LAFUENTE - Independence Day

Khrisirhk Events, Design and Style Services
Purok 3, Poblacion, Taytay, Palawan

09210262855/09653148488 EMAIL: khrisirhk@gmail.com
EVENT BRIEF
WHAT: Independence Day Celebration
WHERE: Fuerza De Sta Isabel Ground

Poblacion, Taytay, Palawan
WHEN: June 12, 2019 at 7:00 AM
WHO: LGU Taytay Employees,Non-Government Agencies, Schools within Brgy.

Poblacion Only and National Government Organizations.
WHY: To commemorate the freedom of our Nation from the Spanish rule on June 12, 1989
To remember and celebrate the people’s declaration of inherent and inalienable right to
freedom and independence.
To join and unite simultaneously from the different parts of the Country in celebrating the
121st Independence Day.
HOW: With the theme “Kalayaan 2019: Pagbabagong Ipinaglaban, Alay sa Masaganang
Kinabukasan”
June 3, 2019
HON. ROMY L. SALVAME

Municipal Mayor
Taytay, Palawan
Dear Sir,
Greetings!
The Khrisirhk Events Design and Style Services is the latest event management company that provides full-planning
services adding value through our partners by delivering specialized services ranging from venue set-ups, photography
and videography, souvenir items and giveaways, invitations, ushers, and other supplies for the purpose of producing
best services imaginable.
In line with this, our company would like to submit our proposal for the upcoming 121st Independence Day
Celebration themed “Kalayaan 2019: Pagbabagong Ipinaglaban, Alay sa Masaganang Kinabukasan”, on the 12th of June
2019. It will be a 4 hours celebration that will be held at Fort Sta. Isabel at 7:00 am in the morning and will end
estimated at 10:00 in the morning. With all the participation and cooperation of LGU employees, Non-Government
Organization, National Agencies as well as the schools within the vicinity of Brgy. Poblacion. And other Agencies.
Through this, we would like also to intend for the budget for the said event with the cost of Seventy five Thousand
Eight Hundred Pesos (₱75,800.00). This includes the Stage Decoration, Snacks (500 pax), Flowers and also our
management fee.
We are looking forward to work with you and help you for the preparation of Independence Day. Please call us at 0921-
0262855 / 0965-3148488 or log in to www.khrisirhkeventsservices.com.ph for more info and details.
Thank you very much and God bless!
Sincerely yours,
KHRISTINA DACUAN-LAFUENTE
Events Specialist
PROGRAMME
Philippine Independence Day Celebration 2019

“Kalayaan 2019: Pagbabagong Ipinaglaban, Alay sa Masaganang Kinabukasan”
June 12, 2019
Fuerza De Sta. Isabel Park
7:30 AM
Time Activity Person Assigned
6:30 AM Registration @ Poblacion PSU Staff

Port
7:00 AM Color Parade JAES Faculty
8:00 AM Arrival of Parades and Ms. Emily Del Rosario
Guests Master of Ceremony
8:10 AM Doxology PSU Chorale
8:15 AM Act Dance THe CAP
8:20 AM Message from the Mayor Hon. Romy L. Salvame
Municipal Mayor
8:30 AM Police and Military Parade PO1 Lea May San Jose
with Mayor and the 21 Non-Uniform Police
GUN Salute
8:45 AM Offering of Flowers to Ms. Eunice T. Rapsing
National Heroes/Prayer From HR Office
Power for the Nation
9:00 AM Singing of National Anthem Mr. Tom Avila
(with raising the flags Singer
together with swaying Clerk 1 Admin Office
flaglets
9:25 AM Mass demo (Human Flag) PSU, CTNHS, CTSHS,
FAA, JAES, ENAES
10:00 AM Closing Remarks Mr. Rustico P. Dangue

DILG Officer
EVENTS CONCEPT
VENUE SELECTION
(Ranking System)
Venue Capacity Security Facilities Protection Space Total Ranking
Mun. Amphitheatre 3 2 1 2 3 11 3
Mun. Covert Court 2 3 2 1 2 10 2
Fort Santa Isabel Park 1 1 2 3 1 8 1
Primary Venue: Fuerza De Sta Isabel Ground

Secondary Venue: Municipal Covert Court
RESERVATION/REQUEST LETTER
May 31, 2019
MR. JOIE MATILLANO

Municipal Tourism Officer
Taytay Palawan
Dear Sir:
Greetings!
We the Khrisirhk Events Design and Style Management will organize the Independence Day on June 12, 2019. With
the theme “Kalayaan 2019: Pagbabagong Ipinaglaban, Alay sa Masaganang Kinabukasan”. 7:30 am to 10:00 am in the
morning. The objectives of the activity are:
 To commemorate the freedom of our Nation from the Spanish rule on June 12, 1989
 To remember and celebrate the people’s declaration of inherent and inalienable right to freedom and
independence.
 To join and unite simultaneously from the different parts of the Country in celebrating the 121st Independence
Day.
In this regard we would like to request the permission for us to use the Fort Sta. Isabel Park and Stage as venue for the
said event.
Your possible response to this request will be very much appreciated.
Thank you, God Bless and more power.
Truly Yours,
KHRISTINA DACUAN-LAFUENTE
Event Manager
Khrisirhk Events Design and Style Services
VENUE LAYOUT
Exit
STAGE
First Aid
LINES OF PARTICIPANTS
TRAILWAY
STAGE
Human Flag Area
Snacks Area
Entrance Exit Entrance Exit

E
Hunyo 12,
Fuerza De Sta Isabel
Ground
“Kalayaan 2019: Pagbabagong Ipinaglaban,

“ Alay sa Masagang Kinabukasan”
SUPPLLIERS SELECTION
Decoration Supplier
Criteria Kenneth’s Design Yhams’s Stlyes Pems Decors
1. Quality and Reliability 1 3 2
2. Speed and Flexibility 1 3 2

3. Value for Money 2 3 1
4. Strong Service and Clear 1 3 2
Communications
5. Financial Security 2 3 1
TOTAL 7 15 8
RANK 1 3 2
Primary Venue: Kenneth’s Design

Secondary: Pems Decors
SNACKS
Criteria PEMS Catering Garlans Catering Tay Lelongs
Catering
1. Quality and Reliability 1 2 3
2. Speed and Flexibility 1 2 3

3. Value for Money 1 2 3
4. Strong Service and Clear 1 2 3
Communications
5. Financial Security 1 3 2
TOTAL 5 13 14
RANK 1 2 3
Primary Caterer: PEMS Catering

Secondary Caterer: Garlan’s catering
COSTING
NO. PARTUCULAR SUPPLIER QUANTITY UNIT COST TOTAL
1 Decorations 1 1 10,000.00 10,000.00
2 Snacks 1 500 50.00 25,000.00
3 Flowers 1 100 30 3000
Sub total 38,000.00
Add 10% tax 3,800.00
Add 10%
19,000.00
contingency
Management fee 15,000
Grand total 75,800.00

RISK MANAGEMENT
Risk and Discrepancies Corrective Action
Food Shortage Inform the caterer as soon as possible
Absence of Emcee Hire alternate Emcee
Food contamination Proper food handler
Not enough flower arrangements Prepare sufficient amount of real and artificial
Weather Prepare alternative indoor venue
Emergency or fire/ Stampede Clearly marked exit signs
Absence of supplier Alternative supplier
Alternative power supply(Generator) or Portable

Power failure
re-chargeable sound system
Late Program Adjustment of Program
Less Participants Strict Confirmation of the Agencies

ORGANIZATIONAL CHART
Physical
Traffic Enforcer
Arragemnets
Logistics/Liaison
Sounds Snacks
Registration
Secretariat
Client Event Organizer
Invitation
Emcees
Entertainment Singers
Dancers
Employees’ Duties and Responsibilities
Duties and
NO. Position Name of Employee
Responsibilities
Oversees the operation

of the company and the
1 Event Manager Khristina D. Lafuente
conduct of the event
Communicate and
2 Liaison/ Logistics Officer Sarah Mae Trajico coordinate the
suppliers
In charge to invitation
and registration of the
3 Secretariat/Registration Bea Tubale participant, and
attendance Ingress and
Egress
In-charge of
presentation,
performance, contact
4. Entertainment Ms. Angelica Severino
and attendance of the
Dancers, Singers and
the Emcee
PROTOCOL
 What are the organizational or informal ranks of those involved?

 Is it advisable to engage other Agencies, whether due to protocol or topical issues? Who should make
contact?
 Is a formal invitation required? Who is the appropriate signatory? This does not imply that a hard copy
invitation is necessary — email from the right person may be fine. Either way, it is helpful to include in an
invitation a logistical or program contact, especially if the signatory is a senior leader.
 What is the proper form of address?
 Who is the appropriate choice to greet and escort a visitor and to perform introductions? These people
may or may not be the same. Where does the greeting take place?
 If there is a speaking program at your event, who will open the program / introduce your honoree(s) / sit
with your guest(s) in the audience?
 Are there other reserved or assigned seating issues to consider?
 What are the needs of a delegation or accompanying staff — separate program and accommodation or do
they stay with the principal?
 Will any follow-up be required, other than a thank-you? Who will be responsible and who should be
included in the conversation?
 Speaking order (At a major event, the correct order for speakers is)
Briefing materials
 The event host and speaker(s) should receive briefing materials three to four days before the event.
These should include:
 Guest list (serves as a reminder to hosts and speakers of names and titles of guests)
 Date, time, and location of event
 Menu
 Biographical information on honorees
 Brief audience demographic
 Seating assignments for guests assigned to tables or specific seats at an athletic event or cultural
performance
 Names of musicians or other performance groups, whether a photographer will be present, parking
information, etc.
 Any other information you think will be helpful
 Dress for formal occasions The appropriate dress for formal occasions should be included on the
invitation. This might include business attire for formal day functions Black or white tie for formal
evening events. Name badges should be worn on the right hand side. So that when the hand is
extended for a handshake, the name badge is easily readable.
 8. PROTOCOL FOR SPEAKERS Speakers need to be briefed in advance and provided with a list of the
guests to be welcomed, in order of precedence. The timing and the length of speeches need to be
discussed with the speakers before the event and must also be canvassed with the chief.

 Who is your audience?
 What is the appropriate time of day? Breakfast, midmorning, cocktail hour?
 What is the dress code for guests?
 What is the goal of your event? To honour someone, to present information, to raise funds? To announce
a new project or program? What message do you want attendees to receive?
 Is this event of interest to the media?

 Who is your audience?
 Determine key players: speakers, honorees, hosts, and institutional, or government dignitaries.
 What is the appropriate size of the guestlist?
 Who must and who should be invited and who should speak, according to protocol?

 Contact all key players to determine as many potential dates and times for your event as possible.
 Be mindful of holidays, as well as other institutional and community events that may draw the same
audience.
 Will this event conflict with or be held in conjunction with other campus events?
 Will it disrupt students or classes?
 Assigned seating or general admission?

 What is the appropriate venue? Indoors or outdoors, on or off campus?
 Will you need a stage, podium, chairs, a public- address system, coat racks?
 Do you need AV equipment?
 Do you plan on using music? See information and forms for mandatory music licensing.
 Where will people park?
 What is your budget?
 How elaborate will the event be?
 What is the appropriate time of day? Breakfast, midmorning, cocktail hour?
 What is the dress code for guests?
References:
https://www.okanagan.bc.ca/Campus_and_Community/employees/publicaffairs/Event_Planning_and_Pr
otocol/Venue.html
https://publicaffairs.illinois.edu/eventplanning/protocol.html
SERVICE CONTRACTS
Client: Hon. Romy L. Salvame Title: Independence Day Celebration 2019

Company: LGU TAYTAY Phone no: 09092134342
Email: Fax: n/a
Address: Poblacion, Taytay, Palawan
Planner: Khristina Dacuan-Lafuente Event: Independence Day
Company: Khrisirhk Events, Design and Style Services
Address: Purok 3, Poblacion Taytay Palawan Phone no: 09210262855/09653148488
This document serves as binding contract between Hon. Romy L. Salvame, hereafter known as “Host”, and
Khristina Dacuan-Lafuente, hereafter known as “Planner”, signed June 12, 2019 at Khrisirhk Events,Design
and Style Services office. Both Parties agree to abide by the following conditions;
1. The Event will be as follows: (Independence Day Celebration 2019)
2. The Planner will be in charges of the following aspects of the event: (Attach addendum detailing every
aspect for which the Planner will be responsible).
3. The Client will pay the Planner ₱75,800.00 for all services rendered or 12 hours of work, with the
option to negotiate further payment for more hours worked. The Planner will be given an initial amount
of ₱37,900.00 for down payments. The Planner will receive the additional 25% at the completion of
the event and the remaining will be paid within 10 days.
4. In addition to event design, Planner’s duties will include but not be limited to drawing up contracts for
venue/vendor.
5. Necessary lodging/travel costs incurred by the Planner will be covered by the Client.
6. The Planner agrees to use Client’s company logo and no other where desired.
7. The Clients agrees to acknowledge the Planner’s services in aspect, including the Planner’s logo.
8. The Client will not enter into any contracts on behalf of the Planner or without the Planer’s knowledge
and consent.
9. If the Client cancels within 30 days of the event they will be refunded 50% of the original fee. If the
Client cancels within 15 days of the event they will receive 25%, and before 3 days no refund will be
given.
10. If the Planner cancels, she will either provide a substitute Planner or refund the full fee minus the cost
of non-refundable deposits.
__________________________________ ____________________
(Client’s Signature over Printed Name) (Date)
__________________________________ _____________________
(Planner’s Signature over Printed Name) (Date)
CONTRACT WITH THE SUPPLIER
Name: CHANLEE DE LUNA
Address: Poblacion, Taytay, Palawan
Telephone No.:
Khrisirhk Events, Design and Style Services is tentatively holding the following space and̸ or event date for
your following function:
EVENT NAME: INDEPENCE DAY CELEBRATION 2019
DATE OF EVENT: JUNE 12, 2019
TYPE OF EVENT:
NUMBER OF GUEST: 500 PERSONS
EVENT LOCATION: OUTDOOR PARK OF FORT STA. ISABEL
TIME: 7:00 O’CLOCK AM TO 10:00 O’CLOCK AM
MINIMUM GUARANTEE: _____________________________
INITIAL DEPOSITE REQUIRED: A non- refundable deposit of _____IS DUE BY ______,
2019.
PAYMENT METHOD: _________________________________
FINAL GUARANTEE DUE: ______________2019.
To confirm the above arrangements on a definite basis please sign and return this contract along with your
deposit by: __________, 2019.
Prior to your event, I will be contacting you to finalize details and confirm the information on an ʺEvent
Orderʺ . All events are subject to attached ʺTerms and Agreementʺ .Please review the ʺEvent Orderʺ
carefully and if you have any questions, please do not hesitate to call us.
I have read this ʺEven contractʺ and the attached
Terms of Agreement and Agree to the Specification Stated Therein.
Sincerely,
CHANLEE P. DE LUNA
ACCEPTED
EVALUATION
Supplier Evaluation
Total
Evaluation Fields Evaluation Items 1 2 3 Remarks
Score
Product/Service
Quality Conformity to products specifications
General Quality of products
Documented quality system
Short delivery Period
On Time Delivery
Certified quality system
Associated
Services Correction of repair period
Technical documentation
Skills of Support Personnel
Ability to respond emergency requirements
Accessibility of support personnel
Administrative
Services Invoicing & Paperwork’s
Overall organization stability
Accessibility to administrative personnel
Competitive prices
Minimum purchase quantities
Written order & delivery acknowledgement
Accessibility of sales and marketing
personnel
Communication cost (ex. Toll free line)
Payments term
EVALUATION
1. Based on your experience on this event how likely are you to attend future events?
Sure________ Possibly_________ Not At All________
2. Did the event fulfill the purpose that was proposed?
Yes________ No_________
3. The choice of venue/ facility in the event?
Excellent_______ Good_______ Fair________ Poor________
4. The quality of food and beverages?
5. The quality of sounds?
6. How do you rate the service of the organizer?
7. How do you rate the overall outcome of the event?
8. What is your most liked part in this event?__________________________________
9. What is the least part of this event?________________________________________
10. Any suggestion you would be happy to share with us for a better event?
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
11. Please give your over all rate.


LAFUENTE - Independence Day

Uploaded by

Document Information

Original Title

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

LAFUENTE - Independence Day

Uploaded by

Copyright:

Available Formats

Khrisirhk Events, Design and Style Services

Purok 3, Poblacion, Taytay, Palawan

WHAT: Independence Day Celebration

WHERE: Fuerza De Sta Isabel Ground

WHEN: June 12, 2019 at 7:00 AM

WHO: LGU Taytay Employees,Non-Government Agencies, Schools within Brgy.

HON. ROMY L. SALVAME

Philippine Independence Day Celebration 2019

Time Activity Person Assigned

6:30 AM Registration @ Poblacion PSU Staff

10:00 AM Closing Remarks Mr. Rustico P. Dangue

Venue Capacity Security Facilities Protection Space Total Ranking

Mun. Covert Court 2 3 2 1 2 10 2

Fort Santa Isabel Park 1 1 2 3 1 8 1

Primary Venue: Fuerza De Sta Isabel Ground

MR. JOIE MATILLANO

Your possible response to this request will be very much appreciated.

Thank you, God Bless and more power.

Human Flag Area

Entrance Exit Entrance Exit

“Kalayaan 2019: Pagbabagong Ipinaglaban,

2. Speed and Flexibility 1 3 2

Primary Venue: Kenneth’s Design

2. Speed and Flexibility 1 2 3

Primary Caterer: PEMS Catering

NO. PARTUCULAR SUPPLIER QUANTITY UNIT COST TOTAL

1 Decorations 1 1 10,000.00 10,000.00

2 Snacks 1 500 50.00 25,000.00

3 Flowers 1 100 30 3000

Sub total 38,000.00

Add 10% tax 3,800.00

Management fee 15,000

Grand total 75,800.00

Risk and Discrepancies Corrective Action

Food Shortage Inform the caterer as soon as possible

Absence of Emcee Hire alternate Emcee

Food contamination Proper food handler

Weather Prepare alternative indoor venue

Emergency or fire/ Stampede Clearly marked exit signs

Absence of supplier Alternative supplier

Alternative power supply(Generator) or Portable

Late Program Adjustment of Program

Less Participants Strict Confirmation of the Agencies

Oversees the operation

 What are the organizational or informal ranks of those involved?

Client: Hon. Romy L. Salvame Title: Independence Day Celebration 2019

1. The Event will be as follows: (Independence Day Celebration 2019)

11. Please give your over all rate.

You might also like