Managing Wedding Ceremony of James & Emily Postman

Project Plan Sample

Project title Managing wedding ceremony of James & Emily Postman.

Project purpose Organising and overseeing smooth run of James & Emily Postman’s wedding.

Background and strategic context On 1st of January 2012, James and Emily visited our office with a request to organise and manage their wedding ceremony. Following information was gathered during the meeting:

 They had engagement 3 weeks ago.  Both of them are full time employed and do not have enough time to do the necessary arrangements.  James live in Broadmeadows while Emily is resident of Keilor.  Most of their friends and relatives are resided in Melbourne’s northern and western suburbs.  They have provided a list of 85 guests.  They will prefer any day during July 2012 for their wedding.  They have shown concern over budget. Maximum allocation is $30,000.  Wedding venue should be in northern or western suburbs.

Other related projects NIL

Project objective To organise and manage James and Emily Postman’s wedding during July 2012 and make arrangements for 85 guests.

Scope table

In scope Out of scope Assumptions Constraints (exclusions) Wedding Honeymoon and All 85 shortlisted 1. James & Emily raised arrangements. travel guests will their concern on budget. arrangements. attend the They are looking for ceremony. economic planning and arrangement within $30,000.

2. James & Emily requested to organise their wedding in July 2012.

3. James & Emily and most of their friends/ relatives live in Melbourne’s Northern suburbs. They prefer to organise event in nearby location.

Document Owner : Student Coordinator, Coupar Angus Institute of Technology, Southbank, Australia www.couparangus.com.au Ver 1.0 | Created 2/10/12 | Last updated 9/10/12 Page 1 Project Plan Sample

Project Sponsor: Version: 1 Project Client James & Emily Date: 5/1/12 Project Manager: File Name: Page: 2 of 11 Zaheer 31006213_21994_01. doc

Deliverables Organising and managing James and Emily’s wedding ceremony.

Governance Project client : James & Emily Postman Project sponsor : James & Emily Postman Project team :

Key stakeholders Client : James and Emily Postman Project manager : Zaheer Siddiqui Project team members : Alex Samuel, Sonia O’Brien Service providers : Various Product suppliers : Various

Project plan Attached as an appendix.

Gantt chart Please refer to attached workbook named gantt_chart.xlsx

Activities schedule Attached as an appendix.

Resource and cost plan Please refer to Project master plan and Activities schedule.

Risk plan Attached as an appendix.

Quality management plan Attached as an appendix.

Communications and reporting Attached as an appendix.

Project report James and Emily’s (client) wedding was organised and managed by team of three. Zaheer (myself) worked as Project Manager, while Alex and Sonia assisted as team members.

A comprehensive project plan was prepared which included team responsibilities, time frame and budgetary allocations. All stakeholders were consulted at all relevant stages and communication chain was very strong. Team members were aware of project goals, scope and limitations. They had plenty of experience in organising similar events and had established network of reliable service / product suppliers. All these factors contributed in success of the project.

Client allocated budget of $30,000; while team was able to provide all deliverable in time with $25,300 without compromising quality. A significant saving of $4,700, was highly appreciated by the client and team was able to get two referrals from them.

Team member Alex booked wedding & ceremony venues, successfully negotiated excellent meal deal, booked limousine and managed booking with jeweller. He assisted team in all other relevant tasks as well.

Team member Sonia, acted as liaison between client and the team. She kept well-informed James & Emily with all phases of the project. She also assisted team in various bookings such as dresses, DJ, wedding decorator, florist, hair & makeup artist and wedding night accommodation. She assisted team in all other relevant tasks as well.

I booked photographer, designed, ordered and distributed invitation cards and other relevant stationery, submitted 'notice of intention to mary', organised wedding cake on very reasonable price, ordered bonbonniere and other relevant extras. I supervised and managed the overall project and other team members. I ensured that all tasks are completed on time and all deliverables are according to agreed quality standards. I made sure that on the wedding day, all phases run on time. I coordinated team members effectively, which lead to a successful event.

In project conclusion meeting we analysed various aspects of the project. We found that printed stationery quality could have been better. Selected jeweller was bit dearer than some of his competitors. We made a note for our future events.

Project plan / Schedule SNo Task1 Comments Deadline Budget 1 Re-check guest list and confirm with 2/1/12 - James & Emily. 2 Prepare wedding plan and decide on Discuss budget with James & Emily and get approval. 5/1/12 $25,300.00 budgetary allocations. 3 Select and book wedding venue for any Within Northern or Western suburbs. 8/1/12 $6,000.00 available date in July 2012. Booking will decide the wedding date. incl. meals 4 Select & book ceremony venue including Location should be close to wedding venue. 9/1/12 $1200.00 celebrant booking. incl. fees 5 Book photographer and videographer. 12/1/12 $3,000.00 6 Book dresses (Groom, Bride, Hire only 20/1/12 $2,500.00 Groomsmen, Brides women). 7 Wedding Stationery Design 20/1/12 - (Invitation cards, RSVPs, thank you notes, 8 Approval 24/1/12 - place cards, bridal registry cards). 9 Order 25/1/12 $1,000.00 10 Collection 1/3/12 - 11 Distribution 5/3/12 $100.00 12 Book wedding car. First preference – Limousine. Can select another type 12/1/12 $1500.00 due to budgetary constraints. 13 Select wedding ceremony music and book Get preference from James & Emily. Organise music 12/1/12 $3,000.00 entertainment (DJ). CD and book DJ.

1 Source : Task list originated from Wedding Checklists available on: http://www.bridesdiary.com.au/articles/articleDetail.aspx?id=80 http://www.brideonline.com.au/articles/planning/start-planning-the-wedding-checklist.htm#.UDin1FHXFUQ both links were accessed on 2/8/12.

SNo Task Comments Deadline Budget 14 Decide on theme and colours to follow. Discuss with James & Emily and get their preference. 12/1/12 - 15 Book a wedding decorator. 14/1/12 $1,500.00 16 Florist – select bridal bouquets, button Consult with James & Emily. Place an order. 15/5/12 $1,500.00 holes, wedding ceremony and reception flowers. 17 Book an appointment with hair and Check with James & Emily, if they have any preference. 15/3/12 $1,000.00 makeup artist. 18 Book wedding night accommodation. Check with James & Emily, if they have any preference. 17/3/12 $300.00 19 Fill out ‘Notice of Intention to Mary’. Get James & Emily to sign. 15/5/12 -

20 Book an appointment with jeweller for James & Emily to select. 17/3/12 $1,000.00 wedding bands. 21 Order wedding cake. 10/5/12 $400.00 22 Re-check the menu and select the wines Consult James & Emily. 10/6/12 $500.00 and champagne. 23 Finalise floor plan e.g. where the bridal 20/6/12 - table is, guest tables, DJ, where the band will play, where they will cut the cake, where the dance floor will be, where the MC and speech makers will stand. 24 Order bonbonniere and other wedding day 17/6/12 $500.00 extras e.g. confetti, wedding bubbles, rose petals etc. 25 Document order of service for the Consult James & Emily. 12/06/12 - wedding ceremony and select/ write

SNo Task Comments Deadline Budget hymns, vows and readings. 26 Re-confirm all relevant bookings and 1/06/12 - orders. 27 Organise wedding rehearsal. 30/06/12 - 28 Supervise the ceremony. 5/7/12 - Project Sponsor: Version: 1 Project Client: James & Emily Postman James & Emily Date: 5/1/12 File Name: 31006213_21994_01_manage projects.docx Project Manager: Zaheer Siddiqui Page: 5 of 11

Activities Schedule Phases & activities Responsibilities Resources Effort Started Deadline Actually Comment / (hrs) completed Status Re-check guest list and - Guest list 1 2/1/12 2/1/12 2/1/12 Completed confirm with James & Emily. - Phone Prepare wedding plan and - Meeting room 4 5/1/12 5/1/12 5/1/12 Completed decide on budgetary - Phone allocations and get clients’ approval. Select and book wedding - Phone 8 6/1/12 8/1/12 8/1/12 Completed. venue for any available date in - Venues’ list July 2012. Venue booked for 5th July 2012.

Alex successfully managed to secure a package deal. $65 per head two course menu, with glass of wine and dessert. Function room & ballroom free.

Client is happy with the date and booking. Select & book ceremony - Phone 8 7/1/12 9/1/12 9/1/12 Completed venue including celebrant - Venues’ list

Phases & activities Responsibilities Resources Effort Started Deadline Actually Comment / (hrs) completed Status booking. Book photographer and - Phone 1 11/1/12 12/1/12 12/1/12 Completed videographer. - Photo / Videographer’s list Book dresses (Groom, Bride, - Take sizes from - Phone 8 15/1/12 20/1/12 20/1/12 Completed Groomsmen, Brides women). James & Emily - Laptop - Sit with the client - Mobile internet and assist them to visit bridal shop’s website and select the dresses - Help them in browsing through the website Wedding Stationery: Design - Adobe 8 16/1/12 20/1/12 20/1/12 Completed Photoshop - Previous designs catalogue Approval - Phone 2 20/1/12 24/1/12 24/1/12 Completed - Email Order - Phone 1 25/1/12 25/1/12 25/1/12 Completed Collection - Mail 1 1/3/12 1/3/12 1/3/12 Completed Distribution - Mail 8 5/3/12 5/3/12 5/3/12 Completed Book wedding car - Phone 1 10/1/12 12/1/12 12/1/12 Completed Select wedding ceremony Meeting with client, - Laptop 4 8/1/12 12/1/12 12/1/12 Completed music and book entertainment take CDs to - Music CDs (DJ). choose OR ask for - Phone

Phases & activities Responsibilities Resources Effort Started Deadline Actually Comment / (hrs) completed Status their favourite music title. Decide on theme and colours Meeting with client. - Laptop 4 8/1/12 12/1/12 12/1/12 Completed to follow. - Sample photos Book a wedding decorator. - Phone 1 13/1/12 14/1/12 14/1/12 Completed Florist – select bridal 4 12/5/12 15/5/12 15/5/12 Completed bouquets, button holes, wedding ceremony and reception flowers. Book an appointment with hair - Phone 1 15/3/12 15/3/12 15/3/12 Completed and makeup artist. Book wedding night - Phone 2 16/3/12 17/3/12 17/3/12 Completed accommodation. Fill out ‘Notice of Intention to - Get client’s - Phone 4 12/5/12 15/5/12 15/5/12 Completed Mary’. signature. - Forms - Mail Book an appointment with - Phone 1 16/3/12 17/3/12 17/3/12 Completed jeweller for wedding bands. Order wedding cake. - Phone 1 8/5/12 10/5/12 10/5/12 Completed Re-check the menu and select - Phone 4 10/6/12 10/6/12 10/6/12 Completed the wines and champagne. - Meeting room Finalise floor plan e.g. where - Meeting room 4 19/6/12 20/6/12 20/6/12 Completed the bridal table is, guest tables, DJ, where the band will play, where they will cut the cake, where the dance floor will be, where the MC and speech makers will stand. Order bonbonniere and other - Phone 1 16/6/12 17/6/12 17/6/12 Completed wedding day extras e.g.

Phases & activities Responsibilities Resources Effort Started Deadline Actually Comment / (hrs) completed Status confetti, wedding bubbles, rose petals etc. Document order of service for - After team - Meeting room 4 9/6/12 12/6/12 12/6/12 Completed the wedding ceremony and meeting, visit client select/ write hymns, vows and to hand-in/ discuss readings. prepared docs. Re-confirm all relevant - Phone 8 29/05/12 1/6/12 1/6/12 Completed bookings and orders. Organise wedding rehearsal. - Team 4 30/6/12 30/6/12 30/6/12 Completed - Client - Venue Supervise the ceremony. - Team 8 5/7/12 5/7/12 5/7/12 Completed - All booked resources Project Sponsor: Version: 1 Project Client: James & Emily Postman James & Emily Date: 5/1/12 File Name: 31006213_21994_01_manage projects.docx Project Manager: Zaheer Siddiqui Page: 9 of 11

Risk plan Risk Likelihood Impact Risk Response Responsibility (H / M /L) (H / M / L) (Contingency Strategy) Wet weather M L - Wedding venue is Alex will make sure that undercover. hallway is accessible on - Ceremony venue is wedding day. undercover. Both venues are 50 ft. apart and are joined with covered hallway. - Venue management ensured that courtesy umbrellas will be available for the day. Marriage Celebrant – No L H Two confirmed guests are Alex will re-confirm with all show registered marriage the three persons to make celebrant. sure they are attending the wedding. Alex has checked with them, both are happy to take over, if nominated Marriage Celebrant fails to come. Photographer / L H Venue management Zaheer will make sure that Videographer – No show provide backup booked photographer/ photographer / videographer arrives at videographer services on least 1 hour before 30 minutes notice. It is a scheduled time. fixed price service and will cost $4,500. No booking is required. Missing guests. L L Although James & Emily Zaheer will follow up

Risk Likelihood Impact Risk Response Responsibility (H / M /L) (H / M / L) (Contingency Strategy) ensured that all guests are RSVPs. confirmed guests, still we will send them invitations and get RSVPs. Various bookings L H Relevant team members Team members will maintain regular contacts with service providers to ensure that all booked services and commodities are delivered in time. Health & Safety L M Venue management Zaheer will keep an eye ensured that they have all on any Health & Safety measures in place for concerns. He will inspect guests health and safety. the venue at least three hours prior to the commencement of event and will perform health & safety inspection. He will address any identified issues and will coordinate with venue management for in-time rectification. Project Sponsor: Version: 1 Project Client: James & Emily Postman James & Emily Date: 5/1/12 File Name: 31006213_21994_01_manage projects.docx Project Manager: Zaheer Siddiqui Page: 9 of 9

Quality Management Plan Item Agreed quality Recovery procedure standards Wedding venue Minimum 3 star. Venue management assured that their quality service is of minimum 4.5 star. Their relevant insurances are in place and have long history and excellent reputation in organising such ceremonies.

Their service agreement states that they will organise event in a five star hotel on their expense OR will reimburse the whole cost with $50,000 penalty if they fail to provide committed service. Ceremony venue Able to accommodate all Venue management assured that they have long history and excellent reputation in guests with reasonable organising such ceremonies. space for the ceremony. Two stand-by celebrants are attending ceremony as guest and are willing to assist if need be.

Item Agreed quality Recovery procedure standards Photographer / Must be well experienced Venue management do have backup services available on additional cost. Videographer in wedding events. Dresses Dresses must be of ‘Light in the Box (http://www.lightinthebox.com)’ provide cheap and dress hire highest available service and do have overnight delivery service. standards and within budgetary allocation. Stationery High quality print and Vistaprint.com.au services are reliable and deliver products in 48 hours time. heavy material. Wedding night Minimum 4 star. Hotel charter assures to provide minimum 5 star alternative service to the guests accommodation plus complimentary food, if they fail to accommodate pre-booked guests. Project Sponsor: Version: 1 Project Client: James & Emily Postman James & Emily Date: 5/1/12 File Name: 31006213_21994_01_manage projects.docx Project Manager: Zaheer Siddiqui Page: 9 of 9

Communications and reporting Stakeholder Information required/ to Frequency Format be communicated Team - Project information Daily and weekly - Team meetings - Progress on all phases - Emails Client - Budget approval Refer to project plan for - Phone - Plan approval communication / - Email - Dresses selection interaction dates. - Client meeting - Stationery approval - Music selection - Colour theme selection - Floral products selection - Hair & makeup artist preference - Wedding night

accommodation preference - ‘Notice of intention to mary’ documents; fill-in and signatures - Jewellery selection - Wine & Champagne selection - Order of service, hymns, vows and readings. - Wedding rehearsal. Service providers - Bookings Refer to project plan for - Phone - Confirmations communication / - Email interaction dates. - Letters Product suppliers - Bookings Refer to project plan for - Phone - Confirmations communication / - Email interaction dates. - Letters Project Sponsor: Version: 1 Project Client: James & Emily Postman James & Emily Date: 5/1/12 File Name: 31006213_21994_01_manage projects.docx Project Manager: Zaheer Siddiqui Page: 9 of 9

Document Owner : Student Coordinator, Coupar Angus Institute of Technology, Southbank, Australia www.couparangus.com.au Ver 1.0 | Created 2/10/12 | Last updated 9/10/12 Page 15