MAKE IT HAPPEN EVENTS DESIGN

Red Corner Bldg. Dons St. Dayangdang Naga City Camarines Sur

INTRODUCTION

Youth congress is an annual event hosted by different provinces within Bicol for this year Naga City will
be host City. The 5th Youth Congress Bicol Chapter with the theme "No One Will Be Left Behind". On
March 3-5, 2021 at The Tent, Avenue Plaza Hotel. The said activity will have 500 participants compose of
youth's representative of each provinces within Bicol. There are 3 guest speakers from well-known
school, University of the Philippines College of Law.

make it happen events design, is a batchmate’s owned company that organizes wedding, debut and
other important events. with over 2 years of experience in the event management industry, we are
committed to offer a high-quality service. we take the job of trying to choose the best professionals,
coordinating attendee list, and develop remarkable and successful event. our services are not only
limited to wedding or debut, we also do baptismal, birthdays, and other special occasions, name it we
can do it!

even though we are new in the industry, we assure that we always set standards on giving a
client’s satisfaction. because the client’s satisfaction is our priority.

MISSION

Our mission is to provide you the highest quality of service possible by giving outstanding event
management and planning services. making your ideal event into reality and to be able to incorporate all
the details you want for the said event

VISION

our vision is to be one of the most established and most trusted events management company through
providing quality service and remarkable event.

OBJECTIVES

1. To promote youth empowerment and to allow young people to create relations

with people from different provinces within Bicol.

THEME:

5th Youth Congress Bicol Chapter "No One Will Be Left Behind"

WE MAKE IT HAPPEN
0906-378-6009
MakeItHappen@gmail.com
 MAKE IT HAPPEN EVENTS DESIGN
Red Corner Bldg. Dons St. Dayangdang Naga City Camarines Sur

COMPANY DESCRIPTION

Make It Happen Events Design was founded in 2019 by a group of fresh graduates of Bachelor of
Science Major in Hospitality Management who waned to prove that people's ideas could be turn into
the real deal. Making things without limitations. Today Make It Happen is one of the well-known
competitors in the event industry nationwide. Handling events in an innovative aspect which exceeds all
the expectation of its clients.

SCOPE OF SERVICE

PERSONAL EVENTS CORPORATE EVENTS SOCIAL EVENTS

BIRTHDAYS CONFERENCES GRADUATION
WEDDING SEMINARS/MEETINGS SCHOOL PROGRAM
ANNIVERSARIES TEAM BUILDINGS PAGEANTS
WEDDING PROPOSALS TRADE SHOW / TRADE FAIR FASHION SHOW
BRIDAL SHOWER BUSINESS DINNER THEMED PARTY
ENGAGEMENT PARTY PRESS CONFERENCE CHARITY EVENTS
REUNION PRODUCT LAUNCH BACHELORETTE PARTY
OTHER FAMILY EVENTS AWARD CEREMONIES OTHER SOCIAL EVENTS
EXECUTIVE RETREAT
EXHIBIT
OTHER COMPANY EVENTS

Some events handled:

 Department of Education - School-base In-service Training for Teachers Professional Growth and
Development
 World Cosplay Summit Bicol Leg at Pacific Mall, Legazpi City
 Cosplay Mania: Cosplay Craze Bicol Qualifiers at SM City Naga
 Department of Education - Araling Panlipunan AIMS PLUS - SLAC
 1st Bicol Business Conference - The Carmen, Naga City
 Yule dance Christmas Concert 2012 - Plaza Quezon, Naga City
 Ateneo Dance Club and Ateneo de Naga PEP Squad joint Concert

WE MAKE IT HAPPEN
0906-378-6009
MakeItHappen@gmail.com
 MAKE IT HAPPEN EVENTS DESIGN
Red Corner Bldg. Dons St. Dayangdang Naga City Camarines Sur

ORGANIZATIONAL CHART

EVENT COORDINATOR

SECRETARIAT

LOGIISTICS/TRAVEL AND
FINANCE ACCOMODATION SAFETY AND SECURITY
TOURS

CHAIRMAN CHAIRMAN CHAIRMAN CHAIRMAN

STAFF AND STAFF AND STAFF AND STAFF AND

MEMBERS MEMBERS MEMBERS MEMBERS

WE MAKE IT HAPPEN
0906-378-6009
MakeItHappen@gmail.com
 MAKE IT HAPPEN EVENTS DESIGN
Red Corner Bldg. Dons St. Dayangdang Naga City Camarines Sur

WORKING COMMITTEES AND DUTIES

Committees Staff in Charge Duties and Responsibilities

Secretariat Chairman In charge of the implementation of the program

Staff  Responsible in the creation of the program
(5) Five Members designing lay out and production as well as
distribution of invitations for the congress
 Assist in organized registration
 Assist in the execution of the program.
 Coordinate with the contractors/suppliers,
guest speakers, emcee etc.
 Assist in-charge of monitoring and evaluation

Budget/Finance Chairman Supervise financial matters and coordination

Staff  Assist in budgeting and financial preparation
(4) Four Members  Monitoring and effective reporting of all
budgeting amounts
 Ensure that all payments to suppliers are made
in time
 Coordinate with potential sponsors

Food Chairman Supervise the quality and food preparation

 Ensure the food safety (Participant food
preference profile)
 Ensure that the area is sanitized
 Ensure that the food is properly served in time
 Coordinate taste-testing with the contacting
parties.

Venue and Chairman Oversee the preparation and availability of the venue
Accommodations and rooms for all participants.

WE MAKE IT HAPPEN
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MakeItHappen@gmail.com
 MAKE IT HAPPEN EVENTS DESIGN
Red Corner Bldg. Dons St. Dayangdang Naga City Camarines Sur

Staff  Oversee the physical and environmental

(4) Four Members condition of the area
 Make sure that the venue and rooms are
reserved and prepared in time for the occasion
 Secure the venue arrangement and prepare for
the program flow (aesthetics and technical)

Transportation Chairman Coordinate with reputable transportation companies to

provide transport service
Staff  Ensure on the time transportation facilities for
(2) Two Members the event and city tours
 Coordinate with travel agencies and ACTO
(ARTS CULTURE TOURISM OFFICE) for permits
and to provide city tours for the participants
Chairman Supervise in making security plan for the participants
Staff  Facilitate and ensure safety of the participants
(2) Two Members  Secure peace and order within the vicinity of
the activity (Venue, Parking Area, Rooms, Etc.

WE MAKE IT HAPPEN
0906-378-6009
MakeItHappen@gmail.com
 MAKE IT HAPPEN EVENTS DESIGN
Red Corner Bldg. Dons St. Dayangdang Naga City Camarines Sur

GENERAL SERVICES

SERVICES SUPPLIERS
Transportation Penafrancia Toursl and Transport
Accommodation Avenue Plaza Hotel
The Tent
Pilgrims hotel
ADC hotel
Food and Beverages Chef's Kitchen
Travel and Tours Madya Biyahe Kita Travel and Tours
Safety and Security Guardians Security Agency
PSO
PNP

AUXILLIARY SERVICES

SERVICES ESTABLISHMENTS LOCATION

CHAINS/ Bigg's Diner
RESTAURANTS Yellow Cab Within Naga City Town Proper
Red Platters less than 200m from the Venue
Graceland
Geewan

Banks BDO
CHINA BANK Within Naga City
LANDBANK Jeep/Tricycle all less than 200 m
METROBANK from the venue
EASTWEST BANK
UCPB

Churches Our Lady of Penafrancia Basilica Within Naga City

Our lady of Penafrancia Shrine Jeep/Tricycle all less than 200 m
Iglesia ni Cristo from the venue

Hospitals Bicol Medical Center Within Naga City

Mother Seton Hospital Jeep/Tricycle all less than 200 m
NICC from the venue
Malls Robinson Naga Within Naga City
WE MAKE IT HAPPEN
0906-378-6009
MakeItHappen@gmail.com
 MAKE IT HAPPEN EVENTS DESIGN
Red Corner Bldg. Dons St. Dayangdang Naga City Camarines Sur

SM City Naga Jeep/Tricycle all less than 200 m

E-Mall from the venue

Police Naga City Police Station 4 Within Naga City

Jeep/Tricycle all less than 200 m
from the venue

CONTINGENCY AND CRISIS MANAGEMENT

AREA POTENTIAL HAZZARD CORRECTIVE ACTION

Parking Area  Lack of parking area Pre-arranged parking space
 Carnapping and Threats Stationed Security personnel
Registration Over Crowding Of registrants Increase number of booths 1 per
province
Seating area Lack of seating areas secure extra chairs in case of
emergency
Lobby Area Wet floor may cause accidents Assign cleaners routinely on the
area
Inside the venue  Earthquake /typhoon  Calm the
 Emergency power outage participants/delegates by
posing proper
instructions
 Coordinate with the
establishment for
generator
Backstage  Lost Items  Station backstage
 stripping of wires personnel who will be
 Faulty Mic guarding the belongings
 Double checking of wires
by the electricians
 Double check or incase
secure extra
Microphones
Restroom  Foul odor  Station Sanitary personal
 Crowded that will clean time to
time
 Secure the availability
and distance of other
comfort rooms

WE MAKE IT HAPPEN
0906-378-6009
MakeItHappen@gmail.com
 MAKE IT HAPPEN EVENTS DESIGN
Red Corner Bldg. Dons St. Dayangdang Naga City Camarines Sur

Meal Area  Proper cooling and  Test run room ventilation

ventilation and air-condition Units
 Food spoilage  Food tasting on site
 Food poisoning  Participant food
preference profile
Kitchen Area Fire  Check sound alarm prior
the event
 Secure contact to the fire
dept.

MENU PLAN

DAY BREAKFAST SNACK LUNCH SNACK

1 Classic chicken Ginataang Laing and Nilupak
Club Sandwich pork Adobo Pili Tart
Pineapple Juice/Water Juice/water
Juice/Water
2 Hot Choco / Coffee Ligao Rice Puto sa Pork Steak with Pork empanada
Guinobatan Longanisa bao Pinangat Juice/water
with Egg and Java Rice Juice/water Juice /Water
3 Hot Choco / Coffee Flavored Turon Pork Humba Baduya or Banana
Special Kinalas Juice/Water Mixed veggies Fritters with Toasted
Juice/ water siopao
Juice/water

WE MAKE IT HAPPEN
0906-378-6009
MakeItHappen@gmail.com
 MAKE IT HAPPEN EVENTS DESIGN
Red Corner Bldg. Dons St. Dayangdang Naga City Camarines Sur

WORK PLAN

TASK JANUARY FEBRUARY MARCH

PRE ACTIVITES
Conceptualizing and 25-30
presentation
Creating and Building 1-5
Committees
Assigning of Different 6-11
Task and Duties
Financial Planning and 12-15
Budgeting
Organizing permits and 16-20
Licenses
Applying concept on 21-26
décor, motif, theme,
etc.
Double Check the 27-2
Facilities
EVENT PROPER
Observe the flow and 3-5
be attentive during the
event
POST ACTIVITIES
Checking and ensuring 6-10
Used equipment and
utensils re accounted
Preparations of the 10-14
documents for the
inspection and physical
inventory of all the
materials and
WE MAKE IT HAPPEN
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MakeItHappen@gmail.com
 MAKE IT HAPPEN EVENTS DESIGN
Red Corner Bldg. Dons St. Dayangdang Naga City Camarines Sur

equipment used.
Prepare financial 10-14
reports
Evaluation of the 10-14
events

SCHEDULE OF ACTIITES

TIME/DATE DAY 1 DAY 2 DAY 3

MORNING
8:00-8:30 Arrival and Registration Arrival and Registration Arrival and Registration
8:30-10:30 Opening Program Topic 2 3rd Guest speaker
Video Presentation (prayer) Ice breaker Open Form
National Anthem Open Forum
Acknowledgement
Welcome address
Opening Remarks
House Rules
10:30-11:00 SNACKS
11:00-12:00 1st Guest Speaker 2nd Guest speaker Closing Program
Awarding of Certificates
Giving of Souvenirs
AFTERNOON
12:00-1:00 LUNCH
1:00-3:00 Topic 1 Topic 3 TOUR
Ice Breaker Ice breaker
Open Forum Open Forum
3:00-3:30 Snacks
3:30-5:00 Workshop Workshop
5:00 Leisure Time Leisure Time DEPARTURE
onwards

WE MAKE IT HAPPEN
0906-378-6009
MakeItHappen@gmail.com
 MAKE IT HAPPEN EVENTS DESIGN
Red Corner Bldg. Dons St. Dayangdang Naga City Camarines Sur

LIGHTS
AND CR FIRE EXIT
SOUND White Screen
STAGE
Entrance /exit
FLAG

25 FIRE EXIT
25
25
25
25 25
25 25
Registration 25 25
25 25 25 25
25 25
25 25
25 25

FOOD AND BEVERAGES

FIRE EXIT

WE MAKE IT HAPPEN
0906-378-6009
MakeItHappen@gmail.com
MAKE IT HAPPEN EVENTS DESIGN
Red Corner Bldg. Dons St. Dayangdang Naga City Camarines Sur

WE MAKE IT HAPPEN
0906-378-6009
MakeItHappen@gmail.com
 MAKE IT HAPPEN EVENTS DESIGN
Red Corner Bldg. Dons St. Dayangdang Naga City Camarines Sur

FINANCIAL PLAN

Projected Income/Revenue
Registration (P 7,500.00/pax) P 3,750,000.00
Sponsorships P 250,000.00
Total Revenue P 4,000,000.00

Less: OperatingExpenses
Venue 300,000.00
Food 410,000.00
Accommodation 910,000.00

Logistics 15,000.00
Transportation 270,000.00
Promotion and 30,000.00
Advertising
Security Service 50,000.00
Salaries 1,000,000.00
Misc. expenses (5%) 180,000.00
Contingency (10%) 360,000.00
TOTAL EXPENSES P 3,525,000.00

Projected Net Income P 475,000.00

Summary:

Projected revenue P 4,000,000.00

Projected expenses P 3,525,000.00
Projected Net Income (12 %) P 475,000.00

WE MAKE IT HAPPEN
0906-378-6009
MakeItHappen@gmail.com
 MAKE IT HAPPEN EVENTS DESIGN
Red Corner Bldg. Dons St. Dayangdang Naga City Camarines Sur

Conclusion

The Make It happen Events Design sets the standard in making innovative and prime events that are
unforgettable making the guest and attendees want for more. This service is the bloodline of our brand
making us on top the industry that has secured us esteemed clients Local and International.

We are honored to have a chance to be part of your event. The “5th Youth Congress: Bicol Chapter” with
the theme “No One Left Behind” on March 3-5, 2021

To give us a better outlook for our services in the future. We conducted evaluations through evaluation
forms and social media poll for the attendees to provide us with feedback on our services.

The event has given us outstanding and satisfying results based on interviews and poll. Here are some of
commendable services: food was excellent since it was a local cuisine which represents each of the
provinces. It has given the attendees and guest have a taste of the whole Bicol. On the other hand, there
were some apprehensions on the venue itself due lack of space to move when everybody is in
preparation and leaving but the we were able to answer this through immediate response by the event
staff adding the number of tables and chairs and opening the hall 2 that was part of the emergency plan.

In overall the 5th Youth Congress was a fruitful event and it will be another frame to be put to our wall of
achievements in Make It Happen Events Design. Once again, we appreciate for these opportunities that
our company delivers you with the services during your event

WE MAKE IT HAPPEN
0906-378-6009
MakeItHappen@gmail.com
 MAKE IT HAPPEN EVENTS DESIGN
Red Corner Bldg. Dons St. Dayangdang Naga City Camarines Sur

Thank You Letter

Ms. Carmen Salazar

President of Youth Congress

Dear Madam:

With the remarkable success of ever-increasing dedication and enthusiasm of Make It Happen Events
Design on our event marks record on our company.

In Behalf of our team, I would like to personally thank you for the sponsorship. The event would not
have been a success without your involvement and enthusiastic support. The 5 th Youth Congress: “No
One Left Behind”. Was a resounding success, and we couldn’t have done it without you.

We look forward to working with you again soon.

Best Wishes,

JOHN ALBERT S. ALEJANDRINO

Event Coordinator
MakeItHappen Events Design

WE MAKE IT HAPPEN
0906-378-6009
MakeItHappen@gmail.com
 MAKE IT HAPPEN EVENTS DESIGN
Red Corner Bldg. Dons St. Dayangdang Naga City Camarines Sur

CONTRACT TO THE CLIENT

This contract defines the term and condition under which the Make It Happen Events Design

And Ms. Carmen Salazar (hereafter referred to as the CLIENT) agrees abides by the following condition

 The Event will be as follows: (refer to the event schedule)

 The Planner and his team will be in charge of the following aspects of the event:
i. Planning
ii. Executing
iii. Evaluating

The Host/Client will pay the Organizer? planner 15% from the revenue.

50% of the said amount will received by the organizer after signing of the contract 50% will pay after the
events.

The Contract may not be amended or changed unless executed in writing and signed by the Make It
Happen Events Design and the CLIENT.

If the client cancels within 15 days after the signing of contract, organizer will receive all the expenses
for the working on planning of the event, which is 2% from the !5% fee.

Event Organizer Client

WE MAKE IT HAPPEN
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MakeItHappen@gmail.com
 MAKE IT HAPPEN EVENTS DESIGN
Red Corner Bldg. Dons St. Dayangdang Naga City Camarines Sur

Date signed: Date Signed:

WE MAKE IT HAPPEN
0906-378-6009
MakeItHappen@gmail.com