Romelle Jutic, TRIATHLON

STUDENT GOVERNMENT EVENTS PLANNER
SORILLO ST. POBLACION, TAYTAY, PALAWAN

09262324368/09504951365 EMAIL: studentgovernment@gmail.com
EVENT BRIEF
What: Triathlon
Where: Binsilaw Beach.

When: August 19 2019 at 4:00 AM
Who: LGU, Teacher

Student, Athletes, Open for all
Why: To discover new athlete.

To reduce disease such as heart disease
To have some fun and new experience for all the participants.
How: With the theme “Health is Wealth”

BID PROPOSALLETTER
June 23, 2019
Mr. KARLVIN MORCO

Gatorade Manager MIMAROPA
Poblacion Taytay Palawan
Warm Greeting, Sir,
STUDENT GOVERNMENT EVENTS PLANNER 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, food and beverage catering, photography and videography,
souvenir items and giveaways, invitations, photo booth, 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
TRIATHLON, August 19, 2019 with the cost of Four Hundred Thirty Six Thousand Six
Hundred forty (Php.436, 640) with the theme “Health is Wealth”
We are looking forward to work with you and help you for the preparation of your daughter’s
Hotel Debut. Please call us at 0926-2324368 / 0950-4951365 or log in to
www.studentgovernmenteventsplanner.com..ph for more info and details.
Thank you very much and God bless!
Sincerely yours,
ROMELLE JUTIC
Events Specialist
DETAILED PROGRAMME
TIME ACTIVITY
4:00 Arrival of Participants Host
4:00 Opening Remarks Mr. ABO BALIPATA (Happy
Go Owner)
4:30 Start of the Program Committee
4:30 Swimming Committee
5:30 Biking Committee
6:30 Running Committee

7:30 Finish Line Committee
8:30 Production Number Mr. Julius Toledo (The

Rapper)
8:45 Awarding Ceremony Mr. Paul Baylosiz
( Committee head)
9:00 Giving of Awards Mr. Mark Anthony Fabiano
(Unity Gas Owner)
9:30 Inspirational Message Ms. Monica Caabay (PSU
Athlete of the Year)
9:50 Closing Remarks Mr. Bernhard Otic ( Petron
Owner)
10:00 Home sweetie Home
EVENT CONCEPT
TRIATHLON DRESS
EQUIPMENTS
MEDALS
TROPHY
VENUE LAY OUT
FOOD
START AND FINISH LINE ARC

DRINKS
INVITATION LETTER
CERTIFICATE OF PARTICIPATION
AAAA
TRIATHLON STAGE
VENUE SELECTION
Venue Selection
Venue Proximity Appropriate Cost Facilities Newness Total

of the venue
Binsilaw, 1 1 1 3 2 8
Primary Venue: Binsilaw

REQUEST LETTER
JUNE 23, 2019
Mr. ROMY L. SALVAME

Municipal Mayor
Poblacion Taytay Palawan
Dear Sir;
Greetings!
STUDENT GOVERNMENT will have an event the TRIATHLON on AUGUST 19, 2019 with the
theme “HEALTH IS WEALTH”, 4:00 AM in the evening at BINSILAW.
 To discover new athlete.
 To reduce disease such as heart disease.
 To the students to have fun in their freshmen year.
In this regard, we would like to request the permission for us to use the court as the venue for
the said event.
Your positive response to this request will be very much appreciated.
Thank you, God bless and more power!
Truly Yours,
ROMELLE JUTIC
Event Manager
SUPPLIER SELECTION
SUPPLIER SELECTION: FOOD
CRITERIA LYNNE’S GOLDEN BELL PEM’S PENSION

KITCHEN HOUSE & RESTO
1 Strong service and clear 2 1 2
communication
2 Speed and Flexibility 2 1 3

3 Value For Money 2 1 3
4 Quality and Reliability 3 1 2
5 Financial Security 3 1 2
TOTAL 10 5 12
Primary Supplier: Golden Bell

Secondary Supplier: Lynne’s Kitchen
SUPPLIER SELECTION
SUPPLIER SELECTION: CLOTHES
CRITERIA NEW RAINBOW HAPPY GO TANO DRY

GOODS
1 Strong service and clear 2 1 2
communication
2 Speed and Flexibility 2 1 3
3 Value For Money 2 1 3
4 Quality and Reliability 3 1 2
5 Financial Security 3 1 2
TOTAL 10 5 12
Primary Supplier: HAPPY GO

Secondary Supplier: NEW RAINBOW
COSTING
MASTER EVENTS PLANNER
PSU ACQUINTANCE NIGHT
NO. Particular Supplier Quantity Unit Unit Cost Total
1 Certificate Beritbetin 400 PCS 20.00 8,000
2 Food Golden Bell 400 PCS 200.00 80,000
Stage LUMP
3 Decoration Happy Go 1 SUM 20,000.00 20,000
4 Drinks New Rainbow Commercial 400 PCS 75.00 30,000
5 Photographer Keshayne 5 PAX 7,000.00 35,000
6 Sound System Alvin Severino 1 PAX 2,000.00 2,000
7 Trophy New Rainbow Commercial 3 PCS 7,000.00 21000
8 Medals Happy Go 3 PCS 3,000.00 9,000
200.0
9 Tarpaulin Keshayne 5 PCS 0 1,000
10 Champion Gatorade 1 Pax 50,000.00 50,000
11 1st Runner Up Gatorade 1 Pax 30,000.00 30,000
12 2nd Runner Up Gatorade 1 Pax 20,000.00 20,000
70,000.0
13 Venue Decoration Gatorade 1 LUMP SUM 70,000.00 0
Subtotal 368,000
Add 10% TAX 36800
Add 5% Contingency 1840
30,000.0
Management Fee 0
Grand Total 436,640
RISK MANAGEMENT
Risk and Discrepancies Corrective Action
Cramps First Aid
Drowning Life Guards
Brawl Hire security
Shark Attack Speed Boat
Shortage of souvenir Make an extra souvenir
Food contamination Proper food handler
Gate Crasher Strict entry or table plan
Emergency or fire Clearly marked exit signs

ORGANIZATIONAL CHART
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PROTOCOL
Arrival Protocol
Some details to consider:
Are your principals or guests arriving from out of town?

Are they high level enough to be greeted at the airport and at the hotel before the event? Or
should they just find their way to the venue?
Will you have a snack or a bottle of wine delivered to their room?
Will you or someone from your organization host them at dinner the night before the
event?
Seating Protocol
The simplest approach to follow:
Host and co-host – OPPOSITE each other.

Guest of honor – to the host’s RIGHT.
Second highest-ranking guest – to the co-host’s RIGHT.
From there, seat in ranking order, alternating on either side of the host and co-host.
Be mindful of balancing men/women, language ability, overlapping interest, or expertise.
On occasion, the best seating plan may necessitate breaking protocol. For example: informal
events; seating guests based on what they have in common, rather than rank; speakers’
time constraints; principal’s preference.
Gifts
Remember to include tokens for speakers, as well as higher-level gifts for your
principals/guests.
Think about what fits the theme of the event, the tastes and interests of the principals, and
the institution or location; it's ideal to have a gift reflect the spirit or values of the
institution, or a cause that’s important to the host.
Local artists and local food products are always appropriate gift items to consider.
Don't forget that presentation is as important as the gift.
Communication
Brief your principals on cultural norms (e.g. the custom of exchanging business cards in
Japan, the appropriate use of jokes, etc.)
Use conversations about the venue and food as discussion stimulators.
When communicating with guests who may not use English as their primary language,
speak clearly and slowly, but do not yell.
Above all else, communication is key to creating a positive experience for your guests,
audience, and your volunteers.
SERVICE CONTRACTS
Client: Mr. KARLVIN MORCO Title: Triathlon

Company: n/a Phone no: 09504951365
Email: Fax: n/a
Address: Nalica St. Poblacion, Taytay, Palawan
Planner: Romelle Jutic Event: TRIATHLON
Company: Student Government Events Planner.
Address: Sorillo st. Poblacion, Taytay, Palawan Phone no: 0926-2324368/0950-4951365
This document serves as binding contract between Mr. Romy L. Salvame, hereafter known as
“Host”, and Romelle Jutic, hereafter known as “Planner”, signed May 13, 2019 at Pem’s Pension
House & Resto. Both Parties agree to abide by the following conditions;
1. The Event will be as follows: (TRIATHLON)
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 ₱85,660.00 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 ₱44,444 for down payments. The Planner will receive the
additional 25% at the completion of the event and the remaining will be paid within 8
days.
4. In addition to event design, Planner’s duties will include but not be limited to drawing up
contracts for venue/vendor.
5. The Planner agrees to use Client’s company logo and no other where desired.
6. The Clients agrees to acknowledge the Planner’s services in aspect, including the
Planner’s logo.
7. The Client will not enter into any contracts on behalf of the Planner or without the
Planer’s knowledge and consent.
8. 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.
9. 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 Signatureover Printed Name) (Date)
CONTRACT WITH THE SUPPLIER

Name: VALDONATO BAYLOSIS
Address: Nalica st. Poblacion, Taytay, Palawan
Telephone No.: n/a
Students Government Events Planner is tentatively holding the following space andd̸ or event date
for your following function:
EVENT NAME: TAYTAY FIRST TRIATHLON EVENT
DATE OF EVENT: AUGUST 19, 2019
TYPE OF EVENT: TRIATHLON.
NUMBER OF GUEST: 400 PERSONS
EVENT LOCATION: BINSILAW BEACH
TIME: 4:00 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,
ROMELLE JUTIC
ACCEPTED
Duties and Responsibilities

Position Name of Employee Duties and Responsibilities
1 Events Manager Romelle Jutic Oversees the operation of the company and
the conduct of the event.
2 Liaison Officer Oliver Delos Santos Communicate and coordinate their

activities.
3 Event Director Raster Millar Rubi In charge of every meetings and events.
4 Finance Officer Rhean Tandoc Responsible for preparing Financial

Statement.
5 Food Reynald Loza Responsible for communicating the catering
services.
6 Sound Recneil Cadiang In charge for
7 Secretariat Aniejelle Vallega In charge to invitations and Registrations of

Participants.
9 Photographer Ruben Oliver Torreliza In charge in Picture Taking.
10 Stage Directors Ian Daizon In charge of Preparing Stage decoration and

Design.
11 Emcee Alie Alicos In charge of selecting good emcee.

Romelle Jutic, TRIATHLON

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STUDENT GOVERNMENT EVENTS PLANNER

SORILLO ST. POBLACION, TAYTAY, PALAWAN

Where: Binsilaw Beach.

Who: LGU, Teacher

Why: To discover new athlete.

How: With the theme “Health is Wealth”

Mr. KARLVIN MORCO

Warm Greeting, Sir,

4:30 Swimming Committee

5:30 Biking Committee

6:30 Running Committee

8:30 Production Number Mr. Julius Toledo (The

VENUE LAY OUT

START AND FINISH LINE ARC

Venue Proximity Appropriate Cost Facilities Newness Total

Primary Venue: Binsilaw

JUNE 23, 2019

Mr. ROMY L. SALVAME

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

Thank you, God bless and more power!

CRITERIA LYNNE’S GOLDEN BELL PEM’S PENSION

2 Speed and Flexibility 2 1 3

Primary Supplier: Golden Bell

CRITERIA NEW RAINBOW HAPPY GO TANO DRY

2 Speed and Flexibility 2 1 3

3 Value For Money 2 1 3

4 Quality and Reliability 3 1 2

Primary Supplier: HAPPY GO

Risk and Discrepancies Corrective Action

Cramps First Aid

Drowning Life Guards

Brawl Hire security

Shark Attack Speed Boat

Shortage of souvenir Make an extra souvenir

Food contamination Proper food handler

Gate Crasher Strict entry or table plan

Emergency or fire Clearly marked exit signs

Are your principals or guests arriving from out of town?

Host and co-host – OPPOSITE each other.

Be mindful of balancing men/women, language ability, overlapping interest, or expertise.

Use conversations about the venue and food as discussion stimulators.

Client: Mr. KARLVIN MORCO Title: Triathlon

1. The Event will be as follows: (TRIATHLON)

CONTRACT WITH THE SUPPLIER

Duties and Responsibilities

2 Liaison Officer Oliver Delos Santos Communicate and coordinate their

4 Finance Officer Rhean Tandoc Responsible for preparing Financial

7 Secretariat Aniejelle Vallega In charge to invitations and Registrations of

10 Stage Directors Ian Daizon In charge of Preparing Stage decoration and

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