Organizing A Wedding For 100 People – Project Management And Event Planning

Scope

Discuss about the Performance Of Event Management Organizations Based.

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
• 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,

1. Initial Planning in which wedding date is selected, schedule planning for wedding, and accumulating required resources for wedding is done.
2. 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.
3. 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.
4. 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.
5. 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.

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

Objectives

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 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.  

Format

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 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.

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,

1. 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.
2. 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.
3. 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

SWOT Analysis

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
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

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.

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.

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.

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 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
WBS	Task Name	Duration	Start	Finish
0	Organizing a wedding for 100 people	38 days	Mon 3/5/18	Wed 4/25/18
1	Initial Planning	10 days	Mon 3/5/18	Fri 3/16/18
1.1	Wedding Date is selected	1 day	Mon 3/5/18	Mon 3/5/18
1.2	Wedding planner is consulted	2 days	Tue 3/6/18	Wed 3/7/18
1.3	Schedule planning for wedding	3 days	Thu 3/8/18	Mon 3/12/18
1.4	Accumulating Required Resources for wedding	4 days	Tue 3/13/18	Fri 3/16/18
1.5	Project Kick off	0 days	Fri 3/16/18	Fri 3/16/18
2	Venue Booking and Invitation	12 days	Tue 3/13/18	Wed 3/28/18
2.1	Selecting and Booking the venue for wedding reception	2 days	Mon 3/19/18	Tue 3/20/18
2.2	Plan Review with the client	3 days	Tue 3/13/18	Thu 3/15/18
2.3	Plan Approval	1 day	Mon 3/19/18	Mon 3/19/18
2.4	Guest list is formed	2 days	Wed 3/21/18	Thu 3/22/18
2.5	Sending Invites to the guests	4 days	Fri 3/23/18	Wed 3/28/18
2.6	Initiation and Planning Phase Completed	0 days	Wed 3/28/18	Wed 3/28/18
3	Human Resource Management	10 days	Thu 3/29/18	Wed 4/11/18
3.1	Selecting vendor and sorting food items for wedding dinner	3 days	Thu 3/29/18	Mon 4/2/18
3.2	Hiring Cameraman and Video Maker	2 days	Thu 3/29/18	Fri 3/30/18
3.3	Tryouts for wedding dress and placing order	4 days	Thu 3/29/18	Tue 4/3/18
3.4	Booking band for performing/playing music	2 days	Mon 4/2/18	Tue 4/3/18
3.5	RSVP from guests is received	4 days	Wed 4/4/18	Mon 4/9/18
3.6	Booking Solemniser/Wedding Priest	2 days	Tue 4/10/18	Wed 4/11/18
4	Venue Arrangement	9 days	Thu 4/12/18	Tue 4/24/18
4.1	Consulting Decorators for venue decoration	2 days	Thu 4/12/18	Fri 4/13/18
4.2	Selecting theme for wedding	2 days	Mon 4/16/18	Tue 4/17/18
4.3	Arranging Flower and other decorative items for venue	1 day	Wed 4/18/18	Wed 4/18/18
4.4	Decorating the Wedding Venue as per theme	4 days	Wed 4/18/18	Mon 4/23/18
4.5	Making Seating Arrangements	1 day	Tue 4/24/18	Tue 4/24/18
4.6	Making Appointment with Marriage Registrar on wedding day	1 day	Mon 4/16/18	Mon 4/16/18
4.7	Reviewing the wedding arrangements	1 day	Tue 4/24/18	Tue 4/24/18
5	Day of Wedding	1 day	Wed 4/25/18	Wed 4/25/18
5.1	Venue is reached	1 hr	Wed 4/25/18	Wed 4/25/18
5.2	Scrutinizing the wedding preparations	1 hr	Wed 4/25/18	Wed 4/25/18
5.3	Welcoming the guests	20 mins	Wed 4/25/18	Wed 4/25/18
5.4	Wedding Ceremony is carried on	4 hrs	Wed 4/25/18	Wed 4/25/18
5.5	First Dance of the newly wed couple	10 mins	Wed 4/25/18	Wed 4/25/18
5.6	Cutting the cake	18 mins	Wed 4/25/18	Wed 4/25/18
5.7	Wedding Dinner/Lunch	70 mins	Wed 4/25/18	Wed 4/25/18
6	Wedding Ceremony is completed	0 days	Wed 4/25/18	Wed 4/25/18

Communication is the primary factor that would have an effect on the operations of the project and the alignment of the improved functional development. The communication strategy is deployed for forming the improved transfer of information within the development of the activities. The realization of the activities had helped in tending the development of both internal and external communication standards. The strategy development would help in listing the management of the effective operations. The communication strategy for the project of ‘Organizing a wedding for 100 people’ is given below,

Internal Communication Strategy: The internal communication strategy is deployed for aligning transfer of information within the project team members and the project manager. The involved persons of the project would comprise of project managers communicating with the other members of the project team. The deployment of the internal communication would employ the use of the system integrated management process. The internal communication can be implied by the following strategies,

Strategy 1	Hosting regular communication by the help of in-person meetings for the core communication team members
Strategy 2	Scheduling the conference calls so that immediate transfer of information among the team members who are unable to attend the in-person meetings
Strategy 3	Brainstorming of ideas and information sharing would support the formation of the effective operations
Strategy 4	Sending regular updates in terms of the reports and the documents for informing project team members about the progress of the project
Strategy 5	Email communication should be encouraged for forming the effective and improved communication in the project team members

Risk Management

External Communication Strategy: The external communication strategy is deployed for listing the effective communication strategies with the deployment of the effective communication operations. The external communication is implied for ensuring that required information is transferred to the required stakeholder of the project. The use of external communication strategies is for aligning the supporters and investors for the project. The effective external communication strategies for the project of ‘Organizing a wedding for 100 people’ is given below,

Identification of the target audience: The identification of the main receivers for whom the communication is implied, is the primary requirement for the development of the external communication. Hence, the identification of the target audience is the primary external communication strategy for the project.

Realization of the key message: The realization of the key message to transfer is another major external communication strategy for the project. The key information that needs to be transferred must be pointed out. The alignment of the key message would tend to form the management of the successive alignment of the operations.

Selection of channel for communication: The selection of the channel for communication is implied effectively. There are various channels that can be implied for communication with the external person. The communication channels include earned media, paid media, new media, and events. Any or all of these communication channels can be used for communication process.

The implementation of the external and internal communication would help in deploying the alignment of transfer of information within the project manager and the project team members. The deployment of the internal communication would employ the use of the system integrated management process. The external communication strategy is deployed for listing the effective communication strategies with the deployment of the effective communication operations. The use of external communication strategies is for aligning the supporters and investors for the project. The implementation system and procedures include the use of PDCA cycle for implementation.

Plan	Planning for the implementation of the effective communication strategies both internally and externally
Develop	Developing appropriate activities that could help in implementation of the  effective communication strategies for internally and externally
Check	Check is the phase where the developed plan is evaluated for any flaws or errors for the internal and external communication strategy development
Act	Act refers to the execution of the developed plan and integrating activities of the change implementation process

The evaluation criteria for the project of ‘Organizing a wedding for 100 people’ is given below,

Time: The project must be completed in the estimated time duration of 38 days as the wedding date is on 25^th April 2018

Cost: The project resource usage should be limited to Au$ 40,000 and all the activities must be completed in the estimated budget

Marriage Ceremony: The ceremony must be held cohesively and peacefully so that all the 100 guests attending the wedding could enjoy it to the fullest

Marriage Act of 1961

Dinner Arrangements: The arrangements of the food and beverage supply for the guests along with cake should be of top notch

Contingency and control plans are deployed for ensuring that the expected outcomes from the project are achieved. In general terms, the contingency planning is referred to as Plan B or surrogacy planning. The contingency planning is an alternative planning for overcoming any issue in the existing operations so that the final deliverable for the project is as expected. The steps of defining the contingency planning are provided below,

1. Development of the contingency planning statement and policy: It is deployed so that an effective policy statement for the development of the contingency planning can be developed, based on which the complete plan can be developed successfully.
2. Conduct impact analysis: The impact analysis is conducted for ensuring that the activities have been identified and analysed for the completion of the project.
3. Identify and develop preventive controls: The development of the preventive controls is the next step of the contingency planning and it involves the formation of the successive controls of the project.

The control strategy comprises of evaluating the development of the The development of control planning for the project of ‘Organizing a wedding for 100 people’ is given below,

Phase 1: Request for control

Phase 2: Impact Analysis

Phase 3: Development of the control strategies

Phase 4: Implementation of the control strategies

Phase 5: Review of the process

The stakeholders of the project of ‘Organizing a wedding for 100 people’ include all the direct and non-direct persons that are involved in the project of wedding ceremony. The stakeholders of the project can be divided based on their role in project. The following table would show the stakeholders of the wedding ceremony project,

Directorial Level	Wedding Couples (Client) Guests (Customers)
Management Level	Project Manager Event Manager Contractor Resource Manager
Operational Level	Planner Budgeter Workers
Outsourced Activity Stakeholders	Speaker Camera Man Videographer Vendor Band Solemniser Registrar

The base budget for the project of ‘Organizing a wedding for 100 people’ is given below,

Budget Estimation
Organizing a wedding for 100 people
	Cost
Labour
Internal
Project Manager	$4,900.00
Planner	$3,360.00
Resource Manager	$2,400.00
Sub Total	$10,660.00
External
Contractors	$2,800.00
Workers	$2,400.00
Event Manager	$12,880.00
Speaker	$500.00
Camera Man	$1,260.00
Videographer	$1,300.00
Vendor	$1,200.00
Band	$621.00
Solemniser	$700.00
Registrar	$800.00
Sub Total	$24,461.00
Material
Decoration Items	$1,500.00
Dress	$1,179.00
Chairs	$600.00
Tables	$800.00
Cake	$200.00
Food and Beverages	$600.00
Sub Total	$4,879.00
Total Budget	$40,000.00

The human resources required for the project of “Organizing a wedding for 100 people” are Project Manager, Event Manager, Planner, Resource Manager, Workers, Contractors, Cameraman, Videographer, Vendor, Speaker, Solemniser, Band, and Registrar. The responsibilities of the human resources are pointed out in the table below,

Human Resource Name	Roles and Responsibilities
Project Manager	Accumulating Required Resources for wedding Consulting Decorators for venue decoration Scrutinizing the wedding preparations
Event Manager	Selecting and Booking the venue for wedding reception Guest list is formed Sending Invites to the guests Hiring Cameraman and Video Maker Booking band for performing/playing music RSVP from guests is received Booking Solemniser/Wedding Priest Making Appointment with Marriage Registrar on wedding day Reviewing the wedding arrangements Scrutinizing the wedding preparations
Planner	Plan Review with the client Schedule planning for wedding
Resource Manager	Selecting vendor and sorting food items for wedding dinner Arranging Flower and other decorative items for venue
Workers	Decorating the Wedding Venue as per theme Making Seating Arrangements
Contractors	Decorating the Wedding Venue as per theme Reviewing the wedding arrangements
Cameraman	Clicking Photographs at the wedding ceremony
Videographer	Making video of the wedding ceremony
Vendor	In-charge of food and beverage serving at the wedding ceremony
Speaker	Channeling the event of the wedding ceremony
Solemniser	Executing the main wedding ceremony
Band	Music performance for entertainment at the wedding ceremony
Registrar	Registering the wedding couple legally

EVENT ORDER FORM Date: CUSTOMER INFORMATION EVENT INFORMATION Name: Dept: Bill Code: Phone Number: Event Date: Description: Guest Count: Event Status: Contact Person: LOCATION AND TIMES Room                    Setup Style                               Start Time             End Time Menu Selections Description                                                                           Quantity                       Price                                      Total Billing Summary Subtotal of Selection & Other Charges Total:  Special Instructions Customer Signature & Date Director of Catering & Date

Supplier/Contractor Name	Location	Tagline
Modern Wedding	Sydney	“Meet the best and brightest in wedding style”
A Lavish Affair	Sydney	“Lavish Affair is a collaborative, fun-loving team of event planners, stylists and designers”
Ashdown & Bee	New South Wales	“creating beautifully styled weddings and bespoke hand-drawn signs for modern romantic couples”
Beautiful Weddings	Queensland, Australia	“Meet Justine and Nicole: the stylish sisters and founders of Beautiful Weddings”
Carte Blanche Wedding Design	Perth, Western Australia	“Natalie Beckman’s love of romance and all things pretty”
Centrepiece by Design	Syndey	“simple touches from bouquets, flowers, linen and draping or contact them for the entire captivating wedding experience”
Crab Apple Vintage	Newcastle, the Hunter Valley, Sydney	“popular wedding hire and styling business encompassing”
Chic Rustique	Margaret River Western Australia	“transforming the most unassuming looking venue into a spellbinding scene”
Decorations by Jelena	Sydney	“adore designing personalised events for every single one of their clients”
IGBY Productions	Geelong and Melbourne	“quite flexible and can offer varied levels of service”

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