Cayago, Patricia May S.

Events Management
BSOA 2-1D Prof. Jessie Quierrez

A. BUDGET PLAN
Decoration/Equipment

Item Description Estimated

Chair (rental) 3,000

Tables (rental) 2,000

Candles 700

Lighting 3,000

Flowers (Bouquet included) 7,000

Invitations 2,500

Mini altar 5,000

Ceremony

Item Description Estimated

Guest book & pen 500

Ring bearer pillow 300

Baskets 700

Entertainment/Technical Support

Item Description Estimated

Dj 7,000

Videographer 8,000

Photographer 8,000

Reception

Item Description Estimated

Catering 50,000
 Wedding cake 15,000

Total Projected Expenses 112,700

B. RISKS
It is normal to have risks in any event, especially during this time of pandemic.
Exposure during the event would be dangerous for anyone who will be at the occasion
as Covid-19 is a serious pandemic disease and a public health threat. And most of the
precaution counters some of the wedding traditions, such as inviting large groups of
people, convening in tightly closed spaces, and eating food from shared trays. Due to
Covid-19, cancellation of planned weddings is also well considered because finding
coverage for coronavirus at this point is difficult and was a huge disruption. Aside from
Covid-19, other couples break up or experience life challenges that forces them to
cancel their wedding. There are also unhappy clients that are impossible to please no
matter how hard we work. Missing vendor is also risky as the event cannot happen
without any of them. This is another dangerous situation as you have to make
everything on one path and continue the event without any disruption and without
lacking, considering the fact that the event was paid. Bad weather during the event is
another biggest worry for most of the wedding planners as it is entirely unavoidable
same as the time. Time would be every planner’s opponent. Changes in time could occur
in many possible ways, it may be because of the client but should never be because of
the management. Lastly, going past way the budget surely happens most of the time.

C. MANAGING CRISIS/PROBLEMS
Proper management and handling of the crisis/problems are essential to make
the event successful. Since the event will take place during the pandemic Promoting
healthy behavior during the event would most likely reduce the spread of Covid-19, but
making sure that all the attendees have gone through swab testing or 14 days
quarantine before the wedding would be the best way to avoid contact and spread of
virus during the event. Any cancellation of the event should also be considered as the
client also wants to ensure safety for everyone. Respecting their decision is more likely
the best way to handle this risk. Although, the cancellation can have disturbing effects
especially on the vendors and workers who rely on the event for income. It is also
significant to have a contract in place in case of cancellation. Hiring professionals in the
event will offer security that they won’t bac out before the wedding date, it is also best
ask to have a backup plan for unforeseen circumstances such as bad weather and
shortage in time. It is always best to have a liable plan and a backup for some measures.
Making a backup plan would ensure effective and efficient management in the whole
process. Lastly, going way past the budget happens most of the time. But there are
 several ways to cut costs while still throwing an amazing event. Creating a budgeting
and forecasting months before the event allows the management to plan accurately.

D. PRE, DURING, POST ACTIVITIES (DETAILS)

Months BEFORE the wedding

Event proposal and presentation

● Deciding on the budget
● Determine time frame for wedding date

Search and book for vendors (caterer, photographer/videographer,

DJ)

Search for officiant

Send invitation and save-the-date cards

Purchase decorations and equipment

Finalize and confirm:

● Guest count
● Final venue check
● Vendors and officiant availability

Prepare final payments to vendors

Prepare wedding day emergency kit

Rehearsal

Few HOURS before the wedding

Decorating the venue

Double checking:
● Venue
● Electricity
● Weather
● Guests lists
● Vendors
● Officiant

Bride and groom makeover

Bridal and groom portrait (taken separately)

Bridesmaids and best man photos

 First look

Wedding party and family photos

Ceremony

Event Activities

Cocktail hour/Briefing

Wedding party entrances

Bride and groom grand entrance

First Dance

Welcome speech

Dinner

Toast

Family dances

Cake cutting and dessert

Reception sneak-out photo session

Grand Exit

Post Activities

Tips and final payment for vendors

Contact tracing for possible exposure

E. SAFETY AND SECURITY STEPS

Any event to hold during the pandemic should rely on risk-based
approach to prevent transmission between people. These are the safety and
security steps to follow before during and after the event:

● Check Local guidelines

Before planning the event, local regulations should be
noted and applied in the whole event process, this includes taking
temperatures before entering the venue, social distancing,
wearing facemasks at all times and providing necessary supplies
such as sanitizing station. Since the event requires people (with
various ages) gathering up together, it is important to do the
 Covid-19 Protocol at all cost to make sure that each of everyone
are safe before, during and after the event.

● Staff training
Weeks before the event there will be a staff training which
will help them with safety protocols during the event. This
training will be conducted virtually.

● Guests briefing
Briefing the guests would let the guests know about the
Covid health and safety measures. The briefing will be a reminder
for every guests, staffs, and volunteer to follow the protocol
before and during the event starts. It is also to remind the guests
of these precautions and ensure that everyone will follow. The
briefing will be executed during the cocktail hour of the event.
This includes the discussion of social distancing, importance of
wearing facemask, respiratory etiquette, and proper sanitation.
The guests are also reminded of safety measure ahead of time
before they enter the venue.

● Avoid Crowding
Since we are organizing an intimate wedding, only small
sum of guests is expected to attend. But to ensure the safety and
security of everyone during the event, the occasion will happen in
outdoor venue which ensure that the area is well-ventilated. The
management will make sure that there is enough space for social
distancing for all the guests also for the staffs. There will also be
designated seats for every guests or attendees and marking on
the floor will also be implemented to ensure physical distancing
between people.

● Provide Adequate Supplies

There will be supplies to support healthy hygiene. This
includes the sanitizing and temperature station. Every comfort
room will be provided with soap, alcohol, and hand sanitizers.
There will also be masks provided by the management to ensure
that everyone is wearing one at all time.

● Signs and Messages

There will be signs posted in visible location (rest rooms,
doors, entrances) that will promote protective measures.

● Food Service Measures

 People sharing utensils and gathering around food service
can cause huge risk. That is why there will be no any self-serve
food or drink option. The event will be giving pre-packaged boxes
or bags of dinner for each attendee. There will also be a server
who will accommodate the needs of every guests so they will no
longer be needed to roam around as possible.

● Wedding Security
The management will provide guard that will keep the
bride and groom as well as the guests safe during the event.
These guards will also be trained to enable the guests relax and
enjoy throughout the event.

● After Wedding Measures

Even though the event is over, precautions are still needed
in case of possible exposure happened during the event. It is
important to hold onto the lists of guests and make sure that each
of the guests are not experiencing any symptoms after the event.
Any exposure during the event will be monitored and investigated
immediately.