What do you have to do?
You’ll work step by step on one joint project plan for the Friends & Family Event.
Count to 6
The plan has six parts. For each part, use the matching Word template.
Part 1 – Purpose and Team
In this step, you’ll start building your project plan.
You’ll translate the briefing into your own words and show who does what in your team.
What to do
1.1 Purpose of the Event
Briefly describe what the Friends & Family Event aims to achieve and who it is for. Formulate your goals using the SMART method: specific, measurable, acceptable, realistic, and time-bound.
1.2 Target Group and Segmentation
Describe who the Friends & Family Event is for.
Work out at least two of the following segments:
– Demographic (age, family situation)
– Geographic (place of residence, distance to the venue)
– Psychographic (interests, lifestyle)
– Behavioral (involvement, visit frequency)
Briefly explain how your choice of target group fits your goals.
1.3 Key Points from the Briefing
Summarize the three main points – for example, the goal, target group, and program.
1.4 Conditions
Name three things you must take into account, such as the budget (€20 per group), closing time, or available space.
Explain why each point is important and who in your team is responsible for it.
1.5 Team and Roles
Make a short overview of your team and explain who does what.
Use the roles from the briefing, such as tech, catering, communication, safety, or classroom program.
1.6 Cooperation
Write a few sentences about how you stay in contact and make agreements as a team.
1.7 Sustainability
Briefly describe how you take sustainability or reuse of materials into account during preparation or execution.
👉 Click here for the Word template you need for a good start to your project plan.
Result
A short, clear description of the event’s goal, key conditions (including sustainability), and your team’s role division.
Part 2 – Planning
In this part, you’ll create the planning for the Friends & Family Event.
You’ll show what happens when, who is responsible, and where possible challenges may arise.
Your planning covers both the preparations and the main parts of the event day itself. On the day of the event, during Learning Aim D, you’ll carry out this plan and make adjustments where needed.
Note: Your teacher may provide a template for the preparation planning. Use that template if it is available.
What to do
2.1 Program Structure
Use the fixed program as your backbone:
set-up → opening → classroom program → closing → afterparty → clean-up
Write down what needs to happen in each phase.
2.2 Before the Guests Arrive
Make a longlist: list all the tasks that need to be done before the guests arrive.
Then choose your top 7 critical tasks and briefly explain why they are important.
2.3 During the Event
Write down what happens in each part of the event and who is responsible (name + role + time).
Use your team division and the roles from the briefing.
2.4 After the Event
Describe how you clean up, take down materials, thank others, and collect feedback.
2.5 Challenge and Solution
Choose at least one moment that could be stressful or risky.
Briefly explain why it’s a challenge and what your Plan B is.
👉 Click here for the Word template you need to complete this part.
Result
A clear, realistic planning that shows you can think ahead, work together, and plan effectively – from preparation to execution.
Part 3 – Budget
In this part, you’ll explore the resources and costs involved in the Friends & Family Event. It’s not about exact numbers, but about understanding what needs to be arranged and who is responsible.
What to do
3.1 Spot the Difference
Briefly describe the difference between the classroom budget (€20 per group) and the event-wide resources.
3.2 Overview of resources, costs and income
Fill in the table in the Word template. For each item, write down what is needed, whether there are costs and/or income, who arranges or pays for it, and why it is important.
Examples of income: ticket sales, sponsorship (including barter/exchange agreements).
3.3 Responsibilities
Briefly describe who is responsible for the main cost items.
3.4 Key Costs
Choose two or three cost items that you think are most important for the success of the event. Briefly explain why each one is crucial.
👉 Click here for the Word template you need to complete this part.
Result
A practical overview of resources and costs that shows you understand what needs to be arranged – not in numbers, but in responsibilities.
Part 4 – Risks
Risks. You’d rather avoid them, of course. But first, you need to know where they are. Look not only at time, resources, and roles, but also at safety and sustainability.
The nine main risk areas are:
– Time & planning
– Programming (activities)
– Budget & resources
– Staff & roles
– Safety & logistics
– Communication & documentation
– Location, venue & facilities
– Legal
– Technology
What to do
4.1 Identify Risks
Briefly describe what could go wrong in each area.
4.2 Assess Risks
For each risk, think about the possible impact if it really happens.
Show this using stars (★ = small, ★★ = medium, ★★★ = large).
4.3 Plan B
Choose two or three risks and describe what you would do if the problem occurs. Who takes action, and what helps to limit the damage?
4.4 Greatest Risk
Choose the risk that you think is the most critical.
Explain in 3–5 sentences why this risk is the most important one to monitor.
👉 Click here for the Word template you need to complete this part.
Result
An overview showing that you can identify, assess, and manage risks – with attention to safety and sustainability. And yes, you’ll have a clear Plan B ready.
Part 5 – Communication
In this part, you’ll describe how you draw attention to the Friends & Family Event. It’s not about design, but about how you reach and involve people – both visitors and fellow students or staff members.
Make sure your communication fits the roles and tasks mentioned earlier, so that all team members use the same information!
What to do
5.1 Communication Channels
How will you draw attention to the event?
List the channels you’ll use, who manages them, and what the main message will be.
5.2 Internal Briefing
How will you make sure everyone involved is well informed?
In 3–5 sentences, describe how you’ll brief staff, volunteers, and other students before the event.
5.3 Promoting the Classroom Program
How will you promote your own classroom program?
Write a short sample text (5–7 sentences) with an engaging, persuasive tone.
👉 Click here for the Word template you need to complete this part.
Result
A clear communication overview showing how you’ll promote the event, keep everyone informed, and get visitors excited to join.
Part 6 – Review and Completion
In this part, you’ll check whether everything in your project plan fits together.
Take a fresh look: does your plan match the briefing, the schedule, and the team agreements?
What to do
6.1 Check for Consistency
Read through your entire plan once more and answer these questions together:
– Does the planning match the budget and task division?
– Are the risks linked to a Plan B and a responsible person?
– Does the communication fit the schedule and the target group?
– Is everything in line with the briefing?
6.2 Strengths and Points of Attention
Briefly note what you think are the strongest parts of your plan. Also describe one point of attention that will be important during the event itself.
6.3 Final Reflection
Write a short reflection (5–7 sentences) about what your team learned while creating the project plan.
Mention one thing that worked well in your teamwork and one insight you’ll take with you into the execution of the Friends & Family Event.
👉 Click here for the Word template you need to complete this part.
Result
A checked and completed project plan that is consistent, realistic, and shows that you can reflect critically on your own work.
Assessment Criteria
Part 1 | Purpose and Team
Pass: All questions are answered. The purpose, conditions, and team roles are clear and match the briefing.
Merit/Distinction: The answers are complete and well explained. The team shows understanding of how purpose, roles, and conditions are connected.
Part 2 | Planning
Pass: The planning includes all phases of the event (before, during, and after). Tasks and responsibilities are clearly defined and realistic.
Merit/Distinction: The planning is complete, consistent, and forward-thinking. Choices are explained and possible challenges or risks are realistically addressed.
Part 3 | Budget
Pass: The main cost items and resources are listed. The table is complete and shows who is responsible for what.
Merit/Distinction: The budget is complete and well reasoned. The choices show understanding of priorities and the link between resources, planning, and feasibility.
Part 4 | Risks
Pass: All risk areas are identified and assessed. At least one Plan B is described.
Merit/Distinction: The risk analysis is complete and well thought out. Plan B’s are concrete, realistic, and show insight into how each risk impacts the overall event.
Part 5 | Communication
Pass: The communication channels, internal briefing, and promotional text are all completed and suitable for the event.
Merit/Distinction: The communication is purposeful, persuasive, and well aligned with the target group and briefing. Internal and external communication strengthen each other.
Part 6 | Review and Completion
Pass: The project plan is fully completed. Team members have checked for consistency and show they can evaluate their own work. Strengths and points of attention are clearly described.
Merit/Distinction: The review is careful and reflective. Team members show understanding of how all parts – goals, planning, budget, risks, and communication – fit together. Their reflection includes realistic, well-reasoned feedback aimed at improving the event execution.
Submission Instructions
Submit your work according to your school’s instructions (for example via Itslearning).
You will upload six Word files, following the format required by your school.
Note: The Core button in Businessbase remains available,
but first check if you are allowed to use it.
How will you do that?
Upload six Word files following your school’s prescribed format:
Part 1 – Goal and Team
Part 2 – Planning
Part 3 – Budget
Part 4 – Risks
Part 5 – Communication
Part 6 – Review and Completion
Check before uploading
– Are all sections completed and in line with the briefing?
– Are the file names correct?
After assessment: Copy the feedback from your teacher into the document under the relevant part to show that you have processed it.
Working in a group or team?
Include the names of all group members in each document.
