Project Management Report: Organizing Wedding Ceremony for 100 Guests

This project management report outlines the process of organizing a wedding ceremony for 100 guests, covering various aspects from event overview and SWOT analysis to risk management and sustainability concerns. It includes a detailed task scheduling document with a Gantt chart, a communication strategy, and a description of the systems and procedures employed. The report also specifies evaluation criteria, a contingency and control plan, stakeholder identification, a base budget for the event, a list of required human resources, an event order, and a list of suppliers and contractors. The project aims to successfully execute the wedding ceremony within the estimated time and budget, utilizing project management and event management principles while developing proper documentation for all activities.

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

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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