Event Plan Report: Themed Destination Wedding in India

This report details the comprehensive event plan for a themed destination wedding in the Andaman and Nicobar Islands, India, for an Australian couple. It covers various aspects of event management, including stakeholder identification, sponsorship acquisition, detailed budget allocation, event staffing, marketing and PR strategies, a comprehensive action plan with timelines, risk assessment and management strategies, and a detailed event runsheet. The report outlines the event concept, identifies key stakeholders, and highlights the unique selling proposition (USP) of the event. It elaborates on the funding sources, potential sponsors, and the sponsorship plan. The budget section provides a breakdown of revenue and expenses, with explanations. The report further discusses event staffing roles, staffing sources, and hourly income. Marketing and PR plans are included, along with an action plan and a risk management plan. A detailed runsheet outlines the event flow and program details. Finally, the report concludes with an event evaluation, summarizing the success of the wedding.

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