Wedding Event Planning - Coursework Example

The Mike Lee & Jessica Mark Wedding TABLE OF CONTENTS: II. Expectations 2 III. Concept and Theme 3 IV. Event Budget 4 V. Contracts, Permits, and Ethical Issues 7 VI. Location 7 VII. Timeline 8 VIII. Marketing 9 IX. Travel & Transportation 9 X. Atmosphere and Environment 10 XI. Food or Beverages 10 XII. Plan for Activities 11 XIII. Amenities 12 XIV. Vendors & Catering 13 XV. Technology 13 XVI. Safety and Security Policies 14 XVII. Accommodations 15 XVIII. Clean-up and Breakdown 15 XIX. Summary 15 XX. References 17 I. Introduction This wedding is for a non-profit production of a family wedding between Mike Lee & Jessica Mark in Los Angeles, California during the summer of 2011. The wedding will take place at the Kyoto Grand hotel which has a garden that is well suited for the event. The wedding has been scheduled for the Fourth of July weekend in the United States, and will include guests from around the world. Approximately 200 people are expected to attend this wedding in Los Angeles, and they will be also assisted in touring the local sightseeing and tourist spots of the region. Much of the catering and service facilities will be contracted through the hotel in order to take advantage of the resources of the venue and to save costs overall. The event will also include the production of souvenirs of the wedding itself. Advance planning is important to building an event for 200 people with world class standards of venue quality, catering, and service quality that will be a memorable occasion for all involved for their lifetime. The Mike Lee & Jessica Mark wedding is a not-profit event and thus will be managed from the viewpoint of covering the costs through a budgetary process that includes financial donations from both families. The estimated cost of the wedding as budgeted in $35,000 USD. This includes the honeymoon for the couple to Taiwan, facility rentals, equipment, catering, transportation, and all other related costs. Initial planning was made to bring the events as envisioned into organization for the July 4th weekend in Los Angeles, including booking of venues and hotel space for guests. The ceremony itself will take place on the Fourth of July holiday, as this is when the couple has chosen to remember their anniversary. II. Expectations The event plan expects that all details of the wedding will be organized and managed with professionalism, and that the quality of all aspects of the proceedings is perfect. The wedding couple themselves is inviting their friends and family from around the world and these groups will be enjoying the event as a festival experience in Los Angeles on the Fourth of July weekend. The couple is interested in a high standard of quality in the venue and catering as a priority and for this reason the wedding will be held at the Kyoto Grand hotel in Los Angeles. The family has indicated that they want the event to be preserved in high-quality photographs and video. Because of this there will also be budgetary allocation to wedding professionals to manage media, documentation, and the reception music. This includes a DJ for the after-ceremony and also a professional group of wedding photographers and video specialists. The catering and service has been left to the hotel staff which provides these in the context of a Zen garden where there is a white altar for the marriage ceremony itself to take place. Guests will be able to be seated while watching the ceremony, and then shift to tables for the reception, where there will also be dance facilities and a ball. This atmosphere at the Kyoto Grand hotel reflects the expectations of both the couple and the family, who are looking for a world class facility with a professional decorum. The hotel will also be able to provide lodging for the couple and their close family while they are preparing for the ceremony and visiting the region from afar. The wedding planners will assist foreign guests with travel arrangements and local hotel accommodations, as well as offering family outings on sightseeing events. III. Concept and Theme The theme of the wedding is based on the Zen Garden at the Kyoto Grand hotel in Los Angeles, which reflects the social and cultural values of the families involved in the ceremony. The concept is for a traditional American wedding to be re-interpreted on the Fourth of July in light of the Asian immigrant experience and multicultural identities of the people involved. The ceremony will employ a chaplain from a Unitarian tradition to conduct the ceremony according to traditional Christian lines. The wedding hopes to be inclusive for all ages, including the very young and very old, and to provide unique facilities to meet the needs of all age groups. To this end, the plan will also involve the grouping of the seating arrangements to pair groups by age group and interest, in order to make the event enjoyable for all participants. The food in this event will consist of primarily a Chinese buffet, as well as traditional American beers, wines, and hard drinks for the guests. As traditional in Asia, there will be a greeting ceremony following the wedding where all of the guests will be able to personally give their gifts and well-wishes to the couple. IV. Event Budget The total budget for the Mike Lee and Jessica Mark wedding is $35,000 and this has been contributed in equal donations from both the bride and groom’s family. This is a not-for-profit event o the planning is generally intended to manage the facilities and services as outlined within this budget, and to do so efficiently without wasting money needlessly on high costs. Thus, the plan involved the evaluation of a number of businesses before finally selecting the ones listed in the budget for services. The event is intended to build long-lasting memories for the couple and their family as an end goal, and to produce an enjoyable time for all involved. Wedding Expense Budget: Expense Details Actual Budget Over Budget Under Budget Notes Venue Rental $2,800 Hotel Wedding Chapel Rental Package. Food and Beverage (catering) $11,000 Restaurant Rental and Food Service on Wedding Day, Rehearsal Dinner, Beverages, Wedding Cake. Transportation Services $600 Limo Rental. Marketing Materials $900 Invitations, etc. Audio Visual $3,500 DJ Rental, Photographer, Videographer. Theme Props, Décor, Floral $1,300 All the decoration for the Wedding, Wedding Return Gifts. Total Contractor Expense $20,100 Percent of Total 63.8% Wedding Administrative Budget: Administrative Actual Budget Over Budget Under Budget Notes Salaries $400 Bartender salary. Contract Labor $2,800 Wedding Planning Fee, Hair and Makeup Service. Volunteer Fees Donations $600 Volunteer Help out During the Wedding. Travel & Entertainment $4,000 Travel to Taiwan for Honeymoon. Postage $300 Sending out invitations. Other $3,000 Wedding Dress, Groom suit, Bridesmaid dress, Groom man suits, Accessories. Total Administration Expenses 11,100 Percentage of Total 34.2% This budget notes the exact costs as contracted for the services related to the venue, the catering, the DJ, the transport and parking, the dress, honeymoon, decoration, and marketing materials to build the Mike Lee and Jessica Mark wedding successfully. In addition to this, there is also the small budget that has been allocated for outside equipment and the rental of a cotton Candy machine for the children and grandparents at the event. Wedding Equipment Budget: Service and Equipment Actual Budget Over Budget Under Budget Notes Equipment & Supply Rentals $300 Cotton Candy Machine Rental. Total S&E expenses $300 Percent of total 0.9% Note: This budget also includes the expectation that guests and family members will themselves donate an additional $6,000 to $8,000 USD to the wedding couple at the service itself, and that these funds can also be used to account for any additional or unforeseen costs, as well as cost overruns that might occur during the course of the event itself. It is therefore prudent to budget an additional amount to preserve and hold as a possible need for unexpected costs that may arise outside of the scope of planning as budgeted. These are limited to around $5,000 USD. V. Contracts, Permits, and Ethical Issues In California, there is a legal process that must be followed in order for the couple to receive the marriage license locally. The easiest way is for the couple to pre-register their details on the website of the California State Registrar, and then proceed to the local office 15 days later, before the ceremony, in order to receive the finalized license. The couple must also provide proof of age and citizenship through identification such as birth certificates, driver’s licenses, and pay a fee of $90 to the Registrar in order to have these documents validated. As the Registrar’s office itself writes, “In order to get married in California you must first obtain a marriage license, then your marriage must be solemnized by an authorized wedding officiant.” (State of CA, 2011) Thus, the marriage license must be applied for before the ceremony, is good for 90 days, and the marriage must also be solemnized by an official participant. VI. Location The location for this event is the Kyoto Grand Hotel in Los Angeles. After researching many possible locations for the wedding, this site was chosen because it offered a unique integration of services on location that included hotel, parking and transportation management, catering, and clean up. The advantage of this is that the plan would not require outside contracting for these services. Additionally, the location is perfect in that it has a Zen garden with tables and dance area that is designed specifically for wedding ceremonies and receptions. This facility was selected because it met and exceeded all of the quality and service issues required by the couple and their family in the wedding. “Located in the heart of downtown Los Angeles near renowned museums, theaters and cultural attractions, the newly renovated Kyoto Grand Hotel and Gardens is a distinguished cosmopolitan hotel marked with chic Asian influences... Our most distinguished venue is the lush half-acre acre outdoor garden. Situated on the third floor of the hotel, this Zen oasis replicates an ancient garden in Tokyo. Towering bamboo, flowering foliage, and waterfalls trickling into calm pools subtly frame the vibrant Los Angeles skyline. The garden is comfortably suited for 200 guests.” (Kyoto Grand, 2011) VII. Timeline The wedding is scheduled for the 4th of July, 2011 and the events will involve the entirety of the holiday weekend. International guests will begin arriving as much as 3 days in advance, and the planning committee of volunteers will be provided with expense costs to manage these travelling guests expediently. The domestic travelling guests will also be assisted in this manner by volunteers. On the day before the wedding, there will be a gathering of the guests at the hotel in the morning and the ability to engage in sightseeing groups to different destinations together. These facilities will also be available the day after the wedding. The couple themselves will spend one night in the honeymoon suite at the Kyoto Grand before leaving for Taiwan the next day. The guests will also be given the ability to attend a sponsored gathering in the hotel bar on the night of the Fourth of July, while some groups will also attend local fireworks ceremonies. VIII. Marketing The guests will be sent bridal shower invitations as well as wedding invitations according to two guest lists prepared by the family. The wedding invitations will be prepared by Taiwanese printers in Los Angeles to match the traditional style of a Chinese wedding. The service itself will include name cards, place seating, a guestbook, and also memory photos and cards of the event. , Thank you cards will be printed in advance as part of the wedding costs and in order to make it easier for the bride and groom to manage their after-wedding responsibilities. IX. Travel & Transportation The guests are divided into three groups. The first are international travelers who may be coming from China and Taiwan for the wedding. These guests will be met at the airport by volunteers helping with the wedding and assisted in finding hotels, meals, and travel arrangements for sightseeing. The second group is long distance domestic travelers who will also be provided with volunteer assistance facilities upon request only. The third group is local family and friends in Los Angeles. This group will form the volunteer base and also provide transportation of guests in their private vehicles when needed. Their gas and other expense costs are budgeted in the main wedding plan under travel and transportation costs. In this manner, the plan hopes to provide for the transportation of guests primarily to the Kyoto Grand Hotel for the ceremony and sightseeing trips planned. X. Atmosphere and Environment The venue itself is a Zen garden which has a very high level of architectural quality and attention to detail as befits a five-star hotel. At the center of this environment is a white altar that the couple can use as the place to exchange their vows. This location is very photogenic, with the whiteness of the altar and chapel contrasting with a sense of purity and classicism within the green natural environment. The tables are also in white, thus the arrangement of the guest in the natural setting provides a beautiful décor for the ceremony. There is also the ability to transform the environment with catering and dance after the main wedding vows, as is consistent with tradition. The guests can line up for rice throwing, and the couple will enjoy a night out together before retiring to the hotel party in the evening. The Kyoto Grand Hotel is a five star facility which meets our world class standards for all guests. XI. Food or Beverages The catering will be provided by the Kyoto Grand Hotel as part of the integrated package, with the main outside addition being a cotton candy machine for the after party that will be contracted through outside rental. The hotel staff will prepare and serve the food on the style of a Chinese buffet. Wait staff will serve the guests initially a set plate with the choices of vegetarian or non-vegetarian meals. The guests will also be able to visit the buffet table for additional meals as they wish during the after-party. The bar will be provided as open and will require the contract of an outside bartender’s service, as well as a budget for alcohol. Juices and soda will be available to all as part of the main meal, which will also include a choice of wines. XII. Plan for Activities The wedding will include the option for guests to meet at the Kyoto Grand Hotel on the 3rd and 5th of July for planned sightseeing activities. These include Hollywood-style tours and sporting events primarily, with also the option for shopping. The Kyoto Grand Hotel has the following tours available: “Our California vacation packages are packed with value and chic LA style. From romantic getaways to family vacations, to cultural experiences or a night on the town with friends, Kyoto Grand Hotel and Gardens offers a vacation package for any occasion.” (Kyoto Grand, 2011) Madame Tussaud’s Package Take me out to the Ballgame Romantic Los Angeles Getaway Los Angeles City Tours Package Los Angeles Family Vacation Los Angeles Sports Events Getaway Participation in these events will allow the international and domestic travelers to see the main highlights of Los Angeles and also enjoy their trip in a special way by spending time together with friends and family. The volunteers will assist with the transport and especially the elderly so that they may feel included in all events and enjoy the wedding. XIII. Amenities The wedding planners will contract through “Little Things Wedding Favors” in Los Angeles to produce a series of cards, stationary, and memory books for guests at the wedding. Some items will be given as a gift with seating at the event, while others will be sent including photographs to the guests with the thank you cards. Little Things Wedding Favors is a L.A. company that advertises itself as “your complete source for wedding favors, bridal shower favors, wedding accessories, including ceremony and reception essentials, wedding party gifts, and party favors. We carry over 5,000 different wedding favors and wedding accessories.” (PartyPop, 2011) These small gifts should be consistent with the Chinese-American theme of the wedding, and may also include photographs from sightseeing events on the Fourth of July weekend. XIV. Vendors & Catering The wedding planners are very confident in the five-star rating of the Kyoto Grand Hotel and their ability to manage the catering facility on site. As part of the advanced booking, the hotel also offers competitive pricing including (Kyoto Grand, 2011): 1 per 25 complimentary 15% discount on Food & Beverage Complimentary Internet in guest rooms 2 suite upgrades at group rate These discounts make the vendor and its experienced background in managing these events frequently and professionally, an excellent choice for the wedding. The Kyoto Grand Hotel also provides a unique integration of a wedding garden, hotel facilities, catering, sightseeing, and parking management all in one location, saving the costs for additional outside contracting. Finally, these vendors matched the quality standards of the couple and the family. XV. Technology The wedding plan involves contracting the services of Afterburn Productions in Los Angeles, a DJ focusing in weddings that can also manage the entire sound system, lighting and photography for the event. This goes with the bias of the plan to engage as few outside contractors as possible to save costs in a not-for-profit plan. Afterburn Productions is well reviewed for wedding management in Los Angeles, leading to our selection of them as a contractor for sound, lights, and photography. Typical of these reviews are on wedding group that reported: “The services that Christian Rasmussen, of ‘Afterburn Productions’, performed at our wedding were wonderfully professional and surprisingly above and beyond anything we expected! ... From the lighting to the photography to the music, Christian was superb and deserves all the accolades we can give.” (WeddingWire, 2011) In choosing an experienced photography and DJ group to work the wedding, the idea was to continue to focus on professionalism and experience, as was done in selecting the Kyoto Grand as a venue. XVI. Safety and Security Policies The safety and security services at the wedding will be managed by the volunteer group and also the hotel staff, who provide uniformed security 24 hours on the premises. XVII. Accommodations Accommodation for the wedding couple and their immediate family will be provided at the Kyoto Grand Hotel and included as part of the wedding budget. When sending the invitations, guests will be given the contact details of the hotel and the opportunity of booking a hotel there. The volunteers are also willing to host family members from other regions or internationally in their homes for the weekend, and this can be important not only to save costs but also to build a family community. The guests will also be assisted in checking into other hotels that are cheaper or budget range if they wish to save costs. XVIII. Clean-up and Breakdown Clean-up and breakdown of facilities is included in the integrated facilities offered by the Kyoto Grand Hotel, and also by the DJ production staff. Volunteers will assist with helping guests in and out of all facilities through escorts. The volunteers will also assist the hotel in any overflow of need relating to service, coats, parking, etc. XIX. Summary In summary, the Kyoto Grand Hotel in Los Angeles provides unique facilities that can make the wedding as planned a success. These include a wedding hall in garden setting, altar, chapel, tables, chairs, and seating area, as well as dance-floor and bar. The guests have the ability to stay at the hotel for the holiday weekend, or to stay with volunteer families who will also help with managing the wedding events. The international and domestic guests, expected to number 200, can be all seated comfortably in this facility, and the Kyoto Grand Hotel also has trained 5-star chefs, service staff, and event managers to ensure that this event goes perfectly. The Kyoto Grand Hotel allows for easy and centralized management of this event, as their facilities also include sightseeing tours, guest rooms, a bar for off-hours gatherings, and security. The group Aftermath Productions will manage the DJ, music, photography, lighting, and production for this service. An Asian-American chaplain of Unitarian faith will preside over the ceremony, which will also be licensed by the State of California and insured by the hotel. The honeymoon will involve a trip to Taiwan, which is also budgeted in the plan, as are marketing needs, print publications, thank you cards, invitations, souvenirs, etc. The Kyoto Grand Hotel thus provides a world class setting for the Mike Lee and Jessica Mark wedding on July 4th, 2011 in Los Angeles, California. XX. References Kyoto Grand Hotel (2011). Kyoto Grand Hotel and Gardens Group Booking Promotion. The Kyoto Grand Hotel and Gardens, Crestline Hotels and Resorts, 2011. Retrieved from http://www.kyotograndhotel.com/images/group-booking-promo.pdf Kyoto Grand Hotel (2011). Los Angeles Weddings. The Kyoto Grand Hotel and Gardens, Crestline Hotels and Resorts, 2011. Retrieved from http://www.kyotograndhotel.com/html/la-vacation.asp Kyoto Grand Hotel (2011). Vacation Packages at the Kyoto Grand Hotel and Gardens in Los Angeles. The Kyoto Grand Hotel and Gardens, Crestline Hotels and Resorts, 2011. Retrieved from http://www.kyotograndhotel.com/html/la-weddings.asp L.A. Marriage License (2011). Getting Married in Los Angeles County, California. L.A. Marriage License, 2011. Retrieved from http://www.losangelesmarriagelicense.com/marriage-license-requirements.html PartyPop (2011). Little Things Wedding Favors. PartyPop, 2011. Retrieved from http://www.partypop.com/vendor.htm/4104744/Little-Things-Wedding-Favors WeddingWire (2011). Afterburn Productions - Los Angeles DJ. WeddingWire, 2011. Retrieved from http://www.weddingwire.com/reviews/afterburn-productions-torrance/5703f65f39db21e0.html Read More