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Nicole Catacutan
OGL 320: Foundations of Project Management
Week 4: Work Breakdown and Time Management
April 7, 2021

Work Breakdown Structure

Project Description: This project is to plan and manage a 1950s vintage-style wedding which aims to take place
in San Francisco, CA. About Us Events will book an event space and vendors for flowers, baked goods, music
and entertainment, catering, beverages, and hair and makeup services for an agreed upon date and within budget.
About Us Events will provide advising, planning, and event coordinating services.
Major Task Level 1 Subtasks Level 2 Subtasks Level 2 Duration
1 Obtain Budget 1.1 Contact Victor and Nicole 7 days
for final number
2 Book Venue 2.1 Check venue availability + 2.1.1 Schedule venue visits 2 days
capacity limits 2.1.2 Tour venues 21 days
2.1.3 Select venue + book + deposit 1 day
3 Book Vendors 3.1 Flowers 3.1.1 Contact florists to confirm 2 days
availability
3.1.2 Schedule meeting with selected 1 day
florist
3.1.3 Select bouquets, floral 4 days
decorations based off of theme
3.2 Bakery 3.2.1 Contact bakeries to confirm 2 days
availability
3.2.2 Schedule meeting for cake + 1 day
desserts tasting
3.2.3 Select cake + desserts 4 day
3.3 Catering 3.3.1 Contact caterers for availability 2 days

3.3.2 Schedule menu tasting 1 day

3.3.3 Select catering menu 4 days
3.4 Entertainment 3.4.1 Contact + book singer 3 days
3.4.2 Contact + book musician or DJ 3 days
3.4.3 Contact + book choreographer 3 days
3.4.4 Contact + book photographer 3 days
3.4.5 Contact + book videographer 3 days
3.4.6 Contact + book master of 3 days
ceremony
3.4.7 Contact + book officiator 3 days
3.5 Beverages 3.5.1 Contact bartenders for 2 days
availability
3.5.2 Select bartenders/suppliers 1 day
3.5.3 Select beverage menu 2 days
3.6 Hair and makeup 3.6.1 Contact hair and makeup artists 2 days
for availability
3.6.2 Select vendors and provide 7 days
number of people needing their
services
4 Establish 4.1 Create theknot.com guestlist 4.1.1 Confirm final guestlist number 90 days
guestlist
5 Provide day-of 5.1 Create event schedule 5.1.1 Confirm with vendors their time 14 days
schedule restraints and needs
Total Duration (days): 192 days
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WBS Tree

Victor and Nicole #finaLUU Tie The Knot

Budget Venue Vendors Guest List Schedule

Venue
Availability + Hair and
Flowers Bakery Catering Entertainment Beverages theknot.com restraints and
capacity Makeup
vendor needs

Select
Select Select cake + Select singer, Select hair Create day-of
Venue tours Select menu bartender +
decorations desserts musician, or DJ stylist schedule
menu

Select venue Select Select makeup Distrbute

for date choreographer artist schedule

Select master
of ceremony

Select oficiator
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WBS Dictionary

Level WBS Code Work Package Name Description

Obtain limit of financial costs for event,
1 Obtain budget
necessary for booking venues and all vendors
1
Victor + Nicole will gather final budget costs
1.1 Contact Victor + Nicole
from their parents/sponsors
2 Book venue
Obtain list of venues that are available for
2.1 Check venue availability + capacity limits
preferred dates that can hold up to 300 guests
Schedule dates for Victor + Nicole to tour
2.1.1 Schedule venue visits
2 available venues
Victor + Nicole will travel with Project
2.1.2 Tour venues
Manager (Brittany) to tour venues
Victor + Nicole will book venue. Brittany
2.1.3 Select venue + book date
will update team on booked date.
Booking vendors will ensure event will have
3 Book vendors equipment, food, drinks, entertainment and
hosts.
Booking for floral arrangements, bouquets,
3.1 Flowers
decorations
Contacting florists to confirm availability on
3.1.1 Contact florists to confirm availability
day of event
Scheduling this meeting will allow Victor +
3.1.2 Schedule meeting with selected florist Nicole to browse florist offerings, in-season
flowers and discuss ideas/theme
Selecting these will ensure the florist has
Select bouquets, floral decorations based off of
3.1.3 enough time to place and arrange the order
theme
for needed flowers.
3.2 Bakery Victor + Nicole want a dessert table for event
Ensure desired bakery is available day of
3.2.1 Contact bakeries to confirm availability
event
Scheduling this will allow Victor + Nicole to
3.2.2 Schedule meeting for cake + desserts tasting
sample cakes and desserts
Selecting these will ensure dessert table is
3.2.3 Select cake + desserts
booked and filled
This section will ensure food is available at
3.3 Catering
event
3
Ensure there are available caterers day of
3.3.1 Contact caterers for availability
event
Schedule a time for Victor + Nicole to
3.3.2 Schedule menu tasting
sample menu items
Selecting the menu will ensure there is a
3.3.3 Select catering menu
complete dinner menu for the day of event
Victor + Nicole requested entertainment
3.4 Entertainment
options for event
Victor + Nicole requested a singer for
3.4.1 Contact + book singer
ceremony only
3.4.2 Contact + book musician or DJ Victor + Nicole want music at event
Victor + Nicole want to surprise each other
3.4.3 Contact + book choreographer
with short dances at event
Victor + Nicole want a photographer and
3.4.4 Contact + book photographer
photobooth
Victor + Nicole want a video created of the
3.4.5 Contact + book videographer
event
Victor + Nicole want an MC to host their
3.4.6 Contact + book master of ceremony
event
An officiator needs to be present during
3.4.7 Contact + book officiator
ceremony to wed Victor + Nicole
3.5 Beverages This will ensure event has drinks supplied
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There needs to be licensed bartenders serving

3.5.1 Contact bartenders for availability
alcohol for event
This ensures there will be both alcohol and
3.5.2 Select bartenders/suppliers
nonalcoholic beverages at event
Victor + Nicole are requesting a special drink
3.5.3 Select beverage menu
menu at the bar
This will ensure bridal party + couple’s
3.6 Hair and makeup mothers have hair and makeup done for
event
This ensures the stylists and makeup artists
3.6.1 Contact hair and makeup artists for availability
are available the day of event and
This ensures the stylists and makeup artists
Select vendors and provide number of people
3.6.2 are able to serve the number of people
needing their services
needing the services
Use the menu, venue’s capacity restriction,
4 Establish guestlist
and booked date to create digital guestlist.
Creating the guestlist online will streamline
4 4.1 Create theknot.com guestlist the RSVP process, menu selection, and final
count process.
We need to provide venue, caterers, floral,
4.1.1 Confirm final guestlist number
and beverage vendors final numbers.
Venue, vendors, groom/bridal parties need
5 Provide day-of schedule
this for day of event.
This requires including any restraints,
5.1 Create event schedule specific arrivals/departures, and clean up
5 time.
Confirming will venue and all venues their
Confirm with vendors their time restraints and needs will ensure we account for how much
5.1.1
needs time they need to complete their jobs the day
of event.
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Responsibility Assignment Matrix

Decorations
WBS Project Wedding Day
Work Package Name and Rentals Victor/Nicole
Code Manager Coordinator
Manager

1 Obtain budget x x

1.1 Contact Victor + Nicole x

2 Book venue x x

Check venue availability +

2.1 x
capacity limits

2.1.1 Schedule venue visits x

2.1.2 Tour venues x x

2.1.3 Select venue + book date x x

3 Book vendors x x

3.1 Flowers x

Contact florists to confirm

3.1.1 x
availability

Schedule meeting with selected

3.1.2 x
florist

Select bouquets, floral

3.1.3 x x
decorations based off of theme

3.2 Bakery x

Contact bakeries to confirm

3.2.1 x
availability

Schedule meeting for cake +

3.2.2 x
desserts tasting

3.2.3 Select cake + desserts x x

3.3 Catering x

3.3.1 Contact caterers for availability x

3.3.2 Schedule menu tasting x

3.3.3 Select catering menu x x

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3.4 Entertainment x

3.4.1 Contact + book singer x

3.4.2 Contact + book musician or DJ x

3.4.3 Contact + book choreographer x

3.4.4 Contact + book photographer x

3.4.5 Contact + book videographer x

Contact + book master of

3.4.6 x
ceremony

3.4.7 Contact + book officiator x

3.5 Beverages x

Contact bartenders for

3.5.1 x
availability

3.5.2 Select bartenders/suppliers x x

3.5.3 Select beverage menu x x

3.6 Hair and makeup x

Contact hair and makeup artists

3.6.1 x
for availability
Select vendors and provide
3.6.2 number of people needing their x
services

4 Establish guestlist x

4.1 Create theknot.com guestlist x x

4.1.1 Confirm final guestlist number x

5 Provide day-of schedule x

5.1 Create event schedule x x x x

Confirm with vendors their time

5.1.1 x x x
restraints and needs
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List of Milestones and Deliverables:

• Budget Overview

• Venue’s Completed Contract

• Floral Arrangements/Bouquets

• Cake and Desserts

• Caterer

• Beverages

• Equipment Rental

• Singer

• Music or DJ

• Choreographer

• Photographer/Photobooth

• Videographer

• Master of Ceremony

• Officiator

• Hair and Makeup services

• Theknot.com Guestlist

• Day-of Schedule
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Task Dependencies:

Booking the venue depends on the estimated guestlist and budget overview. All vendors need the

date the venue has been booked for along with day-of schedule. Floral designers need to know

how many tables, structures, number of direct family members, and number of groom/bridal

party for arrangements and bouquets. Choreographer needs separate dance lesson schedules for

bride and groom. Hair and makeup artists need to know number of guests requiring their

services.

Critical Path:

The tasks that would fall on the critical path are obtaining the budget overview, booking the

venue, finalizing the guest count, and providing the final day-of schedule. The budget is

extremely important and determines how much leeway the event has for all costs. The longer the

budget takes to come in, the longer it takes to determine which venues fit the desired price range.

Booking the venue is included because the date to be booked determines which vendors can be

will be available for the event. Without booking the venue first, contacting all other vendors will

become much more difficult because we cannot quickly determine availability. Not finalizing the

guest count on time can set back the rental equipment because we need to know if the number of

seats required can be made available. Providing the final wedding day schedule to vendors, bride

and groom on time provides sufficient planning on when to arrive/leave, what needs to be done

when, provides vendor confirmation. Without it, vendors can arrive late or not at all, rental

equipment would not be set up on time, food may not be prepared on time, etc…