Wedding Plan Project Overview

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Jane Jones and John Smith are excited about their wedding day. Wedding is one of the most celebrated events in this world. The moment that Jane and John inform their loved ones about their upcoming nuptials, a stream of parties and get-togethers have taken place. Most of Johns and Janes friends are excited for their big day, and have enjoyed the celebrations that have led them up to this great event. This was an exciting experience for Jane and John. They will both enjoy all the excitement happening around them during this time and remember these wonderful celebrations will become fond memories in the years to come. After the fun is over, the time to plan the event is essential.

Planning a wedding is one of the most exciting things that can ever happen to any couple. As Jane and John get ready for their wedding, they realize they are embarking on a life-altering event. They want their wedding to become a fantastic event so they took into account any tip to arrange the wedding of their dream and the wedding that would delight their guests. This is the first marriage for both of them. As they go on developing their lists of items to accomplish, they realize that to accomplish a successful wedding, one or both of them will have to commit several hours to wedding plan preparations. Most important, both Jane and John are high-level managers within the companies they work for and can not make the necessary time commitment to their wedding plans.

In order to sustain their goal for a one-of-a-kind wedding, Jane and John decided to use the services of a professional wedding planner to plan and manage their wedding.

The wedding consultant can be hired to make sure everything happens on schedule, handle any emergencies and, most importantly, be there for advice and support he or she is in need. The organization of a wedding is not an easy task. It is essential to compare several locations, to see several caterers, DJs etc in order to choose the best, o the most suitable. You have to select the dress, the grooms outfit, the rings, the flowers&

More than 35 various professionals can be involved in a wedding. The aim of a wedding planner is to make the bride and groom avoid stress of arranging and to make them enjoy their special day with total peace of mind, knowing that everything will be done according to their expectations (Organzamariage, 2009). Jane and John review lots of wedding consultants and decided to use Team B largely as they feel comfortable with them.

Team B is a professional wedding consultant who uses aspects of project management in their approach to planning wedding. The aspect of project management that Team B uses most is the Project Plan, the Critical Path (CP), and the Critical Path Analysis (CPA). The project plan is a formal, approved document used to guide both project execution and project control. The primary uses of the project plan are to document planning assumptions and decisions, facilitate communication among stakeholders, and document approved scope, cost, and schedule baselines. The CP is used to keep the project on track while avoiding big problems.

The CP is critical because it ensures that every single activity on the path must be completed on time in order for the project to come in on time. With regard to a wedding, the wedding plan is created using the steps outlined in creating a project plan and the CP ensures that each wedding activity on the path must be completed on time for the wedding to be successfully completed the way the bride and groom requested.

Wedding Checklist (Project Plan)

Project Title

Jane Jones and John Smith Wedding Plan

Project Summary

Team B wedding planners will serve as wedding planner and coordinator for the couple that will organize and arrange all the requirements for the wedding ceremonies and reception that will be held on February 14th , 2010 at 6p.m.

A wedding coordination consultancy company operates on the basis of a strong, solid and viable relationship with suppliers and/or vendors of additional services. Because of this arrangement the major part of the project sometimes deals with a lot of networking and association established with vendors and this should be done in a very meticulous manner.

Project Opportunity

The wedding planning service will enable the couple to be relieved from the tedious process in putting together the requirements for the event. Weddings involve emotionally laden decisions and external pressures. A wedding consultant brings logic to the process (Daniels & Loveless, 2007)

Project Budget

For an expected guest list of 250, the total budget for Bride and Groom X is allocated at $45,000. This is the prime information in this project management plan shown in our attached Gantt chart. The budget for this project will be the major focus because all of the planning will revolve around the amount of money being spent on the wedding.

Project Stakeholders

Both the parents of the bride and groom, together with the couple, are the stakeholders in this project that must have the privilege of a most memorable wedding event.

Project Scope (see detailed scope below)

Exclusion

The wedding coordination and planning for Bride and Groom X will exclude travel and accommodation arrangements for their honeymoon. The service will also not cover getting the necessary licenses. Any plan for a bridal shower will also not be assisted within this project. The services range neither includes the search of beauty consultant along with the necessary beauty regimen.

Inclusion

Team B wedding coordinators will manage this project to provide full assistance in selecting, preparing, distributing and managing invitations and RSVP; preparing guest

list; the choice of wedding ensemble for the bride and groom; the choice of ceremony and reception venues; the menu; organizing the flowers and the musicians.

In Scope Out of scope
Wedding ceremony (location rental, officiant, decorations, musicians, flowers) Purchase /Selection of rings
Reception (rental of hall, musician(s), decorations, caterers, favors, wedding cake, flowers) Honeymoon selection
Videographer and photographer Wedding party selection
Invitations, announcements, thanks you notes, RSVPs Licenses
Transportation Hotel accommodations
Wedding coordinator on site day of event Engagement parties, rehearsal dinner, parties.

Project Assumptions

At a high level to make sure this wedding is a success Team B coordinators will have to make sure that all the deliverables from the vendor contracts will be in accordance to the agreed quality and quantity. It will also be an assumption that barring any natural deterrence, the wedding day will be as remarkable, memorable and heartwarming as it should be.

Project Risk

Weddings themselves bring with them special risks. The major risk is the possibility of the wedding requirements, preparation and coordination might go over the designated budget. There is also the possibility of any members of the entourage will have an uncontrollable circumstance like illness.

Project Risks Impact to project
Wedding cancelled Cancellation of project and forfeiture of clients deposit.
Wedding date changed Impacts project schedule
Officiant has to cancel May result in additional cost if have to get someone else at the last minute
Music /Entertainment below quality Bride and groom dissatisfied probably will request refund and would not recommend for future projects.
Catering below quality Bride and groom dissatisfied probably will request refund and would not recommend for future projects.
Photography and Videography Bride and groom dissatisfied probably will request refund and would not recommend for future projects.

Wedding Checklist (Critical Path Analysis)

A review of the Gantt chart documenting the wedding plans reveal 38 critical tasks ranging from buying the wedding rings to final wedding payments due. In order to properly measure each activity for performance, a letter has been designated for each activity. The activities were given letter designators for the purpose of creating a network diagram to ensure that the wedding activities are performed in priority order to ensure that the most important activities were completed first. The reasoning for using the critical path is to ensure that the every single activity on the path finishes on time in order for the wedding project to be completed successfully. Any delay on any one of the critical path activities will cause the entire project to be delayed.

The critical path for the wedding naturally begins with the purchase of the engagement rings. After the engagement rings have been purchased and exchanged, the wedding plans can begin. This is a breakdown of the activities of, their duration and a Network Diagram showing the critical paths to success.

Activities and Duration

  • Buy wedding rings  3 days
  • B Pre-ceremony preparation  57 days
  • C. Ceremony Preparation-6 days
  • Select reception hall-19 days
  • Transportation and accommodation-31 days
  • Attire  23 days
  • Final Arrangements  5 days
  • Wedding  1 day (Greene, Stellman, 2009)

Network Diagram

Network Diagram

The network diagram shows the following critical paths:

  1. A-B-C=66 Days
  2. D-E-F= 73 Days
  3. G-H= 6 Days

The diagram shows a total of three different paths to approach wedding completion.

The path with the highest number is the most critical path to follow. Therefore, path number two is the most critical path to follow with ensuring a successful wedding. (Greene, Stellman, 2009)

Project Selection Criteria

Project selection involves the evaluation of the opportunities that the project offers the stakeholders. The pros and cons, advantages and disadvantage, as well as the scheduling and financial aspects need to be considered in the project selection criteria. Team B has chosen the planning of a wedding reception as their project, based on project management experience and business knowhow. The wedding project shall encompass all necessary managerial and planning activities required to coordinate a wedding reception. These shall include the managing and communication of project information, delegating individual responsibilities, and project monitoring are all areas of management responsibilities that will ensure a successful completion of the project within time and budget.

The wedding reception project selection was based on the following criteria:

  • Project information and monitoring system. Team B will develop a project management information system to control the wedding plans by tracking progress compared to planned progress. Team B will hold regular meetings to evaluate planned progress versus actual accomplishments.
  • Project task management. Team B shall delegate individual responsibilities based on prior project experience and project related qualifications. Tasks are to be grouped into three areas of responsibility;

    • wedding couple related activities, i.e. engagement and wedding ring selection, bridal, groom, bridesmaid and best man attire, and guest list requirements;
    • ceremony and reception preparation, i.e. faith based activities, hall locations, and scheduling; and
    • support activities, i.e. entertainment, decorations, photography/video arrangements, and transportation services.

The methodology used by the project team to select a wedding project was based on the strategic and operation fit of this project to the overall objective and goal of Team B. Each member brings to the organization core competencies and performance compatibilities that will contribute to their mutual goal of a successful course completion. Request for topic approval was submitted and permission to proceed was granted by the delegating authorities.

Project Charter

Project manager(s): Team B

Project Information
With over 20 years of experience as corporate project managers and now as event planner, Team B brings immeasurable talent in planning and coordinating extraordinary weddings, parties and business functions.
Weddings are always a major project for the families of the prospective bride and groom. There are usually several tasks that need to be completed before the big day, so its sometimes important to delegate some of the wedding responsibilities to someone who can perform them effectively such as a wedding planner.
This project charter aims at providing details on how a successful wedding for Bride and Groom X will be planned, coordinated and executed by the Team B wedding planners/project managers. This plan is developed for a guest list of approximately 200 people.

Project Charter

Project Name:
Wedding of Bride and Groom X
Project Number: Team B  02-14-2010
Date: February 13th, 2009 Project Contacts:Richard Fritz, Charmaine Jackson or Lindsey Williams

Project Request

The wedding couple has indicated their desire to be married on February 14th, 2010.
The major objective for the Team B wedding planners is to coordinate the overall wedding and reception in order to ensure that the wedding is a success and that there are no disruptions. Another objective is to ensure that the process adapts to any changes in the program, or unforeseen events, such that it is a smooth process. It will be the responsibility of the project team to ensure that the food, entertainment and music results in high satisfaction to the groom, bride and guests.

Objectives and Deliverables

The project team will have several deliverables in this project. These deliverables will include:

  1. Co-ordination of wedding and reception by Team B project managers as defined by bride and groom X.
  2. Customized wedding invitation cards for all invited guests.
  3. There will be 200 wedding programs and a similar number of personalized places cards/layered menu.
  4. Photography company will be selected by photographers proofs; both in form of photographs, DVDs and CDs, and the chosen photography company will be required to develop those with a similar quality during the wedding. There will be several photography companies to select from to compensate for any eventualities.
  5. Other deliverables include beverages and food, servers, flowers, decorations, party favors, music, equipment rental and site rental. The wedding cake will include 200 individual boxed cakes engraved with initials of the groom and bride.

The couple agrees to utilize Team project managers for all services as indicated in the scope of the project and in addition the couple agrees the Team B is not responsible for services not provided by the team or covered by this contract.

If the couple has to change the wedding date for whatever reason, Team B will make every reasonable effort to change reservations of all subcontractors, reception hall, etc. All expenses related to this change will be the responsibility of the couple.

If the event of a cancellation all payments made to date will be non-refundable and outstanding balances for subcontractors may still be due depending on contract arrangements with said contractors.

This agreement shall be governed by the laws of Phoenix, AZ.

Scope Definition

The project will include:

Onsite project/wedding team for ceremony and reception
For wedding ceremony we will take care of location, officiates, pianist, flowers, and programs.
For wedding reception we will take care of banquet hall, decorations, servers, food, beverage, wedding cake, favors.
Photography and videographer for wedding ceremony and reception.
In addition we will take care of wedding transportation.

The project will not include:
Project team B will not be responsible for

  1. Hotel accommodations for the bride and groom on the wedding night.
  2. Marriage license
  3. Rehearsal Dinner

Project Milestones

  • 2/14/2009- Review and sign necessary contracts
  • 4/1/2010- Prepare and print invitations
  • 6/25/2010- Select reception hall, caterer/menu
  • June July 2010- Select entertainment
  • June- July 2010- Select decorations/florist
  • September 2010- Determine audio-visual, photography, video needs
  • September 2010- Secure Transportation
  • 1/01/2010  Confirm attendees
  • 11/14/2010- Final payments due
  • 2/14/2010  Enjoy the event!!

Budget

As agreed with the parents of the bride, the budget for this project is between $45K- $55K.

It is requested that the project comes in within or under budget.

Project Authorization

Signature below indicates that this document represents that an agreement has been made to proceed with planning and coordination of wedding of Bride and Groom X.

Approved by: Bride X: Date
Approved by: Groom X: Date
Approved by: Parents of Bride: Date
Approved by: Richard Fritz
Team B  Lead Project Wedding Planner
Date

Tools and Techniques

The process of project monitoring is the most important part of the assigned plan. It is stated, that software monitoring tools are the most universal. Any project management and control is effective is it is based on using software tools. Originally, collecting data for thorough project monitoring is a difficult assignment; nevertheless, software for project control and monitoring is designed to simplify this task.

Another technique is the creation of residential network. This technique requires special appointments of persons, responsible for controlling every particular stage of project development. This technique was invented by military intelligence agency in 1950s, and now it is widely used in business sphere. All the residents are controlled by chief executive, and report directly to him. Ideally, if wedding agency will not notice residents.

The strategies that should be used by project performer may be the strategy of quality strategic control. It entails remote monitoring plans: the organization history and reputation should be thoroughly studied. Thus, all positive and negative customers responses may be compared. This would help to create a plan of controlling the company, including the complaints of previous customers.

Organizational performance control is another technique that may be used for the control. The development of the process may be held by the means of everyday reports sent by an agent, or with the use of control technique which requires everyday personal control and attendance of the wedding hall.

References

Organzamariage. (2009) Why use a wedding planner? Web.

Greene, J, PMP, Stellman, A, PMP. (2009). Head First PMP. Critical Path Drill OReilly Media, Inc. Web.

Warner, Diane. How to Have a Big Wedding on a Small Budget. 2002 North Light Books.

Daniels, Margaret J. & Loveless, Carrie. Wedding Planning and Management 2007 Butterworth-Heinemann.

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