EVENT PROPOSAL

October 22, 2019

Mayor Marcy Teodoro

Mayor, Marikina City
Marikina Municipal Hall,
Marikina City, 1807

Re: Proposal to Manage and Organize Fun Run 2020 Event

Rafael’s Events Management is a team of professional, creative event
management specialist whose goal is to produce high quality events of
every type and scale. Our passion is managing the behind-the-scenes details
to deliver a superior event experience for your audience.

We thrive on delighting our valued clients by helping out in hosting events

that meet or exceed their business goals. It is at this point that we would
like to propose the management and organization of the Run Your Own
Race Marikeños 2020 Event.

Attached with this cover letter, is our proposal that outlines the details and
management plan for the event. The proposal covers the project and
timeline, scope of work and responsibilities. It underlines, details of the
event title, date, time, venue, location, concept, theme an other related
matters will follow should we come to agreeable terms during the
preliminary discussion.
For further inquiries regarding the above mentioned matter, please do not
hesitate to contact the undersigned. You may also contact our Senior
Event Coordinator, Ms. Jenny Lynn Natividad at 0975.412.5990 for
further discussion.

Thank you and God Bless.

Krizel Marie Aquino

President / Events Consultant and Manager
 EVENT PROPOSAL

September 22, 2019

Mayor Marcy Teodoro

Mayor, Marikina City
Marikina Municipal Hall,
Marikina City, 1807

Dear Sir:

This serves as a formal quotation for your up-coming Fun Run 2020 Event. The
total package costs of Php 360,400 net of all taxes.
Proposed Date: April 16, 2020
Proposed Venue: Marikina Sports Center
Proposed Theme: Run Your Own Race Marikeños 2020
Proposed Time: 6 AM – 9 AM
ITEMS ESTIMATED COST ACTUAL COST
Singlet 120,000.00 120,000.00
Race Bib 67,500.00 67,500.00
Police/Traffic 1,600.00 1,600.00
Entertainment 5,000.00 5,000.00
Signs and Race Marshall 4,000.00 4,000.00
Ribbons 300.00 300.00
Food/Hydration 25,000.00 25,000.00
First Aid/Medicine 10,000.00 10,000.00
Photographer/Videographer 5,000.00 5,000.00
Medals/Certificates 10,000.00 10,000.00
 Insurance 10,000.00 10,000.00
Prize Money 30,000.00 30,000.00
Banners/Signage 5,000.00 5,000.00
Tent Rental 5,000.00 5,000.00
Promotion 10,000.00 10,000.00
Other Rental (Tables, Chairs, 20,000 20,000
etc.)
Professional Fee (15%) 47,000.00
TOTAL 360,400.00

Terms and Conditions:

PAYMENT: Payments made will reserve the services/décor. The Services may
not be reserved if the Client fails to make the payments. Clients may pay by cash,
check, or credit card. If paying by credit card, the client must fill out a Credit
Card Authorization Form.
DEPOSIT: A deposit of Fifty Percent (50%) (non-refundable) of the total proposal
is due upon acceptance of the contract by Client. No less than 90 days prior to the
event, the Client will make an additional payment of Thirty Percent (30%)
bringing the total deposits to Eight Percent (80%) of the Total Fee. The final
Twenty Percent (20%) payment must be paid on the day of the event.
Please send back the sign conforme.

______________________
Conforme

Prepared by:

Krizel Marie Aquino

President / Events Consultant and Manager
Rafael’s Events Management
 Event Team

Event Manager Krizel Marie Aquino

Event Coordinator Jenny Lynn Natividad
Headed by:
Promotions Coordinator Michael Natividad
(Media Liaison, Publicity, Advertising,
Promotional Events, Media Kits)
Program Coordinator Kath Lee
(Entries, Ceremonies, Publishing,
Tabulation of Result)
Officials Coordinator Anilyn Mariano
(Marshalls, Protocol)
Venue Coordinator Geraldine Regondola
(Venue Bookings, Set-up Team,
Risk Management, Signage,
Environment Control)
Hospitality Coordinator Cherry Baui
(Sponsor Liaison, Catering,
Reception of Dignitaries)
Technical Coordinator Ian Rafael
(Sound Equipment,
Equipment Maintenance)
Merchandising Coordinator Kelly Francisco
(Sales Team, Giveaways,
Outfitting Volunteers)
Registration Cloud Divinagracia
Medical Coordinator Rod Villanueva
 Regulations

1. Once registration has been duly processed, there will be no fee refund for
participants who do not eventually take part in the Event for whatever reason.
2. There will be no fee refund if the event is cancelled for reason of force
majeure, ie. Due to occurrence of incidents that are beyond the control of
organizers and which renders it impossible or unsafe to hold the event.
3. The Organizers reserves the right to limit and-or refuse entry without giving
any reason and notice.
4. The Organizers will not entertain nor be in any way responsible for any
disputes arising from incomplete or inaccurate entry details in the registration
form.
5. The Organizers reserves the right to use any photographs (including those of
participants), motion pictures, recordings, or any other media records of the
Event, for any legitimate purpose including commercial advertising and
distribution to the Sponsors.
President / Events Consultant and Manager Ms. Krizel Marie E. Aquino
0995 714 1564
Vice President for Operations Mr. Ian H. Rafael
0949 996 9266
Vice President for Finance Ms. Jenny A. Natividad
0975 412 5990
Vice President for Sales and Marketing Mr. Michael O. Natividad
0975 412 5991
Company Legal Council Atty. Kath T. Lee
0917 535 0212
 Krizel Marie Aquino
Ian Rafael
Jenny Lynn Natividad
Michael Natividad
Kath Lee
Rod Villanueva
Cloud Divinagracia
Claire Ho-Chuan
Kelly Francisco
Anilyn Mariano
Unit 1, 5 H. Bautista St. Concepcion Uno,
Marikina City, Philippines
Landline: (02) 986 9744
Mobile: 0995 714 1564
rafaelseventsmanagement@gmail.com
Rafael’s Events Management is a full service special event management
firm established in 2009 and built on a legacy here in Marikina City.
Combining quality service with passion in business and events, we make any
celebration extravagantly memorable. Our certified highly intellectual and
versatile team simultaneously collected a lot of experiences and constantly
upgraded our strengths in all areas of event execution and management.
Our company has a wide range of reputable and reliable tie up partner
suppliers including hosts, catering services, photo and video coverage, band,
lights and sound system, bouquet and flower arranger, venues and etc.
Our mission is to do our best to satisfy our clients by understanding
their ideas and perspective in mind carefully and to exceed their
expectations through excellent service.

Our vision is to be top-of-mind event planner and management by

providing high quality service with innovative ideas and to meet the
objectives of our clients.
To always achieve our clientele desired result
To meet client’s need by going extra mile
To make the event hassle free for clients
To be a company that admired for our values
and standards to all of our clients.
To be valued business partners for our suppliers
Personal Wedding, Anniversary, Birthday, Debut, Bridal Shower,
Stag Party, Baby shower, Family Reunion, Christmas
Party, Alumni Homecoming
Corporate Product Launching, Trade Shows, Fashion Show, Beauty
Pageant, Corporate Christmas Party, Conventions,
Seminars, Charity Events, Fun Run
Leisure Music Fest, Singing Contest, Dance Contest, Sport Fest,
Concerts
Cultural Festivals, Parades
 We believe that “No Man is an Island, but is part of the whole” and this
leads us to our advocacy to help other people through charitable works and
outreach programs. Our partners to this mission are:
 Conceptualization, execution,  High cost structure
planning, coordination with the use of  Brand Portfolio
latest technology  Future profitability
 Highly motivated staff
 Customer friendly
 Huge customer potential
 Accurate and cheap solution for the
customers
 Growing demand  A change in certain event
 New markets related laws
 New products and services  Poor insfrastructure
Support from local authorities  High cost structure
 Entrance of newer companies
every year with more variety,
strong concepts and superior
technology
 Seasonal Discounts
 Ber-Months Promo
Yearly Anniversary Packages
Title: “RUN YOUR OWN RACE MARIKEÑOS”
What? Fun Run
Date and Time: April 16, 2020
When? 6 AM-9AM
Venue: Marikina Sports Center
Where?
Expected Guest: 1,500 Participants
Who? (Angkan-Angkan representatives)
Goal and Objectives: To improve and promote mental and physical health
Why? To enjoy rather than to compete
To strengthen the family relationships in celebration of
angkan-angkan festival
Call Time: 5 AM

Color: Colorful

Dress Code: Sporty Attire ( Singlet, Shorts/jogging pants, Rubber Shoes)

Race Bib

Participants: Representatives of the 40 Clans

500 each category (3K, 5K, 10K)
Marikina Sports Center
 CR
Speaker
Speaker

Start/Finish
Entrance
 Revenue & Expenditures
ITEMS DESCRIPTION QUANTITY UNIT PARTIAL TOTAL
PRICE TOTAL AMOUNT
Water Sponsored 2,000 0.00
Food (Burger) Sponsored 2,000 - 0.00
Race Bib 1,500 45.00 67,500.00
Singlets 1,500 80.00 120,000.00
Signage and Advertisement 100 50.00 5,000.00
Tarpaulin 3ft x 6ft 5 180.00 900.00
@10/sqm
Venue Sponsored - - 0.00
Signs and Race Marshalls 10 400.00 4,000.00

Traffic Cones Redirect Traffic - - 0.00

Police Officers Crowd Control 10 500.00 5,000.00
Steel Barricades Crowd Control - - 0.00
Start/Finish Arc 4m x 3m Blue 1 10,000.00 10,000.00
Stage 4ft x 8ft 1 10,000 10,000.00
Lights and Sound System 1 2,000.00 2,000.00
Portalets 6 1,000.00 6,000.00
Ribbons Sponsored - - 0.00
Ambulance and Medicines Sponsored - - 0.00
Medals, Awards, Certificates and Sponsored - - 15,000.00
Cash Prize
SUBTOTAL Php 245,400.00
20% Contingency Fund Php 49,080.00
10% Service Charge Php 24,540.00
12% Vat Php 29,448.00
Php 348,468.00
15% Professional Fee Php 52,270.20
GRAND TOTAL Php 400,738.20

Noted by: Krizel Marie Aquino

President/Events Manager
 Technical Requirements

Items
Quantity
Microphone 10 pcs
Wirings 100 meters
Amplifier 1 set
Speakers 6 units
Lights 3 sets
Video (Outdoor) 2 sets
Recordings 1 set
Computers 4 units
Audio Visual (Indoor) 2 sets
(Outdoor) 2 sets
Hang Screens 2 sets
Goal Post 6 units
 DATE ACTIVITIES
Dec 2019 Preparation
Dec 17 Meetings with the client and project committee
Dec 18 Ocular visit on the venue
Dec 21 Submission of proposal letter to the Marikina Mayor’s Office
Dec 26 Submission of permit to Marikina City Local Government Offices
Dec 28 Client Meeting on the progress of the Program
January 2020 Event Preparation
Jan 8-22 Technical Support
Jan to March Sales & Promotion
Jan 8-22 Risk Management
Jan 8-22 Logistics/Procurement
Jan 8-22 Race Program
February 4-8 Catering Services – Sampling and Tasting
 DATE ACTIVITIES
Jan 10, 17, 24 Scheduled Meetings with Committee
Feb 4,11,18,25
Mar 6,13,20
March 22, 2020 Polishing of program and set up
April 2, 2020 Ocular visit and finalization of registered applicants
April 16, 2020 Race Day
April 17, 2020 Post-race Meeting
 Fun Run Opening Program
Marikina Sports Center

6:00 AM Registration
Welcoming of Guests and Acknowledgement of Sponsors
6:45 AM Opening Ceremony
Prayer Ian Hayrosa
National Anthem Mia Esperanza
Briefing prior to race Abegail Osal
6:50 AM Warm-up Exercises by a Professional Fitness Trainer (Aerobics)
7:00 AM Assembly of Runners
•10 minutes delay sequence per race category as follows:
-10K
-5K
-3K
7:10 AM Gun Start 10K
7:30 AM Gun Start 5K
7:45 AM Gun Start 3K
8:30 AM Raffle Draw (15 Winners of Major Prizes)
Acknowledgement of Special Guests and Sponsors
Awarding Ceremonies per distance category
9:00 AM Wrap up
 SPONSORSHIP

October 22, 2019

Ms. Carmencita G. Altas

Sales and Promotions Manager
Nature’s Spring
425 De Guzman Street,
Concepcion Uno, Marikina City

Dear Ms. Altas:

Good Day!

Rafael’s Events Management is a firm duly registered with the Department of

Trade and Industry (DTI) for the purpose of planning, organizing and managing
events for our clients.
We will be organizing a fun run for the Annual Angkan-Angkan Festival and
Founding Anniversary of Marikina City which will held on April 16, 2020. The
theme is “Run Your Own Race Marikeños”, and were looking for a company
that will donate the needed water for the race. We can’t meet our goal
without the help of people/companies like you/yours. That’s why I’m
writing to you. Would you consider making a donation of 2,000 bottled
water to help sponsor our event? By giving to the said events, you’ll be able
to help us accomplish our goal.

In appreciation of your anticipated donation, we would like to offer you a

reference in all promotional materials and a sponsor recognition certificate
and plaque.

We look forward that we can count on your assistance to make this year’s
event one of our best!

Please include your donation in the self-addressed and stamped envelope

included in this letter or come by to our office located at Unit 1, 5 H.
Bautista St. Concepcion Uno Marikina City to make a contribution.
Thank you in advance for your sponsorship! We hope and we will be glad
to see you at the Fun Run Event in Marikina City.

Sincerely,

Krizel Marie E. Aquino

President/ Events Consultant and Manager
 SPONSORSHIP

October 22, 2019

Ms. Gloria Eustaquio

Sales and Promotions Manager
Mc Donalds
Bayan-Bayanan St. cor. Paliparan St.
Concepcion Uno, Marikina City

Dear Ms. Eustaquio:

Good Day!

Rafael’s Events Management is a firm duly registered with the Department of

Trade and Industry (DTI) for the purpose of planning, organizing and managing
events for our clients.
We will be organizing a fun run for the Annual Angkan-Angkan Festival and
Founding Anniversary of Marikina City which will held on April 16, 2020. The
theme is “Run Your Own Race Marikeños”, and were looking for a company
that will donate the needed food for the race. We can’t meet our goal
without the help of people/companies like you/yours. That’s why I’m
writing to you. Would you consider making a donation of 2,000 pieces of
Hamburger to help sponsor our event? By giving to the said events, you’ll
be able to help us accomplish our goal.

In appreciation of your anticipated donation, we would like to offer you a

reference in all promotional materials and a sponsor recognition certificate
and plaque.

We look forward that we can count on your assistance to make this year’s
event one of our best!

Please include your donation in the self-addressed and stamped envelope

included in this letter or come by to our office located at Unit 1, 5 H.
Bautista St. Concepcion Uno Marikina City to make a contribution.
Thank you in advance for your sponsorship! We hope and we will be glad
to see you at the Fun Run Event in Marikina City.

Sincerely,

Krizel Marie E. Aquino

President/ Events Consultant and Manager
 SPONSORSHIP

October 22, 2019

Mr. Manuel Coronado

Sales and Promotions Manager
National Bookstore
CNP Mall, Marikina Heights,
Marikina City

Dear Mr. Coronado:

Good Day!

Rafael’s Events Management is a firm duly registered with the Department of

Trade and Industry (DTI) for the purpose of planning, organizing and managing
events for our clients.
We will be organizing a fun run for the Annual Angkan-Angkan Festival and
Founding Anniversary of Marikina City which will held on April 16, 2020. The
theme is “Run Your Own Race Marikeños”, and were looking for a company
that will donate the needed ribbons for the race. We can’t meet our goal
without the help of people/companies like you/yours. That’s why I’m
writing to you. Would you consider making a donation of 200m x 20cm
ribbon to help sponsor our event? By giving to the said events, you’ll be
able to help us accomplish our goal.

In appreciation of your anticipated donation, we would like to offer you a

reference in all promotional materials and a sponsor recognition certificate
and plaque.

We look forward that we can count on your assistance to make this year’s
event one of our best!

Please include your donation in the self-addressed and stamped envelope

included in this letter or come by to our office located at Unit 1, 5 H.
Bautista St. Concepcion Uno Marikina City to make a contribution.
Thank you in advance for your sponsorship! We hope and we will be glad
to see you at the Fun Run Event in Marikina City.

Sincerely,

Krizel Marie E. Aquino

President/ Events Consultant and Manager
 Supplier Agreement

This Supply Agreement is effective October 22, 2019

BETWEEN: Sensitivity Sounds and Lights, a company organized and

existing under the laws of Quezon City, with its head office located at:
Quezon City, Philippines
AND: Rafael’s Events Management, a firm organized and existing
under the laws of Marikina City, with its head office located at:
Unit 1, 5 H. Bautista St. Concepcion Uno Marikina City,
Philippines 1807
WITNESSETH:
WHEREAS Sensitivity Sounds and Lights currently operates in Sports
Olympics.
WHEREAS Sensitivity Sounds and Lights, for the price and subject to terms
and conditions contained herein, is prepared to operate, on an ongoing basis
and as its exclusive supplier, and the purchaser is prepared to hire on this
basis from Sensitivity Sounds and Lights all the purchaser’s requirements;

NOW, THEREFORE, IN CONSIDERATION OF THE MUTUAL

COVENANTS AND AGREEMENTS HERETO CONTAINED AND FOR
OTHER GOOD AND VALUABLE CONSIDERATION DULY RECEIVED,
THE PARTIES HERETO AGREE AS FOLLOWS:

1. DEFINITIONS AND INTERPRETATION

1.1 Whenever used in this Agreement, the schedules thereto, or any
ancillary document thereto, the following terms, unless the subject
matter or content otherwise requires, shall have the following meanings:
1.1.1 “Agreement” means or refers to this agreement as amended
from time to time and any indenture, agreement or instrument
supplemental or ancillary hereto or in implementation hereof;
1.1.2 “Business Day” means any day excluding Saturday, Sunday
and any other day which in Marikina City is a legal holiday or a day on
which financial institutions are authorized law or by local proclamation
to close;
1.1.3 “Person” means any individual, company, corporation,
partnership, firm, trust, sole proprietorship, government or entity
howsoever designated or constituted; and
1.1.4 “Product” means or refers to sounds and lights add pursuant to
this agreement.

IN WITNESS WHEREOF the parties have executed this agreement.

REY EUSTAQUIO KRIZEL MARIE AQUINO

Sensitivity Sounds and Lights Rafael’s Events Management
Vendor President/ Events Manager
The risk and factors that may hamper or hinder the successful implementation of
project activities and achievement of project outputs are the lack of coordination
of those who are in charge, the number of participants, the weather, and the venue.
The measures that would mitigate the adverse effects resulting from such risks are
making sure that tasks are done one week before the event, coordination and
presence of mind must be put into action, motivate teamwork, and advertise well.
 Problem Cause Troubleshoot
Failure of public May be caused by people tripping -Back up Sound System
address and over wires, faulty equipment, -Include people with skills to fix
sound systems faulty electrical connections, such technical problems in event
missing components, team
Failure of VIP’s Visiting dignitaries often have -Make plans and instruct staff to
to arrive on time multiple responsibilities most of continue the event program rather
which are far more important than than delay it. (Show must go on)
their appearance at an event to -Identify and use other people in
make a speech or presentation. the event team or other guests
They may cancel at the last who can step into to make a
moment. presentation if necessary.
Inclement Particularly affects outdoor events. -In the event of a sudden
weather downpour, ensure there is
adequate shelter for all otherwise
people will start going home and
won’t come back even if the skies
clear.
 Problem Cause Troubleshoot
-Make plans to relocate activities to
sheltered areas or to alter the
event program to salvage the day if
possible.
Event staff There is always likely to be occurrences -Have a person designated in the
who go of event staff that go missing event team as a “Troubleshooter”
missing temporarily from their station. Causes whose job is to continually move
might include a chance meeting with about the venue looking for such
an old friend, treatment of an injury, problems.
confusion over times an d places where -Roster more staff than are actually
they are supposed to be, and toilet and needed so that there are a few
refreshment breaks. “spares” that can be assigned to
positions anywhere.
Breakages This include competition equipment, -Keep spares and back-up systems
and other electrical equipment and lighting, -Roster on other surplus staff
losses trophies, event paperwork, keys, whose job is to contact supplies,
money and other items run out to stores.
 Problem Cause Troubleshoot
Injuries and This may occur to participants, -Organize first aid and/or other
accidents spectators and/or event staff. It is a qualified medical personnel to be
legal duty for the event organizers to in attendance throughout the
plan for such eventualities. event.
-Roster on more staff than the
minimum required so that if one
person requires treatment it will
not impact on the running of the
event.
-Ensure driveways and entrances
are not blocked to emergency
personnel.
-Train all event staff what to do in
an emergency and when
unexpected events occur.
 Event Planner Contract
Host: Mayor Marcy Teodoro
Title: Marikina City Mayor
Address: Office of the Mayor, Marikina Municipal Hall
Contact No.: (02) 682-9279
Email Address: officeofthemayor@marikina.gov

Planner: Krizel Marie Aquino

Company: Rafael’s Events Management
Address: Unit 1, 5 H. Bautista St. Concepcion Uno Marikina City
Contact No.: 0995 714 1564
Email Address: rafaelseventsmanagement.gmail.com

This document serves as a binding contract between Mayor Marcy Teodoro, hereafter known
as “Host”, and Krizel Marie Aquino, hereafter known as “Planner”, signed {date}. The Host
desires to engage the services of the Planner for the Run Your Own Race Marikeños 2020 on
April 16, 2020 at Marikina Sports Center. Both parties agree to abide by the following
conditions:
1. The Event will be as follows: Run Your Own Race Marikeños 2020
2. The Planner will be in charge of the following aspects of the event: {Attach addendum
detailing every aspect for which the Planner will be responsible.}
3. The Host will pay the Planner Php {amount} for all the services rendered or {number}
hours of work, with the option to negotiate further payment for more hours worked. The
Planner will be given an initial amount of {amount} for {fees, deposits, down payments,
etc.} The Planner will receive the additional {amount}% at the completion of the event.
4. In addition to event design, Planner’s duties will include but not limited to{drawing up
contracts for venue/vendor, putting down deposits, etc.}
5. Necessary lodging/travel costs incurred by the Planner {will/will not} be covered by the
Host.
6. The Planner agrees to use Host’s company logo and no other where desired.
7. The Host agrees to acknowledge the Planner’s services in {place, aspect}, including the
Planner’s logo.
8. The Host will not enter into any contracts on behalf of the Planner or without the
Planner’s knowledge and consent.
9. If the Host cancels within {days} of the event they will be refunded {amount}% of the
original fee. If the Host cancels within {days} of the event they will receive {amount}%,
and after {days} no refund will be given.
10. If the Planner cancels, {he/she} will either provide a substitute planner or refund the full
fee, minus the cost of nonrefundable deposits.

________________________
Mayor Marcy Teodoro
Date: ________________

________________________
Krizel Marie Aquino
Date: ________________
 Emergency Crowd Control
First Aid Team
Coordinator Marikina City Police
Philippine Red Cross
Axa Philippines Lt. Freddie Cruz
Ms. Marilyn Andres
Contact Nos. Atty. Jeff Abergos Contact Nos.
(02) 681 7483 Contact Nos. (02) 514 5611
(02) 942 2721
 Thank You Letter
April 16, 2020

Mayor Marcy Teodoro

City Mayor
Marikina City

Dear Sir:

Good Day!

In behalf of Rafael’s Events Management, We would like to express our deepest gratitude
for choosing us as your partner event organizer for the Run Your Own Race Marikeños
2020. It was an honor to be a part of your plan and it is our pleasure to serve you as well. It
was truly thankful to be a part of this magnificent event. More power and God Bless.

Respectfully yours,

Krizel Marie E. Aquino

Events Manager
 Thank You Letter
April 16, 2020

Dear (Participant):

Good Day!

Thank you for joining us at Run Your Own Race Marikeños 2020 held at Marikina Sports
Center. It was an honor to have you in attendance. I understand that you have many
obligations, and we appreciate your time from your busy schedule to join us. We hope that
you found the event to be both interesting and fun. Once again, we sincerely thank you for
choosing to be a part of the said fun run event. We hope that you enjoyed the race. God
Bless you.

Sincerely,

Krizel Marie E. Aquino

Events Manager
Rafael’s Events Management