Organizing a Wedding Event - Project Management

The paper mainly reflects on organizing a wedding event by the students of North Tec. The main aim of the event is to complete the entire arrangement as cheaply as possible so that more people can be invited. Moreover, the paper showcases the entire project plan that not only reflects on the budget and time but also elaborates the assumption and constraints of the project. In addition to this, it is identified that the risks that are associated with the project gets resolved with the help of mitigation strategies. Moreover, the paper elaborates monitoring and control strategies that are helpful in managing the entire project.

Running head: PROJECT MANAGEMENT
Project management- Organizing a wedding event
Name of the Student
Name of the University
Author’s Note

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PROJECT MANAGEMENT
Executive summary
The paper mainly reflects on organizing a wedding event by the students of North Tec. The main
aim of the event is to complete the entire arrangement as cheaply as possible so that more people
can be invited. Moreover, the paper showcases the entire project plan that not only reflects on the
budget and time but also elaborates the assumption and constraints of the project. In addition to
this, it is identified that the risks that are associated with the project gets resolved with the help
of mitigation strategies. Moreover, the paper elaborates monitoring and control strategies that are
helpful in managing the entire project.

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Table of Contents
1. Introduction and background.......................................................................................................3
1.1 Assumption............................................................................................................................3
2. Project plan..................................................................................................................................4
2.1 Charter...................................................................................................................................4
2.2 Scope......................................................................................................................................5
2.3 Stakeholders communication plan.........................................................................................6
2.4 Overview description.............................................................................................................7
2.4.1 Project steps (WBS)........................................................................................................7
2.4.2 Resources........................................................................................................................7
2.4.3 Timing.............................................................................................................................8
3. Priority matrix..............................................................................................................................9
4. Risks..........................................................................................................................................10
5. Monitoring and control..............................................................................................................13
6. Evaluation..................................................................................................................................14
7. Supporting documentation on MS project.................................................................................14
7.1 Gantt charts..........................................................................................................................14
Bibliography..................................................................................................................................15

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1. Introduction and background
The paper mainly reflects on an arrangement of a wedding event by the business students
of North Tec. The students on the last day of their term wants to organize an event in such a way
that the event will be organized with minimum budget and thus more people will be invited for
attending the event. The students have the responsibility to make all the arrangement which are
necessary for the wedding day and additionally helps in providing complete consulting services
for the wedding. Moreover, it is found that the entire event will be organized within the budget
$25,855.
1.1 Assumption
The assumptions which are made by the project manager while organizing the wedding
event are mainly listed below:
Time: As per the assumption, the event planner will manage all the components of the
project that further helps in executing each activity on time and therefore each of the deliverable
of the project will be accomplished on time:
Budget: The project manager assumed that the wedding plan will be finished within
$25,855 as the main aim of the project is to finish the project cheaply for inviting more guests in
the wedding ceremony event. The project goal will be accomplished within the budget that is as
per assumption by utilizing bottom up estimation.
Involvement of stakeholders: It is assumed that the stakeholders will be involved for
promoting transparency within the work of the project and mainly helps in finishing the work
that are assigned to them and therefore the project will be accomplished on time.

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2. Project plan
2.1 Charter
Project name: The name of the project is “organizing a wedding event”.
Project manager: <Please Fill>
Description: It is found that the students who are engaged with North Tech decided to
organize a weeding event on the last day of the term. The main aim of the project is to make
the event cheap as possible so that a huge number of guests will be invited in the event. In
addition to this, the business students were responsible of making all the arrangement and for
providing suggestions so that the event can be organization properly.
Project budget: As per the resources that will be utilized, it is assumed that budget of around
$25,856 is needed for finishing the project work.
Assumption:
 The stakeholders will be engaged proper and will finish the work that is assigned to
them
 The wedding event will be organized within the time and budget that is assumed in the
initial stages of the project.
Constraints:
 Improper scheduling can cause delay in the project which further extends the deadline
as the project is time constraint.
 If the expenditure that is made on the project is high then the budget overflow occurs
that can further create a number of financial issues.
Stakeholders: The stakeholders who will be engaged with the wedding event are listed below:
 Client

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 Project manager
 Event manager
 Planner
 Resource manager
 Workers
 Contractors
 Speaker
Risks: The different types of risks which can occur in the wedding planning project are listed
below:
 Schedule slippage
 Lack of resources
 Budget shortfall
 Inexperienced planner
 Improper management
2.2 Scope
The project scope includes:
 Selection of vendor for sorting various kinds of food
 Organizing wedding event
 Providing proper invitation to the guests
 Decorating the venue according to the selected theme
 Appointing marriage registar
 Arranging wedding lunch or dinner

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2.3 Stakeholders communication plan
Stakeholder list
The stakeholders who will be engaged with the wedding event are listed below:
 Client
 Project manager
 Event manager
 Planner
 Resource manager
 Workers
 Contractors
 Speaker
Communication list
Message Audience Frequency Channel Responsible
Status of the
project
Project manager Weekly E- mail Project planner
Financial issue Sponsor When needed Email/face to
face
Financial
manager
Project
initiation
meeting
Team members Once Face to face Project manager
Stakeholder
update
Team members When needed Face to
face/email
Team leader

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2.4 Overview description
2.4.1 Project steps (WBS)
Organizing a wedding
event
Initial Planning
Selection of
wedding date
Consulting the
wedding planner
Creating schedule
plan
Accumulating
different resources
Kick off the project
Booking of the venue and
invitation
Booking the venue
for wedding
Review ing the plan
Getting approval for
the plan
Forming guest list
Sending invitatation
Completion of
initiation and
planning phase
Human Resource
Management
Vendor selection and
sorting of food items
Hiring cameramn
Tryouts for
meddding dress
Booking band
Providing invitation
to the guest
Booking priest for
wedding
Venue Arrangement
Docorations
consultation
Theme selection
Making arrangement
with flowers
Venue decoration as
per theme
Seating
arrangements
Appointing marriage
registar
Reviewing the entire
arrangements
Wedding day
Reaching venue
Cross checking the
arrangement
Guest welcome
Carrying out the
ceremony
First Dance of the
newly wed couple
Cake cutting
Wedding
lunch/dinner
Wedding Ceremony
is completed
Figure 1: Work breakdown structure
(Source: Created by Author)
2.4.2 Resources
The resources which are required for organizing the wedding event by the business
students are mainly listed below:
Human resources: The stakeholders who are engaged with the wedding plan are as follows:
 Project manager
 Event manager
 Planner
 Resource manager
 Workers
 Contractors

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 Speaker
Financial resources: It is identified that around $25,856 is mainly required for
successfully organizing a weeding event by the business students of North Tec.
Additional resources: The additional resources which are required for the project are listed
below:
 Wedding dress
 Wedding cake
 Photographer
 Flowers and other equipment’s for making arrangement
2.4.3 Timing
Figure 2: Schedule
(Source: Created by Author)

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3. Priority matrix
The priority matrix is referred as one of the tools that helps in providing proper way for
sorting diverse items into an order of significance. It is found that the success of the project is
mainly determined by meeting various expectations of the customer in context to time, budget
and performance of the project. The interrelationship that exists between the three different
elements within the entire project is reflected with the help of the below table
Accept Enhance Constraint Comments
Time The changes
in time can be
done for
adding
different
functionalities
within the
project.
Cost As the time
of the project
increases, the
budget of the
project
generally gets
enhanced.

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Performance However, it is
found that the
performance
of the project
must be kept
constant and
therefore
compromise
with the
project
performance
can be
accepted.
4. Risks
Risk Id Risk Description Impact Probability Mitigation
1 Schedule
slippage
Schedule
slippage is
one of the
key
performance
indicators
and it is
High High The problem
of slippage
can be
resolved by
keeping track
on the status

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found that
while
organizing
the event,
schedule
slippage can
occur which
further can
cause delay
in the project
progress.
of the project.
2 Budget
shortfall
The problem
of budget
shortfall
occurs when
the budget of
the project is
not estimated
effectively
and as a
result the
project faces
a number of
High High The problem
of schedule
slippage can
be resolved
by estimating
the budget
effectively
and by
keeping
proper track
on the
expenditure

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financial
issues.
that is mainly
done in the
project.
3 Lack of
resources
If the project
resources are
not managed
effectively
then due to
lack of
resources, the
project
managers
faces
difficulty in
further
progressing
with the
arrangement
work.
Medium Medium It is
necessary to
make contact
with the
different
vendors who
provide
timely
resources and
the resources
should be
managed
effectively
for avoiding
delay due to
lack of
proper
management
of resources.
4 Improper If the staffs Medium High Hiring

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management are
inexperienced
then they are
unable to
organize the
event and as
a result the
work does
not get
completed on
time.
experienced
team
members
within the
project is
necessary for
managing the
work of the
project quite
successfully.
5. Monitoring and control
It is found that for successful monitoring and controlling the project, it is quite necessary
to follow steps which are elaborated below:
Tracking of schedule: The schedule must be tracked on a regular basis in order to avoid
slippage of schedule and project delay so that the work activities of the project gets completed on
time.
Controlling budget expenditure: The utilization of resources and the budget that is
spend on the project must be tracked on regular basis so that the problem of budget overflow
does not occur and the entire project gets accomplished within time.

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Analyzing project status: Proper analysis of the project status is generally required for
ensuring that the entire project is on track. This is needed for finishing the work of the project as
per the schedule that is created in the initial project phase.
6. Evaluation
It is found that after completion of the project, post project review is undertaken. As per
the review, it is identified that the entire project gets finished within the assumed time period and
budget. In addition to this, the project manager organizes the event successfully such that the
wedding event get completed only within $25,855 in a proper way. Moreover, the risks which
are mainly linked with the project are mitigated by adopting proper risk mitigation strategies for
avoiding challenges or obstruction during the project progress.

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7. Supporting documentation on MS project
7.1 Gantt charts
Figure 2: Gantt chart
(Source: Created by Author)
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