Wedding Management Plan

This project is to develop management plan, to organize wedding ceremony properly. On 30th June wedding is planned. Peggy Sue bride and Tony bridegroom in this case are making plan to invite about 300 families and including friends.

Running head: WEDDING MANAGEMENT PLAN
Wedding management plan
Name of the student:
Name of the university:
Author note:

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Table of Contents
Introduction................................................................................................................................1
Scope..........................................................................................................................................2
Objectives...................................................................................................................................2
Deliverables................................................................................................................................3
Milestones..................................................................................................................................4
Limits and exclusions.................................................................................................................5
Procedural requirement..............................................................................................................5
Review with customers..............................................................................................................6
Work Breakdown structure........................................................................................................7
Work breakdown structure in the form of tasks.........................................................................7
Responsibility matrix...............................................................................................................11
Cost Budgeting.........................................................................................................................13
Risk Management.....................................................................................................................14
Risk identification....................................................................................................................15
Qualitative risk analysis...........................................................................................................16
Evaluation of projects..............................................................................................................18
..................................................................................................................................................20
References................................................................................................................................21

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Introduction
This project is to develop management plan, to organize wedding ceremony properly.
On 30th June wedding is planned. Peggy Sue bride and Tony bridegroom in this case are
making plan to invite about 300 families and including friends. Additionally mother of tony
is sponsoring in Italy for 2 weeks of honeymoon. This is my responsibility to organize all
events along with the wedding. This is completely based on real life so the information and
the resources cost must be generated by the help of consulting people that will construct well-
orchestrated and will make this event successful. Initially we need to start from availability of
people, capital working and skills that will the main resources and that must be considered as
first step to start.
Structure of this project will be as followed, defining the scope of project. This is
critical important of the project as this will takes the details of deliverables, finding
milestones and pressure, describing requirements of technical and more. Creating WBS
(Work breakdown structure) is the next step which makes easier to monitor and control by
dividing the project deliverables into manageable easy components (Work packages) (Project
management for Dummies 3rd edition, 2010). Components of WBS doesn’t show the
sequences. Critical path and project’s schedule of the project can be identified with the help
of network diagram and path of the project created (projectminds.com, 2016). Identifying the
people involved with number and giving the responsibilities and their role is very critical for
all projects. Forming responsibility matrix will be helpful in this case that will provide the
personnel requirement and detailed overview. Cost analysis will give the cost on the basis of
real life current price. It does not matter how good the planning is done of the project,
exceptions always occurs. For that reason there will be require plan for risk management. All
risks that are possible at this stage will be accessed there will be determined way for handling
errors. In the last, stakeholder analysis will give the outcomes and success of the project that

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will be analysed. In general, following accurate and covering sections and structure will give
the information about the each stages that what we are going to perform next.
Scope
Scope of the project gives the information in detailed of the steps that are necessary to
take for accomplishing successful project. Deliverables and the details of the process of
making deliverables are defined in this section (Project Management for Dummies 3rd edition,
2010). Below mentioned are the components that should be included in the scope of project.
 Project deliverables
 Constraints and exclusions
 Objectives
 Technical requirements
 Milestones
 Review with customer
Objectives
In order to deliver successful project for every business, Objectives and principles are
necessary to follow. For reaching specific outcome, setting sustainable is important, relevant
objectives and specific (Mar, 2016). Primary objective for our management team is to give
high-quality project for wedding of 300 guests in the stipulate budget, time and resources
availability. From the result of the diagram, date of the wedding on 30th June may get
scheduled. So, before this date it is important to complete all preparation. In the network
diagram duration of the project is estimate as 63 days. So we will spend 63 days on the whole
project to complete. Range of services are provided from our side to tailored the customers
need as project manager, For making Tony and Peggy Sue’s I have taken responsibilities to

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make it memorable. To reach the major objectives there are several interim that need to get in
order.
 Necessary reports along with the updated throughput is provided for the whole
project.
 All the possibilities of the project is created to reduce the risk effectiveness.
 Techniques and processes of people deal successfully.
Deliverables
Services is provided in series to the customer are deliverables that must be considered
as a main part for this project. List of deliverables key are mentioned below for the project:
a) Location of wedding ceremony suitable
b) Guest list
c) Invitations
d) Wedding date
e) Catering
f) Honeymoon
g) Photography and video
h) Music and entertainment
i) Visa issues
j) Hair and makeup
k) Bride and Groom’s outfits
l) Wedding scenario
m) Love story
n) Transportation
o) Wedding decoration and theme

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Further, the main sub-deliverables that are divided from the deliverables while making
WBS (Work breakdown structure).
Milestones
Towards a final objective milestones are important for monitoring that how the
project is progressing. In consequences, events are indicated by milestones, that describes the
next process by marking important. In the project scheduling they serve as starting and
ending signals of high deliverables. There are two ways to create milestones (Katcherovski,
2016):
a) For a particular objective the achievement of a single-day task is shown.
b) As a task of parent, all the interim other task that need to get objective of particular is
included.
The second method is employs by this project to construct milestones and makes easier
for controlling of the project schedule.
 Location booked –on 13th January
 Invitations sent –by 15th March
 Outfit of bride and groom ordered -1st March
 Cake ordered 10th of March, 2017
 Music and entertainment arranged -22nd February
 Transportation booked -16th of March
 Accommodation for guests booked 30th January
 Catering arranged -30th January
 Photography -7th April
 Honey week arranged – 1st February
 Venue decorated – 28th June

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 Visa for honeymoon -1st February
Limits and exclusions
On the project all the limitations gives all the constraints placed, while address items
are excluding, which are beyond the scope of project (PROJECT MANAGEMENT
PRACTCE 4TH Edition). If anything left which is not included in the management project it
should be given in the exclusions. While making schedule for the project, limitations may
complete with some delay for this project need to be taken for consideration. Without bound
and exclusions, manager of this project will choose to make his project on impractical
expectations. This project is not limited on budget, It minimizes the limitations and makes the
process easier that fall under budget specified. It is not required to consider for budget of
musicians, outfits and other programs related with entertainment.
Project exclusion
 Contact for marriage responsibility can be taken as exclusion for marriage registration
as this is not given in this project.
 Managing party for engagement
 Developing website for wedding
 Managing rings for wedding
 Approval wedding
Constraints of this project
 Large number of family request
 300 people invitations at most

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Procedural requirement
Procedural requirement is very important and needs to be define clearly to avoid any
problems for the wedding ceremony and the technical reliability of items has to be analysed
properly to ensure the performance level. To define technical requirement below mentioned
points need to be considered.
 Venue is capable of holding 300 people
 Lighting arrangement in the venue, Bride’s and groom’s monogram and
initials must be projected. Moreover, lightening for dance floor will be
counted in package.
 Speakers and microphone of professional level that must have good sound
quality.
 To give the presentation slide show (Love story) of glad couple there must be
one projector.
 Place for wedding gifts must be specific and predefined.
 Venue of the wedding should must be air conditioned system.
 Equipment for DJ and art of state level of sound equipment must be given for
playing background music.
 Parking system of car and parking attendant needed.
Review with customers
For any project the most important stage is the customer review. This will give the
appointment and discussion with the customer about the project proceeding. Peggy Sue and
Tony is from Dallas so there is chances to review of the project by having an direct meeting.
Report with Peggy Sue and Tony is done on a weekly basis. However need to keep having

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contact with their respective family by given date, then proceeding next step is possible.
Making adjustment should must be done on the requirement of bride and her groom’s wishes.
Work Breakdown structure
This is the main structure of the project that is used for deliverables of project to
divide into small and easier to manage in steps. There number of advantages of making this
work breakdown structure. Initially, this is helpful for managing project accurately. Next,
making WBS that allows me to easily arrange responsibility. Moreover, At the time of
explaining this project’s scope to the customers (Tony and Peggy Sue), this will make easier
for WBS (Brighthub Project Management, 2016). I start making WBS by finding deliverables
of this project and then dividing main deliverables into different components that will be
called as sub-deliverables. These are divided into separate smaller units while assigning
people for each of the section.
Work breakdown structure in the form of tasks
1.1 Site for wedding
1.1.1 Understanding gaps and meeting with restaurant management.
1.1.1 Analyzing any additional requirement needed for the restaurant
1.1.2 Finding whether the place of venue is giving security or not if any conflicts arises at
the time of wedding
1.1.3 Finding availability of the venue for 3 week which is planned.
1.2 Recipients
1.2.1 Making guest list
1.2.2 Selecting invitations
1.2.2.1 Deciding on architecture of invitations
1.2.2.2 Selecting proper content

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1.2.2.3 Printing of invitations
1.2.2.4 Delivering invitations
1.2.3 Looking for special requirement of guests (Child, handicapped and so)
1.2.4 Fixing people to welcome guest for the wedding ceremony
1.2.5 Guests hotel booking out of US
1.3 Designing
1.3.1 Designing the venue (tables, special equipment, theme, and entrance)
1.3.2 Designing stage (lighting and center units, flowers and table cloth)
1.3.3 Designing the wedding car
1.4 Transit
1.4.1 Shuttle and buss booking for the guest for going and coming from airport.
1.4.2 Booking uber or grab for guests coming from regions
1.5 Catering
1.5.1 Innovative cake design for recipients
1.5.2 Making advance for cake
1.5.3 Arranging dinner
1.5.4 Looking for wedding caterer who will serve appetizers and the pastry
1.5.5 Making decision on pastry and appetizers menue
1.5.6 Pre-select different number of beverages (Both alcoholic and non-alcoholic)
1.6 Arrangement
1.6.1 Selecting right saloon for bride’s makeup and hair
1.6.2 Reserving saloon for wedding
1.6.3 Ordering groom and bride’s outfit
1.6.4 Selecting bride’s dress and attire for the groom
1.6.5 Bridesmaids and groomsmen suitable attire choosing

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1.6.6 Arranging a good tailor and purchasing outfit for Bridesmaid’s and groomsmen
1.6.7 Arranging bride’s bouquet of a delicate
1.7 Entertainment and sound
1.7.1 Making plan for welcoming newlyweds with innovative idea for wedding party
1.7.2 Searching for hosts
1.7.3 Searching a good DJ and inviting
1.7.4 Ordering dancers and jokers
1.8 Media
1.8.1 Searching for photographer and video maker for the wedding
1.8.2 Finding out photos for their love story
1.8.3 Finding an video editor to make short film on their love story
1.9 Honeymoon Week
1.9.1 Searching in Italy
1.9.2 Reserving airlines ticket (ticket sponsored)
1.9.3 Reserving hotel room
1.9.4 Booking local transportation for airport
1.10 Visa problems
1.10.1 Inviting foreigner friends by writing letter
1.10.2 Sending letters to foreign friends
1.10.3 Tourist visa for honeymoon week applying
1.11 Making scenario for wedding that consist of sequences of action actions in wedding
Work breakdown structure activity explain the content and objective of each activity. It has
all necessary tasks that perform when needed to order high demand of wedding ceremony.
Although, there is demand for clarification of some activities. It is necessary to explain and
confirm the family restaurant and if it get all the demands of wedding. The next task will be

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checking the date. The wedding date 30th June should be firmed as second week will be on
honeymoon.
Generally catering adds food and beverages both. In this case, requirements for food
falls with management of restaurant. I need to choose food that the chef prepare at restaurant.
Though, for appetizers and pastry different catering to serve will be used. I am responsible
for searching good caterer and menu choosing for appetizers.
For visa issue, Only grooms and bride’s are inviting their friends by writing letters
from the foreign countries, this invitation will be sent by project manager.
Below mentioned is the work breakdown structure given in the diagram:

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Network Diagram
This diagram is created in MS project software
Responsibility matrix
For every project, It is considered as important to mention everyone’s roles and activity
clearly. Everyone related with this project must be informed about their task that they will
perform using Responsibility assignment matrix (RACI) comes very useful to explain
everyone’s task individually of the project. Responsibility matrix will help in the project to
move efficiently, as RACI specifies with high accuracy target of everyone’s task along with
clearly mentioning their role in wedding. It is possible to allow with the help of RACI to
scheduling project, that must be clear for everyone.

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In the diagram, R-Responsible signifies to an independent who will complete the task.
This responsible person is duty-bound to achieve the task completed as per choice.
A-Accountable signifies people who will be having responsibility to control and last authority
of finishing the task.
C-Consulted: This person will be communicated and contacted at the time of making choices
while the project is progressing.
I-Informed shows a member who will have the updated information about the changes made.
Role
Deliverables
Meet Restaurant Management A R C C I I
Analyzing Additionals for the restaurant A/R R C C I I
Security in Venue A R C C I
Date for venue availibility A R R C C I
Guest List A R R C C C/I C/I
Invitation Design A C/I C/I R
Content for invitations A R R C C C/I
Print Invitations A R C/I C/I
Send Invitations A R C/I C/I
Determine special guest needs A R I I C C
Guest Welcomers I A C C R R
Hotel booking guest outside US A R I I C/I
Deco Venue I A C R C
Deco Stage A C C/I R
Deco Car I/C A R
Booking Bus/Shuttle I A R C
Booking grab/uber from region A R
Cake Design I A C C R
Cake Orders I A/R C C
Select Food A R R C C C/I
Appetizers and pastry caterer A R C/I C/I
Finalize appetizers and pastry menu A R C C C/I
Order alcoholic and non-alcoholic A R C/I C/I
Hair Saloon and make up bride I A R C C
Reservation for salon I A/R I C/I
Dress for bride and attire for groom A C/I C/I C C R
Order outfit for groom and bride A R I I
Finalize outfit designs A I I C C R
Tailor for sewing the outfit I A/R C
Bouquet for bride A I R C
Find host A R I I C C
Look out for good DJ and invite I A R C C
Book Band A R I I C C
Invite Comedians and Dancers R C/I C/I A A
Look for photographer and cameraman I A/R
Photo collection for love story A R R C/I C/I
Profesional to make love story C/I A/R
Book Airline ticket A/R I I C
Hotel reservations A/R C/I C/I
Ride to airport A R I I
Invitation Letter for outside US guest A R R C/I
send invitations letters A/R C
Visa for honeymoon A R R C C
Prepare overview A/R I I C C
Hairdresser Tour
Agent EmabassiesCaterer Style
Advisor
Restaurant
Manager Baker Guest
outside US
Transport
Agency
Groom
Parent
Best
Man
Maid of
Honour
Deco
Planner Designers Chef
Project
Managers
Project
Assitant 1
Project
Assitant 2 Bride Groom Bride
Parent
This matrix has 48 total task that has been assigned to 22 people individuals. Furthermore,
with the help of, RACI method for every person’s role for each activity is mentioned clearly.
For example, I am capable for choosing a venue, above me head assistance will actually do
this task. Groom and bride are the one for whom I will be consulted. Furthermore, it is
necessary to give information to bride and groom’s guardian about the location that will be
selected as venue for wedding. Some recipients and baker responsible for some activities.

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Cost Budgeting
We would approach a top - down budgeting on the collective judgments and
experiences of similar past projects. These estimate the overall project cost by estimating the
costs of the major tasks. The advantage of this approach is that overall budget costs can be
estimated with fair accuracy, though individual elements may be in substantial error. Another
advantage is that errors in funding small tasks need not be individually identified because the
overall budget allows for such exceptions. Similarly, the good chance that some small but
important task was overlooked does not usually cause a serious budgetary problem. The
experience and judgment of a season planner are presumed to include all such elements in the
overall estimate. (Project Management in Practice, Mantel|Meredith|Shafer|Sutton|)
The table below illustrates all costs associated with wedding ceremony. Costs are estimated
in USD. There is a need for brief interpretation of some costs. Firstly, Big Tony restaurant
was chosen as a wedding venue. Total payment for the venue is 36 000 USD which includes
food and venue. Tony and Peggy Sue are going to Italy sponsored by her parents however the
local expenses need to be considered honey week.

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Types of expenses Cost in USD
Venue rent 16,000.00$
Food provided by venue 20,000.00$
Bride’s gown 6,800.00$
Groom’s attire 2,100.00$
Venue decoration (tables, entrance, hall) 8,000.00$
Stage decoration (lighting effects) $ 1,000.00
Car decoration (flowers and ribbons) $ 3,000.00
Band 12,000.00$
DJs 2,000.00$
Comedians 3,000.00$
Hosts 1,000.00$
Wedding cake 500.00$
Beverages (alcoholic and non-alcoholic) 8,000.00$
Pastry 3,000.00$
Appetizers 2,000.00$
Photography and videography services 1,000.00$
Cost of making love story video 200.00$
Wedding car & entrouage 700.00$
Transportation for guests from regions 250.00$
Invitations for 300 guest 600.00$
Bride’s hair and make-up 100.00$
Bride’s bouquet 50.00$
Wedding accessories (Jewelry) 4,000.00$
Honeymoon expenses 4,500.00$
Decorator 800.00$
Caterer (for pastry and appetizers) 500.00$
Wedding Planner % 10 of total cost 10,110.00$
Cost 101,100.00$
Total Cost 111,210.00$
Risk Management
Generally, Managers of project and people who are in the project involved may get
some difficulty in an unexpected way while completing project. For this uncertain problems,
Managers of project need to must be skilled well. Management of project include testing,
reacting and searching to risk management (Bia.ca, 2016) Management of risk is very
beneficial process, that help to reduce the impact of risk and make the project enable to
manages accomplish the project as per given time (Project Smart, 2016).

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In this task, initial step is to search for possible risks, that may affect the project success.
After that, risk of high chances comes will be chosen. Management of risk can be architect as
follows:
1. Identifying risk: Searching potential risk, which gives impact on project movement.
2. Taking qualitative analysis of risk: projects which is determined as prioritized risk on
scale of rating, that has the probability of taking place. Scale of rating in this case
ranges from 0 -5.
3. Taking quantitative analysis for risk: Performing risk analysis and its impact that has
high chances of occurance.
4. Risk treatment: Methods and response to reduce the negative effects of project
success.
Risk identification
There are various risk related with wedding, For this project, All potential risk are
identified and they are divided into sections:
 Risk related with before wedding:
 These issues who will the bride’s groom and maids. With both families
suggesting different family members.
 Wedding ceremony venue and who actually conduct the ceremony.
 Invitations may get undelivered
 It is very possible that the selected dress is not available in the required size
 Unavailability of Airline tickets for the honeymoon date
 Issues for renting and booking:
 Rooms unavailability due to large number for guests
 Decorator, hairdresser or hairdresser professionals unavailability

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 Shortage of transport taxis as the large turnout guests
 Risk at Wedding day:
 Large number of guest coming
 Food unavailability
 Power failure of electricity
 Late coming of invited band
 Chances of food poison or failure of food standard
 Photography services failed to give bride and grooms expectations
 Unavailability of services
 Death of family members or close relatives
 Privacy concern with photos or video
 Illness of maid or best person not participate
For many cases, risk are there, that is related with budget and whether. As we are holding
wedding and indoor wedding, it is not required to concerned of given risks.
Activity Likelihood (L) (1-5)Impact on project (I)(1-5)Detectability (D)(1-5)Risk Priority Number (RPN=L*I*D)Types of responses to risk
Error with invitation card 4 2 4 32 Avoid
Important guests may not get an invitation 3 2 4 24 Avoid
The risk of not availability of right dress size 1 5 5 25 Mitigate
Not availability of airline tickets for honeymoon 1 3 2 6 Mitigate
Shortage of booked hotel rooms 3 3 3 27 Mitigate
Service providers unavailibility on a wedding day 1 4 2 8 Avoid
Shortage of transportation means on wedding day 3 3 2 18 Avoid
Shortage of seats due to extras unexpected guests 4 4 3 48 Avoid
Shortage of food and drinks 2 4 2 16 Avoid
Electricity failure 1 2 2 4 Mitigate
Delay of hosts or band 1 3 2 6 Mitigate
Food poisoning or poor food standards 1 3 3 9 Avoid
Absence of maid of honour or best man 1 4 2 8 Share
Death of close relatives or family members 1 5 1 5 Accept
Shortage of servers at wedding party 3 3 3 27 Transfer to restaurant management
Wedding photos and video can to public domain 2 3 2 12 Avoid
Unsatisfactory photography services 3 3 3 27 Avoid
Qualitative risk analysis
Likelihood chances of occurrence (one to five): 1as very low, 2 as low, 3 as medium,
4 as high, 5 as very high

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Name of risks
Risk prevention
issue with invitation
card
Read invitation example carefully and examine with assstances
Failed to deliver
invitation to important
guests
This risk can affect this project, it might happen that the close friends or
family relatives of Tony or Peggy Sue. To avoid this risk, manager of project
need to verify all important relatives
Unavailability of airline
tickets which is suitable
for honeymoon
Tony or Peggy Sue chosen Italy for their honeymoon. They wished to go by
American airlines because it gives high standard of services.
Although, as the popularity the American airline, unavailability of tickets may
happen on planned date. This problem will be solved by addressing at initial of
honeymoon week. Setting preferable of wedding date to chose any oartner of
their oneworld online.
Unavailability of rooms Both groom and bride have studied form abroad so the chances are very high
that large number of people will stay at hotels so problems may arise and that
can be treated by booking hotels at different hotels
Services unavailability It may happen that caterer or other important people get unavailable at
wedding date.
Unavailability of
transportation on the
wedding day
Reserve UBER/GRAB before wedding day
Unavailability of seats Take some more seats before hand
Shortage in food or Purchase some extra foods

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drink
Electricity power failure Take some backup generators
Delay for band There should be a backup for absence of entertainer
Below standard food Illness of guest may happen due to failure of standard in food. It is needed to
check properly kitchen and comply the health standard for cleanliness. Groom
and bride must be informed be informed about allergy of guests.
Missing of best man or
maid
Make options and alternatives to have a backup for maids and best man
Privacy concern for
photos and videos
Confirm the policy of the photographer and make sure that it would not get
spreaded.
Evaluation of projects
Analysing the project is the evolution of project, gathering and managing
informations related to project result. Evaluation of project must be systematically analysing
the project’s that worth and benefit. Evaluation is build of process to contact with
stakeholders to evaluate the plan, making decision for evaluating (Qihub.scot.nhs.uk, 2016).
Evaluation performs an necessary role to identify the value of the project and the areas where
improvement is needed. Main target for evaluation is hinges of stakeholders need (Reference,
2016). Manager of the project takes stakeholders analysis to evaluate the project. It is very
important to have stakeholder analysis to get stakeholders interest and estimating the
importance of this project. This analysis gives communication to the stakeholders to
understand more efficiently and determine misunderstanding or risks. Stakeholders can be
divided in 2 categories. One is internal and other is external.

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ID Internal Interest Impact
A Project manager High High
B Project assistants High Medium
C Bride and groom High High
D Bride and groom’s
parents
Medium High
External
E Guests Medium Low
F Vendors (all
service providers
like caterer,
designer,
decorator,
entertainers)
Medium High
G Restaurant
management
High High
H Family members Medium Medium
After getting stakeholders, it is needed to decide what should be the key for stakeholders. To
explain this, stakeholders can use the map. This map is very good for showing the
stakeholders how classified as per their interest and power in project.

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Power
Interest
Keep satisfied
 D
 F
Key player
 C
 A
 G
 B
Monitor (minimum effort)
 H
 E
Keep informed

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References
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Available at: https://www.reference.com/business-finance/project-management-
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