Event Objectives
- To ensure optimal budget allocation for the nuptials.
- To utilize contemporary international trends while preserving traditional elements.
- To utilize SHTM peers, knowledge of wedding purveyors, and original design concepts to construct a spectacular wedding event.
Event Theme
The setting for the wedding reception will be a tropical beach, hence, a beach wedding theme. Weddings on the beach are the most popular choice for newlyweds all year round. In their lovely flowery wedding attire, the bride and groom are encouraged to go barefoot on the beach, feel the sand under their toes, and take in the breathtaking dawn and sunset (see Figure 1).
As shown in the diagram above (see Figure 2), the seating places will also have a beach theme with a touch of gold and flowers. The most significant aspect of beach nuptials is their opulence and modesty. They are an enchanting event created by tranquil, all-natural elements. In addition, there is no greater place to exchange marital vows with a companion than confronting the golden hour and the ocean’s depths.
Fabrics
Lightweight fabrics are ideal for beach nuptials of any design. For this ceremony, a white fabric composed of linen and organza will be utilized. According to Viero Bridal, white and light fabrics are ideal for informal and formal garments for sunny beach weddings (Beach wedding flowers inspiration, 2023). These materials are lightweight yet luxurious, allowing the bridal and betrothed to find the ideal fit.
Type of Décor
The setting should influence the décor for a wedding to tie everything together. According to Adventure Weddings, decorative starfish that dangle from foliage, arches, or ceilings are traditional beach-themed wedding decorations. Organic materials such as driftwood, sea glass, and seashells can be used as décor for coastal weddings. In this case, the above sea-related décor will be used to prove a beach wedding theme.
Flower Compositions
The flower arrangement will include the bride’s bouquet, with all-white flowers and foliage to complement the ceremony’s existing floral décor. Orchids, chrysanthemums, Calla lilies, hydrangeas, and Oriental lilies are the most appropriate flowers for a summer seaside wedding because of Mexico’s intense sunshine and warm temperature (Flower Selection, 2022). These stylish flowers are not readily wilted by the sun since they are heat and sun-resistant.
Centerpieces
The centerpieces at a wedding reception are essential to the design, and flowers are the most common centerpiece utilized. Moreover, table centerpieces are a great way to tie the occasion’s theme together and attract guests’ eyes to the tables (10 Centerpieces for any occasion, n.d.). In this case, flowers and flower sticks will serve as centerpieces for this wedding.
Venue
The wedding is set to take place at the luxurious Mar Del Cabo Hotel in Mexico. The Mar Del Cabo Hotel is a charming seaside boutique in Cabo San Lucas, Mexico. Sea of Cortez winds and boundless blues may be enjoyed from the hotel’s windows (see Figure 5). The hotel was picked because it is cozy and a good representation of the Mexican neighborhood.
Floor Plan
The wedding venue’s beach layout will have three distinct areas. The bridegroom and bride will sit at the forefront for the vow exchange in the first half of the ceremony. The centerpiece pierce table with flowers, flower stems, the cake, and the lamp for the evening will also be part of the foreground. The guests will be seated in the center, with a rear portion transformed into a buffet (see Appendix A).
Event Specs/Set-up
Furniture
Hotel-supplied furniture will be utilized for this purpose. The chairs, which are made of metal and painted white, will be used for guests. The buffet dinners will take advantage of the wooden seats. For a wedding on the beach, one cannot go wrong with either the metal chairs or the wooden benches as seating. The wedding reception furniture may be abundant at Mar Del Cabo.
Décor
Flowers and votive candles will be nighttime decorations for the beach ceremony. Additionally, there will be a gift table complete with centerpiece vases and farewell confetti or bubbles. Light textiles with a hint of gold and natural greenly settings will be used for the chair coverings and ribbons. The setting will also have a guest book and writing desk to ensure that only guests enter.
Event Program
Table 1. Event program
Entertainment
Since it will be held on the beach, the hosts have decided to throw in a special surprise performance by a team of synchronized swimmers. At the hotel’s nightly cocktail hour, guests may see circus acts. Amazing performances such as those by stilt walkers, fire eaters, and ribbon spinners never get old. To get people talking and create a festive atmosphere, the circus will be unleashed during the cocktail hour.
Music/Sound
There are endless ways to personalize a wedding, and music for a beach ceremony is simply one more option. Steel or tribute bands that sound like steel drum bands are perfect for seaside weddings. Jazz band music and other forms of formal music will also be permitted. On the other hand, a disc jockey offers more flexibility than a band by giving the audience a choice of genres to listen to.
Equipment and AV Requirements
The beach wedding’s equipment and AV requirements will include:
- Hands-free wireless microphone for use by performers, DJs, special guests, and other showbiz types.
- A projector, a screen, and a monitor, if one is required.
- Speakers to play music.
- Soundbars and amplifiers to boost the audio quality
- Video recorders and webcams to record and share priceless moments
- Essential Connectors and Cables
- Computer.
Guest Profile
Twenty people, including immediate relatives, will be attending. Family, close friends, and coworkers will make up most of the invitees. Due to the guests’ tight relationship, the Mar Del Cabo hotel will provide them with the highest level of protection.
One of the specific needs some of the guests will require is a sign interpreter. Some guests may be disabled or deaf; thus, having an interpreter at the wedding will serve such special needs well. A special request will also be made to DJ KAOS to add some celebrity flair to the beach ceremony (Pomeransky, 2023). This will guarantee that everyone in attendance enjoys the occasion.
Food and Beverage Section
Table 2: Food and Beverage section
Each service has a specific reason for selecting a particular item from the aforementioned catering menus. Outdoor receptions, elegant indoor weddings, and everything in between can benefit from Great Events Catering’s sweet greens in the starting menu (Reception Catering menu, 2020). As a result, the most fantastic meal of the day is breakfast since it sets the tone for the rest of the day. The lunch menu, Desserts, and buffet above were chosen because they are light; hence, efficiency and convenience in mind during the wedding will be achieved.
Evaluation Process
To improve future results in terms of financial performance, environmental consequences, or the general running of the event, the primary goal of event assessment is to identify good and unfavorable behaviors. Timekeeping has been singled out as the criterion by which this beach nuptial is to be judged. For successful event planning, it is essential to put together multidisciplinary teams with well-defined roles and responsibilities and established chains of command. A time checklist will be employed to keep track of everything that has to be done and when it needs to be done. Those who are not done or finished successfully will get 0 points, while those who are will earn one.
Environmental Sustainability
The present beach nuptials are sustainable in two respects for the planet. The wedding cake will be made of organic, locally sourced, and fair-trade materials. A vegan choice could lessen the environmental impact, contingent upon where the supplies are sourced. In addition, the ribbons and rustic wood plinths used for the decorations are reusable and will have less of an effect on the environment.
Two Pieces of Documentation
A liquor license for the cocktail hour is one of the documents required by the Mexican government. This will also show the time and state when the activity will be done so that the local authorities do not interfere with the wedding (Practical tips & local information, 2023). Another documentation that will be necessary is the filming permit (Practical tips & local information, 2023). Since video and photography are a requirement in such a wedding as this, the filming permit is significant in ensuring that laws and order are followed during the wedding.
Event Production Schedule / Event Roll-Out
The event product schedule is divided into three sections. The first section covers the pre-ceremony and will run from 8.30 am to 1.40 pm. The section schedule as per the timeline will be the wedding ceremony, which will run from 2.00 pm to 3.15 pm. The last section of the event roll-out will be the reception schedule, marked by drinks and dances, and run from 3.00 pm to late at night, around 11.00 pm. The event product schedule is attached in Appendix C.
Event Budget
The event budget for the beach wedding is indicated in Appendix B below. It contains the cost of each main event, items, and all other relevant taxes. Since the wedding will take place in Mexico, the country’s regulations will apply, apart from the wedding certification, which will be obtained from Canada during the pre-wedding. In this case, Mexico will act as a venue to exchange vows. The budget for the wedding, plus all the accessories required, is based on the valuations of Chan (2023). Below is a summary of the budget as indicated in Appendix B.
Event Insurance
Mitch Insurance Company will insure the beach wedding. It will cover general liability, wedding cancellation, photos and videos, bridal attire, honeymoon cancellation, and lost deposits. This will ensure that the wedding does not contain permanent, unsolvable events in cases of miscalculations or timing. For instance, if bridal attire is misplaced or stolen, the Mitch Insurance Company will compensate immediately by ascertaining delivery of similar attire to the bridal team.
References
Chan, R. (2023). How much does a wedding cost in Toronto in 2023? Norris Films. Web.
Beach wedding flowers inspiration. (2022). Harbour Rose Florist. Web.
Intimate beach minimony at Mar Del Cabo hotel. (2022). Web.
Mar Del Cabo by velas resorts. (n.d.). Web.
Pomeransky, O. (2023). Best wedding DJs, MCS and bands in Toronto and GTA 2023. Best Bridal Store. Web.
Reception catering menu. (2020). Great Events Catering. Web.
Tips for choosing a beach wedding dress. (2021). Web.
Unique and reliable sunset beach wedding by symphony events. (2022). Web.
Appendices
Appendix A
Floor Layout
Appendix B
Event Budget
Table 1 – Event Budget for At Least 20 Guest
Appendix C
Event Production Schedule
Table 1 – Pre-Ceremony Schedule
Table 2 –Wedding Ceremony Schedule
Table 3 – Reception Schedule