Christmas Fair report 6th of October

Cost Status

• Travel expenses during contacting shops and fittings.

• 80e-3 smoke machines

• 100e-decorations (organza)

• 150e-projector (if we are able to install it)

• 30e-clothing racks

Risk Evaluation

• Not enough clothing stores

• Modelsmight have problems with walking on a runway

• Problems with the runway, decorations, lights and other technical issues

First Aid and Safety / Security and Permits

Food and Beverages

Manager: Daria Kurilina

Constructions and Decorations

Manager: Veronika Gramotina

Manager: Tiina Uusi-Rasi

Achievements:

- updated project plan

To do list:

- come to High School building with team and discuss the overall style of decorating

- start developing the space organization & decoration plan

- budget to be updated

1. Done:

- Agreement with High School Cafeteria

- Updated Project Plan

- Updated timetable

2. Next things to do:

- Drinks from Amica for Opening Ceremony;

- Outdoor stands?

- Changing budget plan

3. Time table.

- The timetable has been updated. From there we can see that the project is progressing on time.

4. Cost Status.

- At the moment our costs are going to be around €1000 (+ -), but during next 2 weeks there probably will be some changes (Opening Ceremony costs, Sales team contracts with outdoor food companies ).

5. Risks.

- There are few potential risks, like buying or preparing wrong amount of food or not enough space for dishes during Opening Ceremony. But we can prevent these risks by clear project plan.

The project is progressing on time.

Cost status:

Cost of banner's printing - 100€

Cost of flag's printing - 100€

Materials for hand-made decorations - 400€

Materials for the venue decorations - 600€

Transportation costs - 100€

Unexpected expenditures - 200€

Total: 1500€

Logistics department

Director: Alex Kärki

Manager: Timi Sallinen

Team: Jani Kuusniemi, Thuy Trang Nguyen, Uyen Lo, Julia Dziuban, Yanina Belaya

Natalia Zadorozhnaya, Tiia Saviahde, Sanni Lehtinen

Project is proceeding on time. The goal is to get as much done before hand so when the time comes everything is needed, it will have been taken care of. This leaves us room to commit to unforeseen tasks that will no doubt arise on a more last minute basis.

General situation:

The general situation is going quite well. All group members are working well and completing all required tasks in a timely manner.

Work completed this week:

- Wristband tickets were ordered and received.

- Stands have been ordered from VAAO

- Held meeting with other groups to clarify needed tasks

To-do List: (by next Monday)

- Meet with Petri to finalize the planned locations of the cars

- Create detailed blueprint of known stand locations

- Create 2 piece coat check stickers

- Finalize the situation in regards to stage equipment with programs/ fashion show/ and MBP Production.

- Find a Model changing room for fashion show.

- Locate First aid and security their own secluded offices

- Figure out the chair situation

The costs will be more clear when we finalize set-up contracts with MBP Productions

No deviations to report this week, everything is going according to plan.

Risks:

The risks at this point still stand with those reported on the Project Plan. But pans across team quality and our 3rd party providers of stage equipment and food vending not being able to deliver on time. Also a big risk is always mechanical failure of any such equipment.

ICT & Social Media

Finances department

ICT Specialist: Niclas Björkman

Social Media Specialist: Festë Isufi

Team: Hilma Kivelä, Nataliya Zadorozhnaya

Director: Blendina Avdijaj

Team: Ruiting Ma, Kalle Harakkamäki

To-do List

Work and achievements

2. Updated time table

Planned: 23.09 - 28.11 - Record accurately all the costs that happened during the project execution and check the difference between the actual and estimated costs.

This is happening at all times.

3. Cost Status

Finance Department does not have operating costs budget.

4.Quality Status

No deviations have happened until now.

5.Risks

Actualized: Chnges in estimated costs within the department have not been reported as soon as they have been made

Potential: Underestimated budget - unexpected rise in operating expenses

Financial liquidity - risks related with insufficient cash available to meet the needs

1.

What has been done?

The budget is being edited at all times.

Sent the first budget draft to the mentors.

Explained the buying/paying procedure to the organization

Started tracking the first actual costs

To-do-list?

Continue editing the budget

Record the actual costs on the budget and see the difference.

Double check each cost that other departments have to do

Edit the cash flow file.

Marketing/communications department

Communications Director: Hanna Nurminen

Team: Noora Nurmi, Noora Jokinen, Irina Dalmo

HR department

Director: Ksenia Tantsurina

Manager: Maria Koppanen

Safety and first aid manager: Tiina Uusi-Rasi

Marketing Director: Anna Katasonova

Manager: Aleksi Ahola

Team: Liudmila Alferova, Alina Kolmakova, Bich Ha, Jimi Jouinen, Joonas Suikkanen, Iuliia Bessonova, Polina Zakharchuk, Noora Lehtikuusi

To do list

• Template for the certificate
• Presentation for VAAO students

ICT specialist: Niclas Björkman

Social Media: Festë Isufi

Work and achievment

• Statistics was done and can be used for marketing, social media or communicational goals (in articles, announcements, etc)
• Template for tickets selling done
• Certificates will be prepared for all the participants of the Christmas fair 2014 in accordance with his/her amount of work done, achievements and successes

Project progress

• Project is progressing on time
• All the tasks are done in accordance with their appearance
• Cost status is the same - HR does not make any spendings
• No quality deviations

Work and achievements

To do list

• The first versions of posters and flyers

• Stand team is informed to contact the sales team (pre-selling the tickets)

• Advertising the Joulumessut –facebook group -> 100 new likers and 731 people have seen Hilma’s article!

• Invitation letter

• The charity target is finally confirmed

• The budget is updated

• Web pages

• Contact again the ValkeakoskenSanomat, because no response (article and ad. prices)

• Address-list for Opening ceremony for Programme-team

• Active updating of social media

• ANY IDEAS WHAT SHOULD BE DONE?

Positive

• Niclas has done amazing work with flyers!!!

• Social media has done great work! Especially Hilma’s and Festa’s co-operation works well.

• Anna did very good work with budget!

• Team works well!

2. Project is progressing on time. Only task, which is not on time, is the article for ValkeakoskenSanomat, because they haven’t responsed yet. Newspaper sub-team will contact them again during week 41.

 There haven’t been any costs yet, but the first costs will be the printing of flyers and social media marketing costs.

4. We haven’t confronted yet the deviations but when we do so, we will update them in our status report.

5. The actual risk at this point is that if the flyer becomes outdated too quickly because of new confirmed information  we only print small amount in order not to spend too much money for the first version of the flyers.

Program department

Fashion Show

Opening ceremony

Manager: Anya Tantsurina

Director: Hanna-Kaisa Mustasilta

Managers: Lend Hadri, Bich Tram Vu, Anya Tantsurina

Team members: Lotta Helminen, Terhi Tammivirta, Bianka Malackaničová,

Maria Svirelina, Jenna Jokila, Kerttu Niemelä

Work done

To do list

• Letter

• list of shops

• casting preparations

1. Pricing

2. Clear up with logistics decoration and technical issues

3. Casting

4. Start contacting shops

5. Clear up details with VAAO make-up and hair styling

Work and Achievements

• “Sales Letter” for Ice fishing is made and ready to go
• New host offers
• Christmasland is designed and face painters are known
• Project Plan redesigned

2. Cost Status

• Plastic badges - 150 Euro

• Unexpected costs - 50 Euro

• Total Costs - 200 Euro

3. Risks

• Hard to control task delivery since it depends on too many factors/people/team =>work in close contact with other department and involved person.

3. Cost Status

Actual costs right now: 2550 (performers

Budgeted costs/estimated costs: 5700

4.Risks actualized

To stay in budget estimation

To get the contract finished with Club for Five

Sales department

Director: Ville Hölttä, Manager: Matti Salakka

Team: Hermanni Koivisto, Hanna Kaura, Jonna Helin,Teemu, Satu Käppi

https://docs.google.com/spreadsheets/d/14UlcziW2bnXuoletfcTF_vHWy4taIDbQb9bu3-RjU_A/edit?usp=sharing

President

Benjamin Kärki

General Secretary

Lauri Petäjä

6th of October