Ogl320 The Thomas-Green Wedding Final Project

Module #4: Planning an Event - The Thomas-Green Wedding
OGL 320: Group #1

OGL320: Foundations of Project Management
Professor Curtis Thompson
February 5, 2021
2
Module #4: Planning an Event - The Thomas-Green Wedding
Work Breakdown Structure
Describe the overall project:
The Green wedding is planned for June 15, 2021 at 5:00 pm in Oahu, Hawaii. The venue for the
wedding is a sought-after resort, Turtle Bay Resort. The wedding will host fifty (50) close family and
friends overlooking the ocean. A minister will officiate the ceremony. The wedding party will consist
of three (3) bridesmaids, three (3) groomsmen, a flower girl, and a ring bearer. The wedding reception
will be held in the adjoining ballroom of the resort. Local Covid-19 health protocols will be observed
and enforced during all official wedding events.
Major Task Level 1 Level 2 Level 2

Subtasks Subtasks Subtasks
Duration
1. Secure 1.1 Execute contract 1.1.1 Contact Turtle Bay Resort

Wedding with Turtle Bay Wedding Planner 1 day
Venue Resort (TBR)
1.1.2 Provide a proposal to the bride

and groom for approval of the 3 days
specific location for ceremony and
reception.
1.1.3 Submit the couple’s requests to

TBR and obtain a specific contract 1 day
with updates and edits.
1.1.4 Forward executed contract from

TBR to couple for signature and 2 days
obtain deposit.
1.1.5 Fax fully executed contract to

TBR with security deposit. ½ day
1.2 Provide an 1.2.1 Review photos/videos of

oceanfront location ceremony “spots” with the bride and 2 days
for the ceremony. groom. Make a selection.
3
1.2.2 Communicate requested

location with TBR planner for ½ day
inclusion in contract.
1.3 Provide elegant, 1.3.1 Obtain specific requests from

minimalist décor for bride and groom detailing 1 day
the ceremony. “minimalist” décor.
1.3.2 Forward couple’s

request/descriptions to TBR and 2 days
request a formal layout for couple
1.3.3 Obtain detailed layout of

ceremony location from TBR, 1 day
including a list of all decorative
items. Including all linen, seating
type, etc.
1.3.4 Submit floor plans and

descriptions to the bride and groom 2 days
for approval.
1.3.5 Forward executed agreement to

TBR for venue site. 1 day
1.4 Secure resort 1.4.1 Communicate requested

ballroom for evening location with TBR wedding planner ½ day
reception. for inclusion in contract.

reception location from TBR, ½ day
type, etc.
1.4.3 Submit floor plan and

for approval.

TBR for reception site. 1 day
1.5 Secure location 1.5.1 Communicate requested

for rehearsal location with TBR planner for ½ day
luncheon. inclusion in contract.
4

luncheon location from TBR, 1 day
type, etc.
1.5.3 Submit floor plan and

for approval.

TBR for luncheon site. 1 day
1.6 Arrange for event 1.6.1 Contact TBR catering manager

catering and request menus for reception and ½ day
luncheon.
1.6.2 Forward catering menus to

bride and groom with ½ day
recommendations for each.
1.6.3 Obtain specific requests from

the couple for both meals and 5 days
forward to the catering manager.
1.6.4 Confirm plate count with bride

and groom for reception and 1 day
luncheon. Forward information to
TBR catering manager.
1.6.5 Obtain the executed catering

agreement from TBR and forward to ½ day
the couple for final approvals and
signatures.
1.6.6 Return fully executed

agreement to TBR catering manager ½ day
along with required deposits.
1.7 Provide wedding 1.7.1 Consult with the bride and

cake for the reception. groom regarding the type of wedding 1 day
cake they desire.
1.7.2 Compile a list of local bakeries

that specialize in wedding cakes and 3 days
submit the list to the bride and
groom.
5
1.7.3 Contact the catering manager of

TBR and request a cake brochure and 1 day
information package.
1.7.4 Obtain baker and cake selection

from the bride and groom. 1 week
1.7.5 Place the cake order with the

selected bakery. Forward 1 day
confirmation to the bride and groom.
Total duration (hours/weeks/days): 23.5 days

Duration
2. Secure 2.1 Contact the sales 2.1.1 Obtain contract with room
Overnight manager of Turtle block conditions. 1 day
Accommod Bay Resort and
ations for negotiate rates for
Attendees wedding attendees.
2.1.2 Forward contract to bride and

groom for approval. ½ day
2.1.3 Forward signed contract and

deposit to Turtle Bay sales manager. ½ day
2.1.4 Submit reservation information

to the bride and groom for inclusion ½ day
on the wedding invitations.
2.2 Secure hotel 2.2.1 Consult with the couple

accommodations for regarding arrival and departure dates 2 days
the couple and their of their parents for the wedding.
parents.
2.2.2 Provide a rooming list to TBR

containing names of both parents and 1 day
arrival/departure dates.
2.2.3 Specify accommodations for

the couple prior to the wedding and ½ day
after the ceremony.
6
2.2.4 Confirm accuracy of room

block for the couple. 1 day
2.2.5 Forward all reservation

information, including confirmation ½ day
numbers to the parents and the
couple.
Total duration (hours/weeks/days): 7 days

Duration
3.1 Submit names of 3.1.1 Conduct island search for the

3. Secure Christian ministers minister to perform the ceremony. 3 days
Officiant that can perform a
for traditional Hawaiian
Ceremony wedding ceremony.
3.1.2 Submit a list of 2-3 possibilities

to the bride and groom for selection. 1 day
3.1.3 Obtain the couple’s selection of

minister to serve as Officiant for the 5 days
ceremony.
3.2 Contact the

selected minister for ½ day
availability on the
date of the event.
3.3 Execute 3.3.1 Obtain a service agreement

agreement from from the minister, as well as a list of 1 day
selected minister for all required documents that the
the ceremony. couple will need to submit to him/her
prior to the ceremony.
3.3.2 Forward agreement to couple

for final review and signature. 2 days
3.3.3 Submit a fully executed

contract to minister along with ½ day
required payment/deposit.
7
Total duration (hours/weeks/days): 12 days

Duration
4.1 Secure local 4.1.1 Conduct search for local florists

4. Provide florists to provide capable of providing flowers on the 1 week
wedding flowers for the date of the event.
flowers for wedding ceremony
the and reception.
ceremony
and
reception.
4.1.2 Submit a list of florists to the

bride and groom, make a selection. 1 day
4.1.3 Negotiate a contract with a

florist for the event. 3 days
4.1.4 Consult with the bride and

florist for specific floral ½ day
arrangements for ceremony and
reception, including the flowers for
the wedding cake.
4.2 Place order for 4.2.1 Review florist website for

ceremony florals venue flower offering with bride and 2 weeks
make selections.
4.2.2 Review website and select

flowers for all attendants, including: 1 week
Brides handpieces (Actual and
‘throw-away’)
Bridesmaids
Groomsmen and Fathers
Flower Girl basket
Ring bearer
Mothers’ corsages
4.2.3 Forward completed list, with

detailed descriptions to florist for 1 day
8
review and confirmation.
4.2.4 Submit completed order and

deposit to florist. ½ day
4.3 Take delivery of 4.3.1 Contact TBR and confirm that

wedding flowers adequate refrigeration will be ½ day
provided for flowers upon delivery.
4.3.2 Confirm day and time of floral

delivery with the florist. Have staff **
on hand to receive delivery.
4.3.3 Conduct quality checks on

flowers including type, count, and **
design. Immediately communicate
with the florist in the event of an
error.
4.3.4 Have TBR staff place flowers

in a refrigerated storage area until **
time of set up or distribution.
4.3.5 Confirm delivery of cake

flowers to the contracted bakery for ½ day
decorating the wedding cake.
4.4 Set up flowers for 4.4.1 Working with the florist,

ceremony and confirm that flowers are placed ½ day
reception. according to the contracted layout at
reception and ceremony site.
4.4.2 Have members of the PM team

or florist make any necessary **
adjustments so that floral placement
reflects the bride's wishes.
4.5 Distribute flowers 4.5.1 Receive delivery of all

to wedding attendants handpieces, boutonnieres, corsages, **
and the basket for the flower girl
from TBR staff.
4.5.2. Confirm that extra pins and

ribbon are on hand to secure flowers **
to lapels, etc.
9
4.5.3 Have a member of PM team pin

boutonnieres on lapels and corsages **
on wrists.
4.5.4 Distribute handpieces to all

bridesmaids and the basket to the **
flower girl.
4.5.5 Deliver the formal handpiece to

the bride for the ceremony. **
4.5.6 Place the “throw-away”

bouquet in the reception hall kitchen **
to remain cool until time of bouquet
toss.
4.6 Provide the bride

with a throw-away **
bouquet at the close
of ceremony.

Duration
5.1 Obtain list of 5.1.1 Contact listed musicians for

5. Secure possible reception availability on the date of the event. 2 weeks
Music musicians from TBR Request music samples from those
wedding planner. available.
5.2 Select musicians 5.2.1 Provide the bride and groom

for ceremony and with a list of musicians (and their 1 day
reception. respective samples) available for the
ceremony.
5.2.2 Upon receipt of music samples,

have the bride and groom make a 2 weeks
selection from the list for both a 3-4
person band AND a ukulele
player/singer.
5.2.3 Contact selected musicians to

2 days
10
confirm availability and obtain

contracts for the event.
5.2.4 Forward contract to bride and

groom for final approval and 2 days
signature.
5.2.5 Forward executed contract and

required deposits to band leader 1 day
AND ukulele player.
5.3 Set up musicians 5.3.1 With the TBR audio-visual

for reception. team, direct musicians to the set up ½ day
area for wedding reception.
5.3.2 Conduct a sound check with the

TBR team. **
5.4 Setup musician 5.4.1 Confirm availability and set up

for ceremony of cordless mic for ukulele player. **
5.4.2 Conduct sound check for

wedding ceremony with TBR a/v **
team.

Duration
6.1 Contact TBR sales 6.1.1 Forward protocol to bride and

6. Establish manager for Covid-19 groom for review. ½ day
Covid-19 protocol practices.
Protocols
6.1.2 Submit any additional request

from bride and groom to TBR ½ day
6.2 Provide hand 6.2.1 Confirm location of TBR

sanitizers for placement of hand sanitizers for ½ day
ceremony. ceremony and reception
6.3 Provide wedding 6.3.1 Confirm that masks have been

attendants and guests supplied by Mother of the Groom. ½ day
with masks.
11
6.3.2 Have a member of the PM team

distribute the masks to all wedding **
attendants.
6.3.3 Have a member of the PM team

distribute the masks to wedding ½ day
attendees as they arrive.
WBS Dictionary
Project Name: The Thomas - Green Wedding

Work Package ID: 1.1
Work Package Name: Execute contract with Turtle Bay Resort (TBR)
Work Package Description: Contact TBR for information on wedding packages. Go over details with
the bride and groom and submit selection to TBR. Once TBR has submitted a contract, forward to bride
and groom for approval and signatures. Send a signed contract back to TBR along with deposit.
Assigned To: Chanin King Date Assigned: 2/4/21
Due Date: 2/11/21 Estimated Cost: $5,235
Deliverables: TBR contract Assumptions: Date has already been reserved

Work Package Name: Provide an oceanfront location for the ceremony.

Work Package Description: Review photos and videos and make selections, communicate with planners
for requested locations.
Due Date: 2/25/21 Estimated Cost: included in package
Deliverables: confirmation email from TBR Assumptions: Location selected by couple will be
that location has been reserved available on date

Work Package Name: Provide elegant, minimalist décor for the ceremony.
12
Work Package Description: Bride and Groom request for decor, send to TBR. Submit floor plan
forward agreement to planner.
Deliverables: Initial decor and floor plan Assumptions: Bride’s decor wants are available

Work Package Name: Secure resort ballroom for evening reception.
Work Package Description: Submit floorplan to Bride and Groom for approval, forward executed
agreement to TBR.
Assumptions: All guests have RSVP’d and floor plan
Deliverables: Final floor plan and agreement won’t change

Work Package Name: Secure location for rehearsal luncheon.
Work Package Description: Communicate location to TBR. Obtain details for luncheon including all
decorative items, including all linen, seating and etc.
Deliverables: Rehearsal luncheon agreement
with decor and floor plan Assumptions: Location is available for date of luncheon

Work Package Name: Arrange for event catering
Work Package Description: Contact TBR catering manager, request menus. Send menus to Bride and
Groom for approval and commendations. confirm plate count and send it to TBR planner. Obtain
executed catering agreement for approvals and signatures, Return fully executed agreement with required
deposits.
Assigned To: Shirlise Walker Date Assigned: 2/4/21
13
Assumptions: All food restrictions can be

Deliverables: Catering contract and deposit accommodated

Work Package Name: Provide wedding cake for the reception.
Work Package Description: Compile a list of bakeries, provide a list to the bride and groom. Review
their requirements for the cake. Obtain baker and cake selection from bride and groom. Place the cake
order with the selected bakery and confirm time, date and delivery. forward confirmation with bride and
groom.
Due Date: 3/11/21 Estimated Cost: $700
Assumptions: Chosen bakery is available for date of
Deliverables: Final cake contract wedding

Work Package Name: Contact the sales manager of Turtle Bay Resort and negotiate rates for wedding
attendees.
Work Package Description: Confirm accuracy of room block for guest.

Due Date: 2/18/21 Estimated Cost: N/A
Assumptions: All guests and wedding party will be
Deliverables: Room block agreement staying at TBR

Work Package Name: Secure hotel accommodations for the couple and their parents.
Work Package Description: consult arrival and departure dates, specify accommodations for couples.
forward reservation and signed contract and deposit to Turtle Bay sales manager.
Deliverables: Hotel reservation agreement Assumptions: Chosen rooms are available for dates
14
needed

Work Package Name: Submit names of Christian ministers that can perform a traditional Hawaiian
wedding ceremony.
Work Package Description: Obtain selection of Ministers to serve as officiant, submit to Bride and
Groom for selcation.
Assigned To: Patricia Alcantara Date Assigned: 2/4/21
Assumptions: There are multiple options to choose
Deliverables: List of available ministers from

Work Package Name: Contact the selected minister for availability on the date of the event.
Work Package Description: Contact Minister with the wedding information date, time and place. Once a
confirmation has been made, obtain service agreement from Minister, and list of required documents,
forward to Bride and Groom for final review and signature
Assumptions: Chosen minister is available for dae of
Deliverables: Initial minister contract wedding

Work Package Name: Execute agreement from selected minister for the ceremony.
Work Package Description: Obtain agreement from minister, and required documents that are needed
from the couple prior to the ceremony. Submit a fully executed contract to minister with required
payment.
Due Date: 3/11/21 Estimated Cost: $575
Deliverables: Final minister contract, wedding Assumptions: Discussion of reception music will be
documents, and payment made at this time as well
15

Work Package Name: Secure local florists to provide flowers for the wedding ceremony and reception
Work Package Description: Research local florists, submit list to Bride and Groom to make a
selection.Negotiate contract with florist. Send an agreement to the bride and groom for approval.
Assigned To: Kayla Kale Date Assigned: 2/4/21
Deliverables: Initial florist contract Assumptions: Chosen florist is available for date

Work Package Name: Place order for ceremony florals
Work Package Description: Select flowers for all attendants, Brides handpieces including throw-away,
bridesmaids, groomsmen and fathers, flower girls, ring bearer and mothers corsages. Submit completed
order with deposit.
Assumptions: Florist has all flowers available that bride
Deliverables: Flower order and deposit wants

Work Package Name: Take delivery of wedding flowers
Work Package Description: Contact TBR and confirm refrigeration for flowers upon delivery. Confirm
date and time of delivery. Ensure flowers are of quality including count and design.
Deliverables: All flowers have arrived and are
placed in cooler Assumptions: Flowers will arrive on time

Work Package Name: Set up flowers for ceremony and reception.
16
Work Package Description: Confirm with the florist that flowers are placed in the right locations
according to layout for reception and ceremony site. Have the PM make necessary adjustments.
Deliverables: Placement of all floral Assumptions: Layout of the venue has been provided to
arrangements the florist

Work Package Name: Distribute flowers to wedding attendants
Work Package Description: Have TBR staff deliver all handpieces, boutonnieres, corsages and flower
girl baskets. Have a PM member pin boutonnieres on lapels and corsages on wrists. distribute handpieces
and flower baskets. Deliver handpiece to bride and place "throw-away" bouquet in reception hall.
Deliverables: All wedding party individual Assumptions: Wedding party is in designated holding
flower pieces areas and can be found for delivery

Work Package Name: Provide the bride with a throw-away bouquet at close of ceremony.
Work Package Description: Have someone on the PM team deliver a throw-away bouquet to the bride
at the end of the ceremony
Deliverables: Throw bouquet Assumptions: Bride will be available for handoff

Work Package Name: Obtain list of possible reception musicians from TBR wedding planner.
Work Package Description: Contact list of musicians for availability on date of event. request music
samples for those available.
Assigned To: Joanna Perracchio Date Assigned: 2/4/21
17

Deliverables: List of potential musicians Assumptions: All bands on list are available

Work Package Name: Select musicians for ceremony and reception.
Work Package Description: Provide bride and groom with information, have the bride and groom make
selections from list for both a 3-4 person band and a ukulele player/singer. contact musicians to confirm
and obtain contracts for events. forward contract to bride and groom for approval and signature, forward
executed contract and deposits to band leader and ukulele player.
Deliverables: Music contracts and deposits Assumptions: Chosen musicians are available

Work Package Name: Set up musicians for reception.
Work Package Description: TBR audio-visual team, direct musicians set up area for wedding reception.
conduct a sound check with the TBR team.
Assigned To:Joanna Perracchio Date Assigned: 2/4/21
Deliverables: Band set up and sound check
before ceremony starts Assumptions: Band and AV team arrive on time

Work Package Name: Set up musician for ceremony
Work Package Description: Confirm availability and set up of cordless mic for ukulele player. Conduct
a sound check for the wedding ceremony with the TBR team.
Deliverables: Band setup and sound check 2
hours before ceremony Assumptions: Band and AV team arrive on time
18

Work Package Name: Contact TBR sales manager for Covid-19 protocol practices.
Work Package Description: Obtain TBR Covid-19 protocol practices, forward to bride and groom for
review. submit any additional request.
Assumptions: All guests agree to and abide by safety
Deliverables: COVID-19 protocol agreement protocol

Work Package Name: Provide hand sanitizers for ceremony.
Work Package Description: Confirm with TBR locations/placement of hand sanitizers for ceremony and
reception.
Due Date: 6/15/21 Estimated Cost: Included in TBR Contract
Deliverables: Hand sanitizer stations placed in Assumptions: TBR will provide enough hand sanitizers
correct areas to be placed in key areas

Work Package Name: Provide wedding attendants and guests with masks.
Work Package Description: Mother of the groom will supply a mask. confirm and a member of the PM
team will distribute masks to wedding attendants. Another member of the PM team will distribute them to
the wedding party as they arrive.
Deliverables: All wedding attendants and
guests have masks Assumptions: Masks provided by Mother of groom
19
Responsibility Assignment Matrix (RAM)
Milestones & Deliverables

● Reservation for Kuilima Point for ceremony
● Reservation for Kuilima Ballroom for reception
● Reservation for 35 guests rooms at Turtle Bay Resort for 3 nights and additional
13 rooms for wedding party
● All necessary decor for wedding ceremony and reception
● Submit verified menus for rehearsal luncheon and reception
● Consult and secure local florist
● Local band/Ukulele player for wedding ceremony
● Local minister with knowledge of Christian and Hawaiian wedding ceremonies
● 3-tier cake for wedding reception
● Disposal masks and hand sanitizing stations for reception and wedding ceremony
20
● Hair, makeup, and manicurist for bride

● Photographer
● Conduct a sound check for the wedding ceremony with the TBR team.
Task Dependencies
To ensure proper execution of this wedding, some tasks should be completed before
others. The first and most important task is to secure the reservation and contract at Turtle Bay
Resort for the rehearsal dinner, wedding ceremony and reception. This will also entail submitting
a request for the necessary amount of rooms for the wedding party, their guests, and sending out
invitations for guests to RSVP and confirm room reservations. Completing next steps will be
dependent on the completion of this task first. The second most important steps will be to acquire
menus, florists, ukulele player/band, minister, photographer, beauty stylists, and 3-tier cake.
After the main wedding components are finalized, the remaining tasks are free to be completed
as necessary.
WBS Work Packages with Predecessors - Create Schedule
Schedule
Discuss tasks on the Critical Path

The tasks that are a part of the critical path are predominantly the tasks that are advised to
be completed before any others. That would include securing the venue and rooms at the Turtle
Bay Resort for the wedding party and all guests. Inviting guests to RSVP in order to secure the
headcount for the number of rooms needed will also be part of the critical path. This step is
essential because it determines seating arrangements, number of rooms required, and the overall
amount of food provided. Part of the critical path will also include acquiring any and all
additional personnel required for the event and all extra services that will be rendered from
outside parties.

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Module #4: Planning an Event - The Thomas-Green Wedding

OGL 320: Group #1

Module #4: Planning an Event - The Thomas-Green Wedding

Work Breakdown Structure

Describe the overall project:

Major Task Level 1 Level 2 Level 2

1. Secure 1.1 Execute contract 1.1.1 Contact Turtle Bay Resort

1.1.2 Provide a proposal to the bride

1.1.3 Submit the couple’s requests to

1.1.4 Forward executed contract from

1.1.5 Fax fully executed contract to

1.2 Provide an 1.2.1 Review photos/videos of

1.2.2 Communicate requested

1.3 Provide elegant, 1.3.1 Obtain specific requests from

1.3.2 Forward couple’s

1.3.3 Obtain detailed layout of

1.3.4 Submit floor plans and

1.3.5 Forward executed agreement to

1.4 Secure resort 1.4.1 Communicate requested

1.4.2 Obtain detailed layout of

1.4.3 Submit floor plan and

1.4.4 Forward executed agreement to

1.5 Secure location 1.5.1 Communicate requested

1.5.2 Obtain detailed layout of

1.5.3 Submit floor plan and

1.5.4 Forward executed agreement to

1.6 Arrange for event 1.6.1 Contact TBR catering manager

1.6.2 Forward catering menus to

1.6.3 Obtain specific requests from

1.6.4 Confirm plate count with bride

1.6.5 Obtain the executed catering

1.6.6 Return fully executed

1.7 Provide wedding 1.7.1 Consult with the bride and

1.7.2 Compile a list of local bakeries

1.7.3 Contact the catering manager of

1.7.4 Obtain baker and cake selection

1.7.5 Place the cake order with the

Total duration (hours/weeks/days): 23.5 days

Major Task Level 1 Level 2 Level 2

2.1.2 Forward contract to bride and

2.1.3 Forward signed contract and

2.1.4 Submit reservation information

2.2 Secure hotel 2.2.1 Consult with the couple

2.2.2 Provide a rooming list to TBR

2.2.3 Specify accommodations for

2.2.4 Confirm accuracy of room

2.2.5 Forward all reservation

Total duration (hours/weeks/days): 7 days

Major Task Level 1 Level 2 Level 2

3.1 Submit names of 3.1.1 Conduct island search for the

3.1.2 Submit a list of 2-3 possibilities

3.1.3 Obtain the couple’s selection of

3.2 Contact the

3.3 Execute 3.3.1 Obtain a service agreement

3.3.2 Forward agreement to couple

3.3.3 Submit a fully executed

Total duration (hours/weeks/days): 12 days

Major Task Level 1 Level 2 Level 2

4.1 Secure local 4.1.1 Conduct search for local florists

4.1.2 Submit a list of florists to the

4.1.3 Negotiate a contract with a

4.1.4 Consult with the bride and

4.2 Place order for 4.2.1 Review florist website for