PROJECT EXECUTION PLAN OF A PARTY FOR PARENTS’

25TH ANNIVERSARY
 2
PROJECT EXECUTION PLAN OF A PARTY FOR PARENTS’ 25TH ANNIVERSARY

Executive summary
The main components of the “Project Execution Plan of a Party for Parents’ 25th Anniversary”
are outlined in the executive summary. preparing, arrangements, logistics, cooperation,
contingency, and assessment are among the primary goals that are highlighted. With an emphasis
on financial management, vendor dependability, guest management, & health and safety, the
project strives to produce a memorable and pleasurable celebration of the parents' 25th wedding
anniversary. The Gantt chart's suggested schedule and activities offer a clear road map for
carrying out the project successfully. The project team can guarantee a great event which
exceeds expectations and makes a lasting effect on the parents and guests by adhering to the
suggested tactics and minimizing potential hazards.
 3
PROJECT EXECUTION PLAN OF A PARTY FOR PARENTS’ 25TH ANNIVERSARY

Table of Contents
Introduction......................................................................................................................................4

Project Aim......................................................................................................................................4

Project Objective.............................................................................................................................4

Project Scope...................................................................................................................................5

Project Outcome..............................................................................................................................5

Budget of the project.......................................................................................................................6

Project evaluation Review Technique.............................................................................................7

Work breakdown structure..............................................................................................................8

Issues................................................................................................................................................9

Risk management/solutions...........................................................................................................10

People involved in the project.......................................................................................................11

Timeline.........................................................................................................................................12

Recommendation...........................................................................................................................13

Conclusion.....................................................................................................................................13

Reference List................................................................................................................................14
 4
PROJECT EXECUTION PLAN OF A PARTY FOR PARENTS’ 25TH ANNIVERSARY

Introduction

The project execution strategy for a celebration honoring parents’ 25th wedding
anniversary is of utmost importance. It is a major occasion, a turning point in the life of
cherished parents, and merits a lavish party. This plan details the thorough approach to carry out
a spectacular event at Woodland Grange, situated at Old Milverton Ln, Leamington Spa, UK,
assuring a life-changing experience for all guests. The project team will make every effort to
design an environment that matches the parents' personality and interests. This includes carefully
choosing everything from the décor to the entertainment. In order to get the best food, gorgeous
décor, and fascinating entertainment alternatives while maintaining within the allocated budget,
the plan calls for working with multiple suppliers including service providers. In order to
guarantee a seamless and coordinated execution, efficient interaction and collaboration between
family members, stakeholders, as well as the project team will be given top priority. The project
will go smoothly with the help of frequent updates, meetings, and open lines of communication,
guaranteeing that every expectation and demand are satisfied.
The project's success depends on sticking to the schedule that has been established. The strategy
calls for establishing goals, deadlines, and checkpoints to monitor progress and guarantee that
each activity is finished on time, resulting in the seamless execution of the parents’ 25th wedding
anniversary party.

Project Aim

The primary goal of the project is to plan and carry out a memorable celebration to
commemorate the parents’ 25th wedding anniversary, producing a special and happy experience
within an accessible expense for the parents and all those in attendance.

Project Objective

● To make the celebration memorable and pleasurable for the parents and each of the
attendees.
● To plan and handle every detail, including choosing the right location, decorating, food,
and entertainment, while staying within the budget allotted.
 5
PROJECT EXECUTION PLAN OF A PARTY FOR PARENTS’ 25TH ANNIVERSARY

● To make sure there is constant interaction and collaboration amongst all parties,
including family, partners, and care providers.
● To follow the schedule and carry out the event without a hitch, while reaching all
established deadlines and milestones.

Project Scope

The task’s scope, “Party for Parents’ 25th Anniversary,” covers the following major
areas:
Location Selection: deciding that the UK's Woodland Grange in Leamington Spa would be the
best place to hold the anniversary celebration and acquiring that location.
Event planning: It is the process of creating a detailed plan that takes into account every element
of the event, such as the décor, cuisine, entertainment, & logistics.
Budget management: This involves effectively allocating and overseeing the budgeted amount
in order to satisfy the anticipated objectives while upholding sound financial practices.
Vendor Coordination: Working together with different suppliers and service providers to find
high-quality products and services within the budget that has been set.
Communication and Coordination: Establishing efficient channels of communication and
sustaining constant communication with relatives, stakeholders, as well as the project team
during the stages of planning and execution are key to success.
Timeline Adherence: Setting achievements, deadlines, and milestones to track progress and
guarantee that work is finished on time while staying in accordance with the project’s overall
timetable.
Guest Experience: The goal of the guest experience is to provide the parents along with all
guests a special and delightful time by including unique details and components that illustrate the
couple’s story and personality.
Risk management: It is the process of identifying possible risks and creating backup plans in
case anything unexpected happens while the project is being carried out.
The project intends to create a successful and amazing 25th anniversary party for the parents,
creating a lasting impact on all attendees, through addressing these issues within the stipulated
scope.
 6
PROJECT EXECUTION PLAN OF A PARTY FOR PARENTS’ 25TH ANNIVERSARY

Project Outcome

A beautifully arrangement and amazing 25th anniversary party for the parents is the
project's anticipated result. With a well-planned celebration that embodies the couple's journey,
affection, and commitment, the occasion will leave an indelible mark of joy and celebration
along with priceless memories for both the couple as well as their guests.

Budget of the project

Figure 1: Estimated Budget of the Project

(Source: Excel)
The expected cost of the venue rental is £198, while the cost of the decorations is £100. £178 is
anticipated to be spent on catering, while £121 is anticipated to be spent on entertainment. The
projected cost of the invitations and printing is £90, while the expected cost of videography and
photographic services is £200. The expected cost of transportation is £159, while the estimated
cost of other items is £100 (Inch et al. 2019). In addition, £160 has been set aside as a
contingency budget to cover any further costs. In addition, a £250 budget has been set aside for
beverage arrangements. The projected total expenditure for the project is £1,556.
 7
PROJECT EXECUTION PLAN OF A PARTY FOR PARENTS’ 25TH ANNIVERSARY

Project evaluation Review Technique

Figure 2: Project details evaluation with dates and time

(Source:Project Libre)

Figure 3: Network Diagram

(Source: Project Libre)
The following table lists the sequence and length of tasks in the Gantt chart for the
“Project Execution Plan of a Party for Parents’ 25th Anniversary.” Planning, Arrangements,
Logistics and Transportation, the term coordination, Contingency, & Evaluation are the four
major phases that make up the project. The major tasks and their corresponding times are listed
below:
 8
PROJECT EXECUTION PLAN OF A PARTY FOR PARENTS’ 25TH ANNIVERSARY

Phase of preparation (6 days): This stage involves decisions on the venue, the financial plan, the
theme, including the guest list. June 21, 2023 until June 28, 2023 is its duration (Wang, 2022).
Phase of arrangements (12 days): Throughout this time, duties including setting up the venue,
decorating it, providing food and entertainment, and setting up the beverages are completed. On
June 29, 2023, it begins, and on July 14, 2023, it ends.
Phase of Logistics (43 days): During this phase, logistics including invites, printing, video
recording, photography, and transportation are taken care of. From July 17 through September
13, 2023, it is in effect.
Coordination Phase (33 days): Communication, as well as vendor management, stakeholders
coordination, and timetable monitoring are all activities included in the coordination phase,
which lasts 33 days. The period runs from July 31 through September 13, 2023.
Contingency Phase (27 days): Risk assessment and the implementation of contingency plans are
the main topics of the contingency phase (27 days). It begins on August 8 and finishes on
September 13 in the year 2023.
Phase of Evaluation (25 days): During this period, feedback is gathered, the event's success is
evaluated, as well as lessons gained are recorded. From August 10 to September 13, 2023, it will
happen (Edgington, 2022).
The project team may effectively carry out the plan, handle risks, and analyze the results in order
to enhance future event planning procedures by adhering to this schedule and making sure there
is effective collaboration.

Work breakdown structure

 9
PROJECT EXECUTION PLAN OF A PARTY FOR PARENTS’ 25TH ANNIVERSARY

Figure 4: Work Breakdown Structure

(Source: Draw.io)
The planning step at Level 1 includes important components including choosing a
location, calculating a budget, choosing a theme, and assembling a guest list. The foundation for
the entire project is laid by these tasks.
On to Level 2, where activities including venue preparation, decoration, food, entertainment, and
beverages are included (Ogunlana & Dey, 2019). These duties center on giving the visitors a
pleasurable and enjoyable time while embracing the desired concept and making sure all the
preparations are made.
Managing invites, printing supplies, recording videos, and transportation are all part of the
logistics covered at Level 3.
These duties guarantee effective planning and seamless implementation of crucial logistics
elements, including inviting visitors, recording priceless moments, and setting up transportation
if necessary. At Level 4, coordination entails maintaining open lines of communication within
the project team, controlling suppliers, working with stakeholders, and monitoring the project
timetable. These activities guarantee effective communication, accurate information sharing, and
prompt action. Contingency planning is introduced at Level 5, when risks are evaluated and
contingency plans are made to address any unanticipated difficulties that could occur while the
project is being carried out. This proactive strategy contributes to the stability and robustness of
the project. Finally, Level 6 concentrates on assessment, getting participant input, and
documenting lessons gained. The methods for future events being planned and carried out can be
improved at this phase through reflection and analysis (Al-Kasasbeh, et al. 2021).
The project team can effectively complete each duty by according to this work breakdown
structure, assuring a well-planned and memorable Parents’ 25th Anniversary Party that will leave
the couple and all guests with priceless memories.

Issues

Budget Overrun: Because of unforeseen expenditures, last-minute modifications, or

underestimating some costs, there is a chance that the set budget may be exceeded. To reduce
this danger, proper budget management and emergency preparedness are required.
 10
PROJECT EXECUTION PLAN OF A PARTY FOR PARENTS’ 25TH ANNIVERSARY

Vendor Reliability: Dependence on outside providers for activities like catering, décor, and
entertainment runs the risk of becoming unreliable (Ding, et al. 2019). The event may be
hampered by problems like tardy deliveries, poor quality, or last-minute cancellations. In order to
minimize this risk, careful vendor selection, agreements, and ongoing communication are
necessary.
Venue Availability: The event's chosen location can experience unanticipated problems or
scheduling challenges. It is essential to reserve the location well in advance and have backup
plans in case it becomes unavailable.
Failure of technical or equipment: Failures of audio-visual or electrical systems might cause the
event's smooth operation to be disrupted. This risk may be reduced by doing rigorous equipment
inspections, having alternative systems in place, including having technical assistance on-site.
Weather Conditions: Bad weather, such as rain or storms, might provide a risk if the event
involves outside activities or is held in an open-air setting. Alternative indoor arrangements,
tents, or alternative arrangements can assist minimize this risk and guarantee the event goes as
planned.
Guest management: Coordinating RSVPs, addressing dietary restrictions or other special
requirements, and making sure the registration process runs smoothly may present difficulties.
Issues with visitor management may be lessened with effective communication, guest monitoring
technology, and proactive planning (INYA, et al. 2022).
Health and Safety Concerns: Regulations for health and safety, crowd control, and emergency
response preparation must all be taken into account to ensure everyone attending is safe.
The Parents’ 25th Anniversary Party will be successfully carried out if these possible problems
and hazards are identified early on and proactive efforts are taken to solve them.
 11
PROJECT EXECUTION PLAN OF A PARTY FOR PARENTS’ 25TH ANNIVERSARY

Risk management/solutions

Figure 5: Risk response matrix

(Source: Excel)
The “Project Execution Plan of a Party for Parents’ 25th Anniversary” project's identified
hazards are organized in the Risk Response Matrix. Let's look more closely at each section:
Risk: The risks that are specifically related to the project are included in this column. Examples
include “Budget Overrun,” “Venue Availability,” “Vendor Reliability,” “Technical or
Equipment Failures,” “Guest Management,” “Weather Conditions,” and “Health and Safety
Concerns” (Waheeb, 2022).
Risk Severity: Each risk's level of severity is evaluated in this column and is rated as
“Undesirable,” “Tolerable,” or “Acceptable.” It assists in prioritizing risk management initiatives
based upon the risk's possible effects.
Risk Likelihood: This column calculates the probability that each danger will materialize and is
indicated by the letters “Possible,” “Probable,” or “Improbable.” It displays the likelihood that
the risky event will occur.
Risk Level: In order to determine the total risk level, the severity plus likelihood are combined in
this column. Risks are rated as “High,” “Medium,” or “Low” according to their potential effect
and chance of happening (Bhatti, et al. 2022).
Mitigation Technique: For each danger, this column offers a specific course of action or set of
tactics. Examples include consistent budget monitoring and emergency preparation for “Budget
Overrun,” careful vendor selection and unambiguous agreements for “Vendor Reliability,” and
adherence to safety and health laws for “Health and Safety Concerns.”
 12
PROJECT EXECUTION PLAN OF A PARTY FOR PARENTS’ 25TH ANNIVERSARY

Acceptable to Proceed? : This row shows if it is appropriate for the project to move forward in
spite of the risks being present and if the identified mitigation strategies are adequate to handle
the risks.
The Risk Response Matrix gives the project team a thorough grasp of the risks that have been
identified, their seriousness, probability, and suitable mitigation methods (Thomas, et al. 2021).
Through giving a comprehensive perspective of the risk environment and ensuring that all
required precautions are taken to move the project forward effectively, it supports making
choices and risk management.

People involved in the project

Figure 6: People involved in the project their roles and importance

 13
PROJECT EXECUTION PLAN OF A PARTY FOR PARENTS’ 25TH ANNIVERSARY

(Source: Excel)
Each position in this table is included together with the person in charge of that role. The
allocated activities outline the precise duties and obligations of each person. The importance,
which is rated as “High,” “Medium,” or “Low,” denotes the degree of importance and influence
of their contribution to the project's success (Cynthia, 2020).
The project manager is essential to managing the project as a whole and making sure it is carried
out successfully. To make an event unique, the event planner works on venue choice, theme
development, and décor. To guarantee efficient cost control, the financial manager oversees the
administration of finances and budget preparation.
The event and entertainment planner plans entertainment and events, the catering manager
chooses and coordinates the meal, and the logistics supervisor plans logistics as well as
transportation (Yuniarti & Djonaedi, 2020). Although the Risk Manager recognizes and reduces
possible hazards, the Communications Expert manages stakeholder cooperation and
communication. The RSVPs, registration, & guest list are all handled by the guest coordinator.
Depending on how they contribute to the project's achievement and the particular requirements
of the event, each person’s level of significance may change. For the Parents' 25th Anniversary
Party project to be completed smoothly, teamwork and excellent coordination are essential.
 14
PROJECT EXECUTION PLAN OF A PARTY FOR PARENTS’ 25TH ANNIVERSARY

Timeline

Figure 7: Gantt chart

(Source: Project Libre)

Recommendation

Regular communication: Maintain open and efficient channels of communication with

team members, suppliers, as well as stakeholders. To guarantee smooth coordination during the
project and maintain everyone informed of progress, schedule frequent meetings or check-ins.
Budget management: It requires constant attention to detail and regular spending tracking.
Create a contingency fund if you want to be prepared for unforeseen expenses or crises. Review
the budget often to make sure it is in line with the goals for the occasion and make modifications
as needed.
Vendor selection: Complete investigation and due diligence should be done before choosing a
provider. Take into account their background, standing, and capacity to provide high-caliber
services within the allotted spending limit. To clearly lay out expectations, deadlines, and
outcomes, contracts should be formed.
 15
PROJECT EXECUTION PLAN OF A PARTY FOR PARENTS’ 25TH ANNIVERSARY

Guest experience: Put your attention into giving visitors a great experience. Pay care to the little
things, like customized invites, cozy seating arrangements, interesting entertainment, and
mouthwatering food. In order to render the event more entertaining and memorable, think about
including interactive features or surprises.
Health and safety measures: Measures for health and safety Put everyone's health and safety as
a top priority. Observe local laws and regulations, particularly those relating to COVID-19
procedures. Plan for crowd control, offer hand-washing stations, and make sure the space has
enough ventilation.
Evaluation and feedback: After the event, collect opinions from the team members, parents, and
visitors. Evaluate the event's success and point up areas that need improvement. Utilize this input
to improve next events while implementing the required changes to the preparation and
execution procedure.

Conclusion

The “Project Execution Plan of a Party for Parents’ 25th Anniversary” outlines a
thorough and organized strategy for commemorating this significant occasion. The project
requires careful planning, minute preparations, good logistics, efficient coordination, and backup
plans. The project's team can effectively execute the event while minimizing potential risks and
delivering an unforgettable time for parents and guests by following the timetable and putting the
suggested techniques into practice. The project's emphasis on managing the budget, the
dependability of the vendors, guest management, as well as health and safety issues shows a
dedication to quality. Insightful information may be gathered for next event planning projects
through assessment and feedback. Overall, the goal of the endeavor is to make the parents’ 25th
wedding anniversary a happy and memorable occasion for everyone involved.
 16
PROJECT EXECUTION PLAN OF A PARTY FOR PARENTS’ 25TH ANNIVERSARY

Reference List

Al-Kasasbeh, M., Abudayyeh, O., & Liu, H. (2021). An integrated decision support system for
building asset management based on BIM and Work Breakdown Structure. Journal of
Building Engineering, 34, 101959. Retrieved from:
https://www.researchgate.net/profile/Hexu-Liu/publication/345350510_An_Integrated_D
ecision_Support_System_for_Building_Asset_Management_based_on_BIM_and_Work_
Breakdown_Structure/links/5fa4b270458515157bef9950/An-Integrated-Decision-
Support-System-for-Building-Asset-Management-based-on-BIM-and-Work-Breakdown-
Structure.pdf [Retrieved on: 12.6.23]
Bhatti, S. H., Kiyani, S. K., Dust, S. B., & Zakariya, R. (2021). The impact of ethical leadership
on project success: the mediating role of trust and knowledge sharing. International
Journal of Managing Projects in Business.Retrieved
from:https://www.emerald.com/insight/content/doi/10.1108/IJMPB-05-2020-0159/full/
html [Retrieved on: 12.6.23]
Cynthia, O. U. (2020). Implementation of Project Evaluation and Review Technique (PERT) and
Critical Path Method (CPM): A Comparative Study. International Journal of Industrial
and Operations Research, 3(004). Retrieved
from:https://pdfs.semanticscholar.org/a9b7/b95fb5f53a9e5e507214a6a411c3de88e926.pd
f [Retrieved on: 12.6.23]
Ding, Z., Liu, S., Liao, L., & Zhang, L. (2019). A digital construction framework integrating
building information modeling and reverse engineering technologies for renovation
projects. Automation in Construction, 102, 45-58. Retrieved from:
https://www.sciencedirect.com/science/article/pii/S0926580518313384 [Retrieved on:
12.6.23]
Edgington, D. W. (2022). Planning for earthquakes and tsunamis: Lessons from Japan for British
Columbia, Canada. Progress in Planning, 163, 100626. Retrieved from:
https://www.sciencedirect.com/science/article/pii/S0305900621001185 [Retrieved on:
12.6.23]
 17
PROJECT EXECUTION PLAN OF A PARTY FOR PARENTS’ 25TH ANNIVERSARY

Inch, A., Sartorio, F., Bishop, J., Beebeejaun, Y., McClymont, K., Frediani, A. A., ... & Quick,
K. S. (2019). People and Planning at Fifty/‘People and Planning’50 Years On: The never-
ending struggle for planning to engage with people/Skeffington: A view from the
coalface/From participation to inclusion/Marking the 50th anniversary of Skeffington:
Reflections from a day of discussion/What to commemorate?‘Other’international
milestones of democratising city-making/An American’s reflections on Skeffington’s
relevance at 50. Planning Theory & Practice, 20(5), 735-759.Retrieved from:
javascript:void(0) [Retrieved on: 12.6.23]
INYA, E. C., ADEDAMOLA, A. D., DANTANI, M. M., & ADEOLA, A. PLANNING AND
SCHEDULING IMPACT ON CONSTRUCTION PROJECT MANAGEMENT.
Retrieved from: http://journalijisr.com/sites/default/files/issues-pdf/IJISRR-963.pdf
[Retrieved on: 12.6.23]
Ogunlana, S., & Dey, P. K. (Eds.). (2019). Risk Management in Engineering and Construction:
Tools and Techniques. Routledge.Retrieved from: https://books.google.com/books?
hl=en&lr=&id=Hzz3DwAAQBAJ&oi=fnd&pg=PP1&dq=risk+in+planning+of+an+anni
versary+project+in+UK&ots=aiCrKvkFQ2&sig=j4IQuabQxoQHIW1_4rPYW9GtN14
[Retrieved on: 12.6.23]
Thomas, E., Faccin, K., & Asheim, B. T. (2021). Universities as orchestrators of the
development of regional innovation ecosystems in emerging economies. Growth and
change, 52(2), 770-789. Retrieved
from:https://onlinelibrary.wiley.com/doi/pdfdirect/10.1111/grow.12442 [Retrieved on:
12.6.23]
Waheeb, R. (2022). How To Prepare The Project Schedule?. Available at SSRN 4297325.
Retrieved from: https://papers.ssrn.com/sol3/papers.cfm?abstract_id=4297325 [Retrieved
on: 12.6.23]
Wang, C. (2022). Do planning concepts matter? A Lacanian interpretation of the urban village in
a British context. Planning Theory, 21(2), 155-180.Retrieved
from:https://journals.sagepub.com/doi/pdf/10.1177/14730952211038936 [Retrieved on:
12.6.23]
Yuniarti, E., & Djonaedi, E. (2020). Optimizing Production Time in Book Printing using
PERT/CPM. In Proceedings of the 8th Annual Southeast Asian International Seminar
 18
PROJECT EXECUTION PLAN OF A PARTY FOR PARENTS’ 25TH ANNIVERSARY

(ASAIS 2019) (pp. 102-107). Retrieved from:

https://www.scitepress.org/Papers/2019/98963/98963.pdf [Retrieved on: 12.6.23]