expression, and foster a sense of community among the participants (Gerritsen and van Olderen, 2020). By coming together in this artistic endeavour, attendees will have the opportunity to acquire new skills, build confidence in their artistic abilities, and connect with like-minded individuals who share similar interests. Ultimately, the event aims to provide a platform for personal growth, artistic exploration, and social engagement, leaving a positive impact on all those involved (Gerritsen and van Olderen, 2020).

Details on the Decision to Change to Plan B

Plan A was titled ‘Splash of Hope’ itself and revolved around the idea of creating a fun experience for children through the activity of water balloon painting. Ideally, this event was supposed to be held in local parks to attract families and students spending the day in the city and inviting them to indulge in a de-stress activity through our event. The event portrayed what the charity has always stood for, that is, creating a world where each child belongs (Gerritsen and van Olderen, 2020). The children were introduced to activities like art and would get to showcase their creativity as a break from their stressful academic pressure. This plan was not feasible as even after putting in a lot of effort to secure a suitable, in-the-budget venue we were unsuccessful in doing so. All the venues contacted either were too expensive, like the parks, or were concerned about the mess created in result of the water balloon activity. Therefore, a conscious decision was taken to change the idea to a ‘sip n paint’ activity. We hoped to revolve around the idea of art as a de-stress and a bonding activity for the community by create the sense of community (Gerritsen and van Olderen, 2020). Keeping the name as ‘Splash of Hope’ even for Plan B, we managed to secure a free venue - the Bath Brew House and were able to keep the event mess-free. To ensure the cleanliness of the venue, we took the correct measures correcting the problems with Plan A. Plan B successfully embodied love and hope which is what the charity has stood for over the years (The children’s society, 2023).

Project Timeline and Tasks

Working as a team is critical for staying on track with each other and the constrained timeline (Kozlowski and Ilgen, 2006). The approach for our team is to hold weekly meetings from the start of the project to ensure that everyone is doing their part.We can ensure that every task has been finished and which parts need to be revised by holding a weekly meeting. We utilise a GANTT chart to keep each other updated between meetings where we divide work. A GANTT chart has helped us understand and keep track of all the deadlines and communicate with one another (Maylor, 2001). Furthermore, it helps with our time management, so we can deliver the work on time or edit everything on time without feeling rushed.

Screen Shot 2566-07-31 at 20.09_edited.jpg

Highlights from the Project Meetings

14th

The meeting was held to assign roles and responsibilities for the upcoming project.

The project leader and will be responsible for managing and scoping the entire project.
Oversee online and offline promotion of the event, ensuring maximum reach and engagement.
The venue decision, considering factors such as location, capacity, and suitability for the event.
The emergency plan and conduct a risk assessment, ensuring that appropriate measures are in place to mitigate any unforeseen circumstances.
Collaborate on local business support, compiling a list of local businesses in Bath that can potentially support the event. Some of the businesses mentioned were Minerva, The Works, and Ryman.
The project coordinator and will be responsible for summarizing meetings, integrating data and research, and ensuring smooth coordination among the team members.

During the meeting, the tasks were divided and documented in the campaign documents, ensuring clarity and accountability for each role. The team members expressed their commitment to fulfilling their responsibilities and agreed to communicate regularly to provide updates and support one another.

June

19th

During the meeting, it was discussed that there is a need to update the progress on the GANTT chart spreadsheet and the pictures on the shared documentation. This action is crucial to keep everyone informed about the current status of the project and to ensure accurate and up-to-date information is available to all team members.

June

21st

During the meeting, several action items were identified for the project. These action items are crucial for the successful execution of the project and have been assigned specific deadlines.

Budget: Draft budget to be completed by Thursday, June 22.
Contact local suppliers to compare prices with Amazon by Wednesday, June 28.
Venue: Explore the possibility of using the university venue and complete the safety form by Monday, June 26. Contact alternative venues, such as restaurants, as backup options in case the university venue is unavailable.
Risk Assessment: check and complete the risk assessment form to be sent to the university by Monday, June 26.
Promotion: Compile a list of schools and libraries where promotion can be conducted by Thursday, June 28.
Begin promoting the event by July 10.
Plan B: Develop a backup plan in case the campaign cannot be executed as planned by Monday, June 26. Consider alternative activities within the same area, such as a painting event.

June

23rd

A meeting was held with the client to discuss the progress of the project. The client expressed satisfaction with the progress made so far. Several important decisions were made during the meeting.

Subscription Donation: The client agreed to include the link to the subscription donation in the leaflet. This will provide an easy way for individuals to contribute to the cause.
Risk Assessment: It was decided to include JustGiving as a backup plan (Plan B) in the risk assessment if the contactless device does not work as intended. This will ensure that donations can still be collected efficiently.

June

30th

Action starting on plan B.

The venue: We have decided to consider two options for the venue, Bath Brew or Forum Cafe. The initial preference is to book one of these cafes for our event on Wednesday. We will further evaluate the availability and suitability of each venue before finalizing the booking.
Art instructor: We explored the possibility of securing an art instructor for our event. If possible, we aim to find an instructor who is willing to provide their services for free. This would greatly benefit our budget. We will continue our efforts to find a suitable instructor before Wednesday.
Price update: It was agreed upon that we need to update the prices of the materials and supplies required for the event. This will allow us to have an accurate estimation of the budget required. We have assigned the task of updating the price list to a responsible team member.
Theme for the canvas idea: We brainstormed ideas for the theme of the canvas. It was decided that we need to come up with a creative and engaging theme that aligns with the purpose of our event.

June

5th

Venue Visit: It was decided on bath brew house
Content Promotion: The team discussed the importance of promoting the event and agreed to prioritize content creation for the event. The goal is to have the promotional materials ready by the time the event is officially announced.
Budget Planning: The team emphasized the need to start working on the event budget. This will involve estimating costs and allocating resources accordingly.
Finalizing Necessary Items: The team decided to identify and finalize any additional items or resources required for the event to ensure smooth execution.
Ticketing Process: The team discussed the ticket flow and explored two options: implementing a contactless ticketing system. Further research will be conducted to determine the most suitable approach.
Risk Assessment: The team scheduled a meeting on Friday specifically to conduct a risk assessment for the event. This will help identify potential risks and develop mitigation strategies.

July

7th

Venue Confirmation: It was decided that one of us would take the responsibility of confirming the venue for the event. The action has been successfully completed
Artwork Design: They will collaborate to create visually appealing and engaging designs.
Justgiving Content: This includes writing a compelling description and providing relevant information about the project.
Social Media Caption: These captions should grab attention and generate interest among the target audience.

July

10th

Claiming the budget from the MSc Finance department. They will complete this task by the end of today, ensuring that necessary funds are available for the event.
The entire team is responsible for completing the final project preparations by Thursday. Each member will contribute their expertise to ensure all aspects of the event are well-planned and ready for execution.

July

13th

Summit Final Risk Assessment to Client: The completed assessment will be submitted to the client for review and approval.
Submit the Final Plan: Once approved, the final plan will be submitted to the client to gain their consent and support for the event.
Order Stuff to the Uni Finance Team: To ensure a smooth execution of the event, various necessary items need to be ordered. The responsibility for handling these purchases lies with the team.

July

17th

Approval of the Action Project: The practice track team reviewed and approved the proposed action project. This marks an important milestone, as it signals the green light to proceed with the project's execution.
Ticket Price Adjustment: After careful consideration, the team decided to change the ticket price to £5. The initial price of £7 was deemed too expensive, and the new price aims to make the event more accessible and attractive to a wider audience.
Poster Redesign: The team acknowledged the need for an updated poster that reflects the recent changes and showcases the value of the event. To achieve this, the poster will be redesigned to incorporate the new ticket price and highlight the key features and benefits of attending the action project.

July

18th

Event Flow: The team discussed the flow of the event, ensuring that it will be well-organized and enjoyable for participants. Specific details regarding the event program and activities will be further developed and coordinated among team members.
Decoration and Promotion: The team recognized the importance of attractive decorations and effective event promotion. Further planning and collaboration will be done to create appealing event decorations and marketing materials.

July

25th

Promoting Pre-sessional Classes: The team have a short talk to promote the event for the student from professional course.
Recap for the Final Event: Allocation the roles and runthrough on what will happen in the event.
E-Portfolio Work Assignment: Different aspects, such as event planning, marketing efforts, participant engagement, and results, will be included in the e-portfolio.

July

26th

- The day of the event -

July

Risk Assessment

Hazards identified include potential back injuries from lifting heavy objects. This may affect volunteers. Existing controls involve pairing students for collective transportation and promoting personal well-being communication. Additional measures include contacting venue management about hazards and utilizing suitable equipment for safe handling.
Hazards identified are allergic reactions to color products. Participants may be affected. Existing controls include clear labeling, allergen training for volunteers, and providing information to participants. Additional measures involve developing an emergency response plan and providing contact details for campus security.
Hazards identified include potential injuries during the event, affecting volunteers and participants. Existing controls entail affirming commitment to safety and providing instructions. Additional measures include prompt communication with venue management and assigning dedicated volunteers for monitoring.
Hazard identified is storage concerns. Existing controls involve designated secure storage, appropriate packaging, and maintenance. Vigilant volunteers and supervision during relocation are part of the measures.
Hazard identified is cash handling risks affecting volunteers. Existing controls include contactless devices, collaboration with security, and promoting digital payments. Additional action involves providing a Justgiving donation option.
Hazard identified is excessive crowds leading to incidents. Volunteers and participants may be affected. Existing controls include regulated movement, signage, and spacious event layout. Additional measures involve prompt contact with venue management and providing first aid support.
Hazard identified is potential harm to the event venue or property, affecting volunteers and participants. Existing controls involve protective measures, communication of guidelines, and security personnel. Educating participants on respecting the venue is also included.
Hazard identified is potential staining of clothes due to color. Participants may be affected. Existing controls include providing aprons and allowing content preview.

In conclusion, the charity event will implement various safety measures to address identified hazards and ensure the well-being of volunteers and participants. By following these controls and additional actions, we aim to create a safe and successful event that positively impacts our cause.