VIP Wedding Ceremony And Reception: Planning And Execution

Project Scope

1.1 Project Background

The project had been made for realizing and effectively using the developed project management concepts for the forming the development of the event of VIP wedding and ceremony. The project involves the development of the project plan for the event along with necessary activities and processes. The project would do activities like selecting cameraman and videographer, selecting appropriate date for wedding, consulting wedding planner, making timeline plan for wedding ceremony, and allocating resources for project activities in the initial phase. The booking venue for the project and reviewing the plan with the vip clients are all part of the approval of plan. It is important for making a guest list for the wedding, sending invites to the guest/making calls/reaching them for invitation, researching the vendors and food items, booking band or dj as selected, receiving RSVPs of guests, and deciding programme for ceremony. The reciting of the vows and marriage requires booking solemniser or wedding priest for ceremony. The basic wedding structure would involve deciding seating arrangements, finalizing playlist for the ceremony, giving schedule to the vendors, assigning contractor for decorating the venue, and counselling marriage registrar for certifying the marriage. The event ends with Couples going for honeymoon from the wedding and the dispersion of guests.

1.2 Project Scope

The project had been formed for arranging an event of wedding ceremony and reception for VIP and it would help in the development of the appropriate plan for the marriage ceremony and reception. The project of the VIP wedding ceremony and reception consists of two types of scope namely in scope and out of scope.

In-Scope: The project includes the development of a plan for action that would involve the carrying out of the wedding activities and reception for the VIP. The project involves the development of the project plan for the event along with necessary activities and processes. The project in scope items include selecting cameraman and videographer, selecting appropriate date for wedding, consulting wedding planner, making timeline plan for wedding ceremony, allocating resources for project activities, making a guest list for the wedding, sending invites to the guest/making calls/reaching them for invitation, researching the vendors and food items, booking band or DJ as selected, receiving RSVPs of guests, and deciding programme for ceremony.

Out of Scope: The project had been made for realizing and effectively using the developed project management concepts for the forming the development of the event of VIP wedding and ceremony. The project had been formed for arranging an event of wedding ceremony and reception for VIP and it would help in the development of the appropriate plan for the marriage ceremony and reception. The travelling plan, risk management, change management plan, communication plan, activities of contractors, delivery of required things at the venue are not included in the project.

1.3 Project Objectives

Objectives of the Project

The objectives of the project of VIP wedding ceremony and reception are pointed out below,

• To use project management concepts for making an effective plan of operations for the event
• To complete the project successfully and without a hitch in the wedding ceremony
• To use the concept of project management for scheduling the activities and using the resources

The project includes the development of a plan for action that would involve the carrying out of the wedding activities and reception for the VIP. The project involves the development of the project plan for the event along with necessary activities and processes. However, the project consists of the smart deployment of the existing facilities for completing the wedding ceremony of VIP. The wedding ceremony would be hold on a large scale and it would serve as the entertainment value for the attendance by using the Dj and bands. They would form the ceremony final program with the arrangement of the dance occasion.  The wedding day involves making security arrangements, reaching site of wedding, basic infrastructure development, seating arrangements, decoration of flowers and drapes, music and food arrangements are checked, main wedding function, meetings guests after marriage, interview with media and reporters, food and beverages, cake cutting, and dj programs and dancing.

The wedding ceremony and reception had been scheduled and been made for the holy matrimony of VIP and it would ensure that all of their guests at the wedding can enjoy and cherish the moments with them to their fullest. The media and reporters are also being included in the wedding ceremony. The media would be allowed to make their reports on the wedding and it would help the people to get to know about the wedding. The overall event had been managed for the relatives and friends of the bride and groom. The cameraman and videographer, selecting appropriate date for wedding, consulting wedding planner, making timeline plan for wedding ceremony, allocating resources for project activities, making a guest list for the wedding, sending invites to the guest/making calls/reaching them for invitation, and researching the vendors and food items are some of the intended activities for building the event to mass scale.

4.1 Project schedule

WBS	Task Name	Duration	Start	Finish	Predecessors
0	VIP Wedding Ceremony and Reception	56 days	Mon 10/9/17	Mon 12/25/17
1	Initial Phase of Wedding	8 days	Mon 10/9/17	Wed 10/18/17
1.1	Selecting appropriate date for wedding	1 day	Mon 10/9/17	Mon 10/9/17
1.2	Consulting wedding planner	2 days	Tue 10/10/17	Wed 10/11/17	2
1.3	Making timeline plan for wedding ceremony	3 days	Thu 10/12/17	Mon 10/16/17	3
1.4	Allocating resources for project activities	2 days	Tue 10/17/17	Wed 10/18/17	4
2	Booking and Planning	13 days	Thu 10/19/17	Mon 11/6/17
2.1	Booking Venue for the project	2 days	Thu 10/19/17	Fri 10/20/17	5
2.2	Reviewing the plan with the VIP clients	3 days	Mon 10/23/17	Wed 10/25/17	7
2.3	Approval of Plan	1 day	Thu 10/26/17	Thu 10/26/17	8
2.4	Making a guest list for the wedding	3 days	Fri 10/27/17	Tue 10/31/17	9
2.5	Sending invites to the guest/making calls/reaching them for invitation	4 days	Wed 11/1/17	Mon 11/6/17	10
2.6	First Phase is completed	0 days	Mon 11/6/17	Mon 11/6/17	11
3	Pre wedding operations	9 days	Tue 11/7/17	Fri 11/17/17
3.1	Researching the vendors and food items	2 days	Tue 11/7/17	Wed 11/8/17	12
3.2	Selecting cameraman and videographer	1 day	Thu 11/9/17	Thu 11/9/17	14
3.3	Booking band or Dj as selected	1 day	Fri 11/10/17	Fri 11/10/17	15
3.4	Receiving RSVPs of guests	2 days	Mon 11/13/17	Tue 11/14/17	16
3.5	Deciding programme for ceremony	2 days	Wed 11/15/17	Thu 11/16/17	17
3.6	Booking Solemniser or wedding priest for Ceremony	1 day	Fri 11/17/17	Fri 11/17/17	18
4	Decoration Phase	18 days	Mon 11/20/17	Wed 12/13/17
4.1	Deciding seating arrangements	4 days	Mon 11/20/17	Thu 11/23/17	19
4.2	Finalize playlist for the ceremony	2 days	Fri 11/24/17	Mon 11/27/17	21
4.3	Giving schedule to the vendors	3 days	Tue 11/28/17	Thu 11/30/17	22
4.4	Assigning contractor for decorating the venue	1 day	Fri 12/1/17	Fri 12/1/17	23
4.5	Counseling marriage registrar for certifying the marriage	1 day	Mon 12/4/17	Mon 12/4/17	24
4.6	Making Security arrangements	7 days	Tue 12/5/17	Wed 12/13/17	25
5	Wedding Ceremony	7.5 days	Thu 12/14/17	Mon 12/25/17
5.1	Reaching site of wedding	1 day	Thu 12/14/17	Thu 12/14/17	26
5.2	Basic infrastructure development	4 days	Fri 12/15/17	Wed 12/20/17	28
5.3	Seating arrangements	2 days	Thu 12/21/17	Fri 12/22/17	29
5.4	Decoration of flowers and drapes	1 day	Thu 12/21/17	Thu 12/21/17	29
5.5	Music and Food arrangements are checked	1 day	Fri 12/22/17	Fri 12/22/17	31,29
5.6	Main wedding function	4 hrs	Mon 12/25/17	Mon 12/25/17	32
6	Wedding Reception	0.5 days	Mon 12/25/17	Mon 12/25/17
6.1	Meetings guests after marriage	40 mins	Mon 12/25/17	Mon 12/25/17	33
6.2	Interview with media and reporters	30 mins	Mon 12/25/17	Mon 12/25/17	35
6.3	Food and beverages	33 mins	Mon 12/25/17	Mon 12/25/17	36
6.4	Cake Cutting	30 mins	Mon 12/25/17	Mon 12/25/17	37
6.5	Dj programs and Dancing	40 mins	Mon 12/25/17	Mon 12/25/17	38
6.6	Couple gone for Honeymoon from the wedding	35 mins	Mon 12/25/17	Mon 12/25/17	39
6.7	Dispersion of guests	30 mins	Mon 12/25/17	Mon 12/25/17	40
7	Wedding Function Closure	0 days	Mon 12/25/17	Mon 12/25/17	41

4.2 Project outcomes 

The outcome of the project of VIP wedding ceremony and reception is a plan that would endure the completion of the wedding for them in the estimated time and resources. The Making an effective plan of operations for the event by using project management concepts and scheduling the activities and using the resources for the project by the use of project management are also the outcomes of the project.

4.3 Project deliverables

The deliverables for the project of VIP wedding and reception ceremony are,

• Making an effective plan of operations for the event by using project management concepts
• Completion of the project successfully and without a hitch in the wedding ceremony
• Scheduling the activities and using the resources for the project by the use of project management

5.1 Project Team Management

Work Breakdown Structure (WBS)

There are 4 points that should be kept in mind while managing the project team and it would assist in smart project team management,

Transparency: There should be transparency in the working and activities of the project operations for the VIP wedding ceremony and reception

Communication: The communication medium should be effective for forming the convey of the messages and information to stakeholders of the project VIP wedding ceremony and reception

Collaborations: The activities of the project must be collaborative and it should be interdependent for the project of VIP wedding ceremony and reception

Feedbacks: Occasional feedbacks from the project team members would help in ensuring that the team members of the project VIP wedding ceremony and reception are contempt with the operations.

Resource Name	Type	Std. Rate
Project Manager	Work	£250.00/hr
Planner	Work	£170.00/hr
Client	Work	£0.00/hr
Assistant 1	Work	£110.00/hr
Assistant 2	Work	£110.00/hr
Contractor	Work	£190.00/hr
Worker 1	Work	£125.00/hr
Worker 2	Work	£125.00/hr
DJ	Work	£200.00/hr
Guests	Work	£0.00/hr

List of Activities	Cost
Selecting appropriate date for wedding	£2,000.00
Consulting wedding planner	£4,000.00
Booking Venue for the project	£4,000.00
Deciding programme for ceremony	£4,000.00
Assigning contractor for decorating the venue	£2,000.00
Reaching site of wedding	£2,000.00
Main wedding function	£1,000.00
Wedding Function Closure	£0.00
Sub Total	£19000.00
Making timeline plan for wedding ceremony	£4,080.00
Allocating resources for project activities	£2,720.00
Reviewing the plan with the VIP clients	£4,080.00
Making a guest list for the wedding	£4,080.00
Receiving RSVPs of guests	£2,720.00
Deciding programme for ceremony	£2,720.00
Deciding seating arrangements	£5,440.00
Making Security arrangements	£9,520.00
Reaching site of wedding	£1,360.00
Sub Total	£34,760.00
Approval of Plan	£0.00
Deciding programme for ceremony	£0.00
Booking Solemniser or wedding priest for Ceremony	£0.00
Counseling marriage registrar for certifying the marriage	£0.00
Reaching site of wedding	£0.00
Main wedding function	£0.00
Meetings guests after marriage	£0.00
Sub Total	£0.00
Sending invites to the guest/making calls/reaching them for invitation	£3,520.00
Selecting cameraman and videographer	£880.00
Finalize playlist for the ceremony	£1,760.00
Reaching site of wedding	£880.00
Main wedding function	£440.00
Sub Total	£7,480.00
Researching the vendors and food items	£1,760.00
Booking band or Dj as selected	£880.00
Giving schedule to the vendors	£2,640.00
Reaching site of wedding	£880.00
Main wedding function	£440.00
Sub Total	£6,600.00
Basic infrastructure development	£6,080.00
Music and Food arrangements are checked	£1,520.00
Sub Total	£7,600.00
Seating arrangements	£2,000.00
Main wedding function	£500.00
Food and beverages	£68.75
Sub Total	£2,568.75
Decoration of flowers and drapes	£1,000.00
Main wedding function	£500.00
Food and beverages	£68.75
Food and Beverages	£50,000.00
Cake Cutting	£68.75
Dj programs and Dancing	£133.33
Couple gone for Honeymoon from the wedding	£18,329.17
Dispersion of guests	£0.00
Sub Total	£70,100.00
Grand Total	£150,000.00

7.1 Project Communication Methods

The communication methods that could be used for the project of VIP wedding ceremony and reception are explained in the table below,

Communication method	Description
Meetings	Project meetings serve the most easy and convenient method for the initial communication, issues handling discussion, and progress evaluation of the project.
Reports	The reports also serve as the method for conveying the message from one member to the other. The project managers use this method for transferring the project information to the investors
Telephone and Social Media	The telephone and social media serves the fastest method for communicating with the tam members of the project.

7.2 Project Stakeholder Management

Project Stakeholder management is helpful for forming the effective communication with the stakeholders and conveying the required information to them. The stakeholder management would help in developing appropriate method of communication and ensuring that the activities of the project are achieved successfully. The stakeholder management is measured in terms of the effective governance decision taken in the project.

A risk management plan can be made for evaluating the risks factors of the project of VIP wedding ceremony and reception for the development of the improved risk assessment and analysis. The project plan would help in synthesizing the effective control of operations and it would allow the activities of the project to carry on through the project life cycle. However, there are issues of over budget, delay in completion, exhaustion of specific resources, issues in food and beverage quality at the wedding, or solemniser being unable to carry on the ceremony. ACAT (Avoid, Control, Accept, and Transfer) can be used for following the risk management plan of dealing with the issues of risk.

The project is developed for the wedding ceremony and reception that had been scheduled and been made for the holy matrimony of VIP. It would ensure that all of their guests at the wedding can enjoy and cherish the moments with them to their fullest. The project needs to be evaluated and controlled for ensuring that the activities of the project are completed thoroughly. The steps needed for evaluation and control of the project are,

Outcomes of the Project

Step 1: Identificationà The evaluation and control strategy is developed for making sure that the project would be completed successfully. It is important that the project plan should be identified and the operations of the project must be developed sequentially. The operations of the project are very helpful for critically evaluating the management of the operations.

Step 2: Set upà The set up phase is developed for forming the analysis of the project operations and development of the plan of wedding and implementing them for successive development. The set up is being made for excavating the development of the improved processes of the project and holding the ceremony and reception of the VIP’s marriage successfully.

Step 3: End Transitionà The end transition is developed for evaluating the final project of the operations and it would help in developing the successful compliance of the development process.

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