Wedding Planning Essay Sample

Part A

1. Wedding Project Initiation

The first step in planning an event entails the due consideration being given to cost, implementation and performance variables. These aspects have a direct relationship on the desired level of success for the individual event (Melissa & Adriana, 2005). A wedding forms one of the most prime occasions, which most individuals indulge in at a vantage point in the lives. The actual initiation of the wedding project will involve all project team members through a competent participatory framework (Melissa & Adriana, 2005). This forms the basic foundation of a wedding occasion with the main objective being to establish overall parameters of this big day as well as appeasing management so as to oversee the completion and smooth run of the project. Successful wedding initiation begins with a detailed definition so as to make it understood and welcomed by the concerned stakeholders. Each of the team members will propose their prime ideas, which will be subjected through a brain storming session. Afterwards a competent project proposal shall be drafted and each member of the team affirms the contents. All the members of the project team will participate in the actual revision before the final proposal draft is printed. In the initiation step, things such as overall wedding cost, schedule and associated risks are discussed. Once approved then marks the understanding of the project and so they can now move to the next level of planning. This step is very crucial as it is the primary source of information in regard to its progress.

2. Wedding Project Planning

Wedding planners play a significant role in ensuring that the project goals are primarily achieved in a fluid manner (Melissa & Adriana, 2005). Planning will essentially be a coordinated activity between the management (project team members), the groom, bride, and wedding committee representatives from both families. However, the initial plans will entail the project team members who will produce the first plan that will be presented to the groom and bride as a tentative proposal. This will entail suggestions on proposed wedding site, number of guests, equipment and food selection, funding needs, and mechanisms, through which the project shall be implemented, looking for professional photographer, choose music type and finalize deal with the florist and band. (Loveless,2005) Then the members are therefore called by the chairman of the committee to air their views concerning the above mentioned suggestions based on the anticipated budget.

3. Wedding Project Implementation

The implementation process of a wedding represents the application of the proposed concepts by following the initial plan matching the goals and objectives of the project. Goal setting ordinarily involves the establishment of a feasible and concrete objective (Taylor, 1999). This will essentially involve the whole team through proper assignment of duties and mostly characterized by things such as monitoring the progress and considering the best approaches towards achievement on the wedding day.

4. Wedding Project Control

Controlling the wedding project forms a critical component of the entire wedding program. This is because it involves setting goals, creating sufficient reinforcements and contract negotiations taking into account the project deliverables (Taylor, 1999). The prepared plan will be used in guiding the actual activities and all members shall have a critical role here. The manager will guide decision making in order to ensure that the project achieves its desired project objectives.

5. Wedding Project Closure

This usually entails summarizing the entire operations after the actual event has occurred. The management shall be in charge of handling the project deliverables once everything has been accomplished (Melissa & Adriana, 2005). First, surplus funds from the project shall be used in the actual clearance of the hired site and any remaining amount shall be provided as additional perks for the attendants. It is also to be noted that with wedding project closure all the stakeholders should be aware of the tangible budget that will oversee the wedding expenses catered for (Loveless,2007).The prepared report shall then be handed over to the wedding committee.

Part B

1. Management Summary

a. Wedding Project Charter

The project charter states that: “Through significant input from our technical team, strategies, and individual abilities, the project aims at infusing practical, applicable, and well timed concepts, to achieve the prime wedding plan goals”. Wedding day transportation is chosen depending on the choice of the bride and groom.

2. Management and Organization

a. Identify Key Personnel and Authority Relationships

The personnel who shall be in charge of ensuring that the project goals are successfully achieved include: the project manager, the secretary, the accountant, and field/event personnel. The management structure used will be in a top-down manner through in which the manager handles all the critical decisions. Meetings will be held weekly during which duties are delegated to all members according to area of expertise. All members will be required to report to the manager on a constant basis, without interrupting the flow of information at any time. In addition, the accountant will be in charge of all financial operations.

b. Wedding Manpower

The man power for implementing the wedding project deliverable will essentially be acquired in form of attendants. However, members of the project team will also offer assistance as a supporting element. The attendants will be hired from a reputable even organization and will comprise cooks, service personnel, and ushers as well as the reception venue.

c. Training and Development

The training and development goals aim at equipping all team members with the necessary skills, especially with regard to emerging concepts, that are required to achieve the desired efficacy. The training and development will be carried out vigorously during the beginning parts of the project with an aim of developing an efficient team capable of handling all the required operations jointly without interrupting other functions. This section make call for the way in the maids and ushers are expected to do on that day and more importantly the bride and groom are trained on how to conduct themselves come that day.

3. Technical Section: Project Activities, timing, and Cost

a. Statement of Work

The statement of work states that “Getting the right mix for the wedding couple, the guests, and ambient environment make the wedding a success.”

b. Work Breakdown Structure

c. Responsibility Assignments

Manager: the duties will entail coordinating wedding planning operations, actual implementation of activities, and getting in touch with clientele group.

Accountant: the duties will entail handling all the funds and other allocated financial operations.

Secretary: the duties will entail providing sufficient briefing to all the members regarding emerging concerns, and preparing all the relevant reports for the entire wedding.

Other members: the duties will entail the application of designed strategies and following the proper plan for assigned for the wedding, especially during the actual occasions.

d. Project Schedule

According to Daniels and Loveless (), “wedding implementation occurs smoothly if the planner has a comprehensive production schedule. Also known as a build-out schedule, the production schedule is a timeline that offers a detailed plan of the specific tasks that pertain to the actual implementation of  an event” (p.111).

The project schedule shall be as follows:

Activity

Time Line

Preparation of the Wedding Plan Proposal

Week 1

Presentation of the Plan to tentative Clientele

Week 2

Review of Plan to suit Client needs

Week 3

Budget Preparation and Allocation

Week 3

Funding Arrangements

Week 4

Choosing the Wedding site and buying provisions

Week 5

Actual Wedding day

Week 6

Closure (photo book and event closure)

Week 6

e. Budgets and Financial Support

The will entail splitting the costs between the two families, choosing appropriate wedding categories, and avoiding the aspect of generalization of costs by using proper procurement procedures through quotations (Melendez & Melendez, 2007). Budget will entail the following aspects:

  • Transportation:

This shall be facilitated by the bride and groom family. Arrangements are made only for two families since guests are expected to arrive using their own means.

  • Food and equipment:

This will be financed by the family and support funding can be obtained from other friends and family.

  • Wedding site:

The wedding site chosen shall depend on weather and cost factors. This will financed by the family of bride and the groom.

  • Salary for Attendants and project team:

This shall be calculated as a percentage of the total wedding cost, and then added to the figure to give the actual wedding cost. This is to cater for planning and implementation initiatives. This shall also be financed by the two families.

  • Contingency:

This will form a percentage of the total cost and will cater for emerging issues, which are essentially past the control of the team, for instance, deficits. This shall be financed by the wedding groom and bride families.

Actual Budget

Item

Cost ($)

Transportation

Dependent on scale of event

Food and Equipment

Dependent on scale of event

Wedding Site (seats, venue, and arrangement)

Dependent on scale of event

Salary for Project Members (Planners/Implementation/supervision) Dependent on scale of event

Dependent on scale of event

Contingency

Dependent on scale of event

f. Testing

This will involve a few family members of the two sides, the bride, the groom, and project team members. Activities will entail rehearsal, reviewing, and adequate revision of the program (Taylor, 1999).

g. Change Control Management

In order to sufficiently cater foe any changes that may occur on the program. Hence, “the couple and pastor will review the service, revise it to fit their issues, and then rehearse it” (Taylor, 1999). This allows for any future changes on the program to be relatively easier to accommodate since the critical aspects have been take care of.

h. Quality Plan

The quality plan will essentially involve carrying out the assigned operations in a desired manner that pursues assigned strategies for the implementation framework. This shall be the sole role of the project manager.  The attendants and other team members shall be informed of the respective quality benchmarks to be used. In addition, the quality plan shall entail engaging the partners’ sides and regulating the depth of inquiry from other members (Taylor, 1999). The quality plan shall entail the application of certain guiding elements, which will be used as a benchmark to ascertain that all goals have been primarily achieved.

i. Work Review Plan

Reviewing the work plan shall be carried out by the project team members in a consultative manner. The respective actions of reviewing the plan can be carried out after approval from the bride and groom. They should be informed at least 6 hours to the start of the wedding to give chance for modifying other details, for instance, reprinting the program lists.

j. Documentation

Documentation shall entail name tags, guest lists, menu lists, area labels, and wedding programs.

k. Implementation

According to Taylor (1999), “Planning implementation includes reviewing, rehearsing, revising the program, three sub-kills that prepare persons to carry out their program” (p.29). The implementation process shall essentially be carried out following the assigned timeline, program schedule, and assigned instructions to participating parties (project team and attendants). The activities that will entail implementation are provided in the work breakdown structure. This will entail the following:

  • Supervision and Planning

This will be duty of the project team members. The manger will play the major role in this section.

  • Booking Equipment and Wedding Site:

The project manager has to make sure that every thing is in order and most importantly the equipments needed. Some of these many entail things like reception venue, entertainment equipments, chairs and any other thing that the committee had proposed earlier on. He also makes the booking of the wedding site as chosen by the bride and groom.

  • Handling of Guests

Guests will sufficiently be handled by the attendants and other project team members. In addition, all the sitting arrangement shall be arranged in advance according to incoming guests. A guest list shall be availed for this sole purpose. The attendants carrying out this role shall effectively have name tags for ease of identification. It is also important for the management committee to be much sure of the expected guests  before looking for the reception location.

  • Management

Management of the full project will be the role of the manager. This is because it critically involves coordination of all the chosen activities according to the work plan (Melissa & Adriana, 2005).

  • Photography

Photography is a critical activity when it comes to weddings, hence, there is need to ensure quality photographs are essentially taken. In order to ascertain this, good photographers will be chosen based on qualification, possessing of quality cameras, and having attended similar occasions. This is essentially because these will form memoirs of the wedding.

l. Economic Justification: Tradeoffs and Alternatives

The achievement of project goals shall essentially be carried out by focusing on the cost effective mechanisms in order to avoid the significant occurrence of losses. This shall essentially be enabled by a competent budgetary allocation criterion that considers changing market values of some of the input factors (Melissa & Adriana, 2005).

m. Area of Uncertainty and Risk

By virtue of the nature of a wedding event, certain uncertainties may occur leading to the development of significant risk factors. These shall essentially be tackled through the application of an efficient risk assessment framework, which entail forecasting changing patterns of the events industry and cushion these effects well in advance during the planning stages of the wedding. Generally the success of a wedding lies greatly on the planning stage but also it should be noted that the competence of the committee members maters a lot towards making the whole thing a success.