Project Charter

PROJECT CHARTER
Project Title:
Julie Smith & John Howard’s Wedding Weekend
Project Manager:
Joellen Leichner
Assistant Project Manager:
Teresa Reining
Project Description:
Julie Smith and John Howard announced their engagement in December of 2020 after dating
for 3 years. They plan to be married in February 20, 2021 and anticipate many family and
friends from different parts of the United States will be attending. They have asked us to plan
and execute their wedding weekend to include the welcome rehearsal dinner, wedding and
reception and hotel accommodations. They are expecting around 30 to attend most events,
with all 120 to attend the wedding and reception. Potential challenges for this event will be the
numerous events to be included, potential weather issues, and the current pandemic situation
including masking and social distancing.
Project Stakeholders:
Person Title Role Involvement

level
Julie Smith & John Howard Honorees Bride & Groom Low
Mr. & Mrs. Smith Sponsor / Guest Parents of Bride High
Floridano’s Catering  Will provide High
banquet space,
food, tableware,
linen and pre-
planned food
choices for the
welcome rehearsal
dinner.
Ocotillo Country Club Venue  Will provide the High
wedding ceremony
venue and seating
for guests including
ceremony arch.
 Will also provide
reception venue to
include all pre-
planned food
choices, linens,
plating, tableware,
and reception floral
arrangements.
Keith Morrison Officiate  Will provide High
officiating services
for the wedding
ceremony.
Sky City Audio DJ  Will provide High
recorded music and
microphones for
ceremony.
 Will provide dance
music and DJ
services for the
wedding reception.
Flash Bulb Memories Photo Booth  Will provide photo Low
booth services for 3
hours during the
reception.
Piece of Cake Wedding Cake  Will provide the Moderate
wedding cake for
the reception.
Blooming Bouquets Wedding Flowers  Will provide all of Moderate
the bride &
bridesmaid
bouquets.
 Will provide the
grooms &
groomsman
boutonnieres.
Tara Nichole Photography Wedding Photos  Will provide all High
wedding photos for
the wedding and
reception.
Tara Nichole Photography Wedding Video  Will provide Low
videography the day
of the event.
Be In Love Designs Invitations  Provide Wedding High
Invitations,
directional cards,
and reception/hotel
information.
Marriott Phoenix/Chandler Hotel  Provide hotel block Low
for wedding guests
during their stay.
Facilities Crew Set-Up/Break-  Will set up the Moderate
Down ceremony venue
chairs for guests
according to guest
count.
 Will set up the
reception venue
according to the
guest seating plan
to include tables,
chair choice, linen
choice, tableware
and glassware
choices.
 Will place floral
arrangements at the
wedding arch site
and centerpieces in
the reception venue
when they arrive
from the florist.
 Will place
directional signs for
the wedding guests
to the venue.
Ocotillo Bar Staff Bartenders  Will make sure that Moderate
all bar supplies are
ordered and stocked
including cups, ice,
stir sticks, napkins.
 Will make sure
proper chosen soda
and alcohol choices
are ordered and
stocked.
Project Team:
Joellen Leichner Project Manager  Coordination of High

events and Involvement
communication
between all venues,
caterers, bakery, DJ,
Officiate,
photographer and
florist to ensure all
events are services
are on track so that
the wedding
weekend is fluid and
objectives are
delivered.
Teresa Reining Assistant Project Manager  Will coordinate High
wedding invitation Involvement
appointment,
wording, addresses
for wedding venue,
catering pre-
planned food
choices, seating
chart, alcohol/bar
needs, linen,
tableware and
centerpieces, hotel
blocks, and local
attractions.
 Will coordinate the

hotel reservation
block of rooms and
contracts.
 Will assist the

project manager in
all phases of the
project.
Project Objectives:
From 6 months to 14 days prior:
 Establish the wedding weekend timeline for all events.
 Receive guest final counts for each event and provide to caterers and bakery. Let them
know of any food allergies/special food requirements.
o Rehearsal Dinner
o Wedding Ceremony/Reception
 Contact all vendor choices to verify date/time of each event is booked.
 Meet with catering staff to go over chosen entrée’s, guest counts and food requirements.
 Meet with the bakery to review and choose cake flavors and design.
 Meeting with photographer and walk the venue for awareness of approved locations.
 Make sure all deposits are made and verify final payment dates.
 Make sure invitations have been approved and ordered.
 Draw up floor plan for guests and vendors (cake, DJ, photobooth).
14 days prior to the event:
 Get final guest counts and forward those to caterer, bakery, and rehearsal banquet room.
 Make final payments on venues, bakery, photographer and DJ.
 Cancel remaining room block.
 Meet with the facilities team to review:
o The ceremony and reception layout.
o The linen, tableware and chair choices.
o Table favors from the bride and groom.
o Placement of centerpieces, candles, and table numbers. Meet with bar staff to
make sure all supplies, alcohol, and ice are on hand. Greet vendors, make sure
facilities crew set-up is complete, all areas neat/clean.
Project Scope:
Project Manager:
 *Will communicate with the wedding couple and sponsor (parents of the bride) for
questions and/or concerns.
 *Will communicate directly with all vendors concerning decisions for this project.
o Catering Changes/Issues
o Special Requests from bride and groom.
o Changes in vendors.
 *Will coordinate all venues, deposits, and final payments for all vendors.
 *Will conduct the event review meeting with venue staff prior to the event to do a full
review of the event, expectations, and objectives.
Assistant Project Manager:
 *Will assist the project manager in all phases of the project.

 *Will coordinate the appointment, choice, and ordering of invitations from stationary
vendor.
 *Will handle the hotel contracts for the room blocks.
 *Will work with the beverage and catering vendors relaying guest counts and special
requirements.
 Will work with the beverage and catering vendors for event placement, final choices,
and any changes
 *Will attend the event review meeting with the project manager to assist if fielding
questions/concerns.
**Additional Terms/Conditions:
 No outside food or alcohol of any kind can be brought onto the venue premises for
distribution to guests.
 Security is not included in the cost of the venue but can be purchased at an additional
cost.
 All costs listed are subject to an 18% gratuity fee in addition to state tax.
 Additional tips to vendors should be made to that vendor directly.
Project Assumptions:
 Project Manager is responsible for all major decision making concerning this event.
 Project Manager will be the main representative for the venue concerning contact with
the stakeholder/sponsor.
 Guest count will fluctuate based on the weather and the current pandemic.
 The event attendees will be coming from all over the U.S. and will require hotel
accommodations.
Project Constraints:
 Current pandemic may make traveling by air difficult for some attendees.
 Currant pandemic with masking and enough space for social distancing.
 Weather during this time of year in other states may make traveling difficult for some
attendees.
 Due to it being high season for out of town golfers in February hotels could be expensive
and hard to locate/book.
Procurement Plan:
Resource Resource Sponsor

Event Sponsor/Funding Parents of the Bride
Space for event – Rehearsal Dinner Floridano’s
Catering – Rehearsal Dinner Floridano’s
Space for event - Ceremony Ocotillo Country Club
Space for event - Wedding Ocotillo Country Club
Catering - Wedding Reception Ocotillo Country Club
Venue Facility/Set-Up Crew Ocotillo County Club
Venue Bar/Wait Staff Ocotillo County Club
Invitations Be In Love Designs
Florist Blooming Bouquets
Bakery Piece of Cake
DJ Sky City Audio

Photobooth Flash Bulb Memories
Photography/Videography Tara Nichole Photography
Officiate Keith Morrison (Friend of the Groom)
Work Breakdown Structure

Project Description: Julie Smith-John Howard Wedding
Level 2
Level 1 Level 2
Major Tasks Subtasks
Subtasks Subtasks
Duration
1.0 Dream 1.1 Contact Rehearsal 1.1.1 Secure Venue Space .30 Minutes
Wedding Dinner Venue for date required. Advise
Experience Pre-Selected Food Choices.
V: Floridano's Italian
1.1.2 Sign Contract & Fax .30 Minutes

Completed On: 09-01- Back with Deposit. Get Final
20 Count/Final Payment Date.
Total Hours = 1.0 Hr.
1.2 Contact & Book 1.2.1 Give Date & Time. .15 Minutes
the Officiate Offer Wedding
Details. Discuss Wedding
Attire.
Officiate: Keith Morrison

Completed On: 09-01-
1.2.2 Pay Deposit. Get Final .15 Minutes
20
Payment Information.
Total Hours = .30
Min.
1.3 Contact DJ & Book 1.3.1 Give Date & Time of .20 Minutes
Ceremony & Wedding.
V: Sky City Audio

1.3.2 Inform of an Extra's .20 Minutes
(Lighting, Sound System
etc.)
1.3.3 Secure Contract & Pay .20 Minutes
Deposit. Get Final Payment
Completed On: 09- Information.
01-20
1.4 Contact & Book 1.4.1 Contact Vendor and .30 Minutes
Photobooth Vendor secure Date & Time. Advise
of Timeframe for Services.
V: Flash Bulb Memories
Completed On: 09-01- 1.4.2 Secure Contract. Pay .30 Minutes

20 Deposit. Get Final Payment
Total Hours = 1.0 Hr. Information.
1.5 Contact Bakery 1.5.1 Call Bakery & Book .30 Minutes
Cake. Advise Date, Venue &
Address.
Set-Up Cake Tasting Appt.
V: Piece of Cake
1.5.2 Request Contract. Pay .30 Minutes
20
Deposit. Get Final Payment
Information.
1.6 Contact Florist 1.6.1 Secure Florist for Date .30 Minutes
& Time of
Photos/Ceremony &
Reception.
Discuss Color
Scheme/Likes/Dislikes.
V: Blooming Bouquets
1.6.2 Fax over Wedding .15 Minutes
Worksheet Outlining All
Floral Needs for the event.
Total Hours = 1 Hr. Information
1.7 Secure 1.7.1 Call .15 Minutes
Photographer Photographer/Videographe
r & Book Pre-Selected
Package.
V: Tara Nicole Photography
1.7.2 Discuss Ceremony & .30 Minutes

Reception Times/Needs.
Discuss Videography
1.7.3 Secure Contract. Pay .15 Minutes
Completed On: 09-02- Deposit. Get Final Payment
20 Information.
1.8 Contact Invitation 1.8.1 Contact Vendor & .15 Minutes
Vendor Provide Client Information.
Present client budget based

on package booked.
V: Be In Love Designs

Total Hours = .30 Information.
Min.
1.9 Book Hotel Block 1.9.1 Call Pre-Selected .30 Minutes
of Rooms for Out of Hotels to Book Room Block.
Town Guests.
V: Marriott PHX/Chandler
1.9.2 Secure Contract. .15 Minutes

Verify No Deposit.
Completed On: 09-03- 1.9.3 Verify Final Booking .15 Minutes
20 Date & Cancellation of
Total Hours = 1.0 Hr. Remaining Rooms.
1.10 Book Internal 1.10.1 Verify Staffing Needs .30 Minutes
Facilities Crew based on Guest Count.
Complete and Fax Staffing

Requirements Sheet to
Facilities Mgr.
21 V: Ocotillo Golf Club
Total Hours = .30
Min.
1.11 Book Internal 1.11.1 Verify Staffing Needs .30 Minutes
Bartending/Event based on Guest Count.
Staff
Complete and Fax Staffing
Requirements Sheet to
Banquet Mgr.
Completed On: 09-20- V: Ocotillo Golf Club

21
Total Hours = .30
Min.
1.12 Make all Final 1.12.1 Charge CC on file for 5.0 Hours
Payments on items all Final payments within
marked in Orange. the Venue.
Fax CC Authorizations to
Outside Vendors.
Verify All Vendors paid in

Full
1.12.2 Call Rehearsal Dinner .15 Minutes
Venue w/ Final Head Count.
Balance Paid by Sponsor at
20
start of Event.
Total Hours = 5.0 Hrs.
Total Number of
Hours: =14.00 Hrs.
WBS Dictionary:
Work Package ID: 1.1.1
Work Package Name: Call and secure rehearsal dinner venue.
Work Package Description: Call Venue and secure the banquet room for the date/time
required. Review pre-selected food choices agreed upon w/ client. Arrival: 5:00pm.
Assigned to: J. Leichner
Date Due: 09-01-20

Work Package Name: Secure contract for Rehearsal Dinner Venue and Pay Deposit.
Work Package Description: Secure Rehearsal Dinner contract after a review of the final
payment details. Fax back to venue with deposit. Get final payment due date.
Date Due: 09-01-20

Work Package Name: Book the officiate.
Work Package Description: Contact and book the officiate. Discuss wedding details and
expected wedding attire.
Assigned to: T. Reining
Date Due: 09-01-20

Work Package Name: Send deposit to officiate.
Work Package Description: Send officiate deposit of agreed upon amount. Secure final
payment information.
Date Due: 09-01-20

Work Package Name: Call and book DJ.
Work Package Description: Call DJ and book date/time for Ceremony and Reception.
Date Due: 09-01-20

Work Package Name: Inform DJ of extra package items.
Work Package Description: Advise the DJ of additional lighting and sound options chosen.
Date Due: 09-01-20

Work Package Name: Secure DJ contract and pay deposit.
Work Package Description: Secure contract for the DJ and pay the deposit. Get final
payment information.
Date Due: 09-01-20

Work Package Name: Call and book the photobooth.
Work Package Description: Call photobooth vendor and secure date/time. Advise of
timeframe for services. Advise of desired location of photobooth.
Date Due: 09-01-20

Work Package Name: Secure photobooth contract and pay deposit.
Work Package Description: Review the photobooth contract and pay the deposit. Get the
final information.
Date Due: 09-01-20

Work Package Name: Call and Secure Bakery /Cake Tasting.
Work Package Description: Call bakery. Advise date, venue and tentative guest count.
Make cake tasting appointment for clients.
Date Due: 09-01-20

Work Package Name: Secure Bakery contract and pay deposit.
Work Package Description: Sign contract and pay deposit. Get final payment information.
Date Due: 09-01-20

Work Package Name: Contact and book florist.
Work Package Description: Call florist and secure time/date of wedding. Advise on floral
needs: Photos/Ceremony/Reception. Discuss color scheme. Discuss likes/dislikes.
Date Due: 09-02-20

Work Package Name: Fax Wedding Floral Worksheet.
Work Package Description: Fax florist wedding worksheet outlining all floral needs for the
event and numbers for each.
Date Due: 09-01-20

Work Package Name: Secure floral contract and make deposit.
Work Package Description: Secure floral contract and make the deposit. Get final payment
information.
Date Due: 09-01-20

Work Package Name: Call and secure Photographer/Videographer.
Work Package Description: Call and book the pre-selected photographer/videographer
package.

Date Due: 09-02-20

Work Package Name: Discuss Photography/Videography needs.
Work Package Description: Discuss the photo needs for First Look/Ceremony/Reception.
Discuss venue availability for photos.
Date Due: 09-02-20

Work Package Name: Secure Photographer/Videographer Contract and Pay Deposit.
Work Package Description: Secure contract and pay the deposit. Get final payment
information.
Date Due: 09-02-20

Work Package Name: Book Stationary Vendor
Work Package Description: Contact stationary vendor and provide client information.
Present client budget based on package booked. Client to book own appointment w/
vendor.
Date Due: 09-02-20

Work Package Name: Secure Stationary Contract and Pay Deposit.
Work Package Description: Secure contract and pay deposit. Get final payment
information.
Date Due: 09-02-20

Work Package Name: Secure block of rooms at hotel.
Work Package Description: Call pre-selected hotel to book a block of rooms for out of town
guests.
Date Due: 09-09-20

Work Package Name: Secure contract for block of rooms.
Work Package Description: Secure contract for the block of rooms at the pre-selected
hotel.
Date Due: 09-03-20

Work Package Name: Secure Contract for Block of Rooms and Pay Deposit.
Work Package Description: Secure the contract for the block of rooms and verify the last
date to book and date of room block cancellation.
Date Due: 09-03-20

Work Package Name: Verify Staffing Requirements for Facilities Crew
Work Package Description: Based on the tentative event number figure out staffing needs
for the event. Complete the venue staffing sheet for the event and fax it to the facilities
manager for venue set-up and break-down.
Date Due: 01-20-21

Work Package Name: Verify Staffing Requirements for Bar/Banquet Staff.
Work Package Description: Based on the tentative event number figure out staffing needs
for the event. Complete the venue staffing sheet for the event and fax it to the Banquet
manager for venue wait staff and bartending staff.
Date Due: 01-20-21

Work Package Name: Charge Credit Card on File for Final Payments Due.
Work Package Description: Pay Final Payments on all venues and vendors. Fax
Authorizations for external vendors. Verify all have vendors and the venue have been paid
in full.
Date Due: 02-04-20

Work Package Name: Provide Rehearsal Dinner Venue w/ Final Head Count.
Work Package Description: Call the restaurant and provide the final head count.
*Balance due from Sponsor at the end of the event.
Date Due: 02-04-20

Resource Assignment Matrix:
WBS Element: Project Management Team Stakeholders / Sponsors:
J. Leichner T. Reining Julie Smith Sponsor-
John Howard Parents of
Bride
1.1.1 R C X
1.1.2 R
1.2.1 R
1.2.2 R
1.3.1 R
1.3.2 R C X
1.3.3 R
1.4.1 R
1.4.2 R
1.5.1 R C
1.5.2 R
1.6.1 R S C X
1.6.2 R
1.6.3 R
1.7.1 R C X
1.7.2
1.7.3 R
1.8.1 R C
1.8.2 R
1.9.1 R C C
1.9.2 R
1.9.3 R
1.10.1 S R
1.11.1 S R
1.12.1 R S
1.12.2 R X
Key: R=Responsible, S = Support Required, C = Must Consult With, X = Final Decision Maker
Milestones/Deliverables:
 Get vendor booked for Rehearsal Dinner.
 Get all vendors booked for Ceremony/Wedding.
 Secure contracts for all vendors.
 Make all initial deposits.
 Book Cake Tasting Appointment.
 Complete Staffing Worksheet for Facilities Crew.
 Complete Staffing Worksheet for Wait/Bartending Staff.
 Make final payments for all vendors.
Task Dependencies:
 Catering order for Rehearsal Dinner is dependent on the RSVP’s of the bridal party.
 Catering for the event has been pre-selected and could depend on seasonality.
 Final wedding costs will fluctuate based on the final head count given 2 weeks prior to
the event.
 Due to the pandemic, head count could fluctuate drastically depending on status of the
pandemic at the time.
 Selected floral choices may be out of season and could be substituted depending on
supply at the time.
Critical Path:
Because of the condensed timeline of the event, securing the couples choice of major vendors
booked and under contract will be most critical. In addition, understanding each contract and
the cancellation clauses will be essential due to the instability of the pandemic. Also due to the
pandemic final guest counts could fluctuate either low or high at the last minute.

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Person Title Role Involvement

Joellen Leichner Project Manager  Coordination of High

 Will coordinate the

 Will assist the

 Contact all vendor choices to verify date/time of each event is booked.

 Make sure invitations have been approved and ordered.

14 days prior to the event:

 Make final payments on venues, bakery, photographer and DJ.

 Cancel remaining room block.

 Meet with the facilities team to review:

o The ceremony and reception layout.

o The linen, tableware and chair choices.

o Table favors from the bride and groom.

Assistant Project Manager:

 *Will assist the project manager in all phases of the project.

Resource Resource Sponsor

Space for event – Rehearsal Dinner Floridano’s

Catering – Rehearsal Dinner Floridano’s

Space for event - Ceremony Ocotillo Country Club

Space for event - Wedding Ocotillo Country Club

Catering - Wedding Reception Ocotillo Country Club

Venue Facility/Set-Up Crew Ocotillo County Club

Venue Bar/Wait Staff Ocotillo County Club

Invitations Be In Love Designs

Florist Blooming Bouquets

Bakery Piece of Cake

DJ Sky City Audio

Photography/Videography Tara Nichole Photography

Officiate Keith Morrison (Friend of the Groom)

Work Breakdown Structure

1.1.2 Sign Contract & Fax .30 Minutes

Officiate: Keith Morrison

V: Sky City Audio

V: Flash Bulb Memories

Completed On: 09-01- 1.4.2 Secure Contract. Pay .30 Minutes

Set-Up Cake Tasting Appt.

V: Tara Nicole Photography

1.7.2 Discuss Ceremony & .30 Minutes

Present client budget based

Completed On: 09-02- 1.8.2 Secure Contract. Pay .15 Minutes

1.9.2 Secure Contract. .15 Minutes

Complete and Fax Staffing

Completed On: 09-20- V: Ocotillo Golf Club

Verify All Vendors paid in

Assigned to: J. Leichner

Date Due: 09-01-20

Work Package ID: 1.1.2

Assigned to: J. Leichner

Date Due: 09-01-20

Work Package ID: 1.2.1

Assigned to: T. Reining

Date Due: 09-01-20

Work Package ID: 1.2.2

Assigned to: J. Leichner

Date Due: 09-01-20

Work Package ID: 1.3.1

Assigned to: J. Leichner

Date Due: 09-01-20

Work Package ID: 1.3.2

Assigned to: J. Leichner

Date Due: 09-01-20

Assigned to: J. Leichner