This document outlines the project charter for a 3-day retreat in Cancun, Mexico for 200 managers from Google's headquarters. The retreat aims to increase retention, provide leadership training, boost morale, and allow for strategic planning. Key deliverables include a project plan, budget, risk register, and procurement documents. An estimated budget of $400,000 is allocated, with $2,000 per attendee and a 10% contingency. Milestones include securing the hotel, finalizing the attendee list, and coordinating speakers and vendors. The project team is assigned roles and responsibilities, and the charter requires approval from the business manager and project manager.

1. PROJECT CHARTER
UNITED NATIONS:
Event Planning
Project Name:
United Nations Event Planning Company
Retreat
Project Number: 1000
Date
Feb 7th 2015
Feb 13th 2015 TM
Revision Number: 2
1. MISSION STATEMENT
TEAM PURPOSE, MISSION & VALUES
Paragraph 1: Formally authorize the project in this section of the Project Charter.
Mission: Send all US managers to an all-expense-paid 3 day retreat to Cancun, Mexico from
September 21, 2015 to September 25, 2015, travel time not included.
Team Purpose: The purposes of the retreat are relaxation, team-building, building team
morale, and brainstorming creative, outside the box ideas. The retreat will create a platform
for managers by reinforcing leadership skills, solving problems, stimulating teamwork,
nurturing a sense of camaraderie, and clarifying and reaffirming the organization’s
competitive strategy.
This Charter formally authorizes the retreat project in a luxury resort hotel. A project plan will
be developed and submitted to the Project Sponsor for approval. The project plan will include:
scope statement; schedule; cost estimate; budget; and provisions for scope, resource,
schedule, communications, quality, risk, procurement, and stakeholder management as well
as project control. All resources will be assigned by the Project Sponsor- Kobe Bogaert and
Project Manager Helen McFadden.
2. SCOPE STATEMENT
What the project will/will not accomplish
SCOPE DEFINITION

2. Scope Statement: We work for Google and we are the Management Retreat Committee in
charge of preparing the retreat proposal to the department heads(15-20) at Google’s
headquarters in California.
Who is going: Retreat for 200 managers from Google’s headquarters located in Mountain
View, California 3-day retreat to occur during Q3 of 2015.
Also attending:
● 6 United Nations Members
● 20 Department Directors
● 5 Top Executives
Total: 231 attendees
Date will be during work days in 3Q2015: Proposed date: September 21, 2015 to September 25,
2015.
Assumptions:
Each person have own room
Hotel costs are all inclusive (Includes all Meals)
Guest speakers will be provided
Activities included
Training to be provided
Transport to and from airport to hotel will be provided
The project will include:
● Identify budget/ contingency amount and key sponsor.
● Identifying key stakeholders
● Determine number of participants
● Air travel
● Accommodations and meeting space availability
● Determine catering options
● Team building events in region
● Manage third vendor to coordinate daily activities and associated travel arrangements
● Develop agenda and coordinate daily events with keynote speakers and vendors
● Determine types of appreciation awards and award distribution list
● Collect attendee satisfaction survey.
PROJECT WILL NOT INCLUDE:
● Cost of rental car and cabs, or activities that are not on set agenda.

3. ● Any other misc. expense by participant.
● Payment for passports if needed
●
3.PROJECT GOALS
● To increase the associate retention rate and keep trained and qualified talent in the
organization as current economic climate starts to improve. The Tech sector is highly
competitive.
● Provide leadership training to management.
● Provide team bonding activities to increase morale and employee appreciation.
● The Management Retreat can be the best overall investment for making decisions to
help our team move into a more successful future. The retreat will be an excellent
opportunity for strategic planning and action-focused decisions to improve overall
performance and drive business growth.
4. DELIVERABLES
Name Assigned
Team Contract Team
Team Charter Team
Work Breakdown Structure Helen w/Team agreement.
Timeline Terra
Budget Melisa
Cost Analysis Melisa
Project Plan Terra
Critical Path Greg
Risk Register Johnny
Procurement Helen
5.RESOURCES
PROJECT BUDGET/ CONTINGENCY PLAN-AND OUTSIDE RESOURCES.

4. Internal resources:
Helen
Greg
Terre
Melisa
Johnny
Kobe -Sponsor,sign off, approval
External Resources:
● Hotels
● Meeting Venues
● Travel & Transportcoordinators
● Guestspeakers
Project Budget:
Total Budget: $400,000
$2000 per person @ 200 managers
Contingency @ 10% ($40,000)
6. PROJECT MILESTONES
● Research, identify and secure location (HOTEL and Venue) of meeting and time duration.
● Identify number or attendee’s to be invited.
● Secure room discounts and catering options for participants.
● Signoff on budget from key sponsor
● Send/ Invite participants 2 month to date of meeting with rsvp.
● Secure speakers and vendors for meeting
● Identify and complete what type of award will be given to participants.
7.ASSUMPTIONS, CONSTRAINTS & DEPENDENCIES
ASSUMPTIONS:
● Managers will attend the event
● Event duration is estimated 3 days, travel time not included
● Evaluate whether vendors needed to plan meeting will meetthe company's compliance requirements
● Getting decisions made and signed off on in the time frame given for the retreat
● Can obtain passportif needed.
● All contracts will US Dollars
CONSTRAINTS:
● Timeline to organize the event
● Budgetfor event

5. ● Hotel & Airplane limitations
● Guest speaker availability
DEPENDENCIES:
● Budget for event
● Hotel & airplane limitations
● # of participants
8. RELATED DOCUMENTS
Related documents will include vendors contracts. For example, contracts or non-disclosure
agreements with speakers.
Related documents will also include: scope statement; schedule; cost estimate; budget; and provisions
for scope, resource, schedule, communications, quality, risk, procurement, and stakeholder
management as well as project control.
PROJECT ORGANIZATIONAL STRUCTURE
Function Name Role
Sponsor Kobe Approve Project
PM, Create Project Scheduler Terra Project Manager
Prepare Budget Melisa Finance
Policy Procedures Greg HR
Negotiate & Review Contracts Helen Procurement
Specialist
Coordinate team operations Johnny Advisor to leader
PROJECT AUTHORIZATION
Approved by: Business Manager Date
Approved by: Project Manager Date