Wedding Project Management Plan for Peggy and Tony's Ceremony

This document presents a comprehensive wedding management plan for the wedding of Peggy Sue and Tony, designed to accommodate 300 guests. The plan details various aspects of the wedding, including defining the project scope, objectives, and key deliverables such as venue selection, guest list management, catering, and honeymoon arrangements. It includes a Work Breakdown Structure (WBS) to manage the project effectively, assigning responsibilities and outlining a cost budget. Furthermore, the plan addresses potential risks and proposes mitigation strategies to ensure a successful event. The project emphasizes customer review and adjustments based on the bride and groom's wishes, aiming to deliver a memorable wedding experience within the stipulated budget and timeline.

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 to make it easier for monitor or control by
distributing the project components (Work packages) easier and manageable deliverables
(Project management for Dummies 3rd edition, 2010). Parts of WBS doesn’t gives the
sequences visible. 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

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of the project that 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 parts that should be added in project scope.
 Constraints and exclusions
 Objectives
 Technical demand
 Milestones
 Project deliverables
 Customer feedback
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 (March, 2016). Main objective for our team is to provide extreme
good project for this 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. Therefore, we will take 63 days on the
total task to complete. Varity 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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After that, the actual sub-deliverables that are distributed 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 assignment schedule.
 Accommodation for guests booked thirty January
 Catering booking-30th January
 Cake ordered 10th of March, 2017
 Venue arrangement – 28th June
 Photography - seventh April
 Transportation booked –sixteenth of March
 Music and entertainment arranged –twenty two February
 Honey week arranged – First February
 Outfit of bride and groom ordered -First March
 Invitations sent –by 15th March
 Visa for honeymoon -First February

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 Location booked –on Thirteenth January
Limits and exclusions
On the project every 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 performed on weekly basis. Whereas it requires to keep

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having contact as per the family 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 work breakdown structure (Brighthub Project Management, 2016). I intitalized making
work breakdown structure by searching deliverables of this assignment and then distributing
main deliverables into different components that will be called as sub-deliverables. These are
divided in the separate minor units while assigning people for each of the section.
Work breakdown structure in the form of tasks
1.1 Web design for wedding
1.1.1 Understanding gaps and meeting with restaurant management.
1.1.1 Analyzing more requirement required for restaurant
1.1.2 Finding even if place of wedding is giving safety or not and if there are any pre-
booking 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 list of invitations
1.2.2 Selecting style for invitations
1.2.2.1 Choosing on architecture of invitations
1.2.2.2 Selecting accurate content

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1.2.2.3 copy of invitations
1.2.2.4 Delivering invitation
1.2.3 Looking for main requirement of guest (Child, handicapped)
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 via airport.
1.4.2 Confirming uber or grab for guests coming from regions
1.5 Catering Management
1.5.1 Innovative cake design for recipients
1.5.2 Making advance for cake
1.5.3 Arranging for dinner
1.5.4 Looking for caterer who will serve main two foods one is appetizers second is pastry
1.5.5 Making decision on pastry item and appetizers item menu
1.5.6 Advance booking different number of drinks (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 ceremony
party
1.7.2 Searching for entertainer
1.7.3 Searching a high standard DJ and inviting
1.7.4 Ordering dancers and jokers
1.8 Media
1.8.1 Searching for photographer and video maker for the marriage
1.8.2 Finding out pictures for their chemistry
1.8.3 Searching an video maker to make small film on their love story
1.9 Honeymoon time
1.9.1 Searching venue in Italy
1.9.2 Reserving airlines confirmation (ticket dealer)
1.9.3 Reserving hotels for their stay
1.9.4 Booking transportation for coming back from airport
1.10 Problems for visa
1.10.1 Inviting foreigner friends by writing letter
1.10.2 Inviting foreign friends using letters
1.10.3 Tourist visa applying for honeymoon week
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.

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Although, there is demand for clearing some of activities. Family restaurant and the demands
for wedding is important to confirm and explain. After this next is to date checking. The date
for marriage 30th June should be confirmed as second week will for honeymoon.
Generally catering adds food and drinks both. In this situation, requirements of food
falls with dealing of managing 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 figure:

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Network Diagram
This figure is constructed in Microsoft project software
Responsibility matrix
For all project, It has been considered as necessary to mention everyone’s task and activity
precisely. 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 tasks.

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Cost Budgeting
This management will be done on top-down system of budget on the basis of
collective decisions and result from the previous projects. Estimate and the cost of this
overall assignment by estimating big task costs. The benefit of this approach that it will give
accuracy of finding the overall costs, through particular parts can be putted in substantial
mistakes. One more benefit is that mistakes in searching short tasks should not be
individually identified, this is because exceptions are there for overall budget. Same is for
good opportunity that few little but task which is important was overlooked generally does
not make serious problem for budget. The result and decision of planning season are count on
to add every elements for the overall budget. Table given below will give detail of cost which
is related with marriage ceremony. Costs are identified in US dollar. There is required
concise interpretation cost for some. Initially, Big tony venue as restaurant was selected for
the marriage. Total amount for that restaurant is 36,000 US dollar that has food along with
venue. Tony and Peggy Sue will go to Italy finance from their parents, although the costs for
local has to be taken for honeymoon 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 this task and people who are in the task involved will 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:
 There are some issues to find maids for bride and groom as per the suggestion
from family members.
 Marriage ceremony place and guardian of this marriage.
 Undelivered invitations
 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 threats.
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 taking place (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
Subsequently getting stakeholders, decision is required for 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 task.

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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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