Event Plan Report: Themed Destination Wedding

This event plan report discusses the planning and execution of a themed destination wedding in India. It covers various aspects such as stakeholders, sponsorship, budget, marketing plans, event planning, risk management, and evaluation. The event was a grand success.

Running Head: CONFERENCE AND EVENT MANAGEMENT
Topic- Event plan report: Themed Destination Wedding
Student names
University name
Author notes

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EXECUTIVE SUMMARY
The paper is about event management planning for a themed destination wedding in
India. An Australian couple has decided to get married and has chosen Andaman and Nicobar
Islands as the location of their beach themed destination wedding which is going to be held next
month. The plan includes various aspects of stakeholders, sponsorship, budget, marketing plans,
event planning, risk management plans and time line of events. All aspects are discussed in detail
and all relevant data support is provided in an excel sheet attached. Finally, the event is evaluated
as well and it was a grand success.

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TABLE OF CONTENTS
1.INTRODUCTION........................................................................................................................4
1.1 Event concept and description...............................................................................................4
1.2 Identification of key stakeholders..........................................................................................4
1.3 Event Specialty USP..............................................................................................................4
2. SPONSORSHIP...........................................................................................................................5
2.1 Funding of the event..............................................................................................................5
2.2 Potential sponsors..................................................................................................................6
2.3 Sponsorship plan....................................................................................................................7
3. BUDGET.....................................................................................................................................9
3.1 Revenue and expenses...........................................................................................................9
3.2 Explanation of revenue and expenses..................................................................................10
3.3 Budget explanation..............................................................................................................10
4. EVENT STAFFING..................................................................................................................11
4.1 Roles, positions and staffs....................................................................................................11
4.2 Place of staff hiring..............................................................................................................11
4.3 Income of staffs per hour.....................................................................................................13
5. MARKETING AND PR PLANS..............................................................................................13
6. ACTION PLAN.........................................................................................................................14
6.1 Main task and timeline.........................................................................................................14
7. RISK ASSESSMENT AND RISK MANAGEMENT PLAN...................................................15
7.1 Risk management chart........................................................................................................15
7.2 Risk management plan.........................................................................................................17
8. DETAILED RUNSHEET..........................................................................................................19
8.1 Event flow and program details...........................................................................................19
9. EVENT EVALUATION...........................................................................................................24
REFERENCES..............................................................................................................................25
APPENDICES...............................................................................................................................26

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1.INTRODUCTION
1.1 Event concept and description
1.2 Identification of key stakeholders
1.3 Event Specialty USP

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2. SPONSORSHIP
Destination wedding is the new fad of present millennials.
The wedding remains simple but the grandeur, magnificence and
ambience of the place remains like a dream land of some fairy
tales (Austin & Pinkleton, 2015). Since it is a beach themed
destination wedding for the Australian Couple in Andaman and
Nicobar Islands, getting sponsorship will not be difficult. A
formal wedding ceremony of the couple will be followed by the
beach themed reception. That is the event will be 1-day ceremony
where wedding will be in the morning and the reception will
follow in the same day night. A total of around 100 attendees will
participate in the event including family, friends and close
acquaintances of the couple.
2.1 Funding of the event
Beach themed destination wedding in Andamans and Nicobar Islands is the current vogue
for couples all over the world. Here the wedding is destined in the impressive picturesque of
Havelock Islands, nearly 25 km away from Port Blair. The natural theme of turquoise waters and
pristine beaches adds up to the appeal of beach destination wedding at Andamans (Bertella,
2015). However, the scope of daydreaming is often limited by the budget and sponsorship of the
wedding event. For this destination wedding of the Australian Couple, Nick and Sophie, a 4
months advanced planning was done to get enough sponsorship for the event. All sponsorships
and fund availability are to be executed by the famous Experience Andamans team. They will
look after all wedding arrangements and operations. A group size of 30-50 attendees is smoother

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to manage, but in this case for 100 guests separate hotels need to be accommodated. Now comes
the main aspect of the event, the funding and sponsorship. The total cost of the wedding will be
around 60,00,000 that includes the journey from Australia to India as well. Generally, funding
for the event is to be bore by the couples themselves, that is by those for whom the event is being
planned (Breg, 2013). But here the couple opted for sponsored wedding and mentioned the same
to the wedding planner Experience Andamans. Having sponsored wedding is quite unique but is
trending at present times (Cecil, 2014). Though it is quite difficult to find sponsors for
destination wedding but after continuous efforts 10 brand sponsors were arranged for the
wedding and the couple agreed to them to sponsor their dream destination wedding on 25th May
2019. Some part of the wedding cost is to be sponsored by the vendors and the couple promised
them that their brands will be showcased whenever possible (Ching, 2013). The larger list of 100
wedding guests also helped in cracking the sponsorship deal. Other parts of the event like guest
accommodation and Havelock resort venue bookings at Silver Sand beach Resort are done by the
couples themselves by the help of the main wedding planner, Experience Andamans team.
Accommodation has been confirmed for 2 days.
2.2 Potential sponsors
A list of potential vendors sponsoring the event arranged by the main wedding planner is
mentioned below.
Table 1
Sponsors Details
Travel agencies Fly Round the World: Mr. Kim Jonas
Photographer The Photo Diary: Mr. Neil Nitin
Bridal outfits Flyrobe: Malvika Sen for wedding and Kalki Fashion for Cocktail

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reception
Wedding cake The Delicious Cake
Catering services Pepper and Spice: full meals and appetizers as well.
Drinks Demondji and Prestige Celler
DJ DJ Angel: Robin Sampson (silent disco party)
Event planner Havelock Destination wedding supported by Experience Andamans
Flowers and decoration Little Florist: Mrs. Sharma
Wedding favours Mac V
2.3 Sponsorship plan
Before developing the sponsorship plan first, the plan for the event need to be fixed out.
Here the destination and venue are already sorted out by the couple and have been visited in
advance as well. Though the wedding is to be held at traditional Indian backdrop at Andamans
the couple is willing to stick to their traditional Christian wedding of Australia. White Gowns
and back suit are the dress codes. There venue of the wedding will be on the beach near the Palm
tree resort. Now the couple wanted to sponsor maximum part of their wedding events and
therefore the Experience Andamans finally sorted out 10 sponsors for the grand wedding. First
the travel agencies were contacted to book tickets and sponsor a part of the travel cost from
Australia to India and back to Australia. The cost of accommodation was provided by the
couples themselves. Next comes the catering and event planners. Authentic Indian food was
finalized for the wedding event and drinks were chosen as per the choice of the couples. The
event is 1 whole day event, where wedding will be in the morning and followed by reception at
night. Accordingly, photographer, bridal outfit and makeup, wedding cake, DJ, flower and

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decoration etc. were planned one month prior to the wedding date (Dowson & Bassett, 2015).
Initial contact with all sponsors is complete and confirmation has also been received from them.
However, confirmation payment for flowers and DJ is not done yet, they need to be provided
half of their payment within next week. Other sponsors are booked and 20% advance is been
given to them. Rest payment will be done on/after the wedding day.

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3. BUDGET
3.1 Revenue and expenses
A probable estimate of the variable costs in overall planning is mentioned in the table below.
Table 2
Sponsorship and event planners Costs
Wedding planner package including
consultancy fees
INR 30,000 +Taxes (t&c)
Travel agencies 30,000 per head (80) other rest 20 are Indian friends
and acquaintances.
Flights will be from Australia to Chennai and vice
versa. Total INR 48,00,000 for travel. Out of which
one third is to be sponsored by Fly Round the World
travel agency. Travel sponsorship includes passport
and visa possibility as well (Durinec, 2013).
Photographer INR 40,000
Bridal outfit and make up INR 10,000
Wedding cake INR 2000
Catering services INR 200 per head; total 20,000
Drinks INR 15,000
DJ INR 25,000
Event planner INR 60,000
Flower and Decoration INR 20,000
Wedding Favours INR 15,000

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3.2 Explanation of revenue and expenses
The total cost of the destination wedding including air fares will be around INR
60,00,000. A large part of the wedding is to be sponsored by various Indian vendors. The couple
wholly provided the accommodation costs of the guests attending the wedding and other
expenses like catering, event planning, DJ, flower and decoration, drinks, Bridal outfit and make-
up, wedding cake etc. all were sponsored by various sponsors arranged by the main wedding
planner Experience Andamans. An estimated cost of the whole event is mentioned in the table
above. Sum of all expenses is near to the original budget and is around INR 20,000 below the
estimated budget and the couple agreed to the budget allocation done by the planner Experience
Andamans. In this regard, the invitation costs can be saved largely by sending guests and
attendees e-wedding invitations though social media or personal mails (Durinec, 2013).
3.3 Budget explanation
Accommodation: For two days accommodation INR 2500 per head is allocated, that is a
total of 2,50,000 per day is allocated for 100 guests. So, the total accommodation expense to be
provided by the couple is 5,00,000. Two nearby resorts are booked for all guests one is silver
sand beach resort and the other is Dolphin resort.
Travel expenses: In this case maximum part of the expense will go in travelling. As the couple
along with their friends and families will fly from Australia and will also go back after the
wedding a lumpsum of money is spend on ticket booking purpose (Fields & Fields, 2013).
Though a part of the cost is being sponsored by the travel agency, Fly Round the World still half

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of the wedding budget is used up in travelling expenses. After even booking the cheapest flights
3 months in advance the total air fare comes around INR 48,00,000.
Catering: Main meals and appetizers are to be sponsored by the Peeper and Spice and Drinks are
separately being sponsored by Demondji and Prestige Celler. The total budget allocated for
catering services of food and drinks comes around 35,000 which is inclusive of staff services.
INR 2000 is allocated for the wedding cake.
Photography and videography: Photography is very essential for destination wedding as it
captures the best moments of one’s life that is their wedding candid moments (Guan, Luo &
Tang, 2015). And for this, the best wedding photography service of the Photo Diary is hired for
the special day who charges INR 40,000 per day.
Event planner: The event planner will plan for the day wedding ceremony and will also be
planning the reception part the following night. Total charge for the planner for the whole day is
60,000 who will look after, ambience set up, decoration, wedding timing and highlights,
attending guests and other things. Flower decorations and wedding favours are also to be
sponsored and budgeted amount is around INR 35,000 in total. Special flower arrangement for
the wedding aisle is to be made and fresh tulips are being brought from Kashmir.

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4. EVENT STAFFING
4.1 Roles, positions and staffs
The whole wedding planning is to be done by Mr. Rubin senior manager of Experience
Andamans. The travel ticket bookings will be done by Mr. Kim Jones, manager of Fly Round the
World, accommodation and venue booking done by Mr. Rubin on behalf of the couple. Mr.
Rubin consulted with Mr. Neil Nitin of The Photo Diary for photography. Mr. Jessy from Peeper
and Spice has been contacted for catering and food services. For drinks services, Mr. Kaul from
Demondji and Mr. Andrew from the Prestige Celler were contacted and hired. A separate event
planned for the wedding is hired and Mr. Gibbs of Havelock Destination Wedding was given
charge of it. Mrs. Sharma from Little Florist was charged wedding decoration and flowers
arrangement. Sunny from Mac V is in charge of wedding favours. Robin Sampson of DJ Angel
has been hired for DJ party in the evening. For bridal outfit and make up Flyrobe: Designer
Malvika Sen for wedding and Kalki Fashion for Cocktail reception are hired. Mr. Rubin also
hired a group of local people to support main activities and finally the wedding cake selection
and confirmation is done by Mr. Rubin on behalf of the couple and The Delicious cake is given
charge of it. Details are provided in the attached excel sheet.
4.2 Place of staff hiring
Maximum sponsors will be available with their whole teams and budget is been allocated
accordingly (Gyimóthy, 2018). However, for decoration purpose as Mrs. Sharma is a local
resident of Andaman her team will be local group of young professionals. Same is the case with
Experience Andamans and food and drinks sponsors. The wedding cake is yet to be ordered and
payment is to be confirmed. All are local but have good market reputation and recognition. Staffs
are hired according to the market popularity of the vendor brand and to have a better

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understanding of their place of hiring a detailed list of the places from where staffs are been
hired is provided below.
Table 3
Sponsor brands Place from where they belong Number of staffs hired
Experience Andamans Andamans and Nicobar
Islands (McMillan, 2014)
15 including a team of
5 operations
5 marketing
2 general management and
1 HR services
And 2 chief managers
Fly Round the World New Delhi 1 staff for booking e-tickets
The Photo Diary Mumbai 5 professionals’ group
3 for photography and 2 for
videography
Peeper and Spice Port Blair 25 members where there are 5
chefs and 20 servers
Demondji and the
Prestige Celler
Both from Port Blair 5 bar-tenders and 10 serving boys
Havelock Destination
Wedding
Havelock 20 members for event planning
Little Florist Andamans 10 members for floral decoration
and theme decoration
Mac V Mumbai 2 members to support wedding

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favours
DJ Angel Goa 1, Robin Sampson himself
Flyrobe and Kalki
Fashion
Mumbai 2 beauty professionals
In addition to the core staffs some additional supporting staffs are hired who acted as voluntary
service providers to the event and they are from different parts of India like Chennai, Port Blair
and Hyderabad. Six supporting staffs are recruited who have previous event management
volunteering experiences and they will assist in areas of marketing, operations, HR and general
management.
4.3 Income of staffs per hour
Staffs are hired on day basis only the DJ is been hired on hour-basis. He will be available
for 2 hours from 7.30 pm to 9.30 pm and is to be paid INR 25,000. Others will be paid for 1-day
service and the budget for each sponsor group is already provided in the previous section.
Though the drinks are to be served in the morning and in the cocktail party mainly but still
catering service is been booked for the whole day. But considering individual income of staffs
per hour an estimated income could be the followings. Catering staffs earn approximately INR
200 per hour, event planners earn around INR 350 per hour, the photographer earns around INR
200 per hour, the flower supplier earns around INR 120 per hour and the bridal outfit and
makeup artist earns around INR 480 per hour.
5. MARKETING AND PR PLANS

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6. ACTION PLAN
6.1 Main task and timeline
Details of action plan is provided in the excel sheet attached. The main tasks and time
line of completion is shown in the excel chart under the action plans milestone section. However,
a brief summary is provided here. For any destination wedding two things are of utmost
importance, one is the selection of venue and the other is catering services which need to be
booked at last 2-3 months prior to the main day of wedding. Here the wedding day is on 25th May
2019 and therefore venue selection and accommodation are completed by March end. Also, here
the clients are from Australia so in this regard, air fare need to be given special importance and
all two-way flight bookings are done 3 months prior to 25th May. For ticket booking the travel
agent Fly Round the World is hired and is also sponsored for the destination wedding event. All
tickets’ confirmation is sent to the couple before-hand by the manager of the main wedding
planner, Experience Andamans. Also, after the couples finalized the venue and resort, the
manager of Experience Andamans booked the venue one month prior to the wedding and
accommodation is been confirmed for 2 days. Next comes the catering services, both food and
drinks services are hired from local sponsors and as the couple preferred authentic Indian food
over Continental food stress on local catering services was given. A silent party DJ has also been
arranged for the cocktail party at night and has been booked 1 month prior to the wedding. Other
events like follower, decoration, bridal wear and make up all are booked in advance. Only the
wedding cake order is pending and will be ordered soon. The total timeline required for
organizing the destination wedding event was 3-4 months and as there are one month left so all
bookings and sponsorships are complete. A few are left that will be done in the coming weeks.

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Also 20% payment has also been done for all sponsors and rest will be done after the event is
complete.
Table 4
Various action plans
of event
March 2019 April 2019 May 2019
Event confirmation
Wedding planner
confirmation
(McMillan, 2014)
Venue confirmation
Ticket confirmation
Sponsor confirmation
Budget completion
All event
confirmation

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7. RISK ASSESSMENT AND RISK MANAGEMENT PLAN
7.1 Risk management chart
Outdoor events are of beautiful experiences. The action plan for outdoor events is
different from that of an indoor event (Herington, Merrilees & Wilkins, 2013). And for this the
risks associated to planning and execution of the event are also different. Though there are a lot
of advantages as well such as lovely weather and seasonal bliss (Sparks & Searle, 2013). It
provides both scope and space of enjoying nature from its closest proximity. Destination
wedding is the ultimate joyous experience of it and its popularity has increased manifold in
recent years (Jones, 2017). Though destination wedding is everyone’s dream but a few comes
true because of increased risk associated with the event. The most adverse issue that may arise in
outdoor destination wedding specially in beaches is the weather conditions (Kruger, Saayman &
Ellis, 2014). Nature is the most unpredictable and unlike indoor events there is no roof above in
beach destination wedding and therefore it is safer to have a well-structured contingency plan
beforehand (Olson & Park, 2018). There is no possibility that the weather of sunny sky a day ago
cannot be hidden by dark clouds and storm on the special day. And as the client is paying for the
event it is the responsibility of the professional planner to have an anticipatory alternative plan to
support due diligence (McMillan, 2014). The party must go on whether its sunny or its raining.
Another important aspect of risk is equipment failure, in this regard, it is advisable to use the
electrical equipment to the minimum extent. And for this it is better to arrange some power
backups in advance. In many cases, it is a new fad to showcase slideshows for the couple’s
journey till date through their stunning pictures of how they met, how they feel for each other,
their engagement and finally the D-Day (Ożadowicz & Grela, 2016). Use of projectors and

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extension cords are advised with a strong power back up alternative. Developing tents as
contingency plan can also be risky and improper installation can be unsafe for guests as there are
chances of accidents and injuries. And finally, the uncontrollable outdoor factors like sun burns,
hasty winds, sand storms, allergies, stings, or some tripping hazards also need to be considered
(Rojek, 2014). So, it is simple, affordable and relaxed on one hand and on the other it is
problematic too having contingencies such as logistic issues, legal issues and paperwork
increased burden on guests (Quinn, 2013).
The probable risks associated with destination wedding are as follows.
Factors Risks
Weather Too sunny, rainy, windy or stormy. Hasty winds, sand storms, sun-
burns etc. umbrellas and sheds need to be arranged in advance.
Equipment and
power failure
Lack of power back up, faulty electrical equipment and other machinery
hazards.
Infrastructure Tents and small set-ups on the sand can be risky and cause accidents as
well.
Health issues The weather may be at times unhealthy and too much openness to wind
can cause cough and cold.
Logistics Maximum logistics are to be carried to the outdoor venue and it is quite
hectic in regard to transportation and logistics issues.
Lack of expert
professionals
Every couple wants their destination wedding to be picture perfect but if
the photographer hired is not that expertise the whole sweet memory
turns down to be haunting.
Catering services Most destination wedding relies on unknown experts and therefore risk

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of food quality and taste issue is always there.
Seasonal variations It may be that wedding is happening in travel seasons and therefore
there is high chances of tourist traffic in the beaches and dream
destination wedding will remain a dream. In this regard it is advisable to
opt for venues and resorts having own private beaches.
Cost and
unexpected
expenses
Though the number of attendees in destination wedding is lesser but still
cost effectiveness is not easy to achieve because travelling and logistics
cost balance the saved amount.
Mishaps like fire
and accidents
Outdoor events do have chances of mis happenings like fire outrage and
other accidents. Fire security need to be planned in advance.
Language and
cultural ethnicity
There is high chance of language differences if the destination wedding
takes place abroad. Here the couple are flying from Australia and so
there is high chances of linguistic and cultural barriers at large.
7.2 Risk management plan
Keeping the above risks in mind it is important to develop a contingency plan or a crisis
management plan. It provides a pre-planned set of actions to deal with the critical situations
(Ziakas & Boukas, 2014). Expert wedding planners always remains well prepared for mitigating
such risks if happened, but always keep their fingers crossed so that such incidents do not happen
and the event is conducted effectively (Williams, Laing & Frost, 2013). Common and possible
wedding interruptions include, no show-scenario where the bride and the groom does not show
up; though very rare, occurrence of natural calamities like storms, blizzards, earthquake, tidal
waves, floods and heat waves, man-made disasters like fire, stage and tent structural collapse and

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gazebo, poor quality food and beverage and hostile family acts at times like verbal
confrontations, violence, altercations and conflict of interests (Wronka, 2013). A step wise plan
for the risk management process is provided below,
 The first and foremost step is to identify all possible and known threats and risk situations
that could result in increased interruption of the event. Though very rare in case, but it
may happen that the bride and the groom does not turn up on the very day of their
wedding and is the most difficult case to handle. In this context the wedding planner need
to be extra cautious to prevent such happenings.
 Next stage is knowing whom to call and mobilize information at the time of crisis
situation. And for that it is important to have proper communication with all parties
involved and phone number of all associated member need to be listed and should be an
important part of the contingency plan.
 Having information of all-important numbers like fire, ambulance, police, nearby
hospitals etc. will help in timely risk management.
 The general guidelines of the action plans need to be understood so that right course of
action can be taken in due time. Developing prior crisis management team in this regard
will help in dealing with emergencies efficiently.
 For natural calamities and disasters there should be alternative arrangements. For
example, if it rains during the wedding time, then umbrellas should be provided instantly
so that the event does not stop or gets affected. For night receptions power back-up
arrangement is a must.
 Last but not the least, all associated sponsorships need to be written down in a contract
form and should be duly signed by both parties so that there is no misunderstanding and

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miscommunication. Also, in case of money transfers and receivables it is mandatory to
have receipts of the same.
 Having volunteer team support in this regard is also quite helpful and a detailed
description of all probable group members is attached in the excel sheet.
8. DETAILED RUNSHEET
8.1 Event flow and program details
Next comes the main event program and details of the event. It is been previously
mentioned that it is a one-day program where wedding ritual will be done in the morning and the
cocktail party dinner in the evening. The couple has chosen Gold wedding direction package of
wedding planner Experience Andamans. A detailed structuring, timing, events included etc. is
provided in this section. The wedding is scheduled on 25th May 2019 (assumed that the wedding
day has arrived). The wedding will take place at 11.00 am in the morning and it will be a beach
themed wedding event. As per arrangements, the silver sand beach resort is been booked for the
main event and the wedding will take place in the private beach of the resort. The wedding
planner being local will arrive one day prior to the wedding to check all arrangements are done
rightly or not. All other sponsor teams will reach the venue by 8.00 am and will start their works.
Though decoration will be done the previous day and only flower decoration will be completed
on the wedding day morning so that freshness of the flowers remains intact. However, the
Australian couple and their families and friends will reach venue the previous day night so that
their journey fatigue disappears and all remains fresh and active for the next big day. The
wedding will continue for 1-hour where vows, taking oaths will take place, followed by ring
ceremony, cake cutting, raising a toast and final kiss of the couple will be the final step the
wedding. There is dress code as well, white gowns for the bride with floral hair braid, black suit

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and bow tie for the groom and for women guests it is simple light pastel dress and for other men
guests it is simple black suit. However, the bride’s man and groom’s best man dress code is
formal black suit. All attendees need to follow the dress code and bring their own dress except
for the bride that will be sponsored by Flyrobe (wedding gown) and Kalki Fashion (cocktail
gown). The service attendants will also need to follow their respective team dress codes as well.
There will be Bouquets and other requirements for the wedding like Priest/Minister will be done
by the event planner and fees of the minister will be paid by the event planner themselves and is
included in their service offerings. After the wedding there will be a small appetizer session but
not arranged in a grandeur manner followed by formal registering of the marriage in presence of
a legal officer. All guests will be back to their respective hotels and resorts and will have rest to
be afresh for the evening party. Evening party will also be in open lawn and will start at 7.30 pm
and will continue till 10 pm that will constitute both cocktail party and dinner. Dress code is
black for the evening party. There will be DJ silent music party, couple dance and also there will
be thank you session at the end where the couple will be giving some custom gift basket to all
attendees as a means to express their gratitude towards them.
The table below provides a summary of the whole day event plan with timings as well.
Events Details of action plan Timings
Couple and guest arrival Couples and guests were
received from Chennai
Airport and they reached the
destination by cars. Resorts
and hotels were already
24th night

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booked.
Stage floral decoration The structural framework was
completed the previous day
but floral decoration was
done in the morning of the
wedding.
7.00 am-10.00 am completed
floral decoration for stage as
well as guest sitting area.
Sound system set up Mic was provided in the main
stage of wedding ceremony
so that all attendees could
hear the couples taking oaths.
Were ready by 10.00 am and
were tested as well.
Photography session All professional
photographers started taking
pictures of the venue,
beautiful sceneries of the
decoration and finally of the
guests.
Start shooting at 10.00 am
Bridal make up and wedding-
ready
The bride was made ready for
her big day by the makeup
artist and wedding dress
provider also provided the
gown on time and it took
around 2 hours to get the
bride ready.
Both the bride and the groom
are ready by 10.00 am. So are
the best man and bridesmaid.
Priest/ minister arrival The minister/priest was The local priest arrived to the

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booked for 2 hours. He came
with all required sacred books
and documents and came
dressed-up as well.
wedding venue at 10.30
Legal officer arrival The legal officer responsible
for registering the wedding
also came on time with
required papers and
documents.
Officer came at 11.30 am
Guest arrival Guests starting to arrive to the
venue and take their
respective seats.
All guests arrived at around
10.45 am.
Groom’s entry Groom entered the venue
with his best man, his best
friend.
At 10.50 am
Bride’s entry Bride walked the aisle with
her father and five other
bridesmaids.
At around 10.55 am
Wedding ceremony Oath taking, ring ceremony,
cake cutting ceremony all
done on time.
Started at 11.00 am and ends
at 12.05 pm
Appetizer counter ready All appetizer counter is ready
by 11.30 am
Guests start having appetizers
from 12.10 noon with soft-

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drinks service as well.
Lighting and décor set up All lighting and décor set up
for the party was completed
on time and power back up
was also done on time.
Ready by 6.30 pm
Evening cocktail party All guests arrived at the lawn
followed by bride groom and
their family’s entry.
At around 7.20 pm program
started
DJ DJ came at around 6 and set
up all equipment to start the
show on time. DJ silent party
started sharp at 7.30 pm and
continued till 9.30 pm.
Ball dance, couple dance,
group dance etc. follows with
cocktail party simultaneously.
Drinks and food Served by both waiters and
self-service as well. Menu
was authentic Indian food as
decided by the couple.
Availed from 7.30 to 10.00
pm.
Thank-you speech by couple
and parting gift giving
The couple addressed the
whole attendees and thanked
them whole heartedly and
also gave them custom gift
baskets. They also thanked all
staffs, sponsors and crew
members of the event
Event ends at around 10.30
pm. All necessary payments
done by couple’s parties and
the event concluded finally.

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management teams.
9. EVENT EVALUATION
The event was successful in its every bit and both the client and the service-providers
were happy (it is being assumed that May month wedding is done). The couple left the venue
that very night for their vacation to Switzerland and other guests and families of the couple left
the venue the next day early morning. The wedding planner accommodated cars for the guests
and they reached back to Chennai airport and thereafter to their home country Australia safely.
The Indian friends of the couple also went back to their respective homes. It was thus, a perfect
wedding, better to say destination wedding and weather conditions were perfect and so
contingency plan was not used. Only for the food part some guests did not like the spicy nature
of Indian food as they are not accustomed to such foods but enjoyed themselves the fullest. And
their feedback helped in better event planning for the next session wedding for Experience
Andamans. A couple guest, not married yet, showed their interest in Andamans Destination
wedding as well. Staffs were happy and all were paid their required balanced amount and there
was no issue in financial payment as well. All sponsors and professionals left the next day and
were happy for the successful endurance of the event.

28EVENT MANAGEMENT
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APPENDICES