Graduation Ball Proposal 2

Republic of the Philippines
City of Taguig
Taguig City University
Gen. Santos Avenue, Central Bicutan, Taguig City
2013 GRADUATION BALL
Basic Details of the Graduation Ball

1. Date: March 15, 2013
2. Venue: Taguig City University (Auditorium)
3. Theme: Fun Towards Professionalism
4. Dress Code: Semi-formal attire
The Theme of the Graduation Ball

Masquerade
1. Sentimental part  Celebration part
2. Lights and Sounds
3. Music
4. Overall Mood
The Ball Committee
The Graduation Ball Committee or BallComm is composed of the Marketing

Management Student’s to plan, to organize and to facilitate the Graduation Ball this year.
The members of the BallComm represent the whole committee or the school in dealing with
transactions.
The selection of the members of the BallComm is done through submission of
written application forms and oral interviews conducted by the Marketing Student. After
the selection of the members the committee heads are responsible for recruiting and
selecting of the members.
The Grad Ball Core

Committee Name
Programs Jonaliza Putian
Promotions Ma. Jeselle Bañados
Logistics and Security Jymson Cayabyab
Food Marcelo Vergara
Decors Mar Niño Mendones
Invitations and Awards Clarize Hubilla
Finance Ma. Cristina Mendoza
Documentations Maynard Claveria
Position Name
City of Taguig
President John Philip Reyes

Vice-President Halachawyawfa Moreno
Program
Head: Jonaliza Putian
Objectives
1. To give fun and excitement to the seniors, before they proceed on their professional
life.
2. To devise a clear and complete program flow (registration to closing remarks)
3. To promote batch participation in the program
4. To ensure the fluidity of the program during the night itself
Program Flow
Time Event
5:00 pm Registration and Nominations
6:00 pm Open Gates
5:00 to
6:30pm 6:20 pm House Music Starts + Usher People in
6:25 pm Everyone is Led Inside – Ushers
6:30 pm Grad Ball Begins
6:30 pm Opening Prayer
6:30 to
6:45pm 6:35 pm Philippine National Anthem
6:40 pm Opening Remarks – Mayor Lani Cayetano
6:45 pm Dinner
6:50 pm Intermission Number
6:40 to 7:10 pm Batch Awards 1 & Voting [Best Dressed & Ball King and Queen] – Ushers
8:05pm
7:15 pm Intermission Number
7:40 pm Batch Awards 2
7:45 pm Flashback Films C
City of Taguig
8:05 pm Slow
8:05 to
8:05 pm Ball Awards 1 [Best Dressed & Ball King and Queen]
8:30pm
8:10 pm Slow Dance – Ball King and Ball Queen &Voting [Stag & Faces of the
Night]
8:30 pm Transition
8:30 pm Slow Music Gradually Dwindles
8:30 to
9:00pm 8:40 pm Ball Awards 2 [Stag & Faces of the Night]
8:45 pm Batch Awards 3
8:50 pm Short Speech & Toast – Mar Niño Mendones
9:00 pm Lights On
Upbeat Dancing – BallComm
Open Dance
9:00 pm Fast
9:00 pm Open Dance
9:00pm
9:30 pm Fun/Funny Moments Film w/ Lively Music
to 11:00 Ball Awards 3 [Scene Stealer & Best Table] – Teachers
12:00am pm Super Lively Music
12:00 Grad Ball Ends
am
Suggested Emcees
Female: Male:
1. Aniger Wiji Cruz 2. Steven Jhon Papa
Budget Breakdown
City of Taguig
Item Description Market Price Discounted Price
Band - -
Emcees P 10, 000.00 P 0.00
DJ Genesis P 10, 000.00 P 8,000.00
Total Amount P 20,000.00 P 8,000.00
- More connections within the batch are being researched for further convenience.
Promotion
Head: Ma. Jeselle Bañados
Objectives
1. Advertise and introduce the theme of the Grad Ball to our batch mates using
tarpaulin
2. Make print ads and video ads
3. Launching of the Grad Ball
Budget Breakdown
Items Price
Posters P4,000-5,000
Art materials andP1,500-2000

Miscellaneous expenses
TOTAL = P 7, 000.00
Logistics
Head: Jymson Cayabyab
Objectives
City of Taguig
1. Provide support to other committees regarding man power/arrangements.

2. Canvass and provide equipment’s and materials needed for the Grad Ball
3. Layout and help the Decors committee arrange the venue
4. Provide security during the Grad Ball
Duties and Responsibilities:
The Logistics Committee is responsible for parts of the GradBall such as:
1) Rentals
1. Sound/lights system
2. Video system
2) Security, Restrictions, and Guidelines,

1. Off limits signs/barriers
2. Allowed areas: Promenade
3. Security guards and janitors.
4. Prohibited items: liquor, cigarettes, pornographic materials, contraceptives,
drugs, weapons.
5. All school rules apply during the Graduation Ball
3) Safety,
1. Ambulance
4) Personnel Hiring
1. 2 bathrooms per floor , 1 janitor each
2. TCU Auditorium Clean-up: 6 janitors
3. Back of the TCU Campus : 2 guards
4. Entrance to the Auditorium (front of auditorium): 2 guard for each
5. Promenade: 2 guards
6. Parking Area: 3 guards
7. Total: 7 janitors, 9 guards
8. Criminology OJT’s are required to guard this event as part of their duties.
5) Traffic Flow, and

1. Entrance is at the right of hall of justice
2. And Exit is on the left of the Auditorium
City of Taguig
3. Entrance would only be until 9pm, closed from 9-10:30pm. Exit 10:30pm
onwards.
4. A student have to leave early, a letter from the parents would be needed.
6) Dress Code
- Semi-formal
1. Attire for men: tie, long sleeves, slacks, leather shoes
2. No wearing of T-shirts, muscle shirts, short sleeves polo, shorts, rubber
shoes, sandals, slippers, caps
3. Attire for women: cocktail dress, tube top with shawl
4. No tube top without shawl, plunging necklines, backless, etc. ; dress must
be, at most, 2 inches above the knees
6) Sketch-Ups of the Logistical Layout

City of Taguig
TCU Auditorium Setup Detail
Budget Breakdown
Electricity P 5,000.00
Auditorium 10,000.00
Promenade 5,000.00
Janitorial Services 10,000.00
Security 10,000.00
Sounds and Lights Systems 5,000.00
Video Systems and Cooling 5,000.00
System
Ambulance* 500.00
TOTAL P 50,500.00
Food
Head: Mar Niño Mendones
Objectives
1. Ensure that the best and most reasonably priced food is served at the Grad
Ball.
2. Ensure that the committee members, janitors, workers, carpenters etc. are
well fed during committee meetings or during preparations for the Grad Ball.
City of Taguig
Tasks
1. Scout for caterers
2. Be on the lookout for caterer suggestions and recommendations
3. Coordinate with the various caterers
4. Compile a list of different menus from the caterers
5. Sift through menus given a certain budget
6. Organize food tasting for each of the caterers
7. Select a caterer based on food quality and value for money.
8. Prepare and sign contracts for the caterers (with the assistance of the Finance
and Documentations Committee)
9. Assign table arrangements
CATERER
Villa Salud Catering Services
Php 150 per head
*menu to follow*
Seating Arrangements
1. TCU Auditorium will be divided into 15 sections
2. The “best” section (the one nearest the stage) will be reserved for the
Administrators and Teachers
3. The other sections will be on a first come first reserve basis PER CLASS.
4. The class that gives a complete list of their preferred table assignments will be
able to choose which section of the auditorium they would like to sit in.
5. Submitted list must be final as to avoid hasty arrangements
Price per head Number of Meals Total

Grad Ball P 200.00 600 P 120,000.00
Worker’s Food P 80.00 80 P 6, 400.00
Total Proposed
P 126, 400.00
Budget
Decorations
City of Taguig
Head: Marcelo Vergara
Objectives
1. To set the mood and ambiance of the ball.
2. To coordinate with other committees for a consistent theme.
3. To make the ball visually appealing.
Duties and Responsibilities
1. Create a meaningful design for the GradBall.
2. Create the Decorations.
3. Put up the decoration prior to the ball.
Tasks Accomplished
1. Conceptualized the designs
2. Canvassed for the materials
3. Made sketches and actual models of the designs
4. Measured the dimensions of the entrance and stage and stage background
5. Made examples of actual designs
Theme
1. Masquerade
Proposals
TCU Auditorium
Budget Proposal
Materials Price
Wood, paint
P 5, 000.00
Wood, white cloth
Curtain 1, 000.00
Flowers 5, 000.00
Wires, Cardboard,
3, 000.00
string
Balloons 1, 000.00
Cloth 1, 000.00
P 16, 000.00
City of Taguig
Tasks Invitations and Awards
Head: Clarize Hubilla
Objectives
1. Canvas for invitations and awards sources
2. Produce invitations before due date
3. Designate awards for certain people in the batch
Front/Back :
Overview:
City of Taguig
Packaging:
A. Awarding System
City of Taguig
Awards for the Night

Nominations
Registration for the ball will be at 5pm while the gates will open only at 6pm.
Nominations will be done by the students from 5-6pm on the day itself. Class
lists will be provided for each section for them to register their nominees. This
will be handled by the ushers as they assist the moderators during registration
period. As such, each award will have 14 nominees initially. Since each class
would want their nominees to win, the teachers would be asked to select
three final nominees for each award.
Possible Awards
1. Ball King and Queen
 The couple who will exude the most chemistry and best exudes
enthusiasm during the night
2. Stag of the Night
 The guy who exudes confidence and fervor despite lacking a
date during the night
3. Faces of the Night
 The most aesthetically appealing and confident guy and girl
during the night
4. Best Dressed
 The most fashion forward guy and girl during the night
 Able to confidently carry themselves with their outfits
5. Scene-Stealer
 The most energetic guy of the night
 Confident, lively and affable
6. Best Table
 The liveliest and most energetic table of friends in the Grad Ball
Batch Awards
Nominations
Each class will nominate one person from their class for each award. This
means that there will initially be 14 nominees for each award. This will be
forwarded to the Programs Committee. 3 nominees for each award will be
selected. The Programs Committee consists of a representative from each
class.
Possible Awards
City of Taguig
1. Favorite Singer
 This award is given to the senior with dazzling vocals and the
appeal to match.
2. Life of the Party
 This award is given to the senior who exuded the most dynamic
and energetic personality in the ball.
3. Trendsetter
 This award is given to the student who made his mark as the
man who established the renowned fads of this school year.
4. Batch Comedian
 This award is given to the most hilarious jester of the batch.
5. Most Likely to be a Star
 This award is given to the student with a celebrity status in the
batch and the personality that can catch anyone’s attention.
6. Most Likely to be Successful
 This award is given to the student who is considered to have
what it takes to reach the top in everything he does in life.
7. Peacemaker
 This award is given to the student who carries the most
peaceful and patient attitude and tries to uphold peace within
the batch.
B. Awards to Giveaway
Awards for the Night:
Ball King and Queen, Stag of the Night: Crown + sash + Flower
Other winners: Certificate + sash
Best Table: Trophies
Batch Awards: Certificate + sash
Raffles:
Cellphones: CherryMobile
Cash Prizes
Sponsored by:
 Mayor Lani Cayetano
City of Taguig
 Smart
 Cherry Mobile
II. Budget
Total: P 11, 729
Breakdown:
Quantity Price Amount
Invitations
Cardboard 100 20.00 1, 220.00
Design 1,6000 5.00 8,000.00
printing
Glue 6 41.50 249.00
Awards
Sash 8 P 20.00 60.00
Crown 2 500.00 1, 000.00
(male)
Crown 1 500.00 500.00
(female)
Certificate 10 100.00 1, 000.00
flowers 5 300.00 1, 500.00
Trophies 3 200.00 600.00
Total: P 12, 629.00
Finance
Head: Ma. Cristina Mendoza
Objectives
City of Taguig
 Handle all financial matters of the Graduation Ball

1. Finalization of the Over-All Budget
2. Collection of Payments
3. Audit
Accomplishment to Date
 Recruited Members
 Revised the System for each of the ff.:
1. Collection of Payments
2. Release of Budgets
3. Audit
 Working on the following:
1. Receipts
2. Forms (for Auditing Purposes)
3. Excel File (for Auditing Purposes)
Proposed Systems
For us to perform our task in an orderly manner there are 3 systems that aims to help us be
organized in handling financial matters
1. System on Collection of Payments
2. System on Release of Budget
3. System on Audit
Proposed System for Collection of Payments

1. Only CASH will be accepted as payments. Checks will not be allowed.
2. The class treasurer is only person authorized to accept payments in the class
level.
3. There will be separate periods for collections for students and dates.
o 1st Period – Jan.11 – Feb. 5
 Week 1: 50% of payment
o 2nd Period – Feb. 8 – Feb. 19
*Last Day of Submission (Late)- March 5

1. The classes will be divided into two groups.
2. Group Alpha – (A, B, C, D, E, F, G)
3. Group Beta – (H,I,J,K,L,M,N)
City of Taguig
4. Treasurers from Group Beta and Alpha will collect the payments and remit these on
the day they discussed.
5. Treasurers will provide 2 copies of receipts. One for the student; the other for the
Grad Ball Committee.
6. Treasurers will audit these payments on the provided class list.
7. At the end of the day, the treasurers are expected to surrender the payments during
dismissal to respective members of the Finance Committee along with an
accomplished remittance form.
a. Failure to do so will merit sanctions.
8. All payments will be safeguard by the Marketing Students of TCU
Budget Proposal
Item/Services Allotment
Receipts P 2500.00
Record Books P 250.00
Accidentals P 250.00
TOTAL P 3500.00
Overall Budget
Budget Breakdown
Committee Proposed Budget
Decorations P 16,000.00
Finance 3, 500.00
Food 126, 400.00
Invitations and Awards 12, 629.00
Logistics 50, 500.00
Programs 20,000.00
Promotions 7, 000.00
TOTAL P236.029.00
Payment and Estimates
Approximate number of 4th year students: 750

Estimated attendees: 600 (Based on Grad Ball 2009)
Student
City of Taguig
Number of students 600

Cost x 400
Total amount P 240, 000.00
Total Budget: P 240, 000.00
Documentations
Head: Maynard Claveria
Objectives
 To properly document Gradball 2013
1. To look for and hire a photographer that would take formal shots of the
attendees and provide possible prints of the shots
 This will also include the formulation of a system of payment and
taking of the photos itself in order smoothen the flow of money and
people having photographs taken during the Ball.
2. To look for volunteer photographers and videographers to take pictures and
footage during the night itself. (Zoom, Video Club)
 We will ask of the volunteers to submit a copy of their photos and
footage to us in order to properly collate all the documentations of the
Graduation Ball.
3. To coordinate with the ITC for documenting the event.
4. To create videos to be presented on the night itself (Batch Video, Behind the
Scenes)
 To keep track of the progress of the GradBallComm
1. To take minutes of all the meetings that the GradBallcomm will be having
2. To create progress reports and a calendar of all the deadlines that needs to be
followed throughout the year.
 This will include calendars for each committee and a master calendar
to collate all the plans for the proper flow of the Ball Comm in its
entirety.
3. To create a Multiply site that will have all the information of the progress
achieved and kept for the access of the GradBallComm
 To oversee each committee in the creation of needed contracts and documents
1. To make sure contracts and the proper letters are created and worded
properly, based on documents created by previous GradBallComm members.
2. To ensure the interests of each committee are protected in the contracts’
provisions.
City of Taguig
Basic Conditions of the contracts:

1. If a company does not meet the provisions of the contract, the
GradBallComm will only pay a fraction of the agreed total for their
services.
2. A hired company shall fulfill no more and no less than what is required of
them by created contracts, unless they come to a later agreement with the
GradBallComm.

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Republic of the Philippines

2013 GRADUATION BALL

Basic Details of the Graduation Ball

The Theme of the Graduation Ball

The Ball Committee

The Graduation Ball Committee or BallComm is composed of the Marketing

The Grad Ball Core

President John Philip Reyes

Item Description Market Price Discounted Price

Emcees P 10, 000.00 P 0.00

DJ Genesis P 10, 000.00 P 8,000.00

Total Amount P 20,000.00 P 8,000.00

Art materials andP1,500-2000

1. Provide support to other committees regarding man power/arrangements.

Duties and Responsibilities:

2) Security, Restrictions, and Guidelines,

5) Traffic Flow, and

6) Sketch-Ups of the Logistical Layout

TCU Auditorium Setup Detail

Price per head Number of Meals Total

Head: Marcelo Vergara

Tasks Invitations and Awards

Head: Clarize Hubilla

Awards for the Night

 Handle all financial matters of the Graduation Ball

Proposed System for Collection of Payments

*Last Day of Submission (Late)- March 5

Payment and Estimates

Approximate number of 4th year students: 750

Number of students 600

Total Budget: P 240, 000.00

Basic Conditions of the contracts:

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