PROJECT NAME

Example: 2012 Calendar Project

DESCRIPTION / BACKGROUND
Example:
The calendar project is a multi-outcomes project. It will allow us to raise money for a selected charity while
increasing awareness of Rotaract and of our club in particular; it will showcase amateur (and professional)
photographs and provide them with an avenue to enhance and develop their skills; while as a club we will
be building on-going relationships with businesses and our Rotary clubs to support this project and future
projects.
The project will start with a photography competition open to amateur (and professional?) photographs. A
jury will then select the 12 best photos. These winning photos will illustrate a 2012 calendar. Profits from
the sales of the calendar and its launch party will go towards a selected charity.
OBJECTIVES
Example:
1. Coordinate a photography competition.
2. Judge the photography competition.
3. Hold an event / silent auction.
OUTCOMES
Example:
1. Raise awareness of Rotaract.
2. Build stronger relationships with sponsoring Rotary clubs & businesses.
3. Raise awareness of youth charity.
4. Raise $60K for a youth charity.
5. Showcase amateur photographers.
PROJECT TEAM / POSITIONS / RESPONSIBILITIES
Name

Position

Responsibilities

Project Sponsor

Approve; objectives, changes to the project scope,

appoint & support Project Manager
Develop project plan, achieving project outcomes,
coordinating project team, coordinating meetings, liaising
with directors for support
Develop social media plan, ensure project maximises use
of social media
Develops press releases, ensures press releases are
sent to all relevant media
Liaise with Marketing Director to develop advertising,
liaises with graphic designers, ensures advertising is
available in accordance with the timeline

Example:

Project Manager
Social Media Guru
Public Relations
Officer
Advertising
MARKETING PLAN
Example: (customise to suit your project)
Product SWOT

Page 1 of 6

Competition
o
Calendar stores in Westfields
o
Newsagencies
o
Mobile phones / Outlook
Distribution
o
Rotary Markets
o
Bulk distribution
Website
Target Market
Market segmentation
o
Rotarians
o
Families
o
Tourists
Demographics
o
Not heavily in IT
o
30+ age group
Objectives (SMART objectives)

To sell 5000 calendars

Unique Selling Proposition
Intergraded Marketing Communications Program
Advertising
o
Product Launch Whats On Sydney
o
Rotary Down Under
o
Markets Point of Sales Poster/Flyer
Direct Marketing
o
Email mail out Rotaract
PR
o
Press Release: Articles in local newspapers
Personal selling and e-communications
Sales Promotions
Exhibitions
Sponsorship
The Promotion Budget
Evaluation

IT REQUIREMENTS
Ability to sell calendars via the website
Advertising on the website
Advertising on FB & Twitter
Ability to sell tickets to event on the website
BUDGET
Description
Gold Sponsor
Silver Sponsor
Month Positions (2per Month x8)
Month Positions (4per Month x4)

Unit Price

400
250
Page 2 of 6

Income

16
16

7500
5000
9600
6000

Expenditure Total
7500
12500
22100
28100

Individual Dates @ $50 per date 3 dates/mth

Printing 5000 Calendars
Advertising/Promotional Material
Prizes for Photography Competition Winners
Exhibition/Calendar Launch Tickets
Exhibition/Calendar Launch (Food, Venue)

50

36

10000
4000
2400
20

150

3000
2000

Sale of Calendars (100+ Bulk)

Sale of Calendars (Unit price)

15

300
0
200
0

Totals Income/Expenditure and Final Profit

1800

15000

23500

30000

53500

77900

FUNDING
Sponsorship
Calendar Sales
Ticket Sales
Points in the Project where SCR will need to contribute funding:
Nil

Page 3 of 6

23900
13900
9900
7500
10500
8500

18400

59500

RISK ASSESSMENT
N RISK
o
1 Not
meeting
deadline
s

DESCRIPTION

ROOT CAUSE

TRIGGERS

Many deadlines
have been set
and there may
be events that
may interrupt
the project
which result in
not meeting
these deadlines

Tight schedules,
unexpected
events

Miscommunic
ations
between team
members or
between team
members and
key
stakeholders

Under
sales of
the
calendar

The team may

not sell all of the
calendars
produced

Not enough
places of sale,
public not
interested

Not being
allowed to sell
the calendar in
places such
as major
shopping
centres

Crashing
of
website
used for
the photo
competiti
on
Not
meeting
the
demand
for the
calendar
s

Any mishap
which will stop
the public from
being able to
upload their
photo for the
competition
Calender may
sell out earlier
than expected

Technical issues

Unsatisfi
ed
sponsors

Sponsors
involved may
not be happy
with what they
are receiving or
how they are
being dealt with

Impact
(p x s)
9

The internet is
very
unpredictable,
computer
system may
be old

Not producing
the required
amount

the success of
last years
calendar may
see more
people
wanting to buy
this calendar,
underestimatin
g the number
needed

Miscommunicati
ons,
misunderstandin
g of what they
would be
receiving for
their
sponsorship

Not enough
documentation
or
communicatio
n between
project team
and sponsors
involved

Page 4 of 6

Probability
(1-5)
3

Severity
(1-5)

POTENTIAL
RESPONSES
Identify the biggest
and important parts
of the project and
begin work on
them immediately,
have project team
recap at the end of
every week to
ensure the
schedule is on
track
Need to have
several different
locations to sell
calendar which
target all
demographics and
advertise the
points of sale
Need to have a
back up website
which the public
may assess or
have alternative
such as mailing
through their photo
Develop a strong
relationship with
lots printing and try
to have an
agreement
whereby they will
print extra
calendars if need
be in a timely
manner
All letters, and
documentation
must be very clear
on what is
involved,
explaining what
they will receive

TIMELINE
Date Completion
20-Jun
18-Jul
1-Aug
28-Aug
5-Sep
12-Sep
19-Sep
26-Sep
3-Oct
9-Oct
25-Jan

Milestones
Photo Comp Opens
Finalise Exhibition Venue
Sponsorship Secured, Canvas Printer Secured, & Calendar Printer Secured
Photo Comp Closes
Photo Comp Winners Agreed
Draft for Print
Calendar submitted for Print
Finalise Run Sheet & Program
Official Calendar Sale Begin
Exhibition/Calendar Launch
Debrief / Evaluation Meeting

DETAILED PLAN
Example:
1. General
Theme: Hidden treasures of Sydney
2. Charity supported Youth In Search (YIS)
Why this Charity: Sydney based charity to involve the local community
3. Competition
a. Target
- Open to everyone
b. Promotion
- Rotary network (Down under newsletters, our sponsoring clubs, etc) Noemie (See Michael +
Lauras dad)
- Print (community newsletters, industry newsletters, local papers (suburbs newsletters), etc...) and
online media (facebook, website) Tina and Natasha
- Universities, TAFE, photo association, well-known photographs Laura
c. Specifications and organisation
- Requested info is:
- Name and surname
- Contact details (email + phone number)
- Specifications
d. Jury
Professional jury as we would like to give a way for young/new photographs to advertise their work
someone known in the photography industry
TAFE/uni?
Ken Duncan? He does amazing photos of Australia.
NAVA (National Association for the Visual Arts) No too technical
ACP (Australian Centre for Photography) NFP organisation
e. Prizes
- Prizes for the competition
4. Sponsors
a. Event (see 7. Fundraising p.5), Competition prizes and calendar production
- Community grants from the council see with Jaime
Page 5 of 6

- Private sponsorship harder; but in-kind support, small donations for raffles / silent auctions.
Silent auction prizes: take loads of work and you don't get near the value for them.
Raffle: don't need much on offer as people are usually happy to buy and not even know what is on offer.
- Sponsorship matrix to be done by Natasha
b. Alcohol at the event
c. Catering at the event
5. Production
a. Design
Rebecca McGrath is happy to do the design for free
b. Quantity
c. Printing
6. Promotion/Distribution of the calendar
7. Promotion of the event
8. Event Fun name needed
a. General
b. Venue
c. Entertainment
9. Fundraising

Page 6 of 6