Project Plan Sample
Project title
Managing wedding ceremony of James & Emily Postman.
Project purpose
Organising and overseeing smooth run of James & Emily Postman’s wedding.
Background and strategic context
On 1st of January 2012, James and Emily visited our office with a request to
organise and manage their wedding ceremony. Following information was
gathered during the meeting:








They had engagement 3 weeks ago.
Both of them are full time employed and do not have enough time to do
the necessary arrangements.
James live in Broadmeadows while Emily is resident of Keilor.
Most of their friends and relatives are resided in Melbourne’s northern
and western suburbs.
They have provided a list of 85 guests.
They will prefer any day during July 2012 for their wedding.
They have shown concern over budget. Maximum allocation is
$30,000.
Wedding venue should be in northern or western suburbs.
Other related projects
NIL
Project objective
To organise and manage James and Emily Postman’s wedding during July
2012 and make arrangements for 85 guests.
Scope table
In scope
Wedding
arrangements.
Out of scope
(exclusions)
Honeymoon and
travel
arrangements.
Assumptions
Constraints
All 85 shortlisted
guests will
attend the
ceremony.
1. James & Emily raised
their concern on budget.
They are looking for
economic planning and
arrangement within
$30,000.
2. James & Emily requested
to organise their wedding in
July 2012.
3. James & Emily and most
of their friends/ relatives live
in Melbourne’s Northern
suburbs. They prefer to
organise event in nearby
location.
Document Owner : Student Coordinator, Coupar Angus Institute of Technology, Southbank, Australia
www.couparangus.com.au
Ver 1.0 | Created 2/10/12 | Last updated 9/10/12
Page 1
Project Plan Sample
Project Sponsor:
Version: 1
Date: 5/1/12
Project Manager:
Zaheer
Project Client
James & Emily
File Name:
31006213_21994_01.
doc
Page: 2 of 11
Deliverables
Organising and managing James and Emily’s wedding ceremony.
Governance
Project client
Project sponsor
Project team
:
:
:
James & Emily Postman
James & Emily Postman
Project Manager
(Zaheer)
Team Member A
(Alex)
Key stakeholders
Client
Project manager
Project team members
Service providers
Product suppliers
:
:
:
:
:
Team Member B
(Sonia)
James and Emily Postman
Zaheer Siddiqui
Alex Samuel, Sonia O’Brien
Various
Various
Project plan
Attached as an appendix.
Gantt chart
Please refer to attached workbook named gantt_chart.xlsx
Activities schedule
Attached as an appendix.
Resource and cost plan
Please refer to Project master plan and Activities schedule.
Risk plan
Attached as an appendix.
Quality management plan
Attached as an appendix.
Document Owner : Student Coordinator, Coupar Angus Institute of Technology, Southbank, Australia
www.couparangus.com.au
Ver 1.0 | Created 2/10/12 | Last updated 9/10/12
Page 2
Project Plan Sample
Communications and reporting
Attached as an appendix.
Project report
James and Emily’s (client) wedding was organised and managed by team of
three. Zaheer (myself) worked as Project Manager, while Alex and Sonia
assisted as team members.
A comprehensive project plan was prepared which included team
responsibilities, time frame and budgetary allocations. All stakeholders were
consulted at all relevant stages and communication chain was very strong.
Team members were aware of project goals, scope and limitations. They had
plenty of experience in organising similar events and had established network
of reliable service / product suppliers. All these factors contributed in success
of the project.
Client allocated budget of $30,000; while team was able to provide all
deliverable in time with $25,300 without compromising quality. A significant
saving of $4,700, was highly appreciated by the client and team was able to
get two referrals from them.
Team member Alex booked wedding & ceremony venues, successfully
negotiated excellent meal deal, booked limousine and managed booking with
jeweller. He assisted team in all other relevant tasks as well.
Team member Sonia, acted as liaison between client and the team. She kept
well-informed James & Emily with all phases of the project. She also assisted
team in various bookings such as dresses, DJ, wedding decorator, florist, hair
& makeup artist and wedding night accommodation. She assisted team in all
other relevant tasks as well.
I booked photographer, designed, ordered and distributed invitation cards and
other relevant stationery, submitted 'notice of intention to mary', organised
wedding cake on very reasonable price, ordered bonbonniere and other
relevant extras. I supervised and managed the overall project and other team
members. I ensured that all tasks are completed on time and all deliverables
are according to agreed quality standards. I made sure that on the wedding
day, all phases run on time. I coordinated team members effectively, which
lead to a successful event.
In project conclusion meeting we analysed various aspects of the project. We
found that printed stationery quality could have been better. Selected jeweller
was bit dearer than some of his competitors. We made a note for our future
events.
Document Owner : Student Coordinator, Coupar Angus Institute of Technology, Southbank, Australia
www.couparangus.com.au
Ver 1.0 | Created 2/10/12 | Last updated 9/10/12
Page 3
Project Plan Sample
Project plan / Schedule
SNo Task1
Comments
Assigned to
Deadline Budget
Sonia
2/1/12
1
Re-check guest list and confirm with James
& Emily.
2
Prepare wedding plan and decide on
budgetary allocations.
Discuss budget with James & Emily and get
approval.
Team.
5/1/12
Sonia to get
approval from
James &
Emily.
$25,300.00
3
Select and book wedding venue for any
available date in July 2012.
Within Northern or Western suburbs.
Booking will decide the wedding date.
Alex
8/1/12
$6,000.00
incl. meals
4
Select & book ceremony venue including
celebrant booking.
Location should be close to wedding venue.
Alex
9/1/12
$1200.00
incl. fees
5
Book photographer and videographer.
Zaheer
12/1/12
$3,000.00
6
Book dresses (Groom, Bride, Groomsmen,
Brides women).
Hire only
Sonia
20/1/12
$2,500.00
7
Wedding Stationery
(Invitation cards, RSVPs, thank you notes,
place cards, bridal registry cards).
Design
Zaheer
20/1/12
-
Approval
Sonia
24/1/12
-
Order
Zaheer
25/1/12
$1,000.00
10
Collection
Zaheer
1/3/12
-
11
Distribution
Zaheer
5/3/12
$100.00
First preference – Limousine. Can select another
type due to budgetary constraints.
Alex
12/1/12
$1500.00
8
9
12
Book wedding car.
1
Source : Task list originated from Wedding Checklists available on:
http://www.bridesdiary.com.au/articles/articleDetail.aspx?id=80
http://www.brideonline.com.au/articles/planning/start-planning-the-wedding-checklist.htm#.UDin1FHXFUQ both links were accessed on 2/8/12.
Document Owner : Student Coordinator, Coupar Angus Institute of Technology, Southbank, Australia
www.couparangus.com.au
Ver 1.0 | Created 2/10/12 | Last updated 9/10/12
Page 4
-
Project Plan Sample
SNo Task1
Comments
13
Select wedding ceremony music and book
entertainment (DJ).
Get preference from James & Emily. Organise music Sonia
CD and book DJ.
12/1/12
$3,000.00
14
Decide on theme and colours to follow.
Discuss with James & Emily and get their
preference.
Sonia
12/1/12
-
15
Book a wedding decorator.
Sonia
14/1/12
$1,500.00
16
Florist – select bridal bouquets, button holes, Consult with James & Emily. Place an order.
wedding ceremony and reception flowers.
Sonia
15/5/12
$1,500.00
17
Book an appointment with hair and makeup
artist.
Check with James & Emily, if they have any
preference.
Sonia
15/3/12
$1,000.00
18
Book wedding night accommodation.
Check with James & Emily, if they have any
preference.
Sonia
17/3/12
$300.00
19
Fill out ‘Notice of Intention to Mary’.
Get James & Emily to sign.
Zaheer
15/5/12
-
20
Book an appointment with jeweller for
wedding bands.
James & Emily to select.
Alex
17/3/12
$1,000.00
21
Order wedding cake.
Zaheer
10/5/12
$400.00
22
Re-check the menu and select the wines and Consult James & Emily.
champagne.
Sonia
10/6/12
$500.00
23
Finalise floor plan e.g. where the bridal table
is, guest tables, DJ, where the band will play,
where they will cut the cake, where the
dance floor will be, where the MC and
speech makers will stand.
Team
20/6/12
-
24
Order bonbonniere and other wedding day
extras e.g. confetti, wedding bubbles, rose
petals etc.
Zaheer
17/6/12
$500.00
Document Owner : Student Coordinator, Coupar Angus Institute of Technology, Southbank, Australia
www.couparangus.com.au
Ver 1.0 | Created 2/10/12 | Last updated 9/10/12
Assigned to
Page 5
Deadline Budget
Project Plan Sample
Comments
SNo Task1
Assigned to
Deadline Budget
25
Document order of service for the wedding
Consult James & Emily.
ceremony and select/ write hymns, vows and
readings.
Team.
12/06/12
Sonia to
consult James
& Emily.
-
26
Re-confirm all relevant bookings and orders.
Team
1/06/12
-
27
Organise wedding rehearsal.
Team
30/06/12
-
28
Supervise the ceremony.
Team
5/7/12
-
Project Sponsor:
James & Emily
Version:
Date:
Project Manager:
1
5/1/12
Zaheer Siddiqui
Document Owner : Student Coordinator, Coupar Angus Institute of Technology, Southbank, Australia
www.couparangus.com.au
Ver 1.0 | Created 2/10/12 | Last updated 9/10/12
Project Client:
File Name:
Page 6
James & Emily Postman
31006213_21994_01_manage projects.docx
Page: 5 of 11
Project Plan Sample
Activities Schedule
Phases & activities
Re-check guest list and
confirm with James & Emily.
Prepare wedding plan and
decide on budgetary
allocations and get clients’
approval.
Select and book wedding
venue for any available date in
July 2012.
Responsibilities
Resources
- Guest list
- Phone
- Meeting room
- Phone
- Phone
- Venues’ list
Effort
(hrs)
1
Started
Deadline
2/1/12
Actually
completed
2/1/12
Comment /
Status
Completed
2/1/12
4
5/1/12
5/1/12
5/1/12
Completed
8
6/1/12
8/1/12
8/1/12
Completed.
Venue booked
for 5th July 2012.
Alex
successfully
managed to
secure a
package deal.
$65 per head
two course
menu, with
glass of wine
and dessert.
Function room &
ballroom free.
Select & book ceremony
venue including celebrant
- Phone
- Venues’ list
Document Owner : Student Coordinator, Coupar Angus Institute of Technology, Southbank, Australia
www.couparangus.com.au
Ver 1.0 | Created 2/10/12 | Last updated 9/10/12
8
7/1/12
Page 7
9/1/12
9/1/12
Client is happy
with the date
and booking.
Completed
Project Plan Sample
Phases & activities
Responsibilities
booking.
Book photographer and
videographer.
Book dresses (Groom, Bride,
Groomsmen, Brides women).
- Take sizes from
James & Emily
- Sit with the client
and assist them to
visit bridal shop’s
website and select
the dresses
- Help them in
browsing through
the website
Wedding Stationery:
Design
Approval
Order
Collection
Distribution
Book wedding car
Select wedding ceremony
music and book entertainment
(DJ).
Meeting with client,
take CDs to
choose OR ask for
Resources
Effort
(hrs)
Started
Deadline
Actually
completed
Comment /
Status
- Phone
- Photo /
Videographer’s
list
- Phone
- Laptop
- Mobile internet
1
11/1/12
12/1/12
12/1/12
Completed
8
15/1/12
20/1/12
20/1/12
Completed
- Adobe
Photoshop
- Previous
designs
catalogue
- Phone
- Email
- Phone
- Mail
- Mail
- Phone
- Laptop
- Music CDs
- Phone
8
16/1/12
20/1/12
20/1/12
Completed
2
20/1/12
24/1/12
24/1/12
Completed
1
1
8
1
4
25/1/12
1/3/12
5/3/12
10/1/12
8/1/12
25/1/12
1/3/12
5/3/12
12/1/12
12/1/12
25/1/12
1/3/12
5/3/12
12/1/12
12/1/12
Completed
Completed
Completed
Completed
Completed
Document Owner : Student Coordinator, Coupar Angus Institute of Technology, Southbank, Australia
www.couparangus.com.au
Ver 1.0 | Created 2/10/12 | Last updated 9/10/12
Page 8
Project Plan Sample
Phases & activities
Decide on theme and colours
to follow.
Book a wedding decorator.
Florist – select bridal
bouquets, button holes,
wedding ceremony and
reception flowers.
Book an appointment with hair
and makeup artist.
Book wedding night
accommodation.
Fill out ‘Notice of Intention to
Mary’.
Book an appointment with
jeweller for wedding bands.
Order wedding cake.
Re-check the menu and select
the wines and champagne.
Finalise floor plan e.g. where
the bridal table is, guest
tables, DJ, where the band will
play, where they will cut the
cake, where the dance floor
will be, where the MC and
speech makers will stand.
Order bonbonniere and other
wedding day extras e.g.
Responsibilities
their favourite
music title.
Meeting with client.
- Get client’s
signature.
Resources
Effort
(hrs)
Started
Deadline
Actually
completed
Comment /
Status
- Laptop
- Sample photos
- Phone
4
8/1/12
12/1/12
12/1/12
Completed
1
4
13/1/12
12/5/12
14/1/12
15/5/12
14/1/12
15/5/12
Completed
Completed
- Phone
1
15/3/12
15/3/12
15/3/12
Completed
- Phone
2
16/3/12
17/3/12
17/3/12
Completed
- Phone
- Forms
- Mail
- Phone
4
12/5/12
15/5/12
15/5/12
Completed
1
16/3/12
17/3/12
17/3/12
Completed
- Phone
- Phone
- Meeting room
- Meeting room
1
4
8/5/12
10/6/12
10/5/12
10/6/12
10/5/12
10/6/12
Completed
Completed
4
19/6/12
20/6/12
20/6/12
Completed
- Phone
1
16/6/12
17/6/12
17/6/12
Completed
Document Owner : Student Coordinator, Coupar Angus Institute of Technology, Southbank, Australia
www.couparangus.com.au
Ver 1.0 | Created 2/10/12 | Last updated 9/10/12
Page 9
Project Plan Sample
Phases & activities
confetti, wedding bubbles,
rose petals etc.
Document order of service for
the wedding ceremony and
select/ write hymns, vows and
readings.
Re-confirm all relevant
bookings and orders.
Organise wedding rehearsal.
Responsibilities
Resources
Effort
(hrs)
Started
Deadline
Actually
completed
Comment /
Status
- After team
meeting, visit client
to hand-in/ discuss
prepared docs.
- Meeting room
4
9/6/12
12/6/12
12/6/12
Completed
- Phone
8
29/05/12
1/6/12
1/6/12
Completed
- Team
- Client
- Venue
- Team
- All booked
resources
4
30/6/12
30/6/12
30/6/12
Completed
8
5/7/12
5/7/12
5/7/12
Completed
Supervise the ceremony.
Project Sponsor:
James & Emily
Version:
Date:
1
5/1/12
Project Manager:
Zaheer Siddiqui
Document Owner : Student Coordinator, Coupar Angus Institute of Technology, Southbank, Australia
www.couparangus.com.au
Ver 1.0 | Created 2/10/12 | Last updated 9/10/12
Project Client:
File Name:
Page 10
James & Emily Postman
31006213_21994_01_manage
projects.docx
Page: 9 of 11
Project Plan Sample
Risk plan
Risk
Wet weather
Marriage Celebrant – No
show
Likelihood
(H / M /L)
M
Impact
(H / M / L)
L
L
H
Photographer /
Videographer – No show
L
H
Missing guests.
L
L
Various bookings
L
H
Health & Safety
L
M
Risk Response (Contingency Strategy)
Responsibility
- Wedding venue is undercover.
- Ceremony venue is undercover. Both venues are 50
ft. apart and are joined with covered hallway.
- Venue management ensured that courtesy umbrellas
will be available for the day.
Two confirmed guests are registered marriage
celebrant.
Alex will make sure that
hallway is accessible on
wedding day.
Alex has checked with them, both are happy to take
over, if nominated Marriage Celebrant fails to come.
Venue management provide backup photographer /
videographer services on 30 minutes notice. It is a
fixed price service and will cost $4,500. No booking is
required.
Although James & Emily ensured that all guests are
confirmed guests, still we will send them invitations
and get RSVPs.
Relevant team members will maintain regular contacts
with service providers to ensure that all booked
services and commodities are delivered in time.
Venue management ensured that they have all
measures in place for guests health and safety.
Document Owner : Student Coordinator, Coupar Angus Institute of Technology, Southbank, Australia
www.couparangus.com.au
Ver 1.0 | Created 2/10/12 | Last updated 9/10/12
Page 11
Alex will re-confirm with all
the three persons to make
sure they are attending
the wedding.
Zaheer will make sure that
booked photographer/
videographer arrives at
least 1 hour before
scheduled time.
Zaheer will follow up
RSVPs.
Team members
Zaheer will keep an eye
on any Health & Safety
concerns. He will inspect
the venue at least three
hours prior to the
commencement of event
and will perform health &
safety inspection.
Project Plan Sample
Risk
Likelihood
(H / M /L)
Impact
(H / M / L)
Risk Response (Contingency Strategy)
Responsibility
He will address any
identified issues and will
coordinate with venue
management for in-time
rectification.
Project Sponsor:
James & Emily
Version:
Date:
1
5/1/12
Project Manager:
Zaheer Siddiqui
Project Client:
File Name:
Document Owner : Student Coordinator, Coupar Angus Institute of Technology, Southbank, Australia
www.couparangus.com.au
Ver 1.0 | Created 2/10/12 | Last updated 9/10/12
James & Emily Postman
31006213_21994_01_manage
projects.docx
Page: 9 of 9
Page 12
Project Plan Sample
Quality Management Plan
Item
Wedding venue
Agreed quality standards
Minimum 3 star.
Recovery procedure
Venue management assured that their quality
service is of minimum 4.5 star. Their relevant
insurances are in place and have long history
and excellent reputation in organising such
ceremonies.
Ceremony venue
Able to accommodate all guests with
reasonable space for the ceremony.
Photographer / Videographer
Must be well experienced in wedding
events.
Dresses must be of highest available
standards and within budgetary allocation.
Dresses
Stationery
High quality print and heavy material.
Wedding night accommodation
Minimum 4 star.
Project Sponsor:
James & Emily
Version:
Date:
Project Manager:
1
5/1/12
Zaheer Siddiqui
Document Owner : Student Coordinator, Coupar Angus Institute of Technology, Southbank, Australia
www.couparangus.com.au
Ver 1.0 | Created 2/10/12 | Last updated 9/10/12
Project Client:
File Name:
Page 13
Their service agreement states that they will
organise event in a five star hotel on their
expense OR will reimburse the whole cost with
$50,000 penalty if they fail to provide committed
service.
Venue management assured that they have long
history and excellent reputation in organising
such ceremonies.
Two stand-by celebrants are attending ceremony
as guest and are willing to assist if need be.
Venue management do have backup services
available on additional cost.
‘Light in the Box (http://www.lightinthebox.com)’
provide cheap and dress hire service and do
have overnight delivery service.
Vistaprint.com.au services are reliable and
deliver products in 48 hours time.
Hotel charter assures to provide minimum 5 star
alternative service to the guests plus
complimentary food, if they fail to accommodate
pre-booked guests.
James & Emily Postman
31006213_21994_01_manage projects.docx
Page: 9 of 9
Project Plan Sample
Communications and reporting
Stakeholder
Team
Client
Service providers
Product suppliers
Project Sponsor:
James & Emily
Information required/ to be
communicated
- Project information
- Progress on all phases
- Budget approval
- Plan approval
- Dresses selection
- Stationery approval
- Music selection
- Colour theme selection
- Floral products selection
- Hair & makeup artist preference
- Wedding night accommodation
preference
- ‘Notice of intention to mary’
documents; fill-in and signatures
- Jewellery selection
- Wine & Champagne selection
- Order of service, hymns, vows
and readings.
- Wedding rehearsal.
- Bookings
- Confirmations
- Bookings
- Confirmations
Version:
Date:
Project Manager:
1
5/1/12
Zaheer Siddiqui
Document Owner : Student Coordinator, Coupar Angus Institute of Technology, Southbank, Australia
www.couparangus.com.au
Ver 1.0 | Created 2/10/12 | Last updated 9/10/12
Frequency
Format
Daily and weekly
Refer to project plan for
communication / interaction
dates.
- Team meetings
- Emails
- Phone
- Email
- Client meeting
Refer to project plan for
communication / interaction
dates.
Refer to project plan for
communication / interaction
dates.
- Phone
- Email
- Letters
- Phone
- Email
- Letters
Project Client:
File Name:
James & Emily Postman
31006213_21994_01_manage projects.docx
Page: 9 of 9
Page 14
Project Plan Sample
Document Owner : Student Coordinator, Coupar Angus Institute of Technology, Southbank, Australia
www.couparangus.com.au
Ver 1.0 | Created 2/10/12 | Last updated 9/10/12
Page 15