ANUGERAH POLIS DIRAJA MALAYSIA GALA DINNER

ID Task Mode Task Name Duration Start Finish Predecessors Resource Names
0 ANUGERAH POLIS DIRAJA MALAYSIA GALA DINNER 272.63 days? Mon 10/3/22 Tue 10/17/23
1 Initiation 3.5 days Mon 10/3/22 Thu 10/6/22
2 Prepare proposal for event and budget 3 days Mon 10/3/22 Wed 10/5/22 Chairperson
3 Hold kick‐off meeting 4 hrs Thu 10/6/22 Thu 10/6/22 2
   Board of Directors,Ch
4 Planning 54.75 days? Thu 10/6/22 Thu 12/22/22 3
  
5 VVIP 12 days Fri 11/18/22 Mon 12/5/22
6 Prepare Watikah Persilaan 3 days Fri 11/18/22 Tue 11/22/22
7 Prepare Invitation Letter  3 days Fri 11/18/22 Tue 11/22/22
8 Identify Agong Date 7 days Fri 11/25/22 Mon 12/5/22
9 Event Location 13.25 days Mon 12/5/22 Thu 12/22/22
10 Identify potential locations 10 days Mon 12/5/22 Fri 12/16/22 Volunteer Team[10%]
11 Prepare notes on locations 1 day Mon 12/19/22 Mon 12/19/22 1
  0  Volunteer Team
12 Choose location 1 day Tue 12/20/22 Tue 12/20/22 1
  1  Chairperson
13 Reserve location  1 day Wed 12/21/22 Wed 12/21/22 1
  2  Chairperson [25%] 
14 Sign location contract and pay deposit 0.25 days Thu 12/22/22 Thu 12/22/22 1
  3  Chairperson
15 Permits 1 day? Thu 10/6/22 Fri 10/7/22
16 Obtain permit memasang banting & sepanduk 1 day? Thu 10/6/22 Fri 10/7/22
17 Obtain permit iklan LED 1 day? Thu 10/6/22 Fri 10/7/22
18 Obtain health department permit 0.25 days Thu 10/6/22 Thu 10/6/22 Chairperson
19 Permits obtained 0 days Thu 10/6/22 Thu 10/6/22 1
  8 
20 Post permits as required 0.25 days Thu 10/6/22 Thu 10/6/22 1
  9  Volunteer Team
21 Printing Service 9 days Thu 10/6/22 Wed 10/19/22
22 Identify printing services 6 days Thu 10/6/22 Fri 10/14/22 Volunteer Team[10%]
23 Prepare notes on printing services 1 day Fri 10/14/22 Mon 10/17/22 2
  2  Volunteer Team
24 Choose printing service 1 day Mon 10/17/22 Tue 10/18/22 2
  3  Publicity Manager
25 Sign printing contract 1 day Tue 10/18/22 Wed 10/19/22 2
  4  Chairperson
26 Food Plan 18.25 days Thu 10/6/22 Tue 11/1/22
27 Identify potential caterers 10 days Thu 10/6/22 Thu 10/20/22 Volunteer Team [10%]
28 Request proposal 0.25 days Thu 10/20/22 Thu 10/20/22 2
  7  Volunteer Team
29 Prepare notes on caterer proposals 1 day Thu 10/27/22 Fri 10/28/22 2
  8 F  S +  5
   d
  ays Volunteer Team
30 Choose caterer 1 day Fri 10/28/22 Mon 10/31/22 2
  9  Chairperson
31 Sign caterer contract 1 day Mon 10/31/22 Tue 11/1/22 3
  0  Chairperson [25%] 
32 Table Conversing 13 days Thu 10/6/22 Tue 10/25/22
33 Identify Collaboration Partner 10 days Thu 10/6/22 Thu 10/20/22 Volunteer Team [10%]
34 Prepare Letter of Offer  1 day Thu 10/20/22 Fri 10/21/22 3
  3  Volunteer Team
35 Decide Collaboration  Partner 1 day Fri 10/21/22 Mon 10/24/22 3
  4  Wine Tasting Manage
36 Sign MOU contract 1 day Mon 10/24/22 Tue 10/25/22 3
  5  Chairperson
37 Aturcara Majlis & Program 12 days Thu 10/6/22 Mon 10/24/22
38 Identify potential performers 6 days Thu 10/6/22 Fri 10/14/22 Volunteer Team[10%]
39 Choose performers 1 day Fri 10/14/22 Mon 10/17/22 3
  8  Auction Manager
40 Sign auctioneer contract 1 day Mon 10/17/22 Tue 10/18/22 3
  9  Chairperson
41 Create donation forms 2 days Tue 10/18/22 Thu 10/20/22 4
  0  Auction Manager
42 Create donation tracking mechanism 2 days Thu 10/20/22 Mon 10/24/22 4
  1  Auction Manager
43 Music Plan 10 days Thu 10/6/22 Thu 10/20/22
44 Identify potential music options 6 days Thu 10/6/22 Fri 10/14/22 Volunteer Team[10%]
45 Prepare notes on music options 1 day Fri 10/14/22 Mon 10/17/22 4
  4  Volunteer Team
46 Choose music option 1 day Mon 10/17/22 Tue 10/18/22 4
  5  Chairperson
47 Reserve music option 1 day Tue 10/18/22 Wed 10/19/22 4
  6  Chairperson [25%] 
48 Sign music contract and pay deposit 1 day Wed 10/19/22 Thu 10/20/22 4
  7  Chairperson[25%]
49 Planning complete 0 days Thu 12/22/22 Thu 12/22/22 1
  4 , 1
  9 , 4
  8 , 3
  1 , 4
  2 , 2
  5 
50 Preparation 161.25 days Thu 12/22/22 Fri 8/4/23 4
  9 
51 Sponsorships and Donations 61 days Thu 12/22/22 Fri 3/17/23
52 Identify sponsorship options 1 day Thu 12/22/22 Fri 12/23/22 Chairperson
53 Recruit sponsors from businesses and other organizations 12 wks Fri 12/23/22 Fri 3/17/23 5
  2  Volunteer Team [50%]
54 Obtain auction donations 12 wks Thu 12/22/22 Thu 3/16/23 Volunteer Team[50%]
55 Track sponsorships and donations 12 wks Fri 12/23/22 Fri 3/17/23 5
  3 S  S , 5
  4 S  S Auction Manager [5%]
56 Receive and store donations 12 wks Thu 12/22/22 Thu 3/16/23 5
  4 S  S Auction Manager[10%
57 Sponsorships and donations complete 0 days Fri 3/17/23 Fri 3/17/23 5
  3 , 5
  4 , 5
  5 , 5
  6 
58 Publicity and Printing 159 days Thu 12/22/22 Wed 8/2/23
59 Publicity 157 days Thu 12/22/22 Mon 7/31/23
60 Prepare event publicity message 0.5 days Thu 12/22/22 Thu 12/22/22 Publicity Manager
61 Create flyer, newsletter article, and ad 1 day Thu 12/22/22 Fri 12/23/22 6
  0  Publicity Manager
62 Print flyers 2 days Fri 12/23/22 Tue 12/27/22 6
  1  Publicity Manager
Page 1
ANUGERAH POLIS DIRAJA MALAYSIA GALA DINNER
ID Task Mode Task Name Duration Start Finish Predecessors Resource Names
63 Place flyers at stores 5 days Tue 12/27/22 Tue 1/3/23 6
  2  Volunteer Team[10%]
64 Send event message to email list 0.25 days Fri 12/23/22 Fri 12/23/22 6
  1  Publicity Manager
65 Send second event message to email list 0.25 days Mon 6/12/23 Mon 6/12/23 6
  4 , 9
  1 F  S‐2 mons Publicity Manager
66 Send final reminder email to email list 0.25 days Mon 7/24/23 Mon 7/24/23 6
  5 , 9
  1 F  S ‐  2
   w
  ks Publicity Manager
67 Put ads in newspapers 2 days Mon 7/10/23 Tue 7/11/23 6
  1 , 9
  1 F  S‐1 mon Publicity Manager[50
68 Radio interview 0.25 days Mon 7/31/23 Mon 7/31/23 6
  1 , 9
  1 F  S ‐  1
   w
  k Publicity Manager
69 Publicity complete 0 days Mon 7/31/23 Mon 7/31/23 6
  3 , 6
  6 , 6
  7,68
70 Invitations 8 days Thu 12/22/22 Tue 1/3/23
71 Design invitation 2 days Thu 12/22/22 Mon 12/26/22 6
  0  Publicity Manager[25
72 Deliver invitation to printer to print and mail 1 day Mon 12/26/22 Tue 12/27/22 7
  1  Publicity Manager [25
73 Print and mail invitations 5 days Tue 12/27/22 Tue 1/3/23 7
  2  Printer
74 Ticket Sales 159 days Thu 12/22/22 Wed 8/2/23
75 Set up online ticket purchase 5 days Thu 12/22/22 Thu 12/29/22 Techie [10%] 
76 Set up credit card service 5 days Thu 12/22/22 Thu 12/29/22 Techie
77 Create ticket sales database 1 day Thu 12/29/22 Fri 12/30/22 7
  5  Techie [20%] 
78 Receive and track ticket purchases 9 wks Mon 5/29/23 Fri 7/28/23 7
  3 , 7
  7 , 9  1FS‐10 wks,76Chairperson[5%]
79 Prepare list of ticket purchasers for registration table 0.25 days Wed 8/2/23 Wed 8/2/23 9
  1 F  S ‐  3
   d
  ays Chairperson
80 Ticket sales prep complete 0 days Wed 8/2/23 Wed 8/2/23 7
  8 , 7
  9 
81 Event Materials 10 days Thu 12/22/22 Thu 1/5/23
82 Create signs 10 days Thu 12/22/22 Thu 1/5/23 Printer
83 Print table list and packages 2 days Thu 12/22/22 Mon 12/26/22 Publicity Manager [20
84 Print table packages order forms 2 days Mon 12/26/22 Wed 12/28/22 8
  3  Publicity Manager[20
85 Buy tickets cabutan bertuah 2 hrs Thu 12/22/22 Thu 12/22/22 Volunteer Team
86 Event materials complete 0 days Thu 1/5/23 Thu 1/5/23 8
  2 , 8
  4 , 8
 5
87 Decorations 4.5 days Mon 7/31/23 Fri 8/4/23
88 Buy or rent decorations 1 day Mon 7/31/23 Mon 7/31/23 9
  1 F  S ‐  1
  wk Volunteer Team
89 Buy centerpieces for tables 0.5 days Fri 8/4/23 Fri 8/4/23 9
  1 F  S ‐  1
   d
  ay Volunteer Team
90 Preparations complete 0 days Fri 8/4/23 Fri 8/4/23 5
  7 , 6
  9 , 8  6,87,80
91 Day of event 0 days Sat 8/5/23 Sat 8/5/23
92 Event Day 52.63 days Sat 8/5/23 Tue 10/17/23 9
  1 
93 Event location available 0 days Thu 5/25/23 Thu 5/25/23
94 Setup 1.5 days Sat 8/5/23 Mon 8/7/23 9
  3 
95 Furniture Setup 0.5 days Mon 8/7/23 Mon 8/7/23
96 Set up registration and payment table 2 hrs Mon 8/7/23 Mon 8/7/23 Volunteer Team[200%
97 Set up performances, food, dinner tables 2 hrs Mon 8/7/23 Mon 8/7/23 Volunteer Team [400%
98 Set up tables and chairs 1 hr Mon 8/7/23 Mon 8/7/23 9
  7  Volunteer Team[400%
99 Decorate tables 1 hr Mon 8/7/23 Mon 8/7/23 9
  7 , 9
  8  Volunteer Team [200%
100 Put up decorations 1.5 hrs Mon 8/7/23 Mon 8/7/23 Volunteer Team[200%
101 Furniture setup complete 0 days Mon 8/7/23 Mon 8/7/23 9
  6 , 9
  9 , 1
  00 
102 Food Setup 1.5 days Sat 8/5/23 Mon 8/7/23
103 Deliver food and supplies 2 hrs Sat 8/5/23 Sat 8/5/23 Caterer
104 Set up food, drinks, and supplies 2 hrs Mon 8/7/23 Mon 8/7/23 1
  03 , 9 7 Caterer
105 Food setup complete 0 days Mon 8/7/23 Mon 8/7/23 1
  04 
106 Setup complete 0 days Mon 8/7/23 Mon 8/7/23 9
  5 , 1
  01,105
107 Event starts 0 days Fri 5/26/23 Fri 5/26/23 1
  06 
108 Event Activities 1.38 days Sat 8/5/23 Mon 8/7/23 1
  07 
109 Registration 1.5 hrs Mon 8/7/23 Mon 8/7/23 Volunteer Team [300%
110 Arrival of DYMM SERI PADUKA BAGINDA YANG DI‐PERTUAN AGONG XVI 1.5 hrs Sat 8/5/23 Mon 8/7/23 Auction 
Manager,Volunteer 
111 Ucapan Pendahuluan DYMM SERI PADUKA BAGINDA YANG DI‐PERTUAN AGONG XVI 6 hrs Sat 8/5/23 Mon 8/7/23 Wine Tasting 
Manager,Volunteer 
112 Stage performance 0.75 hrs Sat 8/5/23 Sat 8/5/23 Auction Manager,Auc
113 Serve food 3 hrs Mon 8/7/23 Mon 8/7/23 Volunteer Team [300%
114 Cabutan Bertuah 3 hrs Sat 8/5/23 Sat 8/5/23 Music
115 Cleanup 0.13 days Mon 8/7/23 Mon 8/7/23 1
  08 
116 Collect registration and auction materials for post‐processing 1 hr Mon 8/7/23 Mon 8/7/23 Auction Manager,Vol
117 Clear and fold tables 1 hr Mon 8/7/23 Mon 8/7/23 Volunteer Team [300%
118 Pack and remove food supplies 1 hr Mon 8/7/23 Mon 8/7/23 Caterer
119 Pack and remove stage performance prop 1 hr Mon 8/7/23 Mon 8/7/23 Wine Tasting Manage
120 Pack and remove decorations 1 hr Mon 8/7/23 Mon 8/7/23 Volunteer Team[200%
121 Event ended 0 days Mon 8/7/23 Mon 8/7/23 1
  15 
122 Closing 11.5 days Wed 8/9/23 Thu 8/24/23 1
  21 F  S +  2 days
123 Obtain deposit refund 0.25 days Mon 8/14/23 Mon 8/14/23 1
  21 F  S +  5
   d
  ays Chairperson
Page 2
ANUGERAH POLIS DIRAJA MALAYSIA GALA DINNER
ID Task Mode Task Name Duration Start Finish Predecessors Resource Names
124 Call auction winners about payment and/or pickup 3 days Wed 8/9/23 Mon 8/14/23 Auction Manager
125 Build cases for buyers 1 day Wed 8/9/23 Thu 8/10/23 Wine Tasting Manage
126 Prepare financial accounting for event 3 days Mon 8/14/23 Thu 8/17/23 1
  23  Chairperson[25%]
127 Hold lessons learned meeting 0.25 days Thu 8/24/23 Thu 8/24/23 1
  26 F  S +  1
   w
  k Auction Manager,Boa
128 Fundraiser complete 0 days Thu 8/24/23 Thu 8/24/23 1
  27 

Page 3
ANUGERAH POLIS DIRAJA MALAYSIA GALA DINNER
0 ANUGERAH POLIS DIRAJA MALAYSIA GALA DINNER
This Project template identifies tasks and a basic schedule for a fundraising event that includes and auction and wine tasting.
The schedule is based on a tentative event date of 12/6/2008.
The file includes a fundraiser calendar with an exception that defines the work hours for the day of the event.
The view Day of Event shows only the tasks on the day of the event hour by hour.

Double-click note icons in the Indicators column to learn more about individual tasks.
3 Hold kick-off meeting
Confirm the fundraising goals based on organization budget.
Define the event, including the program of activities, best dates, and target number of attendees.
Assign management roles.
10 Identify potential locations
Consider budget, space layout, and occupancy
20 Post permits as required
County governments typically require you to post permits a number of days before an event
30 Choose caterer
Based on price, availability, menu, and range of services.
If not using caterer, must plan for preparing food; obtaining all serving utensils and equipment; obtaining non-wine drinks and ice; obtaining glassware, plates, eating utensils, and napkins.

34 Prepare Letter of Offer

Without a vendor for the wine tasting, the project must include tasks for purchasing wine for the tasting; renting glassware, spit buckets, and water pitchers; preparing tasting notes; arranging for discounted wine purchases from a liquor store for wine sales.
35 Decide Collaboration Partner
Based on price, tasting services offered, percentage of sales donated to fundraiser.
46 Choose music option
Based on budget and availability
52 Identify sponsorship options
For example, wine tasting, printing, flowers at event.
53 Recruit sponsors from businesses and other organizations
Several volunteers can perform this task so the number of hours per volunteer is very low.
54 Obtain auction donations
Several volunteers can perform this task so the number of hours per volunteer is very low.
60 Prepare event publicity message
include big ticket auction items along with event info
71 Design invitation
description of wine tasting, how many, how much, tasting notes, auction items
89 Buy centerpieces for tables
Centerpieces can be raffle items.

Page 4