Wedding project

Faculty of business administration-BA

Subject title: project management

Presented by: Mira Korok, Rim Jammal, Mirna El Moslim

Supervised by: Dc. Nasri Kassis

Executive summary:
1. Work breakdown structure
1. Project Planning, Management & Administration
1.1. Planning (incl. wedding planners)
1.2. Legal Matters (License, passports, visas, permits, fees, )
1.3. Cultural, Religious & Tribal Matters
1.4. Accounting (System, Banking, Finance)
1.5. Communications (Guest List, Invitations, etc.)
1.6. Media Relations
1.7. Risk Management
2. Engagement
2.1. Engagement & Wedding Rings
2.2. Engagement Event or Party
2.3. Notifications of Engagement
2.4. Registrations (Bridal registries)
3. Bridal Preparations
3.1. Bride (Dresses, hair & makeup, bouquet, flowers, etc.)
3.2. Bridal Party (Bridesmaids, Flower Girls, attendants - attire, gifts, instructions)
3.3. Parents (Family) of the Bride (invitations, attire, instructions, gifts)
4. Groom Preparations
4.1. Groom (Attire for wedding & receptions, gifts)
4.2. Groom’s Party (Best Man, Ushers, attendants – attire, gifts, instructions, etc.)
4.3. Parents & Family of the Groom (invitations, attire, instructions, gifts)
5. Pre-Wedding Events
5.1. Bridal/Wedding Showers
5.2. Bridal Portrait (Photography) Session
5.3. Pre-wedding Dinners
5.4. Bridesmaid Luncheon
5.5. Wedding Rehearsal
6. Wedding Ceremony
6.1. Wedding Site (include decorator, if hired, floral arrangements)
6.2. Wedding Accessories (candles, ring pillow, rice or birdseed,
6.3. Transportation to & from Wedding
6.4. Guest Book, Registration & Ushers
6.5. Master of Ceremonies (if different from Officiant)
6.6. Officiant, Priest, Minister or other Religious Leader
6.7. Wedding Ceremony (exchanging for vows)
6.8. Photography & Videographer
7. Wedding Reception
7.1. Reception Site (Selection & Preparation)
7.2. Wedding cake & related items
7.3. Food & Beverages (including catering)
7.4. Reception Accessories (toasting glasses, garter, etc.)
 7.5. Entertainment
7.6. Photography
8. Post-Wedding Day Events

2. Schedule/time and cost

The project plan is to be implemented in a timeline of one month. The estimated budget is
$15,000. The wedding will have 200, and the budget is meant to ensure the guests are all
satisfied and happy during the marriage. This then tasks the project team to ensure that the
project outcomes are as desirable. The cost of the project is affordable, and the project team may
not need to be up and down writing additional proposals for funding. The project also takes care
of the time factor which is one crucial element in every project execution. The costs will be
further refined as project resources and cost estimates are provided for contracted services.
3. Project charter

Table of contents

Project name: wedding event.

Business case: Alberta and her fiancé bobby have decided to get married on July
31, 2013 which is in 1 months; this project will define, plan, execute and implement
the wedding. It is important to be an event on which everybody can look back on
with fond memories. This aim of the project is to plan a wonderful wedding
experience for both families and also for the wedding guest.
Project objectives: the entire wedding budget is set at 15,000$. The reception will
take place in a hall and the maximum number of guest is 200. It well be a legal and
proper wedding ceremony.
Major Deliverables:
 Honeymoon arrangements
 Bachelorette and bachelor party
 Bridesmaids dress
 Order cake
 Invitation card
 Decorations and flowers
 Choose menu
Project customers: the end customer will be the bride and the groom and the
families of the bride and the groom. Their expectations must be met and their
feedback will be taken into consideration when reserving.

4. Stakeholders
 Bride and bridegroom
 Members of the wedding party
 Wedding venders
 Guests
 Officiating minister

5. Risk analysis
 In climate weather
  Caterers setback
 Guests safety and security
 Venue fixture and facility

6. Communication plan
Arranging monthly meetings with the bride, groom and vendors would
ultimately be a beneficial tool to give the latest updates about the wedding
progress. The information (phone, fax, email) of the person in change will
also be issued to bride and groom to allow them to query any concerns that
might occur. Generating an effective communication about all information
reports with the progress to stakeholders and maintaining the stable
communication between vendors and marriage couple is the key to initiate a
successful wedding event.
7. Scope analysis
8. Procurement constraint
A procurement departments motives are driven by three basic objectives:
 Savings and value: procurement is focused on driving savings for the
wedding event which includes of course, seeking to reduce the total cost
of meetings and corporate events.
 Control: procurement processes need to document and validate expenses
happening in the wedding with good prices.
 Transparency: procurement has to have a clear understanding of the
wedding total spend.
As an event planner it is important for you to demonstrate the benefits that
can be generated from your event. Procurement people do not necessarily
understand the value of relationships and networking. Equally, as event
planner, may not be able to see looming budget over-runs without warnings
from Procurement.
The planner is working towards a Vision which will be memorable for the
attendees, and the procurement department is looking at numbers on a
computer screen and counting the people.
Highlights include:
 Wedding theme discussion to ensure vendors align to overall vision.
 Vendor procurement for initial planning areas (ceremony, reception,
venue, photography, videographer and attire).
 Vendor procurement for secondary planning areas (all music
requirements, baker, transportation, hair and makeup).
 Attending vendor appointments with client.
 Contract reviews for all vendors.
Organizing the suppliers and coordinating their expert work, it
illustrates the central role of the procurement process to the event. A
wedding coordinated would find and hire the venue, flowers
suppliers, caterers and the band.
Procurement can be defined as acquiring the needed goods and
services for the event. It includes the fundamental decisions involved
in sourcing these goods and services. In a similar way to the risk
management process it is found in most of the areas of managing
event.

# Document name
1 Information for guests
 2 Procurement evaluation form
3 Request for quotation

Approvals:
Signature
The following people agree that the above information is accurate:
Project team members:
Project sponsor
Project manager
Attachments:
Business case: Alberta and her fiancé bobby have decided to get married
on July 31, 2013 which is in 1 months; this project will define, plan,
execute and implement the wedding. It is important to be an event on
which everybody can look back on with fond memories. This aim of the
project is to plan a wonderful wedding experience for both families and
also for the wedding guest.

9. Human resources management plan

“One of the most distinct features of events is the management of the people
needed to design and stage the festival, exhibition street parade or
competition”. This relates directly to the need of a thorough human resource
plan in order to ensure the wellbeing of all your employees and those involved
in the event. “The Harvard model is an ideal model to use within the context of
the public sector, because it is useful in tracking how a change in HRM policy
choices affects HRM outcomes”. Furthermore, this model goes on to relate to
how employees may be treated, paid, work load etc. It also reflects directly to
how human resource management is then carried out based of those factors.
The Harvard model outlines clearly the HR’s policies of most companies. They
include “human resource flows, reward systems, employee influence - Which
in turn lead to the 'four C's' or HR policies that have to be achieved:
commitment, congruence, competence and cost effectiveness.”. Using the
Harvard model allows event planners to have knowledge of HR processes,
when running an event. Ethics and corporate responsibility also fall under the
HRM umbrella – these aspects should be taken into consideration in a well -
rounded HR strategy.
The role of project team:
 Sign off charter/ project sponsor: approval of project completion and
closure.
 Project manager: coordinate all aspects of the project and ensure that the
deliverables are completed within budget and on time.

[Link] assessment and contingency plans

When planning events it is important that one must consider contingency
plans. An event may be hindered by factors such as: natural disasters,
terrorist attacks, the venue backing out/shutting down, weather etc. To take
several precautions to establish an effective contingency plan:
 Establish a contingency task force or a subcommittee to look at the
disaster Potential of the event. Most police and fire departments will
assist with this effort, and your insurance people will, too.
 Coordinate with the site staff to create an emergency plan.
 Create a chain of command for the event that may include site and
agency staff, as well as your event committee.
 Review the plan with all event staff and event volunteers.
 Outline key plan elements in the program printed for your event.
Furthermore having a contingency plan outlined allows the customers that
you are planning the event for to feel a sense of confidence in the event
management.

[Link] quality management

“By terms qualitative research we mean any kind of research that produces
findings not arrived at by means of statistical procedures or other means of
quantification”. Moreover, qualitative research allows for analysis of
different perspectives, ideas and thoughts from collecting data through a
variety of different channels e.g. interviews and focus groups. List of features
of qualitative research that includes:
 Appropriateness of methods and theories
  Perspectives of the participants and their diversity
 Reflexivity of the researcher and the research
 Variety of approaches and methods in qualitative research
Unlike qualitative research can be very much based on opinions of others –
rather than statistics and numbers. This therefore allows for a wider
interpretation of data collected in order to sometimes manipulate the findings.
“Qualitative methods can be used to obtain the intricate details about
phenomena such as feelings, thought processes and emotions”. One of the
main benefits of using qualitative research is “to uncover and understand
what lies behind any phenomenon about which little is yet known”.
 The wedding will be planned according to all specifications of the
bride and groom.
 All deliverables stated shall be inspected by the bride and groom
before they are secured for the ceremony or reception.
 Risk management shall be address by the bride, groom and PM.
 The goal is that bride and groom enjoy their ceremony and reception
and it provide enjoyable memories for years to come.

[Link] product and deliverables

1. Wedding ceremony venue
2. Reception venue
3. Wedding party
4. Officiate
5. Wedding colors
6. Guest list
7. Invitations
8. Wardrobes
9. Food service
10.Décor
[Link] goods
[Link] wedding ceremony
[Link]
[Link] license
[Link] wedding ceremony
[Link] reception
[Link] constraints
1. The bride does not currently have all funds procured for the project.
2. The project must be completed by July 31 2013
3. Estimated budget is not to exceed 15,000$
4. The guest list must not exceed 200 participants.

[Link]/equipments requirements
1. Hang the flowers
2. Make chalkboard signage
3. Table lamps
4. Colored glassware
5. Menus
6. Tables
7. Chairs
8. Table numbers
9. Family photo wall
[Link]

[Link] and milestone

 guests move from ceremony into cocktail hour (1hr)
 guests are seated in reception hall (15-20 minutes)
 wedding party entrances (5-10 minutes)
 bride and groom grand entrance (5-10 min)
 first dance (5-10 min)
 dinner is served (1hr)
 family dances (15min)
 cake cutting and desserts (30min)
 photo session (20-30 min)
 grand exit (15-20min)
[Link] management
Baseline scenario (200 guests)
Change requested for an extra 100 guests (80 from the bride and 20 from
the groom).
Continuous change and monitoring.

[Link]
The ceremony of marriage in which you come to be united is one of the first
and oldest ceremonies in the entire world. It is a gift in that we give
ourselves totally to one another. I believe that marriage is a gift given to
comfort the sorrows of life and to magnify life’s joys. Marriage is the
clasping of hands, the blending of two hearts; the union of two lives into
one and your marriage must stand, not by the seal on your wedding
certificate, but by the strength and power of the faith and love you have in
one another.