Project Management Report for Organizing a Wedding Ceremony

This report provides a detailed analysis of the project management plan for organizing a wedding ceremony for 100 guests. It includes SWOT analysis, risk management, legislative and regulatory requirements, task scheduling, communication strategy, and evaluation criteria.

Running head: PROJECT MANAGEMENT REPORT
Project Management Report
Name of the Student:
Student ID:
Name of the University:
Author’s note:

1PROJECT MANAGEMENT REPORT
Table of Contents
1. Event Overview...........................................................................................................................2
2. SWOT Analysis...........................................................................................................................4
3. Risk Management........................................................................................................................6
4. Legislative and Regulatory requirements....................................................................................9
5. Sustainability Concerns.............................................................................................................10
6. Task Scheduling Document and Gantt chart.............................................................................10
7. Communication Strategy...........................................................................................................17
8. Systems and Procedures............................................................................................................18
9. Evaluation Criteria.....................................................................................................................19
10. Contingency and Control Plan.................................................................................................19
11. Indicate Stakeholders...............................................................................................................20
12. Base Budget for the Event.......................................................................................................21
13. List of Human Resources required..........................................................................................23
14. Provide an Event Order...........................................................................................................25
15. Produce a List of Suppliers/Contractors..................................................................................26
Bibliography..................................................................................................................................28

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1. Event Overview
The project is set for organizing a wedding ceremony for 100 people and it would allow
the formation of the efficient and enhanced communication within the effective deployment of
the activities. The arrangement of the operations had made the management of the successive
operations and development possible. The analysis would permit the arrangement of the efficient
and enhanced functional development. The event is a one day marriage ceremony and it utilizes
the functional and effective operations for the completion of the activities. The project is set for
the management of the activities and formation of the successive and integrated management of
the procedures. The arrangement of the operations is formed for the ensuring that the activities of
the project is formed for ensuring that the operations would be aligned successfully for the
management of activities. The marriage ceremony would be held for the around 100 guests with
ceremonial wedding dinner for the guests.
Scope: The project is developed for forming the wedding ceremony for 100 guests and
the event must be developed according to the combination of the event management and project
documentation principles. The in-scope items included in the project are the project plan
development, documentation, wedding venue selection, guest’s invitations, wedding ceremony,
dinner arrangements, wedding venue arrangements, and completion of the project. The project
plan execution is largely dependent on the inclusion of the principles of project management and
integration of the effective communication. The out of scope items of the project are the
contractor activities and transportation of the food materials. The wedding ceremony would
involve the alignment of the activities for the project.
Objectives: The objectives for the project are dependent of the event management for a
wedding ceremony. The event of holding the marriage ceremony for the deployment of the
operations and activities is sustainable for the event completion in the estimated time. The
objectives of the project are,
 To successfully execute a wedding ceremony for a couple with a guest list of 100
people
 To complete the project in the estimated time and budget allocated

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 To form a plan that would include the resources and the list of activities for
successful achievement of the project outcomes
 To use the principles of project management and event management for aligning
the operations of the marriage ceremony
 To develop proper documentations that are required for execution of the wedding
ceremony
Format: The wedding ceremony planning is carried on by the use of the effective
management and operations of the event management. The wedding plan is formed in five stages
namely,
a. Initial Planning in which wedding date is selected, schedule planning for wedding,
and accumulating required resources for wedding is done.
b. Venue Booking and Invitation where selecting and booking the venue for wedding
reception, guest list is formed, sending invites to the guests, and plan approval is carried on.
c. Human Resource Management where selecting vendor and sorting food items for
wedding dinner, hiring cameraman and video maker, booking band for performing/playing
music, and booking solemniser/wedding priest.
d. Venue Arrangement in which the consulting decorators for venue decoration,
arranging flower and other decorative items for venue, decorating the wedding venue as per
theme, making seating arrangements, and making appointment with marriage registrar on
wedding day.
e. Day of Wedding is the marriage ceremony execution day in which the venue is
reached, scrutinizing the wedding preparations, welcoming the guests, wedding ceremony is
carried on, first dance of the newlywed couple, cutting the cake, wedding dinner/lunch, and
wedding ceremony is completed
Venue: An appropriate venue is selected for executing the wedding ceremony inclusive
of the scope for the decoration and holding wedding events. The venue selection and
arrangement for accommodating 100 guests with all the other arrangements must be undertaken.

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2. SWOT Analysis
The SWOT Analysis is a major phenomenon that involves the use of the various
resources for developing a list of all strengths, weaknesses, opportunities, and threats that would
act on the deployment of the operations. The swot analysis would integrate the deployment of the
operations for listing the development of the activities. The analysis had helped in listing the
management of the operations for forming the deployment of the activities. The integration of
the operations had provided the formation of the project for listing the event management for the
wedding ceremony. The SWOT analysis is shown below,
Strengths
Principles and concept of project management
application and event management
Hiring of event manager for ensuring that all
activities related to the project can be carried
on successfully
Weaknesses
Dependent on the contractors for the
development of the effective operations
Quality issues in the resources would cause a
major problem for the operations of the project
Opportunities
Development of proper event plan for holding
the wedding ceremony
Utilization of the existing resources for the
project
Threats
Decoration issue is the primary issue that
would tend to form the hindrance in event
completion
Possible delay in operations is another major
issue that can have an impact on the
completion of the project
Strengths: The strengths of the project of ‘Organizing a wedding for 100 people’ are
dependent on the development of an event for carrying out the ceremony along with 100 guests.
The strengths have included the principles and concept of project management application and
event management and hiring of event manager for ensuring that all activities related to the
project can be carried on successfully. The use of the principles and concept of project

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management application and event management would help the project manager to comply the
deployment of the effective and improved operational development. The plan would be
developed easily with the help of project management concepts and operations. The hiring of an
event manager would ensure that expertise of the manager would be applied for effective
management of the operations.
Weaknesses: The weaknesses of the project of ‘Organizing a wedding for 100 people’
are dependent on the development of an event for carrying out the ceremony along with 100
guests. The weaknesses of the project are dependent on the contractors for the development of
the effective operations and quality issues in the resources would cause a major problem for the
operations of the project. The dependency on the contractor for the major portion of venue
decoration is a weakness for the project. The deployment of the major works has been dependent
on the management of the operations. The weaknesses of the project would also include the
quality issues of the project resources. The materials and other requirements of the project would
have to be of good quality for ensuring that the project would be completed in the estimated cost.
Opportunities: The opportunities of the project of ‘Organizing a wedding for 100 people’
are dependent on the development of an event for carrying out the ceremony along with 100
guests. The opportunities of the project are development of proper event plan for holding the
wedding ceremony and utilization of the existing resources for the project. The development of
the final project plan is a major factor that has been deployed for the development of the
effective and integrated operations for the project. The plan development would help the
organization for carrying out the management of the operations in an integrated list of action
plan. The utilization of the existing resources would also act as the opportunities for the project
of wedding ceremony. It would decrease the overall expense of resources for the project.
Threats: The threats of the project of ‘Organizing a wedding for 100 people’ are
dependent on the development of an event for carrying out the ceremony along with 100 guests.
The threats of the project are decoration issue is the primary issue that would tend to form the
hindrance in event completion and possible delay in operations is another major issue having
sincere impact on the operations of the project. The project would have to face the issue in
decoration due to lack of adequate decorative items and it would result in forming the delay in

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operations of the project. The delay in operations of the project is another major hindrance for
the project and it would form issues in the final deployment of the project.
3. Risk Management
Risk Management is a crucial factor that would ensure the deployment of the effective
management of the resources and activities so that the successful achievement of the project
outcomes is achieved. The risk management employs the use of risk assessment and risk
mitigation. The risk assessment is carried on for listing the deployment of the effective and
improved communication network. The risk management would comprise of identifying,
analysing, developing, implementing, and evaluating the risks and its mitigation strategies. The
risk management for the project of “Organizing the marriage ceremony for 100 people” can be
done in the following steps,
Step 1: Risk Identification- The first step is characterised by the identification of the
factors of risk for the project. The various risk factors that have a direct or indirect negative
impact on the project would be considered for analysis. The identification of risk factors is
largely dependent on the deployment of the effective and improved functional development
model. The identification of the factors of risk would form a major impact on the operations of
the project. The risk identified for the project of “Organizing the marriage ceremony for 100
people” are,
a) Delay in Activities: The primary issue of carrying out the project of “Organizing
the marriage ceremony for 100 people” is the possibility of delay in operations.
The delay is largely dependent on the individual activities and delay in
completion of it on time. For example- if the decoration of the venue would not be
done on time, it would result in failing the complete marriage ceremony.
b) Human Resource Mistakes: The mistakes by human resources concerned in the
project are major criteria as there are a number of human resources included in the
project. The person involved in project would do any mistake for the deployment
of the activities and it would result in causing the issues in completion of the
project. For example- if the contractor delays in decorating the venue, it would
result in forming the issue of successful completion of the project.

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c) Lack of Resources: The lack of resources had resulted in causing issues for the
deployment of the efficient and enhanced development model. The lack of
resources would tend to form the delay in operations of the project. For example-
if the adequate amount of the decorative items is not accumulated, then also the
project would face the issue of completion.
Step 2: Risk Analysis- The analysis of various risk factors would form a major impact on
the deployment of the risk mitigation. The process of risk analysis is carried on to support the
development of the efficient operations. The risk priority matrix is deployed for forming the
analysis of the effective and intrigued project management facilities. The analysis of the risk
factors had formed the use of risk priority matrix. The risk priority matrix for the project of
“Organizing the marriage ceremony for 100 people” is given below,
Risk Factor Probability Severity Impact
Delay in Activities Almost Certain Moderate High
Human Resource
Mistakes
Likely Critical Extreme
Lack of Resources Possible Minor Medium
Step 3: Risk Mitigation Development- The risk mitigation development is formed for
ensuring that the negative impact of the risk factors is overcome and the possibility of the
occurrence can also be nullified. The risk mitigation involves the use of the efficient and
enhanced communication methods for forming the efficient risk management operations. The use
of the risk mitigations would help in easing the possibility of occurrence of the risk factors.
Risk factor Risk Mitigation
Delay in Activities Contingency planning for forming the
development of the effective operations for
overcoming the delay

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Human Resource Mistakes Effective communication is implied for listing
the management of the activities and alignment
of the appropriate solution development for
human resource errors
Lack of Resources Provisional budget can be implied for
successive resource accumulation and
implication of the sustainable cost budget
Step 4: Risk Mitigation Implementation- The risk mitigation implementation can be
implied with the help of change management cycle. The change management process comprises
of 5 phases as listed below,
Phase 1: Request for change
Phase 2: Impact Analysis
Phase 3: Approve/Deny
Phase 4: Implementation
Phase 5: Review of the process

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Figure 1: Change Management Process
Step 5: Risk Mitigation Evaluation- The evaluation of the implemented risk mitigation
strategies would help in forming the evaluation of the implemented process to find out the
success of the implemented process. The process would evaluate whether the implemented
process would help in reducing the probability of the occurrence of the risk management process.
4. Legislative and Regulatory requirements
According to Marriage Act of 1961, there are some legislative and regulatory requirements
for marriage. As per the marriage law,
 Part II (s.10-21) has listed that 16 years is the marriageable age of women and 18
years is the marriageable age of men.
 Part III is entitled for void marriages where the marriage can be termed as void when
either of the party is already married, marrying couples are direct descendants or
siblings, or marriage is not solemnized by authorized celebrant.
 Authorised Celebrants include registry office marriages, civil celebrants, and
religious ministers.

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5. Sustainability Concerns
The other laws that need to be considered are Marriage Amendment Act 2004, 88EA
Certain unions are not marriages, and Marriage Amendment Act 2017. The Marriages by
Foreign Diplomatic or Consular Officers, Marriages of Members of the Defence Force Overseas,
Legitimation of Children (Part VI), Offences (Part VII), Miscellaneous provisions in Part IX, and
Section 111A must be considered for the sustainable concerns of marriage ceremony.
6. Task Scheduling Document and Gantt chart
The task scheduling document for the project of ‘Organizing a wedding for 100 people’ is
provided below,
Document Name: Task Scheduling Document
Project Name: Organizing a wedding for 100
people
Name of the Documenter: John Lynn
Version: 1.0
Date of Documentation: 28th February, 2018
Project Description-
The project is developed for forming the wedding ceremony for 100 guests and the event must be
developed according to the combination of the event management and project documentation
principles. The event is a one day marriage ceremony and it utilizes the functional and effective
operations for the completion of the activities. The marriage ceremony would be held for the
around 100 guests with ceremonial wedding dinner for the guests.
Project Aims-
The aims of the project are,
a) Successful execution of a wedding ceremony for a couple with a guest list of 100 people

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b) Completion of the project in the estimated time and budget allocated
c) Formation of a plan that would include the resources and the list of activities for
successful achievement of the project outcomes
d) Using the principles of project management and event management for aligning the
operations of the marriage ceremony
e) Development of proper documentations that are required for execution of the wedding
ceremony
Project Deliverables-
The deliverables for the project are the development of the project plan, documentation, wedding
venue selection, guest’s invitations, wedding ceremony, dinner arrangements, wedding venue
arrangements, and completion of the project.
Project Milestones-
The milestones of the project are given below,
S.
No.
Milestone Phase Involved in Completion
Date
1 Project Kick off Initial Planning Fri 3/16/18
2 Initiation and Planning Phase
Completed
Venue Booking and
Invitation
Wed 3/28/18
3 Reviewing the wedding
arrangements
Venue Arrangement Tue 4/24/18
4 Completion of Wedding Ceremony Day of Wedding Wed 4/25/18
5 Completion of the project Project Closure Wed 4/25/18
Project Schedule

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WBS Task Name Duration Start Finish
0 Organizing a wedding for 100
people 38 days Mon
3/5/18
Wed
4/25/18
1 Initial Planning 10 days Mon
3/5/18
Fri
3/16/18
1.1 Wedding Date is selected 1 day Mon
3/5/18
Mon
3/5/18
1.2 Wedding planner is consulted 2 days Tue 3/6/18 Wed
3/7/18
1.3 Schedule planning for wedding 3 days Thu 3/8/18 Mon
3/12/18
1.4 Accumulating Required
Resources for wedding 4 days Tue
3/13/18 Fri 3/16/18
1.5 Project Kick off 0 days Fri
3/16/18 Fri 3/16/18
2 Venue Booking and Invitation 12 days Tue
3/13/18
Wed
3/28/18
2.1 Selecting and Booking the
venue for wedding reception 2 days Mon
3/19/18
Tue
3/20/18
2.2 Plan Review with the client 3 days Tue
3/13/18
Thu
3/15/18
2.3 Plan Approval 1 day Mon
3/19/18
Mon
3/19/18

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2.4 Guest list is formed 2 days Wed
3/21/18
Thu
3/22/18
2.5 Sending Invites to the guests 4 days Fri
3/23/18
Wed
3/28/18
2.6 Initiation and Planning Phase
Completed 0 days Wed
3/28/18
Wed
3/28/18
3 Human Resource
Management 10 days Thu
3/29/18
Wed
4/11/18
3.1 Selecting vendor and sorting
food items for wedding dinner 3 days Thu
3/29/18
Mon
4/2/18
3.2 Hiring Cameraman and Video
Maker 2 days Thu
3/29/18 Fri 3/30/18
3.3 Tryouts for wedding dress and
placing order 4 days Thu
3/29/18 Tue 4/3/18
3.4 Booking band for
performing/playing music 2 days Mon
4/2/18 Tue 4/3/18
3.5 RSVP from guests is received 4 days Wed
4/4/18
Mon
4/9/18
3.6 Booking Solemniser/Wedding
Priest 2 days Tue
4/10/18
Wed
4/11/18
4 Venue Arrangement 9 days Thu
4/12/18
Tue
4/24/18
4.1 Consulting Decorators for
venue decoration 2 days Thu
4/12/18 Fri 4/13/18

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4.2 Selecting theme for wedding 2 days Mon
4/16/18
Tue
4/17/18
4.3 Arranging Flower and other
decorative items for venue 1 day Wed
4/18/18
Wed
4/18/18
4.4 Decorating the Wedding Venue
as per theme 4 days Wed
4/18/18
Mon
4/23/18
4.5 Making Seating Arrangements 1 day Tue
4/24/18
Tue
4/24/18
4.6
Making Appointment with
Marriage Registrar on wedding
day
1 day Mon
4/16/18
Mon
4/16/18
4.7 Reviewing the wedding
arrangements 1 day Tue
4/24/18
Tue
4/24/18
5 Day of Wedding 1 day Wed
4/25/18
Wed
4/25/18
5.1 Venue is reached 1 hr Wed
4/25/18
Wed
4/25/18
5.2 Scrutinizing the wedding
preparations 1 hr Wed
4/25/18
Wed
4/25/18
5.3 Welcoming the guests 20 mins Wed
4/25/18
Wed
4/25/18
5.4 Wedding Ceremony is carried
on 4 hrs Wed
4/25/18
Wed
4/25/18
5.5 First Dance of the newly wed 10 mins Wed Wed

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couple 4/25/18 4/25/18
5.6 Cutting the cake 18 mins Wed
4/25/18
Wed
4/25/18
5.7 Wedding Dinner/Lunch 70 mins Wed
4/25/18
Wed
4/25/18
6 Wedding Ceremony is
completed 0 days Wed
4/25/18
Wed
4/25/18
The Gantt chart of the project schedule made above is given below,

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ID Task
Mode
WBS Task Name Duration Start Finish
0 0 Organizing a wedding for 100 people38 days Mon 3/5/18 Wed 4/25/18
1 1 Initial Planning 10 days Mon 3/5/18 Fri 3/16/18
2 1.1 Wedding Date is selected 1 day Mon 3/5/18 Mon 3/5/18
3 1.2 Wedding planner is consulted 2 days Tue 3/6/18 Wed 3/7/18
4 1.3 Schedule planning for wedding3 days Thu 3/8/18 Mon 3/12/18
5 1.4 Accumulating Required
Resources for wedding
4 days Tue 3/13/18 Fri 3/16/18
6 1.5 Project Kick off 0 days Fri 3/16/18 Fri 3/16/18
7 2 Venue Booking and Invitation12 days Tue 3/13/18 Wed 3/28/18
8 2.1 Selecting and Booking the
venue for wedding reception
2 days Mon 3/19/18 Tue 3/20/18
9 2.2 Plan Review with the client 3 days Tue 3/13/18 Thu 3/15/18
10 2.3 Plan Approval 1 day Mon 3/19/18 Mon 3/19/18
11 2.4 Guest list is formed 2 days Wed 3/21/18 Thu 3/22/18
12 2.5 Sending Invites to the guests 4 days Fri 3/23/18 Wed 3/28/18
13 2.6 Initiation and Planning Phase
Completed
0 days Wed 3/28/18 Wed 3/28/18
14 3 Human Resource Management10 days Thu 3/29/18 Wed 4/11/18
15 3.1 Selecting vendor and sorting
food items for wedding
dinner
3 days Thu 3/29/18 Mon 4/2/18
16 3.2 Hiring Cameraman and
Video Maker
2 days Thu 3/29/18 Fri 3/30/18
17 3.3 Tryouts for wedding dress
and placing order
4 days Thu 3/29/18 Tue 4/3/18
18 3.4 Booking band for
performing/playing music
2 days Mon 4/2/18 Tue 4/3/18
19 3.5 RSVP from guests is received4 days Wed 4/4/18 Mon 4/9/18
20 3.6 Booking
Solemniser/Wedding Priest
2 days Tue 4/10/18 Wed 4/11/18
21 4 Venue Arrangement 9 days Thu 4/12/18 Tue 4/24/18
22 4.1 Consulting Decorators for
venue deocration
2 days Thu 4/12/18 Fri 4/13/18
23 4.2 Selecting theme for wedding 2 days Mon 4/16/18 Tue 4/17/18
24 4.3 Arranging Flower and other
decorative items for venue
1 day Wed 4/18/18 Wed 4/18/18
25 4.4 Decorating the Wedding
Venue as per theme
4 days Wed 4/18/18 Mon 4/23/18
26 4.5 Making Seating Arrangements1 day Tue 4/24/18 Tue 4/24/18
27 4.6 Making Appointment with
Marriage Registrar on
wedding day
1 day Mon 4/16/18 Mon 4/16/18
28 4.7 Reviewing the wedding
arrangements
1 day Tue 4/24/18 Tue 4/24/18
29 5 Day of Wedding 1 day Wed 4/25/18 Wed 4/25/18
30 5.1 Venue is reached 1 hr Wed 4/25/18 Wed 4/25/18
31 5.2 Scrutinizing the wedding
preparations
1 hr Wed 4/25/18 Wed 4/25/18
32 5.3 Welcoming the guests 20 mins Wed 4/25/18 Wed 4/25/18
33 5.4 Wedding Ceremony is carried on4 hrs Wed 4/25/18 Wed 4/25/18
34 5.5 First Dance of the newly wed couple10 mins Wed 4/25/18 Wed 4/25/18
35 5.6 Cutting the cake 18 mins Wed 4/25/18 Wed 4/25/18
36 5.7 Wedding Dinner/Lunch 70 mins Wed 4/25/18 Wed 4/25/18
37 6 Wedding Ceremony is completed0 days Wed 4/25/18 Wed 4/25/18
Client
Client
Planner
Project Manager
3/16
Event Manager
Planner
Client
Event Manager
Event Manager
3/28
Resource Manager,Vendor Cost[1]
Event Manager,Cameraman Pay[1],Videographer Pay[1]
Client,Dress Cost[1]
Event Manager,Band Pay[1]
Event Manager
Event Manager,Solemniser pay[1]
Project Manager
Client
Resource Manager,Decoration Items[1]
Workers,Contractors
Workers,Chairs[1],Tables[1]
Event Manager,Registrar Cost[1]
Event Manager,Contractors
Client
Event Manager,Project Manager
Speaker[1]
Solemniser
Band
Cake[1]
Food and Beverages[1]
4/25
T M F T S W S T M F T S W S T M F T S
Mar 11, '18 Mar 25, '18 Apr 8, '18 Apr 22, '18 May 6, '18 May 20, '18
Figure 2: Gantt chart of the project

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7. Communication Strategy
Communication is the primary factor that would have an effect on the operations of the
project and the alignment of the improved functional development. The communication strategy
is deployed for forming the improved transfer of information within the development of the
activities. The realization of the activities had helped in tending the development of both internal
and external communication standards. The strategy development would help in listing the
management of the effective operations. The communication strategy for the project of
‘Organizing a wedding for 100 people’ is given below,
Internal Communication Strategy: The internal communication strategy is deployed for
aligning transfer of information within the project team members and the project manager. The
involved persons of the project would comprise of project managers communicating with the
other members of the project team. The deployment of the internal communication would
employ the use of the system integrated management process. The internal communication can
be implied by the following strategies,
Strategy 1 Hosting regular communication by the help of in-person meetings for the core
communication team members
Strategy 2 Scheduling the conference calls so that immediate transfer of information
among the team members who are unable to attend the in-person meetings
Strategy 3 Brainstorming of ideas and information sharing would support the formation of
the effective operations
Strategy 4 Sending regular updates in terms of the reports and the documents for
informing project team members about the progress of the project
Strategy 5 Email communication should be encouraged for forming the effective and
improved communication in the project team members

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External Communication Strategy: The external communication strategy is deployed for
listing the effective communication strategies with the deployment of the effective
communication operations. The external communication is implied for ensuring that required
information is transferred to the required stakeholder of the project. The use of external
communication strategies is for aligning the supporters and investors for the project. The
effective external communication strategies for the project of ‘Organizing a wedding for 100
people’ is given below,
Identification of the target audience: The identification of the main receivers for whom
the communication is implied, is the primary requirement for the development of the external
communication. Hence, the identification of the target audience is the primary external
communication strategy for the project.
Realization of the key message: The realization of the key message to transfer is another
major external communication strategy for the project. The key information that needs to be
transferred must be pointed out. The alignment of the key message would tend to form the
management of the successive alignment of the operations.
Selection of channel for communication: The selection of the channel for
communication is implied effectively. There are various channels that can be implied for
communication with the external person. The communication channels include earned media,
paid media, new media, and events. Any or all of these communication channels can be used for
communication process.
8. Systems and Procedures
The implementation of the external and internal communication would help in deploying
the alignment of transfer of information within the project manager and the project team
members. The deployment of the internal communication would employ the use of the system
integrated management process. The external communication strategy is deployed for listing the
effective communication strategies with the deployment of the effective communication
operations. The use of external communication strategies is for aligning the supporters and
investors for the project. The implementation system and procedures include the use of PDCA
cycle for implementation.

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Plan Planning for the implementation of the effective communication strategies both
internally and externally
Develop Developing appropriate activities that could help in implementation of the
effective communication strategies for internally and externally
Check Check is the phase where the developed plan is evaluated for any flaws or
errors for the internal and external communication strategy development
Act Act refers to the execution of the developed plan and integrating activities of
the change implementation process
9. Evaluation Criteria
The evaluation criteria for the project of ‘Organizing a wedding for 100 people’ is given
below,
Time: The project must be completed in the estimated time duration of 38 days as the
wedding date is on 25th April 2018
Cost: The project resource usage should be limited to Au$ 40,000 and all the activities
must be completed in the estimated budget
Marriage Ceremony: The ceremony must be held cohesively and peacefully so that all the
100 guests attending the wedding could enjoy it to the fullest
Dinner Arrangements: The arrangements of the food and beverage supply for the guests
along with cake should be of top notch
10. Contingency and Control Plan
Contingency and control plans are deployed for ensuring that the expected outcomes
from the project are achieved. In general terms, the contingency planning is referred to as Plan B
or surrogacy planning. The contingency planning is an alternative planning for overcoming any

20PROJECT MANAGEMENT REPORT
issue in the existing operations so that the final deliverable for the project is as expected. The
steps of defining the contingency planning are provided below,
a. Development of the contingency planning statement and policy: It is deployed so that
an effective policy statement for the development of the contingency planning can be developed,
based on which the complete plan can be developed successfully.
b. Conduct impact analysis: The impact analysis is conducted for ensuring that the
activities have been identified and analysed for the completion of the project.
c. Identify and develop preventive controls: The development of the preventive controls
is the next step of the contingency planning and it involves the formation of the successive
controls of the project.
The control strategy comprises of evaluating the development of the The development of
control planning for the project of ‘Organizing a wedding for 100 people’ is given below,
Phase 1: Request for control
Phase 2: Impact Analysis
Phase 3: Development of the control strategies
Phase 4: Implementation of the control strategies
Phase 5: Review of the process
11. Indicate Stakeholders
The stakeholders of the project of ‘Organizing a wedding for 100 people’ include all the direct
and non-direct persons that are involved in the project of wedding ceremony. The stakeholders of
the project can be divided based on their role in project. The following table would show the
stakeholders of the wedding ceremony project,
Directorial Level Wedding Couples (Client)
Guests (Customers)

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Management Level Project Manager
Event Manager
Contractor
Resource Manager
Operational Level Planner
Budgeter
Workers
Outsourced Activity Stakeholders Speaker
Camera Man
Videographer
Vendor
Band
Solemniser
Registrar
12. Base Budget for the Event
The base budget for the project of ‘Organizing a wedding for 100 people’ is given below,
Budget Estimation
Organizing a wedding for 100 people
Cost

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Labour
Internal
Project Manager $4,900.00
Planner $3,360.00
Resource Manager $2,400.00
Sub Total $10,660.00
External
Contractors $2,800.00
Workers $2,400.00
Event Manager $12,880.00
Speaker $500.00
Camera Man $1,260.00
Videographer $1,300.00
Vendor $1,200.00
Band $621.00
Solemniser $700.00
Registrar $800.00
Sub Total $24,461.00
Material
Decoration Items $1,500.00
Dress $1,179.00

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Chairs $600.00
Tables $800.00
Cake $200.00
Food and Beverages $600.00
Sub Total $4,879.00
Total Budget $40,000.00
13. List of Human Resources required
The human resources required for the project of “Organizing a wedding for 100 people”
are Project Manager, Event Manager, Planner, Resource Manager, Workers, Contractors,
Cameraman, Videographer, Vendor, Speaker, Solemniser, Band, and Registrar. The
responsibilities of the human resources are pointed out in the table below,
Human Resource Name Roles and Responsibilities
Project Manager
Accumulating Required Resources for wedding
Consulting Decorators for venue decoration
Scrutinizing the wedding preparations
Event Manager Selecting and Booking the venue for wedding reception
Guest list is formed
Sending Invites to the guests
Hiring Cameraman and Video Maker

24PROJECT MANAGEMENT REPORT
Booking band for performing/playing music
RSVP from guests is received
Booking Solemniser/Wedding Priest
Making Appointment with Marriage Registrar on wedding day
Reviewing the wedding arrangements
Scrutinizing the wedding preparations
Planner
Plan Review with the client
Schedule planning for wedding
Resource Manager
Selecting vendor and sorting food items for wedding dinner
Arranging Flower and other decorative items for venue
Workers
Decorating the Wedding Venue as per theme
Making Seating Arrangements
Contractors
Decorating the Wedding Venue as per theme
Reviewing the wedding arrangements
Cameraman Clicking Photographs at the wedding ceremony
Videographer Making video of the wedding ceremony
Vendor In-charge of food and beverage serving at the wedding ceremony
Speaker Channeling the event of the wedding ceremony
Solemniser Executing the main wedding ceremony
Band Music performance for entertainment at the wedding ceremony

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Registrar Registering the wedding couple legally
14. Provide an Event Order
EVENT ORDER FORM
Date:
CUSTOMER INFORMATION EVENT INFORMATION
Name:
Dept:
Bill Code:
Phone Number:
Event Date:
Description:
Guest Count:
Event Status:
Contact Person:
LOCATION AND TIMES
Room Setup Style Start Time End Time
Menu Selections
Description Quantity Price
Total

26PROJECT MANAGEMENT REPORT
Billing Summary
Subtotal of Selection & Other Charges
Total:
Special Instructions
Customer Signature & Date Director of Catering & Date
15. Produce a List of Suppliers/Contractors
Supplier/Contractor
Name
Location Tagline
Modern Wedding Sydney “Meet the best and brightest in wedding style”
A Lavish Affair Sydney “Lavish Affair is a collaborative, fun-loving
team of event planners, stylists and designers”
Ashdown & Bee New South Wales “creating beautifully styled weddings and

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bespoke hand-drawn signs for modern romantic
couples”
Beautiful Weddings Queensland,
Australia
“Meet Justine and Nicole: the stylish sisters
and founders of Beautiful Weddings”
Carte Blanche Wedding
Design
Perth, Western
Australia
“Natalie Beckman’s love of romance and all
things pretty”
Centrepiece by Design Syndey “simple touches from bouquets, flowers, linen
and draping or contact them for the entire
captivating wedding experience”
Crab Apple Vintage Newcastle, the
Hunter Valley,
Sydney
“popular wedding hire and styling business
encompassing”
Chic Rustique Margaret River
Western Australia
“transforming the most unassuming looking
venue into a spellbinding scene”
Decorations by Jelena Sydney “adore designing personalised events for every
single one of their clients”
IGBY Productions Geelong and
Melbourne
“quite flexible and can offer varied levels of
service”

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