New Zealand Weddings and Events

(Title Graphic: One Fine Day, 2017)

Company: One Fine Day

Event: Mountaintop Wedding

Date: December 5,2017

Class: RPTS 311

Katie Moore

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Table of Contents
STAGE A: AGENCY CULTURE
Name of Agency…………………………………………………………………………………………………………………………..4
Mission, Vision and Values……………………………………………………………………………………………………………4
Organizing Authority…………………………………………………………………………………………………………………….4
Organizational Chart…………………………………………………………………………………………………………………….5
Job Descriptions………………………………………………………………………………………………………………………..6-7
Venues…………………………………………………………………………………………………………………………………….8-10
Strategic Planning Directions…………………………………………………………………………………..…………………11

STAGE B: TARGETED PROGRAM DEVELOPMENT
Participant Input…………………………………………………………………………………………………………………………12
Demographics……………………………………………………………………………………………………………………….12-14
- General, Relationships , International………………………………………………………………………..12-13
- Technological, Economic and Political…………………………………………………………………………….14
Needs Assessment……………………………………………………………………………………………………………………..15
Sample Survey……………………………………………………………………………………………………………………………16
Survey Results…………………………………………………………………………………………………………………………….17
- Chart results…………………………………………………………………………………………………………………..18
PROPOSED PROGRAMS…………………………………………………………………………………………………………19-22
- Here, There, Weddings Everywhere……...............................................................................19
- Down the Aisle with Style…………………………………………........................................................20
- Mountaintop Wedding………………………………………………………………………………………….....21-22
Program Design for Extended Program………………………………………………………………………………...21-22
- Performance Objectives…………………………………………………………………………………………….21-22
- Framing and Sequencing……………………………………………………………………………………………23-25

STAGE C- OPERATIONAL STRAGETIES
Program, Mission, Goals…………………………………………………………………………………………………………….26
Venues………………………………………………………………………………………………………………………………….27-30
Inclusion Plan……………………………………………………………………………………………………………………………..31
Promotional Plan…………………………………………………………………………………………………………………..32-33
Registration…………………………………………………………………………………………………………………………. 34-35
Management Plan…………………………………………………………………………………………………………………36-38
Set-Up…………………………………………………………………………………………………………………………………. 39-44
Event Timeline………………………………………………………………………………………………………………………45-48
Special Arrangements…………………………………………………………………………………………………………………49
Equipment/Supplies………………………………………………………………………………………………………………50-52
Budget ……………………………………………………………………………………………………………………………………….53
Staff Orientation………………………………………………………………………………………………………..………….54-55
Risk Management………………………………………………………………………………………………………………………56
Cancellation……………………………………………………………………………………………………………………………….57
Wrap Up…………………………………………………………………………………………………………………………………….58

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STAGE D: FOLLOW-UP AND ANALYSIS

Follow Up and Analysis………………………………………………………………………………………………………….59-63
- Evaluation………………………………………………………………………………………………………………….60-61
- Evaluation Analysis…………………………………..…………………………………………………………………….62
- Evaluation results……….………………………………………………………………………………………………….63
Memo………………………………………………………………………………………………………………………………………..64
Bibliography………………………………………………………………………………………………………………………….65-66

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STAGE A- AGENCY CULTURE

THE COMPANY AND ITS MISSION
Agency Name: One Fine Day

Mission Statement:
Delivering creative, cutting edge and elegant designs with ease whilst you relax and enjoy the
special moments. (One Fine Day, 2017)

Vision:
Our vision is to provide weddings and other special events that will characterize your dream and
achieve the goals you have for your event. Having been in the Queenstown region since 2012,
our desire is to expand into the greater Queenstown areas of Glenorchy, Wanaka and Kingston.
We want to provide weddings and other special events to international visitors and locals. By
providing a myriad of venues located around the region, we hope to meet the needs of the
increasing amount of people coming to Queenstown. (One Fine Day, 2017)

Values:
We consider ourselves some of the luckiest to share our inspiring location with couples who
travel from near and far to marry. Our hands on approach enables us to combine our skills and
services to deliver creative, cutting edge and elegant designs with ease whilst you relax and
enjoy the special moments. (One Fine Day, 2017)

We pride ourselves on down-to-earth values and tailor-made event planning. Our focus is on you
by adding personality, passion and earnestness to any of our services you have engaged. Teamed
with our local knowledge and extensive experience, we aim to strike the perfect balance.
(One Fine Day, 2017)

Services:
Among the diverse services we offer are wedding and event styling & design, wedding planning,
florals and a large and varied inventory of furniture & décor to hire. You can choose how much
involvement you require from us; a few hire items, full planning, design & management, or
something in between. (One Fine Day, 2017)

- Provide easy wedding planning process
- Stay within your desired budget
- Provide services for international visitors and locals
- Reduce your stress of trying to plan a major event
- Provide unique knowledge of the area and provide opportunities for any size event
- Let you make the final decisions while we handle the stressful details

Organizing Authority:
One Fine Day., Private, For-Profit Company

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Organizational Chart
(One Fine Day, 2017)

Creative Director,
CEO and Founder
Kath Mckenzie

Lead Event and

Office Manager
Wedding Specialist
Bethany Camilleri
(My Position)

Wedding Planner/
Floral Stylist
Co-Ordinator
Amy Zareei
Alex Hopkirk

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Creative Director, CEO and Founder

Location: Queenstown, New Zealand
Type: Full Time
Overview
In charge of creative visions for company and events. Supervise and manage the lead event and
wedding specialist with details and ideas. Supervise all running events and weddings, reach out
to new vendors and suppliers, implant team building, help run events, provide tips on styling,
planning and execution of events.

Supervision
The Creative Director is the head of the company. In charge of all positions underneath which
includes the Lead wedding and event specialist, the office manager, the floral stylist and the
wedding planner/ co-ordinator.

Responsibilities
Create up to date visions and goals for the company, keep employees focused on programs
being planned, implement new ways to expand the business, keep up vendor contacts and plan
strategies to bring in more clients. Assist event planners in the creative design process and
provide the assets needed to put on programs. Resolve conflict issues within the business and
help handle larger client conflicts. Hire and supervise all staff.

Worker Traits
Excellent organization skills, personable, strong leadership skills, decisive, works well with others,
responsible, timely. Be able to manage many events at one time, be willing to work extra hours,
creative.

Desired Education Experience
Required 4-year bachelor’s degree in Event Management, at least 3 years’ experience in planning
and running events, preferably have business minor and/or business experience. Experiences
with planning budgets, hiring staff, booking venues and outside services. Must be able to
envision events and see them from beginning to end.
Special Requirements
1. Must be either be a citizen or resident of New Zealand or have a valid work visa and be
legally allowed to work in New Zealand.
2. Must have a valid New Zealand Driver’s license
3. Have experience with creating and implementing a budget
4. Have experience using computer applications such as Word, Prezi, Excel and others.
5. Fully fluent in English
Benefits
1. Receive 4 weeks of paid vacation time over the course of a year
2. Health insurance covered by company
3. Company trip once/year
4. Salary 40k/yr.

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Lead Event and Wedding Specialist (My Position)

Location: Queenstown, New Zealand
Type: Full Time
Overview
Plan and implement events for clients. Lead designer for the company and create visions for all
events that you are in charge of.

Supervision
Supervises the floral designer, and the wedding planning Co-Ordinator

Responsibilities
Responsible for planning all special events and weddings in depth. Direct contact with
customers, vendors and venue organizers. Interact with customers and envision events from
beginning to end. In charge of booking venues, managing all aspects of events and pulling
everything together for a seamless and smooth event.

Worker Traits
Must be energetic, dependable, timely, work well with other people, confident decision maker,
team player, be able to work quickly and on the fly, honest and bold. Be able to work on a
budget and understand people. Must have a desire to bring about beautiful events that will
satisfy even the hardest client.

Desired Education
Bachelor’s Degree, experience in Event Management, Experience planning weddings as well as
other special events. Must have some business experience and management skills

Special Requirements
1. Must be either be a citizen or resident of New Zealand or have a valid work visa and
be legally allowed to work in New Zealand.
2. Must have a valid New Zealand Driver’s license
3. Have experience managing money and budgets
4. Proficiency in Microsoft programs such as Word, Excel and PowerPoint
5. Fully fluent in English.

Benefits
1. Receive 4 weeks of paid vacation time over the course of a year
2. Health insurance covered by company
3. Company trip once/year
4. Salary 30k/yr.

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Venues
Queenstown has many event venues that will fit the location and size of any event. Both indoor
and outdoor venues are available to rent within the city and in the countryside.

Bridal Expo Venue: Queenstown Event Center
“Here, There, Weddings Everywhere!”

This main auditorium would be rented out from the city of Queenstown and used for the Bridal
Expo. It would be transformed into a show room for businesses to showcase their work.
(Queenstown Events Centre, 2017)
1. Venue is in close proximity to the airport, city center and hotels
2. Trade booth capacity is 120
3. Plenty of onsite parking








(Queenstown Events Centre, 2017) (Queenstown Events Centre, 2017)

Lake Hayes Pavilion: Venue for Design Class
“Walking down the Aisle with Style”

The Main room would be used for the event, however, the whole facility would be rented
out from the City of Queenstown. The room would be set up to hold tables and chairs for
a design class. (Lake Hayes Pavilion, 2017)
1. Open venue with kitchen facilities
2. Sealed parking lot
3. Space for 90-105 people

(Lake Hayes Pavilion, 2017) (Lake Hayes Pavilion, 2017)

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Tussock Point- Venue for Wedding Ceremony

“Mountaintop Wedding”

Located just outside of Queenstown this beautiful venue provides the desired scenery as well as
the functionality to set up a marquee to provide shade and a seating area. The space would be
rented from NZ High Country Weddings and Events.
(NZ High Country Weddings|Queenstown Weddings, 2017)

1. Marquee space for up to 180 guests
2. Located 15 minutes outside of Queenstown
3. Private usage, must be rented out from NZ High Country owners

(NZ High Country Weddings|Queenstown Weddings, 2017)

(NZ High Country Weddings|Queenstown (NZ High Country Weddings|Queenstown Weddings, 2017)
Weddings, 2017)

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Skyline Queenstown: The Wakatipu Room - Venue for Wedding Reception

“Mountaintop Wedding”

Located in the heart of Queenstown, this venue is accessible by gondola and transports guests to
the top of the hill where there is a venue that overlooks Lake Wakatipu. The space would be
rented out from Skyline Queenstown. The room can be set up to cater ceremonies, receptions
and dinners. The Wakatipu room would be used for the wedding reception.
(Skyline Queenstown Weddings Venue, 2017)

1. Located in the middle of Queenstown with stunning views of the city
2. Space for 10-380 guests
3. On site catering staff and organized food and beverage options
4. Unique and extensive menu choices

(Skyline Venue Picture, 2017) (Downes S.S 2017)

)202016(1)











(Skyline Queenstown, 2017)

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Strategic Planning Direction

3-5 YEAR PLANNING GOALS

• To market Queenstown and the surrounding regions by offering new services such as
classes, expos and workshops to bring in new potential clientele
• To establish more connections with venue providers around the area to increase the
venue options for our clients
• Increase clientele to a broad area of the South Island

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STAGE B: TARGETED PROGRAM DEVELOPMENT

PARTICIPANT INPUT

Queenstown is an international tourist destination and is a very popular place to have
destination weddings. The city of Queenstown-Lakes district is ranked 37th in size among the 67
New Zealand districts. The amount of international visitors makes event venues in the area very
desirable and wanted. Below are graphics showing the characteristics of Queenstown and the
characteristics for the target population for One Fine Day. The target group is international
couples and resident couples who are looking to get married.
(New Zealand Demographic Statistics, 2016)

General Demographics

The population of Queenstown is around 28,224. The amount of males and females is almost
even within the district with 14,133 males and 14,091 females. These demographics are for the
population that lives in Queenstown and does not include the international visitors.
(New Zealand Demographic Statistics, 2016)


Males: Female:
14,133 14,091

Total
Population:
28,224


The average age of people in New Zealand is 36.6 years. The general population tends to be
younger. However, the age of people who get married has continued to increase to an older
average age. The largest age group is people between the ages of 20-40 years old. This is a
positive element for wedding planning because between this age range is when the majority of
people get married. (New Zealand Demographic Statistics, 2016)



65 and over: 15 and under:
10.7% 18.4%


Average age:
36.4

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Relationship Status

The relationship status is important to our business field. In Queenstown there is a high
percentage of never married individuals as well as couples who live together but are not married
yet. This allows us to see that the market for weddings is fairly large and is important to the
Queenstown-Lakes district. (New Zealand Demographic Statistics, 2017)


Seperated,
Married: divorced or
49.0%
widowed:
12.1%

Never married
Never married: but live with
partner:
38.9% Relationship
Status of 42.6%
people ages
15 years and
over

International Weddings

According to Population Statistics unit of Statistics New Zealand from the years 2001-2009, 2,000
couples per year came to New Zealand to get married. The majority of these couples came from
Australia and the United Kingdom. Among other countries were the USA, Germany, Japan, China
and other pacific islands. This creates for a very diverse target group within the wedding
planning industry. The other 23% of couples came from a variety of other countries spread out
over the world. (Statistics New Zealand, 2010)

United China and Pacific

Australia USA Germany
Kingdom Japan Islands

41% 26% 3% 3% 2% 2%

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Technological

According to New Zealand government statistics, 87.6% percent of households have access to the
internet. And 87.8% of people have access to a mobile phone. Because the general population is
younger, technology is an important asset to utilize when trying to reach potential clientele. The
use of social media to promote events would be very useful. Also having a blog that clients could
look at to see the services that One Fine Day provides and being able to read testimonials from
previous clients. (New Zealand Demographic Statistics, 2017)


Economic

New Zealand government statistics show that the median income for people over the age of 15
years is $35,100 and 25.9% of those people have an annual income of $20,000 or less. And 29.3%
have an annual income of more than $50,000. A large economic impact is the tourism industry
which accounts for 9.4% of visitor expenditure. With people coming from all over the world, the
wedding industry also brings in economic impact to the community. People need hotels to stay in,
food to eat and transportation. All these things add to the economy of the city. A higher amount
of people have larger household incomes, which would offer the possibility that the population
will be willing to spend more on their special event.
(New Zealand Demographic Statistics, 2017)


Political

New Zealand recognizes same sex marriages therefore drawing many couples from Australia who
choose to get married in New Zealand for that reason. This allows another demographic group to
come to Queenstown looking for venues and wedding services. This part of the political scene
affects our business because it brings in more clients for us to serve.
(New Zealand Demographic Statistics, 2017)

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Needs Assessment

The wedding business in Queenstown is booming because of its beautiful scenery and distinct
seasons. My programs would cater to local and international brides to be, couples & their families.
Because Queenstown is such a popular wedding destination, targeted events at soon to be
married couples would be very popular and well attended. The Bridal Expo would be geared more
towards international guests who want to see all their options very quickly, whereas the design
class would be more for locals who can commit to a 4-week class. More and more people are
wanting to plan their wedding in New Zealand, so the need for events to help with wedding
planning are much needed. To assess the needs in the community we plan on using a survey, sent
out via social media and in emails to past clients. By completing and submitting the survey, clients
would receive a 10% discount off the price of a design class. An example of the survey is on the
next page and it assess what kinds of people are filling out the survey and shows which stage of
wedding planning they might be in. It also provides insight to see what types of events they are
interested in attending and what the topics of those events would be. It also assesses the
difference of needs that international and local couples have and shows what they would most be
interested in.

The mission of One Fine Day is to deliver creative, cutting edge and elegant designs with ease
whilst you relax and enjoy the special moments. Our needs assessment would allow us to cater to
what our target population desires in an event. Our results showed that international couples
would rather have a bridal expo than design classes. However, local couples preferred the design
class over the expo. The survey also allowed us to see what subjects our clients are interested in
for a design class. Which were advice with florals, food, décor and choosing color pallets. For
choosing venues an overwhelming amount like the idea of venues using the natural beauty of New
Zealand such as a mountaintop venue. This was helpful input to understand what kind of vendors
we need to be networking with and what kind of venues and services we need to offer for our
current and future clients. These things will help to support our mission and vision and help
achieve our strategic goals for our company.

Competition for people’s time, money and resources are very relevant in this business. There are
also a lot of event planning companies, so there is a lot of competition within the business. Venues
are also becoming a problem because so many people want to get married in Queenstown, so
booking venues in advance has to be a priority. Because of the amount of desirable venues and
services we need to set ourselves apart by providing unique events and be opening to partnering
with other companies to secure venues that only our company can use, advertising our services in
bridal boutiques and catering services. This will allow our business to grow to reach a greater
population and cater to many different people.

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SAMPLE SURVEY: One Fine Day Events and Weddings Services Survey

Pick one:

You are
1. Engaged 2. Dating 3. Overwhelmed by wedding planning 4. Married

Do you live

1. In Queenstown or nearby 2. Somewhere else in New Zealand 3. International visitor

Pick all that apply:

Type of event I would like to have or am going to have:

1. Wedding 2. Party 3. Vow Renewal 4. Business Party or formal event

Events that I would attend or would be interested in:

1. Wedding Design Class 2. Bridal Expo 3. Floral design class 4. My wedding

I would like advice in:

1. Florals 2. Choosing color pallets 3. Catering 4. Choosing venues 5. Decor

Where would your dream event take place?

1. City center of Queenstown 2. Mountaintop experience 3. Luxury Resort

4. Lakeside venue 5. Whimsical winery 6. Private estate


Would you like a bridal expo offered where you could see what Queenstown as to offer for
wedding services?

1. Yes 2. No

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Survey Results

95% of people who took the survey answered YES to having a bridal expo in Queenstown

95% of engaged couples who live in the Queenstown area said they would be interested in a
Design class to help them figure out their wedding details.

90% of dating couples who live in the Queenstown area were interested in a design class, and
bridal expo

95% of the international couples who were coming to Queenstown to get married said that they
would have liked to attend a bridal expo.

80% of the people who took the survey stated that they were overwhelmed with the wedding
process and were interested in a bridal expo and design class and having One Fine Day fully plan
their event

70% of married couples said they would be interested in help planning their vow renewals or
help with styling other types of parties and events.

On the next page there are graphics showing a more detailed breakdown of several of the survey
results

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Local Couples International Couples

3% 2%

19% Bridal Expo Bridal Expo

24% 21%
Design Classes Their Wedding
5% Floral class Design Class
52% Their Wedding 74% Floral class

Who filled out the Survey Desired to have their wedding

planned
0%
10%
Engaged

Dating Local
20% 45%
48% International
Overwhelmed
by planning 52% NA
25%
Married NA

Design Class Topics Dream Wedding Venue

3%
Florals
5% City Center

18% 18% Color Pallets 20% Mountaintop

Resort
9% Catering 2% 40%
Lake
28%
27% Choosing Winery
30%
Venues
Private estate
Décor

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Proposed Programs

PROGRAM 1:
Bridal Expo- “Here, There, Weddings Everywhere!”
Program Format: Special Event and Educational

Assessing Need: The data from the survey came back in an overwhelming positive way that
supported the need for a bridal expo. 92% of international and local couples said they would like
to see a bridal expo that they could attend.

Target Population: International couples wanting to have their wedding in New Zealand

Strategic Goals that this program would fulfill:
• To market Queenstown and the surrounding regions by offering new services such as
classes, expos and workshops to bring in new potential clientele
• To establish more connections with venue providers around the area to increase the
venue options for our clients

Supports Mission: A bridal expo would support our mission and goals for expanding beyond
Queenstown. It would provide an outlet for many people to come see what we have to offer and
what Queenstown has to offer. By partnering with venue owners and other business it builds
stronger connection with our services. It also allows us a chance to expand our services and offer
a new event that will bring in more new clients.

Competition: By partnering with other small business it would perhaps allow us to work out deals
with certain vendors to reduce the competition. On the downside it could increase competition
because the people coming through will see all their options and may decide not to use One Fine
Day as the coordinator/planner for their event. Need to have reasonable prices to win over
clients.

GOALS:
1. Showcase new and upcoming designs during the expo
2. Allow venues, caterers and boutiques to come and showcase their business for brides to
see and compare prices and ideas for the current wedding season that they are looking
at.
3. To find new vendors and to improve vendor relations annually

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PROGRAM 2:
Design Class- “Down the Aisle with Style”
Program Type: Educational
4 session class

Assessing Need: 56% of local and international couples stated that they would participate in a
wedding design class, if they are given the opportunity. A design class would cater to the DIY
brides who just need a little help with the details. By offering a class it helps the clients share
ideas with one another, they understand how much they would have to plan. It also gives them
perspective on what they actually want for their wedding, which in turn helps One Fine Day tailor
their event even closer to what they desire.

Target Population: Local New Zealand couples wishing to get married in New Zealand

Strategic Goals that this program would fulfill:
• To market Queenstown and the surrounding regions by offering new services such as
classes, expos and workshops to bring in new potential clientele
• Increase clientele to a broad area of the South Island

Supports Mission: Providing stress-free events is in our mission and goals. Helping brides have a
better understanding of what they want will make the day go a lot smoother and the planning of
the details clearer to One Fine Day. They will learn how to be creative and resourceful and they
will understand what One Fine Day does and how they can best give a clear vision of what they
want to make their day as smooth as possible.

Competition: Competitions with time would be a larger one for this program since it would
require a commitment of 4 weeks. One class a week for 4 weeks can be a lot of commitment for
some people. You also run the risk of teaching brides so much that they decide to do everything
on their own and not utilize your business skills. However, packages could be created to give
brides an incentive to continue planning with One Fine Day.

GOALS:
1. Assist brides before their wedding on how to choose color pallets, florals, food, & décor
which would be measured with a survey that would be filled out right after their
wedding
2. After a bride takes a class and we would offer custom add-ons to enhance their event
3. To teach brides and to better understand their needs which gives a broader
understanding of our clientele

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Program 3:
Wedding: Ceremony and Reception
“Mountaintop Wedding”
Program Format: Special Event

Assessing Need: Planning individual weddings is the priority of the company and why a majority
of the people filled out the survey. Queenstown is in high demand for catering to weddings and
there is a need for wedding planners to assist in making sure clients find the right venue and
services for their big day.

Target Population: Couple who wants their wedding fully planned by One Fine Day

Strategic Goals that this program would fulfill:
• To establish more connections with venue providers around the area to increase the
venue options for our clients

Goals:
1. To meet the needs and requirements of the bride and groom in the planning process and
during the wedding
2. Provide a venue that uses the natural beauty of New Zealand and a venue for dancing
and dinner that will hold 150 people
3. The guests to be entertained before, during and after the ceremony and reception
4. Event planner being onsite leading every step of the day to provide a stress-free day for
the bridal party, measurable by asking for a review after the wedding

Supports Mission: Planning weddings goes right back to the core of who we are and what our
business is about. The planning of a wedding supports our mission and goals and what we desire
for our company and the outcome we hope to have in client satisfaction.

Competition: There is completion against other wedding planners, the weather, time, and the
budget that the bride has versus what their expectations are.

Goal 1:
1. To meet the needs and requirements of the bride and groom during the planning process
and on the day of the event

Planning objectives:
1. Meet with bride and groom to understand their vision for their wedding
2. Coordinate all décor, venues, catering, florals, music, in advance of the event
3. Several weeks before the event have a final meeting with the bride and groom to review
the design and structure of the event.
Performance objectives:
1. Have a simple, yet elegant wedding that meets the vision of the client
2. Bride and groom will be happy with the results from their wedding day

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Goal 2:
Provide a venue that uses the natural beauty of New Zealand and a venue for dancing and dinner
that will hold 150 people

Planning objectives:
1. Visit different venues with the couple approximately 8 months out from the wedding
date
2. Talk to venue owners to determine how many guests and facilities that venue offers and
what the options are for the time frame the bride and groom want.
3. Talk about venue pros and cons with couple to decide which venues to choose

Performance objectives:
1. Will have an outdoor venue that has a spectacular view
2. Will have a second venue that is indoor and has space for dancing and dining
3. 150 guests will comfortable fit and have space at both venues

Goal 3:
The guests to be entertained before, during and after at the ceremony and reception

Planning objectives:
1. Walk through the venues before the event to understand how the movement of guests
will run during the event
2. Have signage and direction for the guests during the transitions in the event
3. Coordinate with caterers to make sure there is enough food and items on the menu that
are specified for guests with allergies
Performance Objectives
1. The guests were never bored at the event
2. The guests had a good time

Goal 4:
Event planner being onsite leading every step of the day to provide a stress-free day for the
bridal party, measurable by asking for a review after the wedding

Planning objectives:
1. Coordinate set- ups, pick-ups, and make sure everything is order on the day of the event
2. Handle guest conflicts immediately so the bridal party does not have to deal with travel
problems, food allergies, wardrobe disasters etc.
3. Communicate with the bridal party and guests on the day of to make sure needs are met
and that the vision is being delivered how the bride and groom desire
Performance objectives:
1. The bridal party will not have any aspect of the day to worry about
2. The guests are happy and having fun

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Framing and Sequencing

FRAME ACTION EMOTIONAL
Arrival The guests will begin to arrive Guests are excited and
of guests to Tussock Point to the venue via vehicles amazed by the views at
provided by the venue Tussock point. They are
company. There will not be a excited to celebrate the
seating chart for the guests, so union of their friends.
they may sit wherever they
would like. Music will be
playing while the guests are
finding their seats
Transition 1 (Soft)
Seating of immediate family The beginning of the ceremony Guests will be excited to see
will begin with the seating of the family, and waiting for
the bride and groom’s the ceremony to begin
grandparents. Then the seating
of the groom’s parents and the
bride’s mother.
Transition 2 (Soft)
Entrance of bridal party music change and the bridal Bridesmaids and
party will begin to walk down groomsmen will be nervous
the aisle. The bridesmaids and but excited. Guests will be
groomsmen will walk down enjoying taking in the
first. design and style of their
dresses and of the venue as
a whole
Transition 3 (Soft)
Entrance of Bride The music will change again Guests will have their
and the bride will enter breath taken away by the
escorted by her father and bride. The groom will be
walk down the aisle to the overwhelmed with emotion
groom at seeing his bride.
Everyone will be excited and
emotional
Transition 4 (Soft)
Ceremony The ceremony will begin with a Everyone will be nervous to
welcome and message given by make sure it goes well,
the officiant to bride and guests will be listening to
groom, vows, exchanging of the bride and groom
rings, kiss, presentation of the commit their lives to each
couple. other
Transition 5 (Hard)

Page 23


Hors d oeuvres and mingle in Guests walk to marquee where Guests will be hungry and
marquee hors d oeuvres will be served. ready to have something to
Guests can mingle, and take tide them over to dinner.
pictures of the scenery and They will enjoy watching the
begin to watch the sunset sun set over the mountain
range and lake
Transition 6 (Hard)
Leave for Skyline Bride and groom will stay at Guests will be excited to
Queenstown venue for the Tussock point to finish taking head to dinner, and a new
reception sunset pictures. Guests will be venue. Bride and groom will
taken off the point and will be enjoying taking their
drive to the reception venue sunset pictures at the venue
Transition 7 (Hard)
Arrival of guests at Skyline Guests will arrive to a room set Guests will experience a
Queenstown up with tables and there will gondola ride to get to the
drinks and more hors d reception venue, they will
oeuvres. Guests can utilize be excited and impressed
photo booth and mingle until with the beauty of
bride and groom arrive Queenstown
Transition 8 (Soft)
Entrance of bride and groom Bride and groom arrive and sit Bride and groom will be
down for dinner excited to get to the Skyline
venue. Guests will be glad
to see them because that
means it is time for dinner
Transition 9 (Soft)
Dinner There will be a seating chart for Guests will understand
the tables so guests can easily where they are supposed to
find a place to sit. Dinner will sit and be able to clearly
be served family style find their way around the
room. They will enjoy dinner
and the unique menu that
the bride and groom have
put together
Transition 10 (Soft)
Toasts This will be a time for toasts to The bridal party will be
be made to the bride and nervous to make toasts. The
groom as people are finishing guest will laugh and enjoy
up dinner the funny stories and
memories.
Transition 11 (Soft)
Dancing The couple’s first dance will The couple will cherish their
start off the night. Father and first dance, the father of the

Page 24


bride dance will be next bride and mother of the

followed by the mother and groom will be emotional but
groom dance. The dance floor excited for their children.
will then be opened for the Guests will be excited to get
guests. out on the dance floor
themselves
Transition 12 (Soft)
Cutting of the Cake The cutting of the cake will The guests will be excited to
occur approximately 30 eat the cake. The bride and
minutes after the free dancing groom will enjoy eating
starts. The bride and groom their cake and will be
will cut the cake, then the cake satisfied with how it tastes
will be open for guests to come and looks.
up and take a piece for
themselves

Transition 13 (Soft)
Throwing of the bouquet and Bride will toss her bouquet and The bride and groom will be
final dancing opportunities there will be more time to excited that the evening is
dance and celebrate coming to a close. Everyone
will be having a good time
and guests will be cheering
on the bride and groom.
Transition 14 (Hard)
Bride and Groom departure Bride and groom leave Bride and groom will be
reception. Guests line the exit excited to leave, and they
and say farewell to the couple. will be overjoyed with the
Guests will be given lanterns to success of their special day.
hold as bride and groom exit Guests will enjoy holding
the lanterns to light the way
for the bride and groom
Transition 15 (Hard)
Guests leave After the bride and groom The guests will be ready to
leave, guests will gather their leave and will have had a
things and exit the venue very enjoyable experience
at the wedding.

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STAGE C- Operational Strategies

Wedding: Ceremony and Reception
“Mountaintop Wedding”
Program Format: Special Event
Agency Name: One Fine Day

Mission Statement
Delivering creative, cutting edge and elegant designs with ease whilst you relax and enjoy the
special moments. (One Fine Day, 2017)

Assessing Need
Planning individual weddings is the priority of the company and why a majority of the people
filled out the survey. Queenstown is in high demand for catering to weddings and there is a need
for wedding planners to assist in making sure clients find the right venue and services for their
big day.

Strategic Goals that this program would fulfill

• To establish more connections with venue providers around the area to increase the
venue options for our clients

Goals
1. To meet the needs and requirements of the bride and groom in the planning process and
during the wedding
2. Provide a venue that uses the natural beauty of New Zealand and a venue for dancing
and dinner that will hold 150 people
3. The guests to be entertained before, during and after the ceremony and reception
4. Event planner being onsite leading every step of the day to provide a stress-free day for
the bridal party, measurable by asking for a review after the wedding

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CEREMONY VENUE
For this mountaintop wedding we will be holding the ceremony at Tussock Point, which is just
outside of Queenstown. There will be a marquee set up as well as an aisle and seating for guests.
There will be several sets of tables and chairs in the marquee for after the ceremony. Guests will
be transported to the venue via charter bus. We will book this venue 10 months in advance.
Address: Hansen Rd, Otago 9371, New Zealand

(NZ High Country Weddings|Queenstown Weddings, 2017)

(NZ High Country Weddings|Queenstown Weddings, 2017)

Page 27


(NZ High Country Weddings|Queenstown Weddings, 2017)

(NZ High Country Weddings|Queenstown Weddings, 2017)

Page 28


RECEPTION VENUE
The reception will be in the Wakatipu room at Skyline Queenstown in downtown Queenstown.
We will use the catering staff at the restaurant as well as the tables and chairs provided by the
restaurant. Guests will get to the restaurant via gondola. This venue will also be booked 10
months in advance.
Address: Brecon St, Queenstown 9300, New Zealand

(Skyline Venue Picture, 2017)

(Downes S.S 2017)

Page 29


(Skyline Queenstown, 2017)

(7 Restaurants with the Most Breathtaking Views, 2015)

Page 30


INCLUSION PLAN
Disabilities

The venue is outdoors, however accommodations will be made for individuals with disabilities.

The charter buses that will pick up the guests and bring them to the ceremony and reception
venue will be handicap accessible. The venue will have adjustments made should any of the
guests who RSVP have any disabilities that need to be accommodated.

Food Allergies
Guests will be asked when they RSVP to request any special dietary needs that they might have
that we should be aware of. These requests will be given to the caterer so that the guests can
get the correct food for their dietary needs. If guests RSVP that they have allergies they will be
contacted and given the menu so that will be aware of what food is being offered during the
wedding.

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Promotional Plan

Save the Date
This save the date card will be sent out by mail 8 months prior to the wedding to everyone on
the guest list. They will be sent out on April 1, 2018.

JANE AND JOHN'S

MOUNTAINTOP
WEDDING

12.01.18
QUEENSTOWN
NEW ZEALAND

Page 32


Formal Wedding Invitation

The formal wedding invitation will be sent out to guests 6 months prior to the wedding. Which
will be mailed out on June 1, 2018.

It’s love!
You’re invited to the wedding of

D EC 2018

at 5:30 PM
Ceremony at Tussock Point, Queenstown, NZ
Reception at the Skyline Restaurant 
Queenstown ,NZ

Please RSVP by OCT. 1 by going to
HTTPS://GOO.GL/FORMS/LZSN8HA4HV1RFYII3
After you RSVP you will receive details about
traveling to the ceremony and reception venues.

Page 33


Registration

Once guests receive the invitation they will RSVP by going to the link stated on the invitation and
fill out the google document to confirm their registration. It would look like the document on the
next page. The data will then be collected and a follow up email will be sent to the guests telling
them how to get to the venue and where they will get on the buses that will take them to the
venue. If they are coming in from out of town it will provide information on the nearest hotels
and airports. All other important logistics will be sent in the email and will give guests a good
idea of what to expect and how far ahead they need to plan. A reminder email will be sent out 3
months from the wedding to remind them that it is coming up.

Page 34


Page 35


Management Plan

1 year out from Wedding

- Meet with couple and talk about their ideas and vision for their wedding. Begin to talk
about possible venues and color schemes and other ideas.
- Draw up a budget
- Pick a wedding date and time
- Have bride and groom begin to make guest list
- Have bride and groom start assembling the bridal party
- Go on venue tours and make deposit on venue(s)

10 months out from wedding
- Talk about florals, design, colors with bride and groom
- Decide on entertainment
- Book photographer, DJ, videographer, and florist
- Go over wedding insurance and policies with bride and groom
- Contact rental agencies for transportation
- Contact venues to state what you will need

8 months out from wedding
- Send out save the dates
o Postal service
- Book musician
- Book charter buses for guests

6 months out from the wedding
- Book cake designer
- Design cake
- Send out formal invitations (by mail)

3 months out from the wedding
- Order wedding cake
- Finalize floral orders
- Finalize décor plans
- Find all furniture/décor needed for wedding
- Visit venues again to look at layouts and finalize layout decisions
- Rent sound equipment and confirm with DJ
- Confirm light rentals

2 months before
- Make any last minute adjustments with venues, vendors and hires
- Finalize décor and make delivery plan
- Create dinner menu and hors d’oeuvres
- RSVP deadline for guests

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1 month before
- Create wedding program
- Make sure the menu is completed and given to caterer
- Assure the bride and groom have their outfits, marriage license, etc.

2 weeks before
- Deliver bride and groom’s must-have shot lists to the photographer and videographer;
Include who should be in formal portraits and determine when portraits will be taken.
- Deliver final song list to the DJ and string trio. Include special song requests and songs the
couple doesn’t want played.
- Confirm florist for delivery
- Keep an eye on the weather forecast

1 Week before
- Give the reception and ceremony venues final head count
- Give caterers final head count
- Get seating chart from Bride and Groom
- Print place cards and table cards
- Call and confirm with cake designer
- Give venues set-up times and tear down times
- Determine the order of the ceremony and reception
- Keep an eye on the weather forecast
- Confirm with charter buses for pick up/drop off times and locations
- Meet with One Fine Day staff, Skyline staff, catering staff and NZ High Country staff

2-3 Days before
- Visit venues to go over set up, and layout of room

Day before
- Go to rehearsal with bridal party
- Make sure the marquee is going to be set up night before
- Look at and assess weather conditions

Day of wedding
- Arrive to venue early to begin setting up and assess weather
- Oversee all deliveries
- Setup aisle and marquee decorations
- Setup tables, chairs & arrange florals,
- Visit reception venue and make sure tables are being set up according to the sketch
- Make sure all florals, décor and structure are set up
- During the wedding be available for fixing things, answering questions and run things
smoothly

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Post wedding
- Deliver final bill to the person who is paying for the wedding
- Gather all décor and furniture and make sure it is returned after the ceremony
- Make sure ceremony venue is torn down and returned to its natural state
- After bride, groom and guests leave the reception oversee tear down
- Make sure all décor and items hired are returned
- Make sure the Wakatipu room and Tussock point are returned to their original state
Inspiration from (12-Month Wedding Planning Checklist Calendar,2017)

Page 38


Set Up

The set up for this wedding will start very early in the morning to ensure that everything is ready
in time. The staff will split up between the venues to make sure everything is being put together
and is ready for when the guests arrive.

Below are the timelines for set up at the Tussock Point ceremony venue and the Wakatipu room
reception venue. Caterers will provide their own staff and bring in everything that they need to
serve the food properly. One Fine Day will bring in all hires, florals and décor. Below each
timeline is a layout of how the room should be set up.

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Set-Up Timeline- Tussock Point Venue

Time Frame Details
5:30 AM Setup marquee NZ High country staff will set
up the marquee
7:00 AM Meeting with staff about the 4 - One Fine day staff
day and assign jobs members as well as the NZ
High Country owners
12:30 PM Partition off part of marquee NZ High Country staff will
for bridal party partition off part of the
marquee for bride and
bridesmaids to do finishing
touches before the ceremony
1:00 PM Bring in all furniture/ All furniture will be delivered
chairs/ décor by One Fine Day’s hire.
1:15 PM Set up aisle and marquee One Fine Day staff arrange
chairs, wood arch, aisle decor

1:00 PM Sound system arrives One Fine Day staff will set up
sound system and make sure
it is working
1:30 PM Florals arrive One Fine Day staff begin to
place florals on arch, aisle and
in marquee
2:45 PM Finish setting up marquee Add décor, set up couches
and tables- One Fine Day staff
3:00 PM Food and beverage arrives Place food on tables – Flying
Trestles will arrange food
3:00 PM Photographer and Walk through photo shots,
videographer arrive practice shots- Holly Wallace
photography
3:00 PM String Trio arrives Rehearse, get set up
3:15 PM Sound check Test microphone, and all
sound and music – string trio
3:30 PM Do final touches Finish up – One Fine Day
4:00 PM Bride arrives Get bride and bridesmaids
settled in section of the
marquee- Lead Event
manager

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Marquee and aisle set-up sketches: Made with SmartDraw.com

Page 41


Set-Up Timeline for Wakatipu Room Venue

Time Frame Details
8:00 AM Set up tables and chairs Skyline Queenstown will set
up tables and chairs
according the room design
that One Fine Day sent them
8:30 AM Move in hired furniture One Fine Day staff will arrive
and help unload and place
furniture.
9:00 AM Check in with catering staff Event Manager will double
check menu and talk with
catering staff about the
evening.
10:00 AM Hang lights Hanging party lights and
other light accessories- One
Fine Day staff and Skyline
staff
11:00 AM Set up sound system The sound system will be set
up by Skyline Queenstown
11:45 AM Florals arrive One Fine Day florals will
arrive and they will be added
to decorations
12:00 PM Hang decorations All hanging décor will be
placed and florals and
greenery added- One Fine
Day
1:00 PM Set up table centerpieces and Table centerpieces will be put
place settings together and place settings
will be organized by One Fine
Day
3:15 PM Set up seating chart Easel with seating chart will
be placed near the entrance-
One Fine Day
3:30 PM Place the name cards Name cards will be place on
tables- One Fine Day
4:00 PM Place smaller decor All smaller décor will be
organized and placed and any
other small details that need
to be touched up will be
completed during this time.-
One Fine Day

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6:00 PM Meet with servers and Meeting with servers and

catering staff catering staff to confirm
timing & expectations- One
Fine Day and Skyline staff
7:00 PM Arrival of cake Cake will arrive and be set
up.- Truly Scrumptious
7:00 PM DJ arrives Jay Moore DJ will arrive and
set up his system
7:15 PM Sound check Sound and PA system will be
checked and adjustments will
be made if needed- DJ will do
sound check
7:30 PM Finishing touches Any final touches will be
made and staff will get ready
to greet guests- One Fine Day
staff
7:45 PM Guests start arriving First guests on gondola will
arrive to the Wakatipu room

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Wakatipu Room set-up sketch: made with SmartDraw.com

Page 44


EVENT TIMELINE

Time Frame Details
3:30 PM 1 bus will pick up bride and Queenstown Transport
bridesmaids Charter picks up and brings
bride and bridesmaids to
Tussock point.
3:45 PM 1 bus will pick up groom and Queenstown Transport
groomsmen Charter picks up groom and
groomsmen and brings them
to Tussock Point
4:00 PM 1 bus will pick up immediate All immediate family is picked
family up by Queenstown Transport
Charter and brought to
Tussock Point
4:00 PM Bride and bridesmaids arrive Bride arrives and get situated
in partitioned off area of
marquee. All other supplies
she needs are unloaded and
set up for her.
4:15 PM Groom and groomsmen The groom and groomsmen
arrive arrive and go to their
separate section of the
marquee
4:30 PM Immediate family arrives Immediate family arrives and
are able to mingle and take
pictures
4:15 PM 3 buses pick up guests Queenstown Transport
Charter picks up guests from
central hotel location
5:00 PM 3 buses arrive with guests Guests arrive at venue and
can take pictures and find
seats.
5:30 PM Ceremony begins Music plays to signal gusts to
begin sit down and get ready.
Officiant goes to the front
5:35 PM Family is seated Bride’s grandparents and
mother are seated, groom’s
grandparents and parents are
seated.
5:40 PM Bridal Party begins to enter Groomsmen and bridesmaids
begin to walk down the aisle.
5 pairs will walk down and

Page 45


arrange themselves on either

side of the groom
5:45 PM Bride enters Music changes, Bride and her
father begin walking down
the aisle and hands off
daughter to groom, father
takes a seat.
5:50 PM Music finishes: vows and ring Bride and groom do vows,
exchange exchange rings, officiant gives
short message.
6:10 PM Closing remarks Officiant closes the
ceremony- first kiss
6:15 PM Ceremony ends and Officiant presents the couple
presentation of bride and and they walk back down the
groom aisle together.
6:20 PM Guests head to marquee to Bride and groom and bridal
mingle. Hors d'oeuvres are party head to take pictures,
provided guests are free to mingle, eat,
and take pictures
6:45 PM Buses arrive and load guests Queenstown Transport
arrives and begins to load the
guests
7:00 PM Buses leave for Skyline Once all the guests are
Queenstown loaded in the buses they will
be transported to Skyline
Queenstown
7: 20 PM Guests are dropped off at Guests are dropped off at
Skyline Queenstown entrance to the Gondola in
Queenstown
7:30 PM Guests ride gondolas to top Employee of Skyline
Queenstown will be at the
bottom with a guest list
checking people off as the
board to gondola
8:00 All guests are in Wakatipu There will be signs at the exit
room of the gondola directing
guests where to go. They can
take pictures outside and
then head into the Wakatipu
room
8:10 PM Guests find their seats Seating chart will be in a easy
place to see when the guests
walk in the room. They will

Page 46


find their name on the chart

and then go find their seat.
8:30 PM Entrance of bride and groom The bride and groom will
enter the Wakatipu room
after riding the gondola up.
They will be transported from
Tussock Point via
Queenstown Transport
Charter
8:35 PM Dinner served Once bride and groom are
seated dinner will be served.
Menus will be on the guests’
plates where they will select
what they want and will be
served family style by the
Skyline waiters and caterers.
3 course meal consisting of
entrée, main course and
dessert. Dessert will be
served later however.
9:15 PM Toasts Best man, maid of honor will
make toasts. Parents will be
giving toasts as well.
9:45 PM First Dance The bride and groom will
have their first dance out on
the dance floor
9:50 PM Father/bride dance The father of the bride and
the bride will have a dance
together.
9:55 PM Mother/Groom dance Mother of the groom and
groom will have a dance
together
10:00 PM Dance floor opens Dance floor will then open
and guests will have the
option to
10:30 PM Cutting of cake and serving of Bride and groom will cut the
dessert cake and dessert will be
brought out for guests to
choose from. Music will
continue to play and guests
can continue to dance

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11:15 PM Bouquet and garter toss Announcement will be made

for the bouquet and garter
toss.
11:30 PM Guest are directed outside Guests will be directed to
and given sparklers head outside and grab a
sparkler. Staff will light them
before bride and groom exit.
11:45 PM Send off couple via gondola The couple will walk through
a sparkler tunnel before
boarding a gondola that will
take them down the
mountain to a waiting car
below
12:00 AM-Midnight Guests gather their things There will be several buckets
and depart via gondola for guests to place their used
sparklers in, then they will be
directed inside to grab their
things. They will then board
the gondolas to head down to
the buses.
- Final bill will also be
given to the parents
of the bride.
12:10 AM - Buses waiting at bottom of Queenstown charter will be
gondola to collect guests and waiting at the bottom and will
return them to their hotels, board all guests and drive
and cars them back to the central
hotel location.
12:15 AM Tear down – staff has One Fine Day staff will collect
assigned tasks to make tear everything that they brought-
down as efficient as possible load it up and take it down to
waiting trucks at the bottom
of the mountain. All staff will
have their pre assigned tasks
so tear down will be quick
and efficient. Skyline
Queenstown will oversee the
breakdown of all of the sound
system, dance floor, chairs,
tables, glasses, cutlery, and
linens.

Page 48


Special Arrangements

One Fine Day will provide our fully wedding service package. Outside vendors that will be booked
are catering, photographer, videographer, entertainment and transportation. All vendors will
have required professional permits (if required) to use their services.

Catering:
- Ceremony:
1. Flying Trestles Catering
i. Provide drinks and hors d'oeuvres after the ceremony at Tussock Point

- Reception
1. Skyline Queenstown Restaurant
i. Provide 3 course dinner in the Wakatipu room
2. Truly Scrumptious
i. Provide wedding cake

Photographer & videographer
- Ceremony and reception
1. Holly Wallace Photography and Film
i. Photograph and video the ceremony, reception and bridal party pictures

Music
- Ceremony
1. Strings Central- Classical Trio
i. Violin, flute and cello trio will perform for the ceremony
- Reception
1. DJ- Jay Moore
i. Run music during the ceremony

Transportation
- Ceremony and Reception
1. Queenstown Transport Charters
i. Will have 3 charter buses for guests, 3 buses for the bridal party and
immediate family.

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Equipment/Supplies Checklist
Catering
• Ceremony Marquee at Tussock Point for after ceremony
o hors d’oeuvres
o tea, lemonade, punch and water
- Provided by Flying Trestles
• Wakatipu Room Reception
o Dinner (Family style)
o Dessert
- Provided by Skyline Queenstown Restaurant
Cake
o Wedding cake
- Provided by Truly Scrumptious
Photography
• Photographer
o 1 photographer
• Videographer
o 1 videographer
- Provided by Holly Wallace Photography and Film
Florals
• Bridal Party
o Bride’s bouquet (1)
o Bridesmaids bouquets (5)
o Groom’s boutonniere (1)
o Groomsmen boutonnieres (5)
• Ceremony Venue
o Aisle décor (end of each row of chairs)
o Greenery in marquee
o Centerpieces on tables (30)
o Flowers on décor pieces (20)
• Reception Venue
o Table Centerpieces (19)
o Bridal Table (1)
o Entry and Exit florals (1-2)
o Hanging greenery and florals in room (10-15)
o Signing table arrangement (1-2)
o Cake table arrangement (1)
- All florals provided by One Fine Day
Transportation
o Charter buses for guests (3)
o Car for Bride and groom (1)
o Bus for bridal party (2)
o Bus for immediate family (1)

Page 50


- Transportation provided by Queenstown Transport Charters

Furniture/seating/structure for ceremony venue
• Aisle
o 150 chairs
o aisle backdrop/centerpiece (wood frame w/florals) (1)
o table up front for accessories (1)
- all provided by One Fine Day hires
• Under Marquee
o Couches (3)
o Trestle table for drinks and hors d’oeuvres (1)
- Provided by One Fine Day hires
• Gift table
o 1 table for gifts
- Provided by One Fine Day hires
• Guest Book Table
o 1 table for guest book
- Provided by One Fine Day hires
Furniture/seating/structure for reception venue
• Dining
o Bridal table
v 1 Long table that seats 12
o Guest Tables
v 19 circular tables seating 8 each
o Cutlery and place settings (164 sets)
o Chairs (164)
o Chair covers (164)
- Provided by Skyline Queenstown
• Dancing
o Dance floor laid down in room
- Provided by Skyline Queenstown
• Cake table
o 1 table for cake
- Provided by One Fine Day hires
• Guest Book Table
o 1 table for guest book
- Provided by One Fine Day hires
Sound System/Music
• Ceremony venue
o Live musicians- String trio
- Provided by Strings Central- classical trio
• Reception Venue
o Speaker system set up in room(1)
- provided by Skyline Queenstown

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o PA system
- provided by Skyline Queenstown
o DJ
- provided by DJ Jay Moore
Lighting
• Reception venue
o Mood lighting for dancing
- Provided by Skyline Queenstown
o Hanging copper lights (8)
- Provided by One Find Day hires
Accessories/Décor
• Ceremony venue
o Seating signs (2)
o Small decorations (lanterns (20), (gold, blush pink and sage trinkets/décor))
(20 assorted variety)
- Provided by One Fine Day hires
• Reception venue
o Signage (chalk boards)
v Gift sign (1)
v Welcome sign (1)
v “Grab a sparkler” sign (1)
v Guest book sign (1)
o Place cards (164)
o Seating chart (1)
o Small decorations (lanterns, (gold, blush pink, and sage trinkets/décor))
- All provided by One Fine Day hires and printing
o 36 inch Sparklers (170)
- Ordered from www.sparklersrus.com
o Printed dinner menus (164)
o Printed table number (20)
- All provided by One Fine Day hires, staff, and office
Linens
o Cream table clothes (20 table clothes)
o Dark gray Napkins (200)
- Provided by Skyline Queenstown
Safety
o Fire extinguisher (1)
- Provided by Skyline Queenstown
o Lighter for sparklers (4)
- Bought from PAK’nSave Queenstown grocery store

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WEDDING BUDGET


BUDGET

COST COST
One Fine Day Wakatipu Room
One Fine Day Full Wedding Service $ 5,500.00 Base cost $ 7,650.00
Hires/Décor $ 2,796.00 Dance Floor included
Florals $ 5,865.00 Sound system included
Additional Staff $ 1,620.00
Lighting $ 360.00

TOTAL $ 16,141.00 TOTAL $ 7,650.00

Photographer and Videographer Entertainment

Holly Wallace Photography $ 4,200.00 String trio $ 1,000.00
DJ Jay Moore $ 1,200.00

TOTAL $ 4,200.00 TOTAL $ 2,200.00

Transportation Catering
Queenstown Transport Charters $ 8,400.00 Skyline Queenstown $ 11,360.00
Flying Trestle $ 2,380.00
Truly Scrumptious $ 750.00
TOTAL $ 8,400.00 TOTAL $ 14,490.00

Tussock Point MISC.

Base Cost $ 2,500.00 Sparklers $ 160.00
Sound system $ 349.00
Marquee Included
TOTAL $ 2,849.00 TOTAL $ 160.00

TOTAL COST $ 56,090.00

* all costs require +15% GST (NZ goods and service tax)

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Staff Orientation
One Fine Day Staff
1 head florist
2 assistant florist to help with set up
1 lead event coordinator
1 assistant event manager
2 one fine day staff assistants
One Fine Day will have a staff meeting the day before the wedding to assign duties and make
sure everyone knows their responsibilities. Staff is already trained, so no extra training day is
required.

Skyline Queenstown Staff
1 head caterer
14 waiters
Full kitchen staff
Serve the 3 course dinner at the reception, wait the tables and help clean up after the ceremony.
Lead event coordinator will meet with staff according to the time stated in the event set-up
timeline. All staff is already trained and no additional training will be required. A meeting
between the head caterer and the Lead event manager will occur 1 week before the wedding to
discuss details, and finalize timing, menus and expectations.

Tussock Point Staff
Venue owners
Assistant staff to set up marquee
They will be present for set up and tear down as well as available during the day if issues arise.
They will help with parking the charter buses and make sure that all safety requirements are
met. In charge of setting up marquee according to the time in the event set up timeline. All staff
is already trained and no additional training will be required. A meeting between the venue
owners and the lead event manager will occur 1 ½ weeks before the wedding to confirm layouts,
timing and guest details of the event.

Flying Trestles
1 head caterer
3 staff members
They will be in charge of setting and cleaning up the food. They will help serve the food and
make sure guests needs are met regarding the hors d’oeuvres. All staff is already trained and no
additional training will be required. 1 week before the wedding the lead event manager and
head caterer will have a meeting to finalize menu choices and discuss final timing and
expectations.

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Other Staff
1 photographer
1 videographer
1 DJ
1 band

All other staff will arrive to the venue at the time specified on the event set-up timeline and will
be shown the details of the day and will have a chance to set up their equipment and prepare for
the ceremony and reception. Meetings will be held with photographer/videographer, DJ, and the
band 2 weeks before the wedding to discuss timing, and details about the day.

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Risk Management

This event is a High Risk event

The weather will be monitored throughout the week up to the morning of the wedding, when
the final call will be made by the lead event manager. If the ceremony has to be moved indoors
due to the weather, the Wakatipu room is booked all day. All staff at each venue are trained in
emergency protocol and understand the plan in case an emergency should arise.

Reporting and Record Keeping
Guests will RSVP so we will have a list of everyone who will be at the event.

Facilities, Inspection and Hazard abatement procedures

Tussock Point
1. Site inspection will occur 1 week before to assure safety and procedures and set up for
the event.
2. Weather- will be monitored through the week and will be closely monitored on the day
of the event. Being summer time in New Zealand the weather should cooperate.
3. Transportation- transporting this many guests via buses will require the transportation
company to have up to date licensed drivers and safety protocol to ensure guest safety at
all times.
4. Marquee- marquee set up will be double checked and approved by venue owners to
assure proper set up and security.
5. Outdoors – exposure to the elements can cause excessive heat or cold. Regarding the
conditions of the day fans or blankets will be provided for the guests.

Skyline Queenstown
1. Site inspection will occur 1 week before the event to assure safety of room
2. Gondolas- gondola runners are trained and skilled operators. A check will be made to
make sure that all machinery is running smoothly to safely get guests to the top and back
down.
3. Sparklers- sparklers will be held in an area on concrete with no foliage nearby, there will
be a fire extinguisher within reaching distance and staff will be the only ones to light the
sparklers. Buckets of water will be on the side for the guests to place their sparkler in
after it is done.

Staff Supervision
Lead Event Manager will be walking around making sure that staff are doing their job correctly
and everything is running smoothly. Skyline Queenstown will be in charge of their own staff.

Emergency Procedures
1. First Aid/AED is located in Skyline Queenstown
2. First Aid kit will be brought to Tussock Point venue

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Cancellation

Inclement Weather
In case the weather is bad on the day of the wedding we have the Wakatipu room booked all
day, and will be able to move the ceremony indoors. The lead event manager will assess the
conditions on the day of and make arrangements to move the ceremony indoors if necessary.

If it is decided on the day of that the wedding as to be moved indoors funds will be reimbursed
according to each vendor’s individual policies.

One Fine Day terms and conditions

One Fine Day terms and conditions are as follows

- “All deposits are non-refundable”
- “Bookings and dates are confirmed once we have received the signed contract and the
20% deposits”

Once a client has placed their deposit with One Fine Day the deposit will not be refunded if client
decides to cancel. (One Fine Day, 2017)

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Wrap Up

- After the ceremony, there will be a quick meeting then staff will help tear down the
venue according to their assignments given to them during the morning staff meeting.
- After the reception, there will be a quick meeting then staff will tear down according to
their assignments given during the staff meeting
- A google doc evaluation via email to the maid of honor, the best man, the bride and
groom and the person who paid for the majority of the wedding.
- All hired furniture and décor will be taken back to storage via One Fine Day employees.
- A thank you letter will be hand written to the bride and groom expressing gratitude for
choosing One Fine Day to help them plan their wedding.

[fill in name],

One behalf of One Fine Day I want to personally thank you for choosing One Fine Day to help
you create the wedding of your dreams. I enjoyed working with you and hope that you
enjoyed your special day. I hope that you were satisfied with the whole event and that it
lived up to your expectations. I hope that you will recommend us to your friends for all their
event needs. Thank you again for choosing One Fine Day and I want to wish you a happy
marriage.

Cheers,
Katie Moore
Lead Event and Wedding Specialist

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STAGE D: FOLLOW UP AND ANALYSIS

Program Evaluation

The evaluation on the next page will be used to assess how pleased participants were with
the event. It will assess how they liked the venue, catering, design and services and
determine if we use the same vendors for other weddings in the future. It will also determine
whether or not the goals of this event were accomplished. A report will be made for the
creative director of One Fine Day.

Disposition Decision Plan

The continuation of use of specific vendors will be decided by the results from this survey
and completion of design goals will determine how the staff handled this event. If
improvements need to be made they will be discussed in this survey and taken into high
consideration by the management. An overall assessment of mission, vison and goals of the
company will be viewed by the success of this wedding.

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Mountaintop Wedding Program Evaluation

Included on this page and the next is an example of the evaluation that will be sent out to
participants in the wedding.

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Evaluation

The post-evaluation survey on the page before will be used to collect data from the bride and
groom, bridal party and whoever paid for the wedding. The data gathered will provide insight on
whether or not they enjoyed the overall wedding, what they liked best about the day and
recommendations about how One Fine Day could improve or serve them better. A program
report will be compiled with all the data from this survey.

It will sent out via email and this link will be included in the email
https://goo.gl/forms/Dzm9JfUWofwj2Liy2 .

The message in the email will read

[Insert name]

Thank you for choosing One Fine Day to plan your event. Included in this email is a link to a quick
evaluation of the event and our services. We would greatly appreciate it if you would fill it out.
Just by filling it out you will get a 15% one of our design classes.

Click this link to go to google survey
https://goo.gl/forms/Dzm9JfUWofwj2Liy2

Cheers,
Katie Moore
Lead Event and Wedding Specialist
One Fine Day

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Evaluation Analysis

o The average rating of this wedding was an 9.5
o The participants’ favorite things about this event were the venues and the food.
o 12/14 people said that they would recommend One Fine Day to their friends
o None of the logistics were rated below a 4.


Future Recommendations

At the beginning of the survey we asked what our staff could improve in and towards the end we
asked the participants to add any overall comments about the wedding. The recommendations
we received were very insightful. One recommendation stated that they would have liked to
have had a longer time at the ceremony venue to take pictures and eat hors d’oeuvres. Another
recommendation was that our staff could improve in services regarding helping the bridal party
with logistics such as planning the rehearsal dinner as well. Each recommendation was
appreciated and taken into consideration and an email was sent back to them to thank them for
their reviews

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December 7, 2018

MEMORANDUM

To: Kath MacKenzie – Creative Director, CEO and Founder of One Fine Day

From: Katie Moore- Lead Event and Wedding Specialist

Subject: Mountaintop Wedding Evaluation and Program Decision

The survey results show that this wedding was a huge success. We will be using these vendors
again for future weddings because their services were so highly recommended by our clients.
The bride and groom were overjoyed with this event and everyone in the bridal party was so
glad that they got to participate in such a special day. While the event was a success there are a
few things to keep in mind when planning the next One Fine Day wedding.

Flow:

Participants would have liked to spend a longer time at the Tussock point venue to enjoy the
food and view. For the next wedding that we hold at Tussock point we can discuss having the
ceremony and reception at this location so the view can be enjoyed for the whole duration of
the event.

Time:
Participants stated that they would have liked the wedding to end a little earlier than it did. This
is something that can be discussed with the whole bridal party instead of just the bride and
groom during the planning of the next wedding.

Sustains:
Our staff were friendly and helpful and observed all participants have a wonderful experience.
Our staff did a splendid job running this event and no incidents occurred. We maintained a safe,
but fun environment for all guests and the bride and groom did not have to worry about
anything which fulfilled one of our objectives. Overall this wedding was a huge success and we
were able to witness the union of two people and help them celebrate their new life together.

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