NAME: RIO JAENA T.

DIMAYUGA
UNIF OF COMPETENCY 1 PLAN AND DEVELOP EVENT PROPOSAL
(DAY 6 ACTIVITY)

LO 1. Interpret event brief

1. what are the key question in helping you to determine the feasibility of your event

 What physical resources are available (facilities and equipment) or accessible to

support the event?
 What are the rough costs? (time, personnel, money)
 How can any potential barriers be overcome?
 Is there sufficient time for planning?

2. What are the important information of the event brief/concept?

 An event brief is a detailed description of an event you are planning to run. Prior to
setting up an event, businesses and organizations create an event brief to serve as the
scaffolding. The typical event brief includes the purpose of the event, a timeline and
important dates, a budget, attendee information, look and feel guidance, and venue
preferences.

LO 2. Bidding for contract

1. What is the important information you should pay attention in signing the contract
between Event Company and Client?

 Specify What Services You Will Provide

-You may think that, as an event planner, it is fairly obvious what services you will be
providing. All the more reason to describe these in great detail. Event planners offer a
broad range of services; the goal here is to establish what you will be providing to
avoid any confusion later on. Whether it is menu selection, floral arrangements or
choosing the venue, clearly state the items that are your responsibility. Once signed,
your responsibilities will be limited to the specific items included in the event planner
contract.
 Read Between the Lines
 -When reviewing event contracts, pay attention to the details. Read every line
carefully. And then read between the lines. Be on the lookout for any language that is
vague; items that are addressed in generalities will be subject to interpretation and that
can wreak havoc for you and your event planning business. Watch for any hidden fees
or clauses that indicate there may be additional surcharges. Clarify those add-ons or
negotiate to have them completely removed from the event contract.
 Question, Question, Question
-When you are in the process of negotiating event contracts, question every charge. If
a hotel or vendor has an item listed in the event contract, they should be able to
explain its presence there and justify the associated cost. Sometimes merely asking for
clarification can result in having the fee waived. Don’t be intimidated. As youngsters,
we are taught that the only foolish question is the question not asked. When
negotiating, ask away. If something in a contract is unclear to you, ask. If you notice a
line item has been omitted, ask. Better to ask now than pay the price for it later.

 Don’t Accept What You Don’t Want; Ask for What You Do Want Instead
-If free local calls are not important to your guests due to the availability of cell
phones, then don’t accept that as an included amenity. Instead, ask the hotel to
exchange this line item for something that is important to your guests. Lower rates or
discounts may be far more valuable to you so make a list of those “freebies” that you
don’t want and instead negotiate for something better than you do want. Amenities
that are typically available include airport transfers, complimentary health club
passes, room upgrades, Internet service, free shipping and receiving and more.
 Payment Schedule
-Be sure your event planning contract specifies your payment schedule. This includes
the initial deposit or retainer, and details regarding how future payments will be made.
The schedule for payments may be tied to certain milestones in the event planning
process or maybe a set date on the calendar prior to the event. Develop the schedule
that works best for your event planning business and your cash flow. Be sure to
include any taxes and added fees. Most importantly, do not begin actual work on
planning an event until after you have received the initial deposit. If the deposit never
shows up, you did all of that work for nothing. Literally.
 Event Cancellation
 -While you are focusing your time and energy on planning an event, the last thing on
your mind may be cancellation of that very same event. However, if your client
decides to cancel the event at any point after work has begun – for whatever reason --
your contract should specify what happens if the event is canceled. This is a necessary
step to protect yourself, your event planning business and your expected income.The
key point to include in writing is that the deposit and all previous payments made up
until the point of cancellation are non-refundable. In event planning, most of the work
is completed prior to the actual event. You deserve to be paid for work already
completed. To that point, depending upon your payment schedule, you may also want
to include a clause stating that clients will pay for services rendered up until the date
you receive written notification that the event is canceled.
 Termination Clause or Force Majeure
-A termination clause – or force majeure – is inserted into a contract to absolve either
or both parties from liability in the event they cannot fulfill the terms of the contract
for reasons beyond their control, such as labor stoppages, war or extreme weather.
The intent here is to protect you from any risk arising from uncontrollable
circumstances. Be sure that you are protected by this clause and specify the terms and
timeframe for termination. For example, “either party may terminate this agreement
without liability due to one or more of these or similar reasons upon written notice to
the other party within ten days of such occurrence.”

 Indemnification (“It’s Not My Fault”)

-An indemnification clause provides protection if the other party does something that
causes you harm or causes a third party to sue you for damages. The clause is a
promise that basically says the other party cannot hold you responsible for any claims,
losses, damages, liabilities, and expenses that are a result of their negligence, failure
to perform or willful misconduct. Make sure your contract has this clause.
LO 3 Develop Bid Material

INSTRUCTION: ANSWER THE FOLLOWING, WRITE TRUES IF THE STATEMENT IS

CORRECT AND FALSE IF THE STATEMENT IN WRONG.

1. FALSE Bidding is not important and mandatory to the event

2. TRUE It’s good practice to debrief both successful and unsuccessful suppliers so they
know what they did well and the areas in which they need to improve on for future
bids.

3. TRUE Giving suppliers the information, they need to qualify the opportunity and
make an informed bid/no bid decision saves all parties a lot of time and money.

4. FALSE Bid documents include the plans, specifications and estimates (PS&E)
developed to describe all of the elements of an event and become the contract between
the client and suppliers?

5. TRUE Give clear instructions on how you want bidders to respond. If all suppliers
respond in the same format it will make it easier for you to evaluate and quickly draw
fair comparisons.
LO4. Submit or present the bid or proposal on time

Please fill out the missing information of the event contract

EVENT CONTRACT
(EVENT ORGANIZER – CLIENT)

This Event Planning Agreement (the “Agreement”) is entered into January 5, 2020 (the
“Effective Date”), by and between Raven Leona Patungan, with an address of Banay
Banay Padre Garcia (the “Client”) and Rio Jaena T. Dimayuga, with an address Anilao
Labac Lipa City, (the “Planner”), collectively “the Parties.”

1.1. Event Date & Description. On February 14,2020 Client intends to host the below
described event “Debut Party”:

 The Client expects that the Event will have an attendance of approximately 100
people and will be held on February 14,2020.
 Client wishes Event Planner to provide professional quality event planning
services in connection with the Event, as more fully described in this Agreement.

1.2. Planner Duties. Client engages Planner’s services to perform the following duties with
regards to the Event:

 Provide the venue, or research and book the venue for the event
 Provide catering and food decoration
 Provide Birthday Cake, Invitation and Give-Aways
 Provide Photo and Video Coverage with Pre-Debut and Album (Preparation to
Reception)
 Provide Sounds, Lights and Effects with LED WALL + Monogram Dance Floor
 Provide Candy Buffet
 Provide On the Day Coordination with Emcee

Planner shall obtain Client approval, in writing, before entering into any binding contracts for
the event and/or issuing any non-refundable deposits.
1.3. Payment. The Parties agree to the following Payment and Payment Terms:

Total Fee for Services: Ᵽ300,000.00

Percentage Due Upon Execution of Agreement: 30%-Ᵽ90,000

Balance Due: Ᵽ210,000.00

1.4. Cancellation.

By Client. Client may cancel this Agreement at any time. If Client cancels up to 5 days prior
to the Event Date, it will be entitled to a full refund. If Client cancels between up to 10 days
prior to the Event Date, it will be entitled to a fifty percent (50%) refund. If Client cancels
less than 20 days prior to the Event Date, it will not be entitled to a refund.

By Planner. Planner may cancel this Agreement at any time. If Planner cancels, it must
provide a suitable, replacement Planner, subject to Client’s approval, which shall be obtained
in writing. In the alternative, Planner shall refund all monies previously paid by Client, with
the exception of any non-refundable deposits, which were agreed to by Client.

1.5. Dispute Resolution and Legal Fees. In the event of a dispute arising out of this Contract
that cannot be resolved by mutual agreement, the Parties agree to engage in mediation. If the
matter cannot be resolved through mediation, and legal action ensues, the successful party
will be entitled to its legal fees, including, but not limited to its attorneys’ fees.

1.6. Severability. In the event any provision of this Agreement is deemed invalid or
unenforceable, in whole or in part, that part shall be severed from the remainder of the
Agreement and all other provisions should continue in full force and effect as valid and
enforceable.

1.7. Legal and Binding Agreement. This Agreement is legal and binding between the Parties
as stated above. The Parties each represent that they have the authority to enter into this
Agreement.

1. 8. Entire Agreement. The Parties acknowledge and agree that this Agreement represents
the entire agreement between the Parties. In the event that the Parties desire to change, add,
or otherwise modify any terms, they shall do so in writing to be signed by both parties.

The Parties agree to the terms and conditions set forth above as demonstrated by their
signatures as follows:
“CLIENT”

Signed:

By: Raven Leona Patungan

Date: January 5, 2020

“PLANNER”

Signed:

By: Rio Jaena T. Dimayuga- Creative Corner Event Manager

Date: January 5, 2020