Matt & Carrie Celebrate 50 Year of Love!

Project Title: “We Still Do”

Project Start Date: March 25th 2023

Project End Date: Oct 25th 2023 – The big day!

Project Manager: Kaitlin Ann Jacobs (Daughter/Step-Daughter)

Project Description:
Matthew and Carrie were married on October 25th 1973. 50 years after their union they are
now entering into the Golden era of holy matrimony. A milestone this large cannot come
and go without an intimate celebration. Gold is refined over time and thus serves as the
theme for our party. The goal of this project is to help the couple reminisce on all of the
defining points of their marriage thus far while instilling hope in the continued refinement
and advancement of their union for each year to follow. Key issues involve budget,
activities, attendance, venue and catering.

Stakeholders

Jonathon Lovan – production expert – in charge of all media aspects of party

Kaitlin Jacobs – Project manager – general Project managerial duties

Linda Dykstra – Sponsor and mother of bride – Budget allocation / senior

management

Matthew and Carrie Jacobs-Dykstra – Bride and groom – Show up and reminisce

Bradley Jacobs – Event coordinator – In charge of aesthetics & set up

Project Objectives

Project MUST be completed by October 25th 2023

Obtain and categorize (by year and event) all known photo and video evidence of the
couple’s marriage - from pre-determined friends and family – that is to be used as part of
the legacy video.

Identify and obtain a replica cake form the couples original wedding date.

Identify games and activities for attendees to play while mingling

Through recorded individual and joint interviews of the couple determine what their greatest
successes, triumphs, and milestone moments are and what has contributed to the overall
success of their union
obtain pre-recorded individual interviews by anticipated attendees to determine guests
wishes for the couples future. To be used in legacy video

Comprise a list of anticipated attendees including only the couples closest family, friends
and important individuals

Procure an establishment in budget, available and large enough to host our celebration

Identify and procure media software and hardware needed to complete and display legacy
video along with playing ambiance music

Design and deliver invitations for each anticipated attendee that conveys theme, media
requirements and dress code

Compile data received from invitation RSVP’s to determine catering quotes

Identify and obtain gold themed decorations to be used at the event.

Identify and obtain a vegan catering company that can provide 3 separate entrée choices
and withstand our volume of attendees as determined by invitation RSVP’s

Comprise data regarding the couples most coveted music collections over the years to be
played in the background during the event

Complete a legacy video comprised of interviews (from the couple and friends) photos and
videos that accurately display the milestones they have reached throughout the years
followed by an inspiring message about all we hope them to achieve in the future.

Project Scope

Target
Deliverables Start Finish Cost Expense
Date Date Estimate Estimate

1. Establish guest list 3/25/23 4/25/23 $50

through RSVP’s

2. Media Equipment 5/25/23 9/25/34 $300

rental (Audio
system/projector/
)

3. Legacy video 7/25/23 10/25/23 $0 Internally produced

4. Catering Order for 3

7//25/23 9/25/23 $350 limit TBD by guest list
entrees
5. Define couples greatest
4/25/23 7/25/23 $0 Obtained by interviews & guests
moments for legacy video
6. Event space rental 3/25/23 6/25/23 $500 $200
7.Snacks & drinks % cutlery 9/25/23 10/25/23 $150
8. Decorations 7/25/23 9/25/23 $200
9. Replica anniversary cake 8/25/23 10/25/23 $100
10. Some of the couples
favorite games (cornhole,
9/25/23 10/25/23 Free Obtain from couple
checkers, cards against
humanities)

What we do not want to include: All decorations should be gold themed. No

decorations should have slogans or words written on them. Table arrangements
should include flowers. Catering entrees should not include any messy items,
heavy sauces, or finger foods as guests will be dressed nicely. Legacy video
snippets sent in by attendees should only include appropriate and pertinent
information detailing the couples largest and proudest milestones, memories or
achievements. No foul language, lude or crude comments. Media equipment should
be suitable for guest numbers but does not need to be the newest or most
expensive equipment. Budget needs to be adhered to. Snack and drink options
should not include any alcohol as the guests requested a dry party.

Project Assumptions

All attendees will collaborate on media production deliverables with discrepancy towards the
couple

Event will last between 3-5 hours

Media equipment, event space, and food will all be completed and brought in by external
sources

Project Constraints

1. The use of personal devices to record attendees portion of legacy video could result
in varying video qualities. (Establish baseline video quality parameters). May need to
set up times for people to come in person and record week of while we already have
equipment ready
2. Vegan friendly options within budget that everyone can enjoy. We live in a small
town in Iowa so we may have difficulties finding a catering company that can
produce three separate entrée choices for the amount of volume we expect to
receive. If local options do not suffice we may need to look at the neighboring large
 city in which case we would need to extended our allotted budget to account for
extended catering travel
3. Budget: We are limited in budget and choosing to put most into décor, media
equipment and food. All are of equal importance. We cannot sacrifice media
equipment because it is the main attraction for our guests. Some side options for
food can be made at home and some decorations can be DIY

Procurement Plan

- Gold themed decorations (Balloon arch w/ photo backdrop & props)

- Catering table with food warmers -
- Gold themed table center decorations (flower arrangements, table runner, confetti
sprinkles)
- Rented audio system (Audio & video)
- List of closest family and friends to send invites too
- Catering - outside source
- Invites
- Event space rental
- Snacks drinks & cutlery
- Replica anniversary cake by the same local bakery
- Games : cornhole board, checkers, cards against humanities