Wedding in the Bahamas in Nassau at the Atlantis Resort Beach - Term Paper Example

WEDDING IN THE BAHAMAS IN NASSAU AT THE ATLANTIS RESORT BEACH PROJECT Project management plan is a document that helps the project manager in carrying out and implementing the project (Harrison, and Lock, 2004). Time, cost and scope of the project are the important elements to complete the project successfully. This report presents the proper management of the project based on arranging and conducting wedding in the Bahamas in Nassau at the Atlantis Resort Beach. Nassau is the capital of Bahamas, which is surrounded with spectacular serene beaches. The site is the best set for events like weddings. The report has focused on the essentials tools and principles to complete the project that is planning and arranging a wedding in the Bahamas in Nassau at the Atlantis Resort Beach. It describes the process to complete project including work breakdown structure, people involved in its completion, allocation of tasks, supervision, division of responsibilities and delivering final outcomes to the customers. OBJECTIVES OF PROJECT: The basic concern of the project is to split down all the activities that are necessary to conduct to complete the project. The project idea is to arrange a wedding at Atlantis Resort Beach in Nassau. As a wedding planner, time and cost are the major elements that affect the planning of the project on the whole. The objective of the project is to allocate tasks and responsibilities, measure constraints overcome hurdles and set a proper plan for arranging a wedding at the Atlantis Resort Beach within 6 months of the time period. Management has divided main objective into small objectives to achieve this objective that includes: Schedule tasks and allocate them to appropriate people Setting milestone for each task to timely complete every task Prepare work breakdown structure Monitoring and maintaining statement of work Embrace effective communication plan and maintain quality standards throughout POTENTIAL MANAGEMENT ISSUES: There can be many issues that could manipulate the performance of the project team. These problems could also affect the project’s budget and deadlines (Heagney, 2011). The potential management issues can be: Using poor or unproductive communication channels that may result in misunderstandings and consequently lose clients or contractors Unclear task descriptions to team members and workers which will then result in unwanted outcomes Low level of motivation among team members and other workers that will lead to irresponsible behaviour towards work and result in poor work performance Conflicts among team members may arise due to the difference of opinions. This can create a negative impression of the team on clients and contractors and can finish up in losing contract. PROJECT CHARTER: Project Title: Wedding in the Bahamas in Nassau at the Atlantis Resort Beach Project Start Date: Aug 15, 2014 Projected Finish Date: Nov 15, 2014 Project Leader: Rose Harrison Project Approach: On August 15th, the project leader will arrange and attend a detailed meeting with bride and groom and their families to know their desires and expectation to include them in their plan. As according to their desires, the different areas like attire of bride and groom, beauty councils and salons, decoration, lighting, site covering, etc. will be allotted to various team members of the project. A proper communication plan will be developed to avoid miscommunication and unwanted results. Leader and project members will be in direct contact with customers and dealers to make decisions regarding what bride and groom want in their wedding and how the desires can be achieved. Major and time-consuming things will be planned to do in first order, like site inspection, booking site, catering and musicians for the event. Later, the decoration, transportation and guests invitations will be entertained. The following chart shows the distribution of responsibilities among project leader and team members. Role Name Responsibilities Project leader Rose Assigning tasks, monitoring, attending meetings with clients and customers Team member Lisa Decoration and catering Team member Jake Site inspection, lighting and other aspects Team member Marry Attires and managing activities Team member Bob Guests invitation and management SCHEDULE OF TASKS: S. no MILESTONE COMPONENT ACTIVITY 1 Signing contract with families Classification of legal formalities to met. Setting official meeting to sign a contract for the project. 2 Meeting with families, bride, bridesmaids, groom and friends Organizing meeting with bride and groom’s family. Determining their wants and desires for the wedding. Planning wedding theme and their expectations. Assessment of special demands like music night, etc. 3 Hiring of workers and task assignment to team members Post job vacancies on job portals with required work specifications Assigning tasks to every team member Assign responsibilities to group leaders. 4 Site inspection Visit particular site for wedding and reception Prepare a draft or roadmap for decoration, lighting and other things. Assess the suitability of interior and exterior decoration, parking lot, etc. 5 Meeting with contractors and decoration designers Research about a range of decoration contractors and designers with experience in the field and requesting a quotation from them. Meeting and confirmation of contractors. Discussion with the contractor about the design project in cooperation with designers. Organizing discussion of the planned designers with the contractor. 6 Deciding the menu and arrange meeting with caterers Discussion of dinner menu in wedding and reception. Finalizing food menu. Choose a caterer based on cost suitability. 7 Shopping mania Schedule all item to purchase. Market research for spouse dress. Discussion of the ideas most suited for attractive theme based wedding dresses. Completion of the type theme dresses and presents for the wedding. Set order for dresses. Shopping for luxurious items. Shopping for wedding gifts and family attires 8 Registration of bride and bridesmaids in Spa and Salon Book Spa and Salons for particular wedding date Avail wedding packages for bridal services. 9 Preparing Guest’s list and send invitations Developing list of guests. Send emails for invitation. List them according to their dates and timings of arrival at the place. Arrange accommodations for guests. 10 Booking of hotel rooms and reservations Compiling list for a total number of attendants. Reserve hotel rooms for guests. 11 Arranging musicians and photographers or videographers Contract with musicians for music night on event day. Hire expert photographers to make memories. 12 Transport arrangement Arranging transportation for guest and family to and fro from the event venue. Picking out-of-town guest from stations and dropping them at hotel. 13 Finalizing wedding documents Obtain the wedding license. Complete all the necessary legal documentation. 14 Project Completion Completed project is ready for the event date. Project Delivered. Project Report organized and shared with the clients and contractors. STATEMENT OF WORK: Project Objectives: The main objective of the project is to organize wedding at the Atlantis Resort Beach in the Bahamas in Nassau while keeping the cost, time and resources under prescribed limits mentioned by the client. Project Requirements: Project requires team members to have good information of the market regarding wedding stuff. Also, effective communication skills and well market research are the tools to gain good bargains from the contractors and dealers (Cleland and Ireland, 1999). Project Success Criteria: All the members of the project team must work in collaboration to effectively meet client’s requirement. It is important to communicate and get project’s updates on a daily basis to keep all the tasks align with the strategies (Gray, Larson and Desai, 2006). Modification Rules: If any team member wants to adjust some changes, he/she must report to Rose any changes. COMMUNICATION PLAN: Project Leader: Rose as a project leader and other members of the Project Management team, Lisa, Marry, Bob and Jake shall meet to identify how tasks will be distributed, and information will be collected. Rose will establish strategies and plans for sharing information, in addition to holding meetings during the process of work. Further responsibilities include resolving conflicts and eliminating constraints when they occur and adjusting any modifications to the communication management plan. Project Members: Lisa, Marry, Jake and Bob will be responsible for collecting information, market research and holding meetings with contractors and dealers. Rose will be in charge of assigning tasks, monitoring, attending meetings with clients. Lisa will hold responsibility of decoration and catering department Marry will be in charge of inspecting site, redevelopment of some areas if necessary, lighting. Also, Marry can give an idea to decorators about decoration of the site. Jake will be in charge of finalization of wedding dresses of bride and groom as well as bridesmaid and groomsmen. Bob is assigned the job of inviting guests, booking hotels, receiving guests from the station and arranging transportation. Project Meetings: Purpose Occurrence Attendees Reporting necessities Project Start Up Meeting Decide what and how tasks will be completed Once Rose, Lisa, Marry, Jake and Bob Personal Notes Informational and Target Meetings Update on project status Weekly Rose, Lisa, Marry, Jake and Bob Personal Notes Final Meeting Final assessment Once Rose, Lisa, Marry, Jake and Bob Personal Notes Communications Summary: Stakeholder Type Communication Medium Occurrence Accountable Party Rose Project detail Face to Face Once Lisa, Marry, Jake and Bob Client’s family Demands and expectations Face to Face Every Monday Rose Rose Status Report Email Daily Lisa, Marry, Jake, Bob Lisa Status Report Email Daily Rose, Marry, Jake, Bob Marry Status Report Email Daily Rose, Lisa, Jake, Bob Jake Status Report Email Daily Rose, Lisa, Marry, Bob Bob Status Report Email Daily Rose, Lisa, Marry, Jake Transporters Transportation Routes Email/Phone Once Bob Food contractors and decorators Menus and decorations Courier-Hard Copy Once Lisa WORK BREAKDOWN STRUCTURE:   Duration Starting date Finishing date Wedding day goals, contracts, and budget 92 days 8/15/2014 11/15/2014         Contract with family 15 days 8/15/2014 8/30/2014 Discuss the budget and the size and style of wedding 9 8/15/2014 8/24/2014 Planning for beauty and health preparations. 6 8/25/2014 8/30/2014         Set the date and the venue 24 days 8/31/2014 9/23/2014 schedule meetings with the clergy member 1 8/31/2014 8/31/2014 Reserve wedding and reception locations, catering contacts 4 9/1/2014 9/4/2014 Select the attendants 2 9/5/2014 9/6/2014 The wedding attire 5 9/7/2014 9/11/2014 Wedding dress for bride and bridesmaids 2 9/12/2014 9/13/2014 Dresses for family 4 9/14/2014 9/17/2014 Shopping for wedding gifts 3 9/18/2014 9/20/2014 Shop all luxuries for bride and groom 2 9/21/2014 9/22/2014 Registration at salons for the getup 1 9/23/2014 9/23/2014         The guests 12 days 9/24/2014 10/6/2014 Compiling the guest list 2 9/24/2014 9/26/2014 Reserve hotel rooms for out-of-town guests 3 9/27/2014 9/29/2014 Order invitations 4 9/30/2014 10/3/2014 Mail invitations 2 10/4/2014 10/5/2014 Finalize arrangements for accommodations for out-of-town guests 1 10/6/2014 10/6/2014         Venue 17 days 10/7/2014 10/23/2014 Decorations and floral arrangements for wedding and reception 6 10/7/2014 10/12/2014 Finalizing baker and cake flavor, design 2 10/13/2014 10/14/2014 Menu plan 4 10/15/2014 10/18/2014 Finalizing seating arrangement and planning wedding activities 5 10/19/2014 10/23/2014         Photography 9 days 10/23/2014 10/31/2014 Select photographer and discuss theme 6 10/23/2014 10/29/2014 Arrangement of musicians 3 10/29/2014 10/31/2014         Final Detail 15 days 11/1/2014 11/15/2014 Transport arrangement to the site 3 11/1/2014 11/3/2014 Review plan for catering, decoration, attire and guests 4 11/4/2014 11/8/2014 Collect all important marriage documents 3 11/9/2014 11/11/2014 Bride and groom attendance to salon or beautician 4 11/11/2014 11/14/2014 The wedding day 1 11/15/2014 11/15/2014 MILESTONES: S. no Milestones Starting date Ending date Responsible 1 Signing contract with families 8/15/2014 8/16/2014 Rose 2 Meeting with families, bride, bridesmaids, groom and friends 8/17/2014 8/22/2014 Rose 3 Hiring of workers and task assignment to team members 8/25/2014 8/29/2014 Rose 4 Site inspection 8/31/2014 9/1/2014 Marry 5 Meeting with contractors and decoration designers 9/1/2014 9/2/2014 Rose 6 Deciding the menu and arrange meeting with caterers 9/5/2014 9/7/2014 Lisa 7 Shopping mania 9/12/2014 9/20/2014 Marry and Rose 8 Registration of bride and bridesmaids in Spa and Salon 9/21/2014 9/21/2014 Jake 9 Preparing Guest’s list and send invitations 10/1/2014 10/4/2014 Bob 10 Booking of hotel rooms and reservations 10/8/2014 10/10/2014 Bob 11 Arranging musicians and photographers or videographers 10/17/2014 10/18/2014 Lisa and Marry 12 Transport arrangement 11/6/2014 11/8/2014 Bob 13 Finalizing wedding documents 11/11/2014 11/13/2014 Rose and Jake 14 Project Completion 11/15/2014 11/15/2014 Marry GANTT CHART: QUALITY CHECKLIST: Check Issue/Topic √ Conducted detailed market research and gather information about market and cultural values √ Create contacts with various decorators, designers, caterers √ Reserve hotel rooms √ Inviting guests, provide transport facility to and fro from the venue √ Arrangement of wedding dresses and gifts √ Wedding documentation completed QUALITY METRICS: Two quality metrics for this project are defined as: Prevention: This parameter helps team to keep the errors away from the process of project (Kerzner, 2013). Inspection: This parameter helps team members to monitor the quality of the process throughout the project and keep them away from customers (Burke, 2013). References Burke, R. (2013). Project management: planning and control techniques. Cleland, D. I., & Ireland, L. R. (1999). Project management: strategic design and implementation (Vol. 4). New York: McGraw-Hill. Gray, C. F., Larson, E. W., & Desai, G. V. (2006). Project management: The managerial process. Harrison, F., and Lock, D. (2004). Advanced project management: a structured approach. Gower Publishing, Ltd: Surrey. Heagney, J. (2011). Fundamentals of project management. AMACOM Div American Mgmt Assn. Kerzner, H. R. (2013). Project management: a systems approach to planning, scheduling, and controlling. John Wiley & Sons. Read More