PROJECT TITLE: "Christmas Joy for 500"
OBJECTIVE: Provide a nutritious meal, gifts, and a festive experience for 500 orphans and street kids.
LOCATION: Will be publicized 3 weeks before Christmas
DATE: December 25th, 2024.
BUDGET BREAKDOWN:
1. Food and Beverages: £4,000 (40%)
- Meal (main course, sides, dessert): £2,500
- Refreshments (drinks, snacks): £1,000
- Cooking supplies, utensils: £500
2. Gifts and Treats: £2,500 (25%)
- Individual gifts (toys, clothing, etc.): £1,500
- Group activities (games, entertainment): £500
- Treats (cakes, candies): £500
3. Logistics and Venue: £2,000 (20%)
- Venue rental (if needed): £500
- Transportation (for staff, volunteers): £500
- Equipment rental (tables, chairs, etc.): £500
- Miscellaneous (decorations, etc.): £500
4. Staffing and Volunteer Management: £1,000 (10%)
- Event coordinator: £300
- Volunteers' expenses (travel, meals): £700
5. Contingency Fund: £500 (5%)
EVENT PLAN:
PRE-EVENT (Weeks leading up to the event)
1. Identify partner organizations (orphanages, shelters).
2. Recruit volunteers.
3. Plan menu, gifts, and activities.
4. Secure venue and necessary permits.
EVENT DAY
1. 9:00 AM: Set up venue, decorate, and prepare food.
2. 11:00 AM: Welcome orphans and street kids.
3. 12:00 PM: Serve meal.
4. 1:30 PM: Gift distribution and group activities.
5. 3:30 PM: Cake cutting and treats.
6. 4:30 PM: Closing remarks and farewell.
POST-EVENT
1. Evaluate event success.
2. Share photos, stories, and testimonials.
3. Send thank-you notes to donors, volunteers.
PARTNERSHIPS AND DONATIONS
1. Collaborate with local businesses for food, gift, or monetary donations.
2. Reach out to community groups for volunteer support.
3. Create a donation page for online contributions.
VOLUNTEER ROLES
1. Event Coordinator
2. Food Preparation Team
3. Gift Wrapping Team
4. Activity Leaders
5. Photography and Videography Team
RISK MANAGEMENT
1. Contingency planning for unexpected expenses or last-minute cancellations.
2. Ensure necessary permits and insurance coverage.
3. Plan for diverse dietary needs and accessibility requirements.
MONITORING AND EVALUATION
1. Track expenses and donations.
2. Conduct surveys or feedback sessions with attendees.
3. Document the event through photos, videos, and testimonials.