Discussing a Business Progress 

( English for Business - Topic 5 )

Business Job: Wedding Organizer

Qiyora Weddings & Events creates one-of-a-kind boutique experiences for national clientele. We use our passion and appreciation of different cultures to realize weddings and events. From sourcing bespoke decor to taking care of logistical management, our range of services ensure that you will be able to enjoy the planning process and can trust that every detail is taken care of along the way. We are grateful to be able to do what we love and to work with amazing people in beautiful locations . That's why it's important to us to work with local artisans wherever we can, and to give back to the locations we’re working in — we simply can’t do what we do without the local teams!

The progress of the job:

A. Explaining The Goals and Benefits of the Job ( Created by Cherly Vitaloka )

• Goals

1. To make the best concept and themes for client.

2. To make an easier for client by choosing the design for the invitations, souvenirs, etc.

3. To create a good image of their brand that develops creativity and knowledge

• Benefits

1. They will take responsibilities off the plate

2. The client will get help with budgeting and scheduling

3. They have tons of insider knowledge

4. They will help communication with the vendors

5. You will be exposed to new ideas

6. They will offer advice on tricky situation

7. You will have tons of big-day assistance

B. Explaining Process Chain Of The Job Step By Step , From The Start Up To The End

1.    Design the best concept and themes for client

2.   Set the Wedding Party budget according to the budget

3.    Recommend Wedding vendors according to the budget

4.    Set the Meetings Schedule with vendors, review contratcs and other administration

5.    Allocate decorations and flower arrangements (lighting, music, entertainment, party arrangements, wedding cakes, etc.)

6.    Give advice and choose a design that is suitable for invitations, souvenirs, etc.

7.    Organizing documentation, photos, videos, and multimedia

8.     Assist registration of the marriage administration

9.     Set the overall run down for the event

10. Become a contact person for the vendors

11. Coordinating ceremonies and receptions on client’s wedding day

12. Escort and monitor and ensure each activity as planned

C. Explaining Their Experience ( Created by Hanny Permana Putri )

Sometimes there are so many problem in the event, there are :

1.   Incorrect name

Usually occurs when there is an error on typing in the list of important guests who will be present at the wedding event

2.   Reverse schedule

The cause of a perfect schedule is a mess. One of them is when the person on duty at the wedding day arrives late. For example, the catering team is late.

3.   Miss communication with our client

D. Explaining How To Delegate The Parts Of The Job

1.   Event manager : take responsibility for the overall implementation of the event start from venue, rundown and MC

2.   Decoration team : looking for property that suitable with the theme

3.   Finance team : doing discussion about their budget

4.   Catering coordinator : giving an advice for some foods that are suitable with the theme

5.   Documentation coordinator : coordinator photographers to document during event

6.   Security coordinator : coordinator site conditions with local security, checking guest line access.

E. Explaining How To Give Weekly Reports Of The Job Progress ( Created by Ismawati )

1^st week :

• Meeting with couple and create the concept of the wedding.
• Save the date and determine the location reception wedding. Once the venue is selected and a deposite is paid, review the contract for the venue.
• Design the invitation cards, assist the client in selecting a beauty stylist for them and the wedding party.
• Suggest the vendors from your preferred vendors list or you will need to research vendors such as a florist, caterer, event designer, d.j., band, photographer, and transportation, keeping in mind the client’s budget, style and the feel that they would like to experience for their big day.
• Determine the caterer for the wedding party, have the couple review the menu sections, and make sure the caterer has the general guest count.

2^nd week :

• Print the invitation cards, and list the guest
• Review the final RSVP list
• Confirm all the transportations plans such as pick up times and location. Touch base with the managers of the venue sites, make sure they have a list of vendor requirements, and set up times.
• Review design with florist, and event designer. Go over the list of must have pictures with thr photographer and give the list of preferred songs to the d.j. or band leader.

3^rd week :

• Print table cards and place cards, pack your bridal emergency kit, pack any décor elements that you will be providing for the event, bring unity candle, aisle runner, or other ceremony accessories to the site and don’t forget to pack the wedding programs.

4^th week :

• Wedding Ceremony Rehearsal

Meet the bridal party and anyone else who may be involved with the wedding ceremony, immediate family, the officiant and hosting staff, to enact every detail of how the bridal would like her ceremony  to be played out. Decide the wedding party positions during the ceremony and the order of the party in the processional and recessional.

Day Off :

Give the bridal  and bridal party a wakeup call. Make sure the reception hall is set up according to the couple’s request, review the room décor. Meet the bridal party at the ceremony site, and refer to your wedding program.

F. Explaining How To Cope With or Handle some Changes Needed By Customers ( Created by Poppy Aprianti )

Here’s some of trouble or problem that can be happened in the middle of wedding’s preparation:

• Helping Your Bridesmaids Budget

We hate to say it, but there’s a chance your bridesmaids (or groomsmen) will complain about costs—between the bachelorette party, the dresses and everything in between, it certainly adds up. The only thing you can do is be considerate. It’s likely your bridesmaids will only wear this dress for a few hours, so don’t make them hock their car to be a part of your wedding. Choose a dress that’s reasonably priced (have them tell you what reasonable is) or work together with your party to find a dress that has both the style and price you’re looking for. Brides aren’t required to pay for the dresses, but if you want to spring for something pricey, consider adding it on to your own budget or paying for half. Try to mitigate expenses elsewhere too—if they’re buying the dresses, don’t make them also buy jewelry and shoes.

• Accomodating Picky Eaters

Honestly, it’s pretty impossible to foresee every single wedding guest’s dietary needs and preferences. (For instance, you might have some vegans, diabetics, Kosher-keepers, people with food allergies or people on strict diets that you haven’t even heard of.) Either way, your best bet is to choose one or two basic meat entrées and one vegetarian entrée that will make everyone else happy. You can even consider having a buffet or family-style meal that includes a variety of sides, appetizers and mains, so you can let guests choose their own meal. Remember that most people with specific food requirements don’t expect special treatment when they attend a wedding.

• Feeding your staffs

Yes, you should provide at least some sort of sustenance to your staff. You can feed them what you’re providing for your guests, arrange for your caterer to put together a quick platter for the photographer, musicians and others, or even provide them with simple sandwiches.

• Regulating the toast or making schedule

Worried your partner’s fraternity brother will get ahold of the mic and deliver a drunken, inappropriate toast? Avoid this nightmare scenario by making sure your event planner, day-of coordinator and/or emcee knows specifically who is delivering each wedding toast, in what order. And most importantly, lend specific instructions to the holder of the microphone (in most instances, your bandleader or DJ) that they are not—under any circumstances—to hand the mic over to any other guest.

G. The Final Step ( Created by Setia Nur Komariyah )

At the last week, preparation was done. Start from the place, time, foods, and decoration are ready to be held. And during the event, invited guests seems really enjoyed to the wedding event. Finally the event going well without any problems.