Project charter: Talent Show – 2018

Project over view

Project name Talent Show 2018

Project charter author
Plan to start Last revision date
Project requestor
Project charter status
Project sponsor Date of project
signature approval
Proposed project start
and end
Project details

 To Organize Talent show first we gathered all the prefects

of prefect’s guild 2017/2018. .
Project description  First we took a meeting with all the students who wants
participate in the talent show on the 03rd of February.
 After the Meeting we had Patrice sessions till the day
before of the talent show.
 On 08th of May
 At 2.00p.m to 6.00p.m
 At the Main Hall.

Project purpose  To showcase the hidden talents of the students.

 The Talented students can learn and experience new
strategies.
 Collect the good memories and experience.

 Finishing the talent show with Creating a Talented Young

Project goals & students for the future .
outcome  To develop the talents that hidden inside the students.

 Audition day guest list

Project scope  Tables and chairs
 Invitation designers
 Poster designers
 Refreshment
 Sounds and Lights

 Talent show day guest list

 Talent show day speeches
 Meddles & certificates
 Costumes designers for dances

Project deliverables  Invitations

 Souvenir
 Beverage
 Food
 Meddles & certificates
Benefits  Meddles & certificates
 Gift vouchers
 Photographs
 The winners of the talent show will be qualified for the
next year talent show .
 Winners will get a chance the represent the school for
all island competitions.

 Music Director (Udul Kalapuge) Well qualified Music

Stakeholders personnel in different kinds of music genres.
 The talent show day guest list
 Student management team
 Prefect’s Guild
 Teachers
 Principle
 Parents
 Music Crew
 Photographers
 Videographers

 Main designer
 costumes designers
 Sponsors
 Florist
 Printers
 Social media management team.
 School Development Society
 School Old Pupils Association

Constraints  Financial problems

 Limited budget
 Confused guest list
 Difficult to find the music instruments.
 Refreshment Problems

Assumptions  Money provided by Old Pupils Association for budget will

be available when it needed
 Sponsored by the Yamaha Music Centre
 School Development Society agrees to pay the half of the
 refreshment.

 Prefect’s Guild 2017/2018 ( Main Organizing Crew )

 Principle (Advisor)
Project team  Master in Charge (Prefect’s Guild)
 Student Management Team
 Photographers
 Videographers
 Music Crew and the music director
 Dancing Crew
 Stage Handling Crew
 Decorations 20,000/=
 Refreshment 50,000/=
Budget requirement  Photographers 20,000/=
 Videographers 25,000/=
 Sounds and Lights80,000/=
 Souvenir Printing 50,000/=
 Invitation Printing 20,000/=
 Florist 30,000/=
 Designers 15,000/=
 Meddles and certificates 45,000/=
 Winners gift vouchers 50,000/=
 Advertising 20,000/=
 Budget
Key dependencies  Allocation of time
 Winners

 Meet the Music Director Mr. Udul Kalapuge to discuss

Communication about the Talent Show Music Arrangements (3rd of
January)
 Meet the School Principal to discuss about arranging the
meeting (04th of January)
 Project approval and sign (20th of January)
 Planning the main theme of the talent show (23rd of
January)
 Planning the process of Talent show (24th of January)
 First Auditions (25th January to 3rd February)
 Meet costume designers (26th of January)
 Select the Music Crew Head (28th-29th 0f January)
 Select The design (30th-31st January)
 Meeting the videographers and photographers and florist
(3rd of February)

What When
 Meet the Music Director 3rd of January
Time line Mr. Udul Kalapuge to
discuss about the Talent
 Show Music
Arrangements (3rd of
January)
 Meet the School 4th of January
Principal to discuss
5th of January
about arranging the
meeting (04th of 7th of January
January)
 Project approval and 20th January
sign (20th of January)
 Planning the main
theme of the talent 23rd January
show (23rd of January)
 Planning the process of
24th of January
Talent show (24th of
January)
 Auditions (25th 25th of January TO 3RD of
January) February
 Meet costume
designers (26th of 26th January
January)
 Meeting the 3rd February
videographers and
photographers and
florist (3rd of February)
 Find the sponsors
 Recording Studio 20th January to of 30th April
Patrice Sessions 3rd February to 20th March
 Live Music Patrice
sessions 25th of March to 6th May
 Chose the
photographers and 27th of March - 10th March
videographer
12th of March - 15th of March
 Choose the catering
16th of March
 Choose the florist
 Advertise the Social
media 17th of March to 9th of May
 Print and send the
invitations
 Ticket issue 1st of April
 Rehearsal Before the
Talent show with
including sounds and
lights
1st of March
 Talent Show day

7th of May

8th of May
 Stakeholders map

HL
HH

Keep satisfied Manage closely

 Lights and Music Management  Prefect’s Guild 2017/2018 ( Main

 Printers Organizing Crew )
 Recording studio management  Principle (Advisor)
 Master in Charge (Prefect’s Guild)
 Sponsors
 Student Management Team
 Photographers
 Videographers
 Music Crew
 Dancing Crew
Stage Handling Crew

Monitor Keep informed

 All the students  Parents

 Junior Prefects  Dancing Crew
 Designers  Prefects
 Social media management Crew  Printers

LL
LH
 Talent show stakeholder’s analyses

Stakeholder Stake in Potential What does Perceived Responsibility

the impact on the project attribute & (person)
Project project expect /or risks
stakeholder
to provides
Udul Kalapuge Helper High Selecting Attribute Project team
(Music Director) and training
Music crew
Helper High Funding the Attribute& Project team
Main Sponsors project risks

Contractor High Covering the Attribute& Project team

Photographers event for risks
advertising
Contractor High Covering the Attribute& Project team
Videographers event for risks
post
advertising
campaign
Helper High Advising the Attribute Project team
Principal crew to
finish the
event
successfully
Contractor High Designed Attribute& Project team
Prefects the risks
costumes

Contractor High Design Attribute& Project team

Designers every risks
artwork that
should be
designed.

Printers Contractor Low and Banners and Attribute& Project team

high tickets risks
interest printing
Costume Contractor High Make Attribute& Project team
Designers costumes risks
Master In Helper High Advising Attribute Project team
Charge
Catering Contracto High Managing Attribute Project team
r influenc all the & risks
e low refreshmen
interest t
Of the
Event
School Helper High Funding Attribute Project team
Development and & risks
Society managing
School Old Helper High Managing Attribute Project Team
Pupils
Association
Student Helper high Managing Attribute Helpers
management the & risks
team Audience
Social media Contactor high Advertise Attribute Contractor
management and &
team promote risks
the event
Project scope documents

Talent show activities will include:

 Auditions
 Training
 Vocal rehearsals
 Sound Balancing
 Light balancing
 Hall decorations

Scope for above activities:

 Select the competitors

 Training competitors
 Training competitors
 Decorations
 Perfecting the music crew
 Present the videos and photos
 Work break down structure

Talent show 2018

The day of the talent

Audition Day Before the talent show
show

Finding the trainers Selecting the

Sound rehearsal Opening ceremony
photographers &
videographers
Doing the workshop
Lighting rehearsal
Selecting Students Talent show

Selecting the students

Selecting the Muisc
Hall decorations
instruments Selecting the best
singer, instrument
Selecting designers, player and the
Training period
printers Speech rehearsal dancer

Finding the sponsors, Given the prizes and

media partners certificates and
meddles for winners

Giving the prizes

trainers and judgment
Cost list of Talent show

Costs Estimate Actual

Music instrument Hiring 40,000 35,000

Refreshment 50,000 45,000

Photographers 20,000 18,000

Videographers 25,000 20,000

Sounds 80,000 70,000

Lights 50,000 45,000

Hall Decorations 20,000 20,000

Flowers 30,000 25,000

Invitation Printing 15,000 12,000

Meddles and certificate 40,000 32,000

Gift vouchers 45,000 35,000

Social media advertising 20,000 15,000

Printing 20,000 15,000

Total 455,000 387,000

Talent Show2018 Budget
Income Estimate Actual

Tickets 200,000 500,000

Savings 80,000 40,000

Gift vouchers 50,000 50,000

Total income 330,000 590,000

Expenses

Music Instrument Hiring 40,000 35,000

Refreshment 50,000 45,000

Photographers 20,000 20,000

Videographers 25,000 20,000

Sounds 80,000 70,000

Lights 50,000 35,000

Hall decorations 20,000 20,000

Flowers 30,000 25,000

Invitation Printing 15,000 12,000

Meddles and certificates 40,000 35,000

Gift vouchers 45,000 35,000

Social media Advertising 20,000 15,000

Printing 20,000 15,000

Profit 125,000 203,000

Project Budget Variance Report

Income Estimate Actual Variance

Tickets 200,000 500000 (300,000)

Savings 80,000 40,000 40,000

Gift vouchers 50,000 50,000 00.00

Total income 330,000 590,000 (260,000)

Expenses

Music Instrument Hiring 40,000 35,000 (5,000)

Refreshment 50,000 45,000 5000

Photographers 20,000 20,000 00.00

Videographers 25,000 20,000 5,000

Sounds 80,000 70,000 10,000

Lights 50,000 35,000 15,000

Hall Decorations 20,000 20,000 00.00

Flowers 30,000 25,000 5,000

Invitation Printing 15,000 12,000 3,000

Meddles and certificates 40,000 35,000 5,000

Gift vouchers 45,000 35,000 5000

Social media Advertising 20,000 15,000 5,000

Printing 20,000 15,000 5,000

Total expenses 455,000 387,000 55,000

Income-expenses (125,000) 203,000 (315,000)

Project phases, deliverables and milestones

Deliverables
  Invitations
 Tickets
 Advertisement
 Souvenirs
 Music list
 Food
 Beverage

Milestones

 Selecting the best students for the music crew

 Identify the stakeholder’s members of project team of Talent show
 Identify the project constraints
 Identify the project goals
 Finding the Sponsors and the funds
 Selling out the all the tickets
 Deliver the Outcome (Talented students for the All island music competitions to
represent the School)

Phases

 Phase 1 Research
Researching to find the Music Director, Graphic (artwork) designer,
photographers and videographers, social media management
advertising and others.

 Phase 2 design
Design the Talent show process plan, theme, Music arrangements
for the songs

 Phase 3 planning
Budget, venue, Decorations and the timeline

 Phase 4 coordination

Music Audition coordinating, Talent show day coordination

 Phase 5 evaluation
Winners of the Talent show and selecting them to the All island
school Competition. (girls & boys)
Project Lessons Learned

 Handling the Prefects

Having meetings with Senior and Junior prefects talking about how to
manage their roles in a stress situation will help them a lot to manage
their role in talent show, influenced them to work hard and it will
prepare them to,

o Manage the rehearsals

o Coordinate and manage the day of show
o Checking on and be with Audience(Guess List) during the show.
o How to sell the tickets, how to find the funds, how to manage the
Social media, How to manage and handle the printing press, how
to handle the designer.

 Planning the budget

Cost planning of a Talent show is not easy. Finding the Sponsors for
costs such as Refreshment, Instrument hiring, promotions and
advertising , photographers, videographers, florist, Designers, and
assuring that the ticket price of the talent show will be enough cover
the planning cost.

 How to manage well the principal, master in charge of the music

crew and the parents, updating them with every detail about the
show.
 Project Risk Management Register

Risks of Talent show:

 Music instrument availability

 Education Department involvement
 Lack of funding
 Creating music arrangement
 Hall decorations
 Sound Balancing
 Light balancing

Risk Probability Impact PI Action Responsible

Music 8 8 64 Hiring the Music Project team
Instrument instrument from Yamaha
Availability music center

Department 5 8 40 Communicating well Project team

involvement with the department
agent through the
school principal and
keep update them.
Lack of 5 10 50 Cancel the model show Project team
funding and do the dinner party

Creating 6 10 60 Practicing more under Project team

music the guidance of the
arrangement music director

Hall 5 10 50 Getting help from the Project team

decorations parents and the
students management
team
Sound 8 10 80 Communicating well Project team
Balancing with the sound
management crew

Light 6 9 54 Communicating well Project team

balancing with the light balancing
management crew.
THANK YOU