Paan Project Strategic and Careful Planning

Question: Discuss about the Paan Project for Strategic and Careful Planning. Answer: Introduction The purpose of the report revolves around strategic and efficient planning of a wedding event. Wedding is one of the most important social events and therefore, it requires careful and strategic planning of the event. The success of any event depends on the strategic and careful planning that is needed to make the event organized and attractive (Napompech 2014). All the activities of the events need to be properly coordinated and synchronized for the event to be a success and coordinated. In this paper, various elements of a wedding event is analyzed and studied. The various key stakeholders and the products that would be used in the event are studied so that a basic understanding of the major requirement of the event is studied and analyzed. The various techniques and planning procedure of an event needs to be understood and analyzed in order to establish a proper coordination between different activities in an organization (Rothaermel 2013). Background of the project The project is regarding the wedding event that is being held at Stockbridge. The wedding is between Andrew Hudson and Melissa Clarke. The wedding event is planned strategically and efficiently to make it a grand ceremony. A wedding event is an important milestone in the timeline of a person and therefore necessary attention has to be given on the arrangement of the event. The floral arrangement, light arrangement music and photography have to be given special emphasis Claire Martin is the local jazz singer, who is selected for the wedding event. The Golden Whattle, Orchid, Guinea flower and agapanthus are the flowers that would be used for the floral arrangement. The event will include wedding dinner and music to add to the extravaganza of the event after the wedding ceremony is over. The venue of the event is Stockbridge, located at United Kingdom, which is a countryside venue and boasts of peaceful ambience and attractive location that makes it a perfect location and venue for a s pecial occasion like a wedding. Project Administration Document Project Goal Specific The goal of the project is to create a memorable event for the couple, Andrew Hudson and Melissa Clarke. The goals and objectives of this event is to make is the most successful and notable event in town and to add grandeur and splendour to the event. Measurable The event can be evaluated as a success from the feedbacks of the guests and the stakeholders Attainable The goals and objectives of the event is attainable through strategic planning and performance. By taking care of the needs and requirements of the stakeholders, the goals and objectives can be achieved. Realistic The goal and objective of the event is realistic because there will be active participation of all the planning team in making this event a success. Timely The goals and objectives of the event is timely because the event is ranging for duration of a couple of hours. Product Scope Product definition Product definition relates to the various items that will be important for the wedding event. There are various products that are critical for the success of the event. Some of the important products that is required for the event are flowers, wedding dress and accessories, food and sound system and musical instruments will be important products in the event. Floral arrangement will be an important aspect in the decoration process of the wedding event. Food will be an important since the wedding dinner will be a highlight feature of the event. Wedding dress and accessories will be one of the most important products of the event. The bridal dress and the wedding ring are important for the wedding ceremony. Food and drinks is an important aspect of any event. The wedding dinner has to be of premium quality to provide satisfaction to the invitees and the guests of the events. The music arrangement holds a very key position in the event since the musicians and the instruments will hold a very important role since music will be played when the couples would arrive at the venue for the wedding ceremony. In addition to this, the sound system and the music arrangement will also be an important part of the project. Since a famous jazz singer Emma Pask, will be one of the famous guests in the wedding event. Product Features Products used in the event have got their respective features. The floral arrangement will have The Golden Whattle, Orchid, Guinea flower and agapanthus flowers that will add to the decoration and extravagant display of the event. A bouquet of pink rose will be used during the wedding ceremony. In addition to this, the Golden Whattle, orchids, guinea flower, agapanthus will be used for decoration purpose. These flowers are used for the vibrant colours and sweet fragrance that will add to the splendour and grandeur of the occasion. Food will have its own importance in the event. The wedding dinner will comprise of lamb leg roast, barbecued snags, Balmain bugs and Chicken parmigiana. The dessert section consisted of custards and ice creams. In the beverage and drinks section, signature cocktails, champagne and fine wine was prepared for the guests. The catering service was provided by the Top Hat Catering. It is one of the most famous caterers in United Kingdom. They provide supreme quality catering service for special events like wedding. Sound and light arrangement is a very important element for a wedding. The sound system in the wedding event has to be of the top notch. A professional sound technician will be present at the venue to manage the sound system in the event. A test run will be conducted on the eve of the event to make sure that the sound arrangements are up to the mark. A quality PA system will be required, which needs to be complemented by an audio mixer and powered speakers are required for the event. A speaker stand is also required for the sound arrangement. Wireless microphone would also be used in the wedding event for important announcements. The lighting arrangement also has an important place in the wedding event. L.E.D lights will be required for the wedding event, which will be accompanied by Laser Light for the dance floor. Music arrangements will have a key role in the entertainment area of the wedding event. Local musician will be playing at the wedding event. Jazz saxophonist and violinist and other musicians will be playing at the event. Therefore, necessary musical instruments and proper stage setting will be required for the wedding event. To spice up the event, famous Jazz singer Claire Martin will be playing at the wedding event. Tables and chairs are important products of a wedding event. Banquet chair with white cover and banquet table will be required for a wedding event. Cutleries and stylish and antique fittings and interiors will also be required for the wedding event. Change Scope Policy The products used for this wedding event are food and drinks, sound and lighting system, tables and chairs, musical equipment and flowers. These products that are chosen for this event are of supreme quality. The services that are chosen in this wedding event are of the sound technician, musicians and jazz solo singer Claire Martin. The service of waiters and waitress, bartenders and decorators and other miscellaneous workers are the other services that are chosen for this wedding event. They are chosen, keeping in mind the grandeur and splendour of the event. However, certain limitations in the event can pave the way for certain changes to be made. Flexibility has been kept in mind regarding the changes that might be needed in the event. Certain musicians are the variable element in the event and could be subjected to changes. The lighting and sound systems are subjected to change due to technical mishaps. Different lighting facilities might be used if there are technical defaults o r if they are not up to the mark of the event. The laser light could be altered with L.E.D lights on the dance floor. The number of waiters and waitress might be increased depending upon the number of invitees and guests that are invited to the event. The cutleries and other props are also subjected to change to suit the grand event. The flowers could also be changed depending upon the demands of the client. All of these changes might affect the budget and could lead to adjustment in the budget. However, a considerable amount of time would be required to incorporate such changes. Such changes would be made purely on the basis of discussion with the client with an advance notice period of 15 days. Project Scope The project scope arrangement deals with the selection of venue. Printing invitation cards to the invitees. That is the first step in wedding plan event. Post the selection of the venue, the selection of the caterer would be required. Top Hat Catering are selected as the caterers for the event. Proper planning of the event is needed to be made about the event. The organization of the staff needs to be done. Proper communication is required for proper implementation about the project. The decision about the menu is an important element in the wedding planning event. The event would require the prop and setting to be arranged for the event. The cutleries, antiques and the interiors would be required for the event. The next step would be the arrangement of the stage and seating arrangements. The setting of the sound and the light system is also an important part of the event. The floral arrangement is also an important arrangement of the event. The decision about the background music an d the musicians for the event is an important element in the project. Careful evaluation has to be made about the decision of the jazz singer for the event. The various arrangement of the musical instrument and the music arrangement during the wedding ceremony has to be arranged systematically and in an organized manner. The arrangement of waiters, waitress and other miscellaneous workers has to be done on time to make the event a grand success. The proper seating arrangement and decorations of the venue have to be done with precision and perfection. Risk management is another important element of the event. Tracking the feedback from the guests after the event is an important step to measure the success of the event. Budget of the event Particulars Cost( in ) Venue Rent 2000 Flower 500 Food and Drinks 2000 Music Artists 1300 Musical instrument 700 Sound and lighting 1000 Staff 800 Settings and decors 1500 Stationery 100 Miscellaneous 100 10000 Key Stakeholders Stakeholders Interests Couple of the wedding The couple of the wedding is the major stakeholders of the event since their wedding is one of the most important milestones in the timeline of their life. They would be interested and eager to know how grand and splendid their wedding would be. Invitees and guests The guests and invitees are the other stakeholders of the event. They would be interested in the hospitality and the treatment that is meted out to the guests, in addition to the grandeur of the event. Suppliers The suppliers are the other stakeholders of the event since they would be interested in knowing the success of the event, which would guarantee their pay. Musicians and artists The musicians and jazz artist would have a good amount of stake in the event since their performance will highlight and add sparks to the event. Thus, they have a necessary amount of interest in the event. Staffs The staffs are also important stakeholders since they have a huge amount of stake and interests in the event. They would have their respective needs and requirements and their pay would also depend o how they perform in the event. Legal requirements Legal requirements for a wedding event pertain to getting marriage registrar and a priest for the wedding ceremony. The first legal requirement is about getting the ordination. The second step is regarding the marriage license, which needs to be fulfilled after the marriage. The wedding ceremony should include the declaration of intent and other legalities and documentation that need to be completed. The maintenance of appropriate decibel level during the wedding ceremony is one of the main legal requirements that are needed for the wedding event. Insurance requirement Wedding insurance will be required for protection of the wedding hall. Insurance has to be taken on the different props and decorative articles and furniture used for the wedding event. The difference insurance policies relate to the insurance taken on ceremony flowers, musical instruments and bridal dress. An insurance policy taken out to salvage the loss arising out of cancellation due to last minute bloopers by caterers and staffs or musicians. Insurance policy has to be taken to secure the event from the accidents and disasters. Theft and other mishaps are the factors for which insurance has to be taken. Reflection There was nothing that surprised me about the project. My experience as an event manager, especially in the field of the wedding planning has allowed me the flexibility to plan and execute the activities in accordance with the plan of actions. Everything went according to the plan and according to the expectations, missions and goals of the event. The feedback of the guests also went according to the plan. Setting up a plan project document is a systematic and organized way of managing and planning an event. It helps me to keep my activities aligned with the goals and missions of the events and in the process helps me to carry out my duties and responsibilities to the best of my ability. I view this as an effective, useful and necessary approach and step since it helps in execution and controlling of the project plan that is made for the wedding event. The approved document, which is the project plan, is an important document that is required for the efficient implementation of the w edding planning activities. There were no considerable differences in defining the purpose and objectives of the project. However, few issues were faced during the definition of the purpose, scope and objective of the event. The weather conditions, budget, unknown scarcity of products and the satisfaction level of the customers were uncontrollable factors that posed a difficulty to me during the defining process. These factors were uncontrollable elements and that is why they posed as a problem to since it affected the execution of the activities and the implementation of the plans made for the event. There were no legal or insurance issues that I faced during the wedding planning issue. Conclusion On concluding this report, it can be seen that strategic management and planning is required for proper implementation of the project. There are various steps and approaches that are required for proper implementation of an event. Planning a wedding event is a critical task that needs proper evaluation of project management tools to make it successful endeavour. Reference List Napompech, K., 2014. Factors Affecting Wedding Banquet Venue Selection of Thai Wedding Couples.Journal of Applied Sciences,14(19), p.2258. Rothaermel, F., 2013.Strategic management. New York: McGraw-Hill Irwin.