2. Project Charter Template
Project Name: Mediterranean SEABATTLE
Prepared by: Erasmus Student Network
Date: 10-13 April 2011
Purpose/Business
Need:
The ESN Sea Battle is a cruise for international students from several countries in
South Europe. The main organizer is ESN Turkey. These general conditions are
only valid for Students participating via an ESN section from Greece. The general
conditions by ESN Turkey are valid also for participants from Greece but these
general conditions are an extension for the participants from Greece.
Product
Description and
Deliverables:
ESN Sea Battle is a three-day cruise over the Mediterranean Sea where 2,100
international students from all over Greece, Turkey, Italy, Spain join to party on
board. The itinerary is usually:
1. The experience starts with trip from Istanbul West Harbor. From Istanbul you
take a ferry to Athens where you join your Greek fellow students. Let the party
begin!
2. After a wild night on board you land to beautiful Rome and spend the day there.
In the evening you’ll board back to the ferry with ESN Turkey, Italy and Spain and
party through the night! The more the merrier!
3. You arrive at Rome and spend the day there. In the afternoon, you take a ferry
back to Istanbul and head back to Ankara.
Usually there are 2 cruises during the academic year, in October-November and in
April-May.
Project
Management:
PMI’s approach
Assumptions,
Constraints,
Risks:
1. More than 2000 people will participate
2. Participants from each countries will be coordinated by national ESN sections.
3.Ticket selling is done by volunteer work force (ESN Network)
1. Limited time during specific date
2. Limited participant
3. Limited budget
4.Legal constraints, taxes
1.Resignation of sponsor due to unexpected economic problems, crisis.
2.Any technical problems that my cause the ship to sink.
3.Any circumstances may cancel flights and make the dates unavailable.
Communication
and Reporting:
Chain of Contact: National coordinators will inform Project Manager weekly and he
will give reports to the sponsor firm in the same frequencies.
Each participating local section of ESN Greece has to announce a local
coordinator. The local coordinator is the only contact person for the individual
participants. He will be in contact with the national coordinator of Greece. The
national coordinator of Greece is the only responsible that communicates with ESN
Turkey about the Sea Battle. ESN Turkey and ESN Greece have the right to send
mails to the participants about important information concerning the cruise.
Change
Management:
ESN Turkey reserves the right to alter the route or itinerary for Sea Battle. No
refunds will be given in such changes, in case there is a delay, in case of weather
conditions that affects ESN Sea Battle, medical conditions of passenger, or other
comparable situations.
Approval Project Manager: Salih Odabasi Sponsor: İstanbul Deniz Otobüsleri

3. Scope Statement Template
Project Name: Mediterranean SEABATTLE
Prepared by: ESN Turkey
Date: 11-13 April
Project Scope: In this project, we can summarize the main works to do as basic
preparations, arrival organization from countries, entertainment and
satisfying needs of participants and creating close down report and PR
materials.
Product Scope: ESN Sea Battle is a six-day cruise over the Mediterranean Sea where
2,100 international students from all over Greece, Turkey, Italy, Spain join
to party on board. The itinerary is usually:
1. The experience starts with trip from Istanbul West Harbor. From Istanbul
you take a ferry to Rome where you join your Italy fellow students. Let the
party begin!
2. After a wild night on board you land to beautiful Athens and spend the
day there. In the evening you’ll board back to the ferry with ESN Turkey,
Italy and Spain and party through the night! The more the merrier!
3. You arrive at and spend the day there. In the afternoon, you take a ferry
back to Istanbul and head back to Ankara.
Usually there are 2 cruises during the academic year, in October-
November and in April-May.
All passengers MUST have a valid id card to board the ferry. If you are a
citizen of a country within Schengen you only need a Schengen valid id.
Other citizens may need a passport and possibly a visa. Contact you
embassy for more information. ESN will not refund your ticket if you have
passport/visa troubles. Check with embassies to make sure you have the
right documents with you.
There is always a minimum number of passengers that is required for Sea
Battle to take off. If nothing else is mentioned the number is a minimum of
1000 passengers. If participation numbers are lower, we may cancel the
event. For a cruise to be cancelled we will inform you at least 4 weeks prior
to departure. ESN Turkey will inform travelers and/or sections of
cancellations via e-mail. All money paid for a cancelled cruise will be
returned to the traveler as soon as possible. It will be the local ESN
sections that will refund the individual passengers. ESN Turkey will only
refund local ESN sections and passengers that have bought their tickets
directly from ESN Turkey.
Project
Deliverables:
Making preparation, Organizing arrivals, Working on board, Closing
down
Making
preparation:
Deliverable A
• Communicating with main sponsor
• Ticket selling
• Preparing necessary informative documents
• Collecting contracts from participants
• Checking if all the necessary tranactions are done so far. (money
transfers, invitations etc.)
Organizing
arrivals:
Deliverable B
• from Turkey on 11
th
April
• from Greece on 11
th
April
• from Spain&Italy on 10
th
April
Working on • Briefing participant about rules.

4. WBS of Mediterranean Seabattle
1. Making Preparation
1.1. Communicating with main sponsor regularly to organize the trip mainly.
1.2. Ticket Selling
1.2.1. Coordinating ESN Sections from Turkey/Greece/Italy/Spain
1.2.2. Selling Tickets to Individuals
1.2.3. Selling Tickets to ESN Members from the other countries
1.3. Preparing necessary informative documents
1.3.1. Defining rules
1.3.2. Sending documents as an e-package
1.3.3. Sending invitations if necessary for visa
1.4. Collecting contracts from participants
1.5. Checking if all the necessary tranactions are done so far. (money transfers, invitations etc.)
1.6. Organizing Activities for the cruise
1.6.1. Organizing “Speed dating” & “Karaoke” by ESN Entertainment Team
1.6.2. Organizing “Italian Cuisine Lunch” in Rome by ESN Rome Team
1.6.3. Organizing “Guided Tour in Crete” by ESN Crete Team
1.7. Arranging Night Life in cruise
1.7.1. Scheduling a DJ for the trip
1.7.2. Working on feasibility of making discounts in Bars and special offers in Tax Free
shops in the ship
1.8. Organizing Buffet in cruise
2. Organizing Arrivals
2.1. Organizing people to get in the ship from Turkey
2.1.1. Providing transportation to the port
2.1.2. Checking in before leaving
2.2. Organizing people to get in the ship from Greece
2.2.1. Providing transportation to the port
2.2.2. Checking in before leaving
2.3. Organizing people to get in the ship from Italy & Spain
2.3.1. Providing transportation from Spain to Italy
2.3.2. Providing transportation to the port
2.3.3. Checking in before leaving
3. Working On Board
3.1. Briefing participant about rules.
3.2. Grouping people and distributing cabin keys
4. Closing Down
4.1. Distributing online questionairre
4.2. Giving a final report to sponsor and the media.

6. "ESN Mediterranean SeaBattle" Project - WBS Dictionary
MAJOR
DELIVERABLES WORK PACKAGES ACTIVITIES METHOD RESOURCES
1. Making Preparation
1.1.Communicating
with main sponsor
regularly to organize
the trip mainly Sponsor bulmak için Pazar araştırması yapmak Genel Koordinatör
1.2.Ticket Selling
1.2.1.Coordinating ESN
Sections from
Turkey/Greece/Italy/Spai Universitelere önsatış yapılacak Satış Sorumluları ve Yerel Sorumlular
1.2.2.Selling Tickets to
Individuals Kişilere, sipariş üzerine bilet satışı Genel Satış Sorumluları
1.2.3.Selling Tickets to ESN
Members from the other
countries Kontenjan arttığı takdirde dışarı tanıtım ve bilet satışı Genel Satış Sorumluları
1.3.Preparing
necessary informative
documents 1.3.1.Defining rules
Gemideki kuralların organizasyon komitesi tarafından
belirlenmesı
Gemi mürettebatı ve Organizasyon
Takımı
1.3.2.Sending documents as
an e-package Katılımcılara email yoluyla tur bilgisi verilmesi Webmaster
1.3.3.Sending invitations if
necessary for visa
Vize ve davetiye ihtiyacı olanların, başvuruesnasında
belirlendikten sonra, davetiye yollanacak
1.4.Collecting
contracts from
participants Katılımcılardan imzalı kontratların toplanması Webmaster
1.5.Checking if all the
necessary tranactions
are done so far.
(money transfers,
invitations etc.)
Banka hesaplarının ve ön muhasebe işlerinin
düzenlenmesi Muhasebe Sorumlusu
1.6. Coordinating
Activities
1.6.1.Organizing “Speed
dating” & “Karaoke” by ESN
Entertainment Team Gemideki eğlencelerin organizasyonu Organizasyon Takımı
1.6.2.Organizing “Italian
Cuisine Lunch” in Catania by
ESN Catania Team
Günübirlik Catania gezisinde "Italyan mutfağından
seçmeler" organizasyonu Organizasyon Takımı
1.6.3.Organizing “Guided
Tour in Crete” by ESN Crete
Team
Günübirlik Girit gezisinde "Rehberli kültürel tur"
organizasyonu Organizasyon Takımı
1.7. Arranging Night
Life in cruise
1.7.1.Scheduling a DJ for
the trip Müzik konsepti ve DJ belirlenmesi Organizasyon Takımı
1.7.2.Working on feasibility
of making discounts in Bars
and special offers in Tax
Free shops in the ship
Gemi içinde katılımcılara özel indirimlerin, bir
muhtemet eşliğinde belirlenmesi Organizasyon Takımı
1.8. Organizing Buffet
in cruise
Gemideki açıkbüfe yemek organizasyonu için catering
şirketi ile anlaşma Organizasyon Takımı
2.Organizing Arrivals
2.1.Organizing people
to get in the ship from
Turkey
2.1.1.Providing
transportation to the port
Türkiyenin dört bir yanından gelecek katılımcıların
otobüs ile istanbula ulaşımı için, karayolu ulaşım
şirketleriyle görüşme Karayolu Ulaşım Şirketi
2.1.2.Checking in before
leaving İstanbul Limanında pasaport/bilet kontrolü Emniyet Müdürlüğü

7. 2.2.Organizing people
to get in the ship from
Greece
2.2.1.Providing
transportation to the port
Yunanistanın dört bir yanından gelecek katılımcıların
otobüs ile Atinaya ulaşımı için, karayolu ulaşım
şirketleriyle görüşme
2.2.2.Checking in before
leaving Atina Limanında pasaport/bilet kontrolü
2.3.Organizing people
to get in the ship from
Spain & Italy
2.3.1.Providing
transportation from Spain
to Italy
İspanyanın dört bir yanından gelecek katılımcıların
otobüs ile Catania'ya ulaşımı için, karayolu ulaşım
şirketleriyle görüşme
2.3.2.Providing
transportation to the port
İtalyanın dört bir yanından gelecek katılımcıların
otobüs ile Catania'ya ulaşımı için, karayolu ulaşım
şirketleriyle görüşme
2.3.3.Checking in before
leaving Catania Limanında pasaport/bilet kontrolü
3.Working On Board
3.1.Briefing participant
about rules
Gemi kalkmadan önce katılımcılara seyahat kuralları
hakkında bilgilendirme (her limanda yapılacaktır)
3.2.Grouping people
and distributing cabin
keys Katılımcılara kabin anahtarlarının dağıtılması
4. Closing Down
4.1. Distributing online
questionairre
Gezi sonunda katılımılara email yoluyla anket
dağıtılması
4.2.Giving a final
report to sponsor and
the media.
Proje raporu ve haber yazılarının tamamlanıp sponsor
şirkete ve medyaya sunulması

8. Activity No. Row No Activities Süre (gün)Predecessors Duration
1.1. 2
Communicating with main sponsor regularly to organize
the trip mainly 2 3 weeks
1.2. 3 Ticket Selling 3 1.1. 14 weeks
1.2.1. 4 Coordinating ESN Sections from Turkey/Greece/Italy/Spai 5 1.2. 8 weeks
1.2.2. 5 Selling Tickets to Individuals 2 1.2.1. SS 4 weeks
1.2.3. 6 Selling Tickets to ESN Members from the other countries 2 1.2.2. SS 2 weeks
1.3. 7 Preparing necessary informative documents 2 1.2., 1.1. 2 weeks
1.3.1. 8 Defining rules 4 1.1. 3 days
1.3.2. 9 Sending documents as an e-package 1.2. 4 days
1.3.3. 10 Sending invitations if necessary for visa 15 1.2. 1 week
1.4. 11 Collecting contracts from participants 1 1.2.2., 1.2.3. 2 weeks
1.5. 12
Checking if all the necessary tranactions are done so far
(money transfers, invitations etc) 3 1.2. milestone
1.6. 13 Coordinating Activities 1.1 SS +7(days) 1 week
1.6.1. 14
Organizing “Speed dating” & “Karaoke” by ESN Entertainment
Team 1.6 2 days
1.6.2. 15 Organizing “Italian Cuisine Lunch” in Rome by ESN Rome Team 1.6.1 SS 3 days
1.6.3. 16 Organizing “Guided Tour in Crete” by ESN Crete Team 1.6.1 SS 2 days
1.7. 17 Arranging Night Life in cruise 1.6 1 week
1.7.1. 18 Scheduling a DJ for the trip 1.6.3 2 days
1.7.2. 19
Working on feasibility of making discounts in Bars and special
offers in Tax Free shops in the ship 1.7.1 SS 3 days
1.8. 20 Organizing Buffet in cruise 1.7.1 SS 2 days
2.1. 21 Organizing people to get in the ship from Turkey 1.2,1.3.2.,1.3.3, 1 week
2.1.1. 22 Providing transportation to the port 3 2.1. 1 week
2.1.2. 23 Checking in before leavi 2 2.1.,2.1.1 milestone
2.2. 24 Organizing people to get in the ship from Greece 1 1.2,1.3.2.,1.3.3, 1 week
2.2.1. 25 Providing transportation to the port 3 2.2. 1 week
2.2.2. 26 Checking in before leavi 2 2.2. milestone
2.3. 27 Organizing people to get in the ship from Spain & Italy 2 1.2,1.3.2.,1.3.3, 2 week
2.3.1. 28 Providing transportation from Spain to Italy 3 2.3. 1 week
2.3.2. 29 Providing transportation to the port 5 2.3. 1 week
2.3.3. 30 Checking in before leaving 3 2.3. milestone
3.1. 31 Briefing participant about rules 5 2.1.,2.2,2.3., 1 hour
3.2. 32 Grouping people and distributing cabin keys 3 3.1 2 hours
4.1. 33 Distributing online questionairre 3 3.2. 1 day
4.2. 34 Giving a final report to sponsor and the media 5 4.1. milestone

9. Cost Baseline
Activity Budget Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7 Week 8 Week 9 Week 10 Week 11 Week 12 Week 13
Communicating with main sponsor regularly to organize the trip
mainly 6.000 2.000 2000 2000
Coordinating ESN Sections from Turkey/Greece/Italy/Spai 8.000 1.000 1.000 1.000 1.000 1.000 1.000 1.000 1.000
Selling Tickets to Individuals 5.000 1.000 1.000 1.000 1.000 1.000
Selling Tickets to ESN Members from the other countries 2.000 1000 1.000
Defining rules 0 0
Sending documents as an e-package 800 800
Sending invitations if necessary for visa 1.500 1500
Collecting contracts from participants 500 250 250
Organizing “Speed dating” & “Karaoke” by ESN Entertainment
Team 1.500 1500
Organizing “Italian Cuisine Lunch” in Rome by ESN Rome Team 10.000 10000
Organizing “Guided Tour in Crete” by ESN Crete Team 3.000 3000
Scheduling a DJ for the trip 5.000 5000
Working on feasibility of making discounts in Bars and special
offers in Tax Free shops in the ship 5.000 5000
Organizing Buffet in cruise 10.000 10000
Providing transportation to the port 15.000 15000
Providing transportation to the port 15.000 15000
Providing transportation from Spain to Italy 10.000 10000
Providing transportation to the port 15.000 15000
Briefing participant about rules 500 500
Grouping people and distributing cabin keys 450 450
Distributing online questionairre 1.000 500 500
Giving a final report to sponsor and the media 1.000 1000
BAC 73.300 2.000 2.250 2.250 3.000 3.000 4.300 16.500 22.000 41.000 16.950 1.500 500 1.000
Cummulative Total 75.300 4.250 6.500 9.500 12.500 16.800 33.300 55.300 96.300 113.250 114.750 115.250 116.250

11. Impact Probability Risk Score
A B AxB
Inadequate ticket selling
Cancellation of trip if it's below 2000
tickets 0,75 0,1 0,075
If any participants don't sign contract
They may sue the organization team if
any bad things happen during the trip 0,75 0,1 0,075
If a passenger cancels the cruise Demand money back 0,5 0,2 0,1
Bad weather conditions Trip might be cancelled 0,8 0,05 0,04
If any group or ESN section couldn't arrive
the port on time Affects time schedule negatively 0,25 0,3 0,075
Risk event How will it affect?
New Impact New Probability New Risk Score
C D CxD
Selling tickets to the ESN Section headers 0,3 0,1 0,03
Preparing copy of contracts which will be given to
participants who don't have while getting into ship 0,25 0,1 0,025
Certain time limit for the cancellation 0,1 0,1 0,01
Providing them to accommodate in the city 0,5 0,05 0,025
They should come to the port 5 hours earlier 0,1 0,1 0,01
Response

12. What? How? When Who? Referance Material
Kaynak Bulunması Sponsor yardımı ile 01.01.2011 Marketing Manager Şirketin mali yapısına göre
Motivasyon mektublarının değerlendirilmesi ile 08.01.2011 Project Manager Organizasyon çalışma şartlarına göreOrganizasyon çalışanlarının
bulunması
Quality Management

13. INFORMATION ABOUT THE TRIP
Al l t ime s a re give n in l oc a l t ime . Turkey i s UTC+1, Greece, La t vi a a nd Italy
i s UTC+2.
Greece
M/ S Super Sta r from We st Ha rbor, Athens on the 11th of April wi l l depart a t
14:30. All passe ngers should boa rd one hour be fore departure. Al l pa sse ngers
should try a rriving a t the t e rmina l t wo hours be fore departure . At 16: 30 you wi l l
a rri ve a t the D-t e rmina l in Catanian. Al l se c t i ons should boa rd ASAP on M/ S Med-
Quee n, whi c h wi l l depart a t 18: 00.
M/ S Med Quee n wi l l a rrive i n Sirkeci Istanbul a t 10:00. For the re t urn tri p the fe rry
wi l l l e a ve Istanbul 17:45. All pa sse ngers should boa rd a t l e a st one
hour be fore .
Spring 2011 Turkey
SC H E D U L E O N B O A R D (subj e c t t o c hange)
10t h
of Apri l, Italian ti me (UTC+2)
17:15 Informa t i on me e t ing in the St a rl i ght Pa l a c e
17:30 Buffet in Buffet re st a urant (Re st of Greece)
18:00 De parture M/ S Med-Quee n t o Istanbul
19:00 Ti c ket s for the guided t our in Istanbul sol d, St a rli ght Pa la c e .
30 SEK / 3 EUR
19:00 ESN Craz y Ga me s in Sta rli ght Pa l a c e
19:30 Spee d dat ing in Ta ngo Lounge
20:00 ESN Craz y Ga me s in Sta rli ght Pa l a c e
20:30 Buffet in Buffet re st a urant
21:30 Cuba n ba nd in St a rlight pal a c e
22:00 Ka ra oke the Ta ngo Lounge
23:00 Mi dni ght show
23:00 Di sc o Ibi z a open up da nc e fl oor
00:00 Da nc e fl oor opens up in St a rli ght Pa l a c e
11t h
Apri l 2011, Turkish t ime (UTC+1)
10:00 Arriva l in Yenikapı, Istanbul
17:15 Informa t i on me e t ing in the St a rl ight Pa l a c e
17:45 De parture from Yenikapı, Istanbul
18:15 Ti c ket s for the guided t our in Catanian i s sol d outsi de the
informa t i on desk. 2 EUR
18:30 ESN gea r sol d on 2n d
fl oor in St a rli ght Pa l a c e
18:30 Sa l sa a nd La t i n Stre e t , in the St a rlight Pa l a c e
19:00 ESN Se a Ba tt l e Ama z ing Ra c e , Sta rli ght Pa la c e se c ond fl oor
19:00 Spee d Da t i ng in the Ta ngo Lounge
21:30 Ka ra oke & Musi c qui z c ompet i t i on in the Ta ngo Lounge
21:30 Cuba n ba nd in St a rlight Pa l a c e
23:00 Da nc e fl oor opens up - Ibi z a
23: 00 Mi dni ght show i n St a rli ght Pa l a c e
00:00 Da nc e fl oor opens up in St a rli ght Pa l a c e
ESN GE A R S O L D O N 2N D
F L O O R I N ST A R L I G H T PA L A C E
We a re se l l i ng Se a Ba t t l e t -shirts for onl y 10 Euros. Full y det a i l e d pri c e s i n
differe nt c urre nc i e s c a n be found on our we bsi t e , your group l e a der a nd on boa rd.
You c a n a l so buy pat c he s for your ove ra l l , c ool l i ghte rs a nd ba gs!
BU F F E T I N F O
You wi l l ha ve , wi th your boa rding c a rd, a buffet vouche r. This wi l l be your ti c ket
t o e nt e r the buffet a re a . The ti c ket i s only va l i d t o one spec i fi c buffet se a t ing.
Ma ke sure that you do not l ose i t sinc e we onl y have t he e xa c t a mount of t i c ket s.
Che c k t he sc he dul e for whi c h t ime you have your se a ti ng. The t i me a nd pl a c e i s
wri t t e n on your vouche r.