Final Round RFP
- 1. Page 1 of 6 Final Round Request for Proposal (RFP) College of Business Club Scholarship Program Hallie Exall, Greg Knapp, ChrisBamburg, Jordan Maze, ChaseEllison, Chengkai Wang BA364 Professor McNeely May 16, 2013
- 2. Page 2 of 6 PROJECT OBJECTIVE: Create a College of Business Club Scholarship Program by raising at least $2,500.00 from donors for exceptional students that are actively involved in Oregon State College of Business clubs and organizations, by the club banquet on Friday, June 7th of Week 10, 2013 at the banquet reception in the MU. The cost of this event would be funded through the College of Business’s Dean, Ilene Kleinsorge, and would average around $2000.00 for food, room reservations and decorations, totaling $4,500.00 including scholarships. BUSINESS CASE: The funds raised from the sponsors will be divided up into 5 different scholarships, each being $500.00 each. They will be awarded to students who show exceptional leadership and involvement in their club within the Oregon State College of Business. People would come to network at meet other students and professors. This program would be important because it would help fund students who have shown initiative and leadership in their club, by aiding them in their studies within the College of Business. It would serve as a good opportunity for staff and the College of Business to support their students. PROJECT PRIORITY MATRIX: Time Performance Cost Constrain X Enhance X Accept X ● Time is constrained because once invitations are sent and the date is confirmed, there is no room for a time extension ● Performance is enhanced because we want the banquet and scholarship rewards to be as professional and memorable as possible ● Cost would be accepted because if we are only able to fundraise a certain amount, the
- 3. Page 3 of 6 scholarship amounts could be altered and/or decorations and food could be modified without major consequences on the event SUCCESS INDICATORS: The project will be successful if we receive $2,500.00 in scholarship donations that are awarded to 5 students. Another indicator is if we have more than 100 participants, including faculty and staff, and each of the 10 College of Business clubs are represented. STAKEHOLDER ANALYSIS: ● College of Business students because the students are the ones involved in in receiving and assigning the scholarships, and are also the students that will have the incentive to become involved in the clubs ● College of Business club members because these are the ones that are voting on the recipients and will be the ones attending ● Faculty because they will be the ones involved in choosing the recipients and will be attending the banquet ● Ilene Kleinsorge because she is the club sponsor and will help find donors ● Scholarship Donors because they will be the ones supplying the money for the scholarships and banquet ● Caterers because it is necessary that they attend and cator the banquer ● MU because we need their approval before booking the banquet area ● Office of Financial Aid and Scholarships because they are the ones that give permission for the scholarships to be rewarded and affiliate with the College of Business
- 4. Page 4 of 6 NETWORK OF STAKEHOLDERS: PRELIMINARY MILESTONE SCHEDULE: -March 20: Gain support of Ilene Kleinsorge and start searching for scholarship donors -April 13: Have identified all scholarship donors and booked/paid for MU Main ballroom -April 26: Scholarships have been approved with The Office of Financial Aid and Scholarships and have been printed in certificate form (and signed by Ilene Kleinsorge) -May 13: Banquet invitations sent out to professors, faculty, and club members; scholarship donors sent thank-you cards -May 17: Clubs have voted upon and chosen one club member to be considered for the scholarship recipient -May 20: Clubs have sent in pictures from year for banquet presentation -May 24: Staff recommendations have been given and 5 scholarship recipients have been chosen; speakers for club banquet have been notified -May 27: All RSVPs should be accounted for, and final count of attendees should be conducted -May 28: Food ordered from OSU catering (dependent on amount of attendees)
- 5. Page 5 of 6 -May 31: All decorations and name cards purchased -June 7: Banquet held and scholarships distributed MAJOR OBSTACLES THATWOULD PREVENTTHE PROJECT FROM OCCURRING: ● Unable to book MU Main Ballroom and no other facility could be booked in time ● $2,500.00 was not raised/ donors not found ● At least 5 of the 10 clubs could not attend ● Oregon State Office of Financial Aid and Scholarships did not approve scholarships RISK MANAGEMENT PLAN: RISK RESPONSE MATRIX Risk Event Response Contingency Plan Trigger Who Is Responsible Booking problem Mitigate: book MU at beginning of project and put deposit down Use fields around campus, or if needed, contact other facilities and offer payment Space not confirmed by April 13th Hallie Exall $2,5000.00 not raised Mitigate: find donors before recipients are chosen Divide what was raised among recipients, and/or downgrade catering and decorations Scholarships not raised by April 20th Chris Bamburg Less than 5 clubs attend Mitigate: RSVP and announce date of banquet well in advanced (May 13th), tell president to mention this at beginning of year Have president arrive 30 minutes early to help set up (so there is at least a representative for the club) Start of banquet on June 7th Greg Knapp Oregon State Office of Financial Aid and Scholarships don’t give permission Mitigate: petition office or ask Ilene for support to combat permission efforts Offer private donor scholarships without affiliation to the university April 26th- date of approval Chengkai Wang Opportunity to attend donor networking event through College of Business Accept: Go to event and try to find more donors Offer more scholarships or greater amount for each original scholarships Day informed of networking event Chase Ellison
- 6. Page 6 of 6 TECHNICAL REQUIREMENTS: ● Capacity of 206 people ● Scholarships must be approved with The Office of Financial Aid and Scholarship of Oregon State ● Projector equipment, speakers, and microphones must be available ● MU Main Ballroom must accept and confirm reservation ● Enough food ordered for people who have RSVP’d LIMITS/EXCLUSIONS: ● We are responsible for coordinating and organizing the end of the year banquet for the clubs in the College of Business, and are also responsible for raising enough money to award at least five students who have been nominated from the club members and faculty. This can also serve as a foundation to continually be organized for the future years ● The recipients are responsible for registering and redeeming their scholarships with The Office of Financial Aid and Scholarships ● The club presidents are responsible for coordinating the banquet and scholarships (with their clubs), for the following year CUSTOMER/PROJECT SPONSOR: Customer: College of Business club scholarship recipients Project Sponsor: Ilene Kleinsorge