EVENT

PROPOSAL
Prepared by:

Jerico caratay
Event Director

Coco events inc.

For:

Madonna Vitaliano
A-Plus CEO
June 28, 2021

Cap. Eugene L. Ramos

Brgy. Captain
Brgy. San Jose Rodriguez, Rizal

Dear Cap. Ramos:

I am writing to express my intent letter to be part of the feeding program event with the
theme “Kalusugan ay Alagaan, Malnutrisyon ay Labanan”, on October 20, 2021.

Attached are the following:

a. Letter of Intent
b. Company Profile
c. Cost and quotation Policies

Thank you for your consideration!

Yours Sincerely,

Aries B. Macariola
Event Director
 #14 N, Roxas Street, Marikina City, Philippines

91-9000/090123456789
[Link]@[Link]
yourlife_events
[Link]@[Link]

June 28, 2021

Cap. Eugene L. Ramos

Brgy. Captain
Brgy. San Jose Rodriguez, Rizal

Dear Cap. Ramos:

Thank you for accommodating my request to discuss the particulars of your upcoming
event, the feeding program with the theme: “Kalusgan ay Alagaan, Malnutrisyon ay
labanan”. Based on our discussions, here are details you require.

Event: Feeding Program

Date: October 20, 2021
Guest Speaker: Dr. Krizzel Luna

The proposed costs of the said event are all tentative as we have not finally signed an
agreement with the food and guest speaker. Please give us at least a week’s time to
present to you our proposal.

Should you have any queries or clarifications about what we discussed, please feel
free to reach us at our mobile number 090123456789 or send us your email at
[Link]@[Link]. We’ll more than happy to assist you.

Yours Sincerely,

Aries B. Macariola
Event Director
 A PROPOSAL FOR

Kap. EUGENE L. RAMOS

Feeding Program of Kap. Eugene L. Ramos

Phase 1A Covered cour, Brgy. San Jose, Rodriguez, Rizal

October 20, 2021 / 8:30 am – 11:30 am

For: Prepared by:

Kap. Eugene L. Ramos Aries B. Macariola

Brgy. Captain Event Director
San Jose, Rodriguez, Rizal Your Life Events
14 N, Roxas Street, Makati
City
 14, N. Roxas Street, Marikiina City, Phil.
Company Profile 91-9000/090123456789
[Link]@[Link]
yourlife_events

[Link]@[Link]
About Us
Your Life Events Management is a firm that is
established in the Philippines since year of
2016. It was named by Mr. Aries B. Macariola
(founder/event director) and it was based on the
needs of people about their events or
happenings.

Through the years of service, we gain a lot of

experience that will help you to organized and
manage your event remarkably. With our team,
the strategic, excellent, responsible, flexible,
creative, and dedicated professionals, we can
make better extra ordinary and wonderful
occasions.

When choosing a management provider, it’s

guaranteed that Your Life Events is the best for
you. Your satisfaction and happiness is our
top priority.

Let us work together, achieve the success, and

make your dream come true! Because in Your
Life Events
“We can manage your happiness!”
 OUR SERVICES

Corporate Events

Wedding Events

Charity Events

Fundraisers
 901 manchester steet vermont park subd. Antipolo city

l
MISSION

Our mission is to provide our clients with the most

amazing event planning and decoration services.
YOUR LIFE EVENTS promises to make any event the
best memorable event ever.

VISSION

To constantly innovate, imagine and inspire to exceed

client expectations and be the most quality to the most
quality event management company.
 OUR TEAM EVENT

 Monitors the progress of the planning and

execution of each task that has to do with the event
 Supervision of the production process of an event
Joshua Knicely
Event Director

 Planning and organizing production schedule

 Ensuring that health and safety regulations are met
 Assessing project and resource requirements

Joven Seiton
Production Manager

 Defining the program’s governance arrangements

 Facilitating the appointment of individuals to project
team
 Managing communications with all stakeholders
Noelle Silva
Program Manager

 Evaluating and optimizing marketing and pricing

strategies
 Analyzing market trends and preparing forecasts
 Managing the marketing department’s staff
Luck Voltia
Marketing Manager

 Managing all maintenance and repairs of the venue

grounds, property, equipment, and facilities
 Ensuring the event and facilities are clean and
organized
 Yami Sukehiro
ORGANIZATIONAL CHART
Venue Manager

Josua Knicely
Event Director

JUNREY FORTALEZA Noelle Silva Luck Voltia Yami Sukehiro

Production Manager Program Manager Marketing Manager Venue Manager

SONIA HAMMERSON JOHN SISTE SHERYLL LOGAN JAMES FAJARDO

Production Designer Event Assistant Information Assistant Stage Manager
 OUR CLIENTS

Lazada Philippines Jollibee Food Corp.

2018 – present 2016 – present
2 Charity Events 3 Charity Events
1 Corporate Event 2 Corporate Evens

PLDT SMART
2018 – 2020 2018 – present
3 Corporate Events 3 Corporate Events
1 Charity 2 Charity Events

DUNKIN’ DOMUTS
2018 – present
2 Corporate Events
1 Charity

MERCURY DRUFGSTORE
2018 – 2020
3 Corporate Events
1 Charity
 Event
Summary
 EVENT BRIEF
Name of Event “Kalusgan ay Ingatan, Malnutrisyon ay Labanan”

Client’s Name Kap. Eugene L. Ramos (Brgy. Captain of San Jose, Rodriguez, Rizal)

Event Type Charity Event

Purpose of the
Event To conduct a feeding program that will reduce the number of starving and
malnourish children of Brgy. San Jose to fight the malnutrition

Date and Time October 20, 2021 (Wednesday); 8:30 am to 11:30 am

Kap. Eugene L. Ramos, Brgy. Captain of San Jose Rodriguez, Rizal

Contact Person Email: [Link]@[Link]
Contact nos. 08-24609112 / 09123456789

Venue Phase 1A Covered Court, Kasiglahan Village, San Jose, Rodriguez, Rizal

• Kap. Eugene L. Ramos (Brgy. Captain of San San Jose, Rodriguez,

Participant’s Rizal)
Profile • 300 Children of Brgy. San Jose, Rodirguez, Rizal

Objectives To provide the healthy needs of the children from the said venue
To give information to both parents and children about the concept of
health
 SWOT ANALYSIS

STRENGHTHS WEAKNESSES

• Competent and motivated • Only the 300 children can

employees eat the prepared food
• Excellent Services • Registration of incoming
• Price efficient packages children can be a nightmare
• Well trained employees if the event draws more
• Hardworking children than expected.
• Proven and tested • Uninvited guest

OPPORTUNITIE THREATS

• Promotion of the company • Since the venue is open

to prospective clients space, huge crowds of
• Introduction of new trends people may enter which can
in show and other events put everyone safety at risk
• Get more sponsors and • Food poisoning
clients
 ACTION PLAN

We will assign the staff to have a pre-registration before

the day of the event through house to house visitation
and they will have an observation to those children who
will be visited if they are malnourish so they can be
registered.

The registered children will show their registration form

on the day of the event given by the staff during pre-
registration so that they can come in to the event. In that
way, the registration can’t be a nightmare anymore.

The venue will be covered of steel matting all sides and

more marshals, tanod, and volunteer will be assigned to
make sure the safety and order of everyone in the event.
They have also a first aid kit in case it becomes
necessary.

The staff should observe the cleanliness of the area

where the food shall be prepared. They also need to
fallow the sanitary rules when preparing food to prevent
food poisoning. Also, make sure the foods and other
ingredients are fresh, the tools and equipment will be
used should be sanitized and clean.
Event Bid Materials /
Promotional
Technique
 EVENT IMAGE

Feeding
THEME: Kalusugan ay Ingatan, Malnutrisyon
ay Labanan

Program 2021
Phase 1A Covered Court, Kasiglahan Village, San Jose,
Rodriguez, Rizal
8:30 am to 11:30 am

Dr. Krizzel Luna

“If we can conquer space, we can conquer

childhood hunger.”
-BUZZ ALDRIN
Event
Theme
 EVENT THEME
Healthy Mind and Body

Foods are essential for every living thing, that’s why everyone needs a
proper and right amount of food to eat. Food gives us energy and
nutrients to become strong to fight bacteria and viruses and prevent
sickness.

In relation to this, the theme of this event is to feel by the children that
after they ate the prepared food and listing to the guest speaker, they
will become aware about their health to fight and prevent the
malnutrition.
 Event
Concept

Type of Event Charity Event

Title of the Event “Kalusugan ay ingatan, Malnutrisyon ay Labanan”
Days of Event 1 day; 1 day bump-in and bump-out, October 20, 2021
No. of Attendees 300 children
Venue Phase 1A Covered Court, Kasiglahan Village, San Jose, Rodriguez, Rizal

For the concept of the event, children who were registered should be wear a plain
white shirt when they attending the event as their colour code.

The venue is a quadrangle open space. In the northern direction, a stage is a set for the
short opening speech of the Brgy. Captain and the guest speaker. Dr. Krizel Luna

Two long tables will be placed in front of the stage (left and right side) for the cooked
food to be served by the staffs, and 6 long tables will be placed in parallel position in
Stage Design /
front of the stage. Each long table will have 50 chairs face-to-face (25 for the left side
Activity
and 25 for right side) for the children.

On east, west, and south sides, posters and information about malnutrition and
prevention will be posted to be read by the parents and other children. Here are the
examples of posters:

There will be an opening remark from Kap. Eugene L. Ramos. Then, Dr. Krizzel Luna
will be called by Kap. Ramos to give some information and tips on how to prevent and
fight the malnutrition. After Dr. Luna’s speech, there will be a question and answer
about the tips and information she discussed. For those children got the correct answer,
will a have prize of vitamins.

After the question and answer, children on the first two tables from east and west side
will fall in-line to get their food followed by the second table and so on and so forth.
Here are the samples of food to be served:

Technical Sounds system, microphones, laptop or PC, LCD projector

Equipment
Security will be provided by the Brgy. Captain, but a couple staff shall be tasked to
Security ensure the order and safety of children, Brgy. Captain and the guest speaker.
 Event
Program

Event Program for Event Team

 DATE ACTIVITY PERSONS INVOLVED
 Meeting with the client Event director
 Event Proposal Program and Venue
2 MONTHS Manager
Presentation
Before the event Health Specialist
 Signing of service contract
with Kap. Eugene L.
Ramos

Meeting with the Team Members Event Director
2 MONTHS  Discuss the event to be Program Manager
Before the event conducted and the flow of Site Manager
the event Production Manager
 Assigning task to the staffs

On-site visitation for the desired
venue
 Check the size of the
1 MONTH venue, layout, and Program and Venue
Before the event availability for the event Manager
 Check the provision of
parking space for client and
1 guest
 Checking the security and
safety measures of the
venue

1 MONTH Reservation of the venue Program and Venue

Before the event  Signing of the venue Manager
request letter

Meeting with the company Program and Venue
partners Manager
1 MONTH Marketing Manager
 Host
before the event
 Tables and chairs
 Light and sound system
 Photographer
Meeting with the staffs Production manager
2 WEEKS  Home visitation for Program manager
before the event registration
 Assigning for the task to
the staffs
1 WEEK and 3 Meeting about the program flow Program Manager
Days before the and guest list Venue Manager
event Production manager
Finalization of all event Event Director
1 WEEK before requirements Program and venue
the event Manager
Client
3 Days Before Home visitation for early 2 Registration staffs
the event Registration of the participants 1 Brgy. Marshal

2 Days before Purchasing of food to be cooked Marketing Manager

the event 2 staffs
2 Days before Final Checklist Event Director
the event Reminders about the venue, Program, venue and
setting-up and setting-down, flow production manger
and host duties,

5 hours before Marketing manager

the event Food preparation Staffs and marshals

Event Program for Event Guests

 ACTIVITY PERSON INVOLVED
Registration: Event staffs
Checking of registration 1 Brgy. Marshal
forms
OPENING
 Prayer Event host
 Remarks (Mr. Dante Satori)
 Introduction of guest
speaker
Guest speaker’s informative Guest speaker
speech about prevention of (Dr. Krizzel Luna)
malnutrition
GAME: Guest speaker
Question and answer (Dr. Krizzel Luna)
portion and prizes giving for Staffs/committee
those children who got the
correct answer
Food serving to children and Staffs, committee, tanod and
feeding event participants
Event host (Mr. Dante Satori)
Closing remarks Brgy. Capatain (Kap. Eugene
L. Ramos)
 Event
Venue and
Site
 PHASE 1A COVERED COURT
San Jose, Rodriguez, Rizal

Phase 1A Covered Court, is located in Kasiglahan Village, San Jose, Rodriguez,

Rizal, is one of the Ynares Covered Court project of Gov. Jun Jun Ynares of
province of Rizal. This Covered Court serves as playground of the residence of
Phase 1A Kasiglahan Village. Most teenagers play basketball here as their pass
time and practices. Little children play Piko, Chinese Garter, Mata-Mataya, and
many more both sides of the court. It also serves as event venue for many
pageants like Miss Gay, Bikini Open, and Dance Contest during the fiesta of
Kasiglahan Village.
 Event Budget Proposal
PARTICULARS (IN PHP)
EVENT ORGANIZING PACKAGE
 Guest Speaker 5,000
 Event Host 2,000
 Registration forms 1,000
 Photographers 3,000
TOTAL 11,000
PRODUCTION STAFF FEES
 Sound System Production 3,000
 Cook/Chef 5,000
 Medical Team 5,000
PRODUCTION EXPENCES
Tables and chairs
 6 long tables
4,000
 4 square tables
 310 chairs
Foods
 Rice
 Vegetables 35,000
 Drinks
 Fruits
 Other ingredients
 Food for guest speaker, client, and other staffs
Venue
 Electricity 1,500
 Steel matting
 Other facilities
Accident insurance 45,000
Event Management Service Fee 50,000
Stage Design Materials 6,500
SUBTOTAL 166,000
Contingency (refundable) 20,000
TOTAL BUDGET 186,000
 On Site
Management
 SITE PLAN

Map of Phase 1A Covered Court and it surrounding landmarks

Location of the Covered Court

 VENUE LAYOUT

s s

s s

CHAIR LEGEND REGISTRATION BOOTH

LONG TABLE
s SPEAKER LCD PROJECTOR STAGE
POSTER
 Emergency Contact Numbers
EMERGENCY RESPONSE ORGANIZATIONS
ORGANIZATION CONRACT NAME CONTACT
NUMBERS
NATIONAL EMERGENCY --- 911
HOTLINE

PNP – BRGY. SAN JOSE --- 0921-8547942

RODRIGUEZ FIRE STATION --- 0916-2345304

MONTALBAN INFIRMARY --- 0917 129 5279

SECURITY TEAM

BRGY. TANOD MR. RONNIE ALVAREZ 0916 377 1456

MTMDO MR. JOHN RICA 0928 437 6123

Emergency Exit Routes

 EXIT EXIT

EXIT EXI

EXIT EXI

Sequence Guide
TIME ACTIVITY PERSON MATERIALS
INVOLVED NEEDED
Final check-up of event Tables, chairs,
area, event stage, microphones, LCD
 6:00 – 7:30 am setting up the tables Event coordinator projectors, posters,
and chairs, sound light and sound
system, etc. systems
Arrival of participants,
7:30 – 8:00 am Checking of All participants Registration sheet,
registration forms Event committee weighing scale, ball
Marshals / tanod pen,
8:00 – 8:30 am Assisting of guest Event ushers Chairs, refreshing
speaker and client drinks
 Opening of the
program Event host, Brgy. Sound system and
8:30 – 10:20 am  Introduction of Captain, Guest lights, microphones,
the host speaker, event LCD projector
 Brgy. Captain coordinator and team
 Guest speaker

Serving food to the Participants, food Tables, styroplates,

10:20 – 10:40 am children staff, tanod event spoon and fork,
committee drinking water, foods
Feeding event of the Participants, food Tables, styroplates,
10:40 – 11:20 am children staff, tanod event spoon and fork,
committee drinking water, foods
Closing remarks, thank Sound system and
11:20 – 11:30 am you speech to client, Brgy. Caprain and lights, microphones,
end of the event Host LCD projector
11:30 – 12:30 nn Cleaning All staffs, volunteer, Brooms, trashcan /
tanod trash bags, dustpans

Event Timeline
PART 1 of 2
3 MONTHS BEFORE THE EVENT
1. EVENT PROPOSAL LETTER
  Write a cover letter for the potential client
 Include the letter of intent
 Include the company profile
 Include the services offered by the event company
2. EVENT BRIEF
 Come up with event brief
 Include a SWOT analysis for the event
3. EVENT PROMOTIONAL TECHNIQUE
 Create an event image
 Create objectives
 Think about the theme and the concept of the event
4. EVENT PROGRAM
 Create the event program
5. EVENT VENUE AND SITE
 Find event site/venue and create a plan
6. BUDGET PROPOSAL
 Create a list of all expenses
 Compute the total expenses

2 MONTHS BEFORE THE EVENT

7. MEETING WITH THE CLIENTS (KAP. EUGENE L. RAMOS)
 Discuss the event proposal
 Planning the program
 Finalizing program
 Agreed upon
 Contract signing
8. MEETING WITH TEAM MEMBERS
 Discuss the flow of the events
 Assign task to all team members

Event Timeline
PART 2 of 2

1 MONTH BEFORE THE EVENT

9. ON-SITE VISITATION FOR THE DESIRED VENUE
 Check the size of the venue, layout, and availability for the event
 Check the provision of parking space for client and 1 guest
 Checking the security and safety measures of the venue

10. RESERVATION OF THE VENUE

 Signing of the venue request letter

11. MEETING WITH THE COMPANY PARTNERS

 Inviting a guest speaker
 Dealing with the rent of tables and chairs, light and sound system, and Photographer

2 WEEKS BEFORE THE EVENT

12. Meeting with the staffs
 Discussing about the process of home visitation for registration
 Assigning task to the staffs
 Meeting about the flow of the program
1 WEEK BEFORE THE EVENT
13. Finalization of all event requirements
 Ask the staffs and committee to finalize all the event requirements
 Conduct of home visitation for early registration of the participants
 Finalize the forms of the participants
 Purchasing foods and ingredients for cooking
 Reminders about venue setting-up, flow, host and guest speaker duties
 Food preparation
Contractors

Event Contract
Kap. Eugene L. Ramos Brgy. Captain
Brgy. Captain of San Jose
 [Link]@[Link]
Brgy. San Jose, Rodriguez, Rizal
Mr. Aries B. Macariola Feeding Program
Your Life Events Management 91 9000 / 090123456789
[Link]@[Link]
14, N, Roxas Street, Marikina City Philippines

This document serves as a binding contract betweenKap. Eugene L.

Ramos, hereafter known as “Host,” and Mr. Aries B. Macariola,
hereafter known as “Planner,” signed _______________. The Host
desires to engage the services of the Planner for the “Feeding Program
Event” on October 20, 2021 from 8:30 AM to 11:30 AM at Phase 1A
Covered Court, Kasiglahan Village, Brgy. San Jose Rodriguez, Rizal.
Both parties agree to abide by the following conditions:

1. The Event will be as follows: The Event will be as follows:

“Kalusugan ay Alagaan, Malnutrisyon ay Labanan”.

2. The Host will pay the Planner PHP207,000.00 for all services
rendered with the option to negotiate further payment for more
hours worked. The Planner will be given an initial amount of
PHP103, 500 (50%) for down payments to the Event Organizing
Package, the venue, the stage and production design team, the
stage design materials, and the production design materials. The
Planner will receive the additional PHP103,500 (50%) at the
completion of the event.

3. In addition to event design, Planner’s duties will include but not

be limited to drawing up contracts for the venue and putting down
deposits.

4. Necessary lodging/travel costs incurred by the Planner will be

covered by the Host.

5. The Planner agrees to use the Host’s company logo and no

other where desired.
 6. The Host agrees to acknowledge the Planner’s services in the
display stands/walls within the venue, including the Planner’s logo.

7. The Host will not enter into any contracts on behalf of the
Planner or without the Planner’s knowledge and consent.

8. If the Host cancels within 45 days of the event they will be

refunded 30% of the original fee. If the Host cancels within 31 days
of the event they will receive 15%, and after September 19, 2021
no refund will be given.

9. If the Planner cancels, he will either provide a substitute planner

or refund the full fee, minus the cost of nonrefundable deposits.

REQUEST LETTER FOR THE VENUE

September 16, 2021

Mr. Job Incredible,

Brgy. Chairman
Brgy. San Jose Rodriguez, Rizal

Good day! Our client Kap. Eugene L. Ramos will conduct a feeding program with the
Theme: “Kalusugan ay Alagaan, Malnutrisyon ay Labanan”. We are asking a request to use
your covered court as our event venue on October 20, 2021 (Wednesday), 6:00 am to 1:00
pm.

The said event will help children in your baranggy to lessen the number of starving
children and to fight the malnutrition. It also helps both children and parents to become aware
about their health.

We are hoping to your response. Thank you!

Mr. Yami Sukehiro

Venue Manager
Your Life Events Management

Brgy. San Jose, Rodriguez

Your Life EventsRizal
Feeding
Program 2021
THEME: Kalusugan ay Ingatan, Malnutrisyon
ay Labanan
Phase 1A Covered Court, Kasiglahan Village, San Jose,
Rodriguez, Rizal
8:30 am to 11:30 am

“If we can conquer space, we can conquer

childhood hunger.”
-BUZZ ALDRIN

To: ________________________
Business
Permit
Your Life events
 YOUR LIFE EVENTS
14 N. Roxas Street, Marikina City, Philippines
Your Life Events
Your Life Events
Aries B. Macariola
14, N. Roxas Street, Marikina City, Philippines