PM FPX 4010 Assessment 1 Project Charter

PM FPX 4010 Assessment 1 Project Charter

Planning a wedding requires effective project management, careful budgeting, and coordination among multiple people and vendors. Angie and Marissa have decided to organize their wedding without hiring a professional wedding planner, with Angie serving as the project manager and Marissa participating in major decisions. The primary goal is to plan an outdoor wedding ceremony and reception for approximately 100 guests within a budget of $30,000. The original target date is early June 2022, and the final venue and other arrangements will be confirmed during the planning process. This project charter outlines the couple’s needs, project scope, assumptions, deliverables, resources, schedule, budget, and potential risks to support successful wedding planning.

Customer Needs and Wedding Requirements

Angie and Marissa want a memorable wedding that reflects their preferences while remaining financially manageable. Their requirements include an outdoor ceremony and reception with sufficient space for 100 guests, an open bar, suitable decorations, and coordinated wedding services. They also want flexibility when selecting catering, the wedding cake, and entertainment so they can make adjustments without exceeding their $30,000 budget.

Meeting these requirements will involve balancing personal preferences with practical considerations, including vendor costs, venue availability, guest accommodations, and weather conditions. Angie and Marissa will review important decisions together to ensure the final arrangements meet their expectations.

Project Scope and Objectives

The project scope defines the work required to complete a project successfully. According to the Project Management Institute (2017), clearly defining project scope helps establish project boundaries, required activities, and expected outcomes.

For Angie and Marissa’s wedding, the project scope includes selecting and reserving an outdoor venue, preparing the guest list, sending invitations, hiring vendors, arranging decorations and attire, coordinating the ceremony and reception, and managing the event schedule. All activities must support the primary objective of delivering a well-organized wedding for approximately 100 guests within the approved $30,000 budget.

The project will also involve developing a Work Breakdown Structure (WBS) to divide the overall wedding project into smaller, manageable tasks. Angie will coordinate planning activities, monitor progress, manage changes, and communicate with the people involved. Marissa will approve major decisions, particularly those related to the budget, venue, and overall wedding experience.

The project will follow the major project management process groups of initiating, planning, executing, monitoring and controlling, and closing. These phases will help the couple establish clear responsibilities, track progress, and verify that the wedding requirements are met.

Project Assumptions

Project assumptions are conditions considered likely to be true during planning, even when they have not yet been fully confirmed. Identifying assumptions helps project managers recognize uncertainties and prepare for possible changes.

The main assumptions for Angie and Marissa’s wedding are that the $30,000 budget will be allocated appropriately, the selected venue will accommodate 100 guests, and the required vendors will be available on the wedding date. It is also assumed that the venue will be available for the ceremony and reception and that the couple can secure the services needed to deliver the planned event.

These assumptions must be verified as planning progresses. For example, Angie should confirm venue availability before making a nonrefundable deposit and obtain written agreements from vendors before treating their services as secured. If an assumption proves incorrect, the couple may need to revise the schedule, budget, or arrangements.

Wedding Project Deliverables

Project deliverables are the specific results, services, or completed activities required to meet the project objectives. Angie and Marissa’s wedding will have five main deliverable categories: venue arrangements, guest management, vendor services, ceremony and reception aesthetics, and event procedures.

Venue Arrangements

The venue is one of the most important deliverables because it affects the guest experience, event layout, accessibility, and overall budget. Mohican Gardens and Conservatory is identified as the proposed venue. The planning tasks include confirming its availability, determining whether it can accommodate 100 guests, reviewing its facilities and policies, and paying the required reservation deposit.

The couple should also determine whether the venue provides seating, tables, weather protection, parking, and other essential services. Confirming these details early will help prevent unexpected expenses and logistical problems.

Guest Management

Guest management involves preparing and maintaining the guest list and communicating essential information to attendees. Angie and Marissa will finalize the list, design and distribute invitations, monitor responses, and confirm the number of guests attending.

The couple will also consider lodging arrangements for guests traveling from outside the local area. Final attendance figures should be communicated to the venue and relevant vendors so catering, seating, and other services can be adjusted appropriately. Because the original budget is limited to $30,000, the couple must monitor the per-person cost of guest-related services.

Vendor Coordination

Several vendors will be required to support the ceremony and reception. These include a catering company, bakery, DJ, bartender, florist, officiant, and photographer. Angie will coordinate vendor selection and scheduling, with assistance from the designated vendor manager.

Before hiring vendors, the couple should compare quotations, review service agreements, confirm availability, and clarify payment deadlines. They should also verify that the venue permits the selected vendors to provide their services. Written contracts and a centralized contact list will help reduce misunderstandings and scheduling conflicts.

Ceremony and Reception Aesthetics

The visual presentation of the wedding will include floral arrangements, decorations, wedding party attire, cake selection, tablecloths, cutlery, and other decorative details. Kelly, Marissa’s sister, will assist with appearance-related tasks.

The couple will select decorations and attire that reflect their preferences while remaining consistent with the overall budget. Costs should be reviewed before purchases are finalized, and alternatives should be considered when preferred items exceed the available allocation.

Event Procedures and Coordination

Operational planning will ensure that the ceremony and reception run smoothly. Activities include discussing photography preferences with the photographer, coordinating hair and makeup appointments, confirming the wedding rings, and communicating schedules to all vendors.

Angie will prepare a wedding-day timeline that identifies important activities, responsible individuals, setup requirements, and vendor arrival times. The schedule should also include contingency arrangements for delays or unexpected changes. A final review before the wedding will help ensure that all services and responsibilities are clearly understood.

Project Resources and Responsibilities

Successful project execution depends on assigning responsibilities and ensuring that the people involved understand their roles. Angie will serve as the project manager and oversee the schedule, budget, communication, and coordination of wedding activities.

Marissa will participate in planning and approve significant decisions. Billie, Angie’s mother, will act as the vendor manager and help schedule vendor services. Kelly, Marissa’s sister, will support the selection and coordination of decorations, attire, and other appearance-related details.

External resources will include the venue, catering company, bakery, DJ, bartender, florist, officiant, and photographer. Financial resources will consist of the approved $30,000 budget, which must cover all planned services and any additional expenses that arise.

Clear communication among the project participants will be essential. Angie should maintain a shared task list, record important decisions, track vendor payments, and provide updates on deadlines and budget changes. This approach will help prevent duplicated work and ensure that outstanding tasks are addressed promptly.

Project Schedule and Budget Management

The wedding schedule establishes the anticipated start and completion dates for major planning activities. The original estimates are presented below. These dates and costs should be treated as preliminary planning figures rather than confirmed expenditures.

Task	Start Date	Estimated Cost	End Date
Venue	November 10, 2021	$8,000	November 15, 2021
Guests	April 20, 2022	$50 per person	April 25, 2022
Vendors	January 30, 2022	$8,000	February 10, 2022
Aesthetics	January 1, 2022	$6,000	January 15, 2022
Procedures	May 10, 2022	$3,000	June 1, 2022

The proposed venue, vendor, aesthetics, and procedures estimates total $25,000, excluding guest-related costs calculated at $50 per person. For 100 guests, that additional amount would be $5,000, bringing the estimated total to $30,000.

This calculation uses the stated estimates and assumes the guest cost is separate from the other categories. Angie and Marissa should confirm whether the guest-related amount includes catering, invitations, or other expenses already covered by vendor estimates. Without this clarification, some costs could be counted twice.

Budget management will require Angie to record deposits, payments, outstanding balances, and changes to vendor quotations. The couple should also consider reserving part of the budget for unexpected expenses. If contingency funds are needed, the planned costs may have to be reduced or renegotiated to keep the total within the $30,000 limit.

The original schedule also requires review to ensure that vendor contracts, invitations, guest confirmations, and final arrangements are completed before the early June 2022 wedding date. Because the dates are historical, they should be updated if this charter is reused for a future event.

Wedding Project Risk Management

Risk management involves identifying events that could affect project objectives and planning appropriate responses. For Angie and Marissa’s outdoor wedding, the main risks include unfavorable weather, changes in guest attendance, vendor unavailability, rising costs, and delays in securing services.

Weather and Outdoor Venue Risks

Weather is a significant concern for an outdoor wedding. Rain, high winds, or extreme temperatures could disrupt the ceremony and reception. Angie should confirm whether the venue offers an indoor alternative, covered seating, or another suitable backup location. The couple should also establish a decision deadline for activating the contingency plan.

Guest List Changes

The number of attendees may differ from the initial estimate. A larger guest count could increase catering, beverage, seating, and other expenses, while a smaller count could require changes to reservations and service quantities. Tracking RSVPs and communicating final numbers to vendors will help Angie manage these changes.

PM FPX 4010 Assessment 1 Project Charter

Vendor Availability and Scheduling Delays

Vendors may become unavailable, fail to meet deadlines, or experience unexpected operational problems. Angie and Billie should secure written agreements, confirm service dates, maintain contact information, and identify backup providers when practical. Regular follow-ups will help identify scheduling issues before they affect the event.

Budget Overruns

Unexpected fees, price increases, and additional guest-related expenses could push the wedding beyond its $30,000 budget. Angie should compare quotations, confirm what each contract includes, monitor payments, and obtain Marissa’s approval before making significant financial commitments. Lower-cost alternatives should be considered whenever a planned expense threatens the budget.

Risk Monitoring and Contingency Planning

Risks should be reviewed throughout the planning process rather than addressed only when problems occur. Angie can maintain a simple risk register that records each risk, its likelihood, its potential impact, the person responsible for managing it, and the planned response. Reviewing this register during planning meetings will help the couple identify emerging issues and make timely adjustments.

Conclusion

Angie and Marissa’s wedding project charter provides a structured approach to organizing an outdoor ceremony and reception for 100 guests within a $30,000 budget. Defining customer needs, scope, assumptions, deliverables, resources, schedule, budget, and risks gives the couple a practical foundation for managing the event. Angie’s project management responsibilities, Marissa’s decision-making role, and the support provided by Billie and Kelly will help coordinate the work. By monitoring costs, confirming vendor arrangements, maintaining clear communication, and preparing contingency plans, the couple can reduce uncertainty and improve the likelihood of delivering a successful wedding.

Frequently Asked Questions

What is the purpose of Angie and Marissa’s wedding project charter?

The project charter establishes the wedding’s objectives, scope, budget, schedule, responsibilities, deliverables, assumptions, and risks. It provides a shared reference for making decisions and monitoring progress.

What is the total budget for Angie and Marissa’s wedding?

The approved budget is $30,000. The preliminary estimates include $25,000 for the venue, vendors, aesthetics, and procedures, plus $5,000 for guest-related expenses at $50 per person for 100 guests.

Who is responsible for managing the wedding project?

Angie serves as the project manager and oversees planning, scheduling, budgeting, and coordination. Marissa approves major decisions, Billie manages vendor scheduling, and Kelly assists with appearance-related arrangements.

What are the main deliverables of the wedding project?

The five main deliverable categories are venue arrangements, guest management, vendor coordination, ceremony and reception aesthetics, and event procedures.

Why is a Work Breakdown Structure important for wedding planning?

A Work Breakdown Structure divides the wedding project into smaller tasks that are easier to assign, schedule, monitor, and complete. It helps clarify responsibilities and reduces the likelihood of overlooking important activities.

What are the major risks associated with an outdoor wedding?

The main risks include unfavorable weather, changes in guest attendance, vendor unavailability, scheduling delays, and unexpected costs. Backup venue arrangements, written vendor agreements, RSVP tracking, and budget monitoring can help reduce their impact.

References

Project Management Institute. (2017). A guide to the project management body of knowledge (PMBOK® Guide) (6th ed.). Project Management Institute. https://www.pmi.org/pmbok-guide-standards/foundational/pmbok

Project Management Institute. (n.d.). What is project management? https://www.pmi.org/about/learn-about-pmi/what-is-project-management