EVENT PROPOSAL

BY: GLENN CHRISTOPER B. BRAGA

November 28, 2021

Mr. Brian O’ Connor

Father of the Debutante
No. 1 Molave St. corner Banaba St.
South Forbes Park, Makati City

Dear Mr. O’ Connor

The Event Planet please to put our proposal to manage and organize the
18th birthday of your daughter to be held in Whitespace Manila, Chino Roces
Avenue Extension, Makati With this kind of celebration as an emerging, preferred
events Management provider, The Event Planet is in position to deliver the
service aligned with the expectations of many clients and establishments and
create the occasion as an event remember. Together with this letter, we enclose
here with the proposal that outlines the details and management plan for the
event for your kind perusal. The proposal covers the project and timeline, scope
of work and the responsibilities and professional fees. A detailed, follow up
proposal that underlines the details of the event tentative, and other related
matters will follow should we come to an agreeable terms during the preliminary
discussion. Should you have further inquiries regarding the above mentioned
matter, may I request for personal meeting with you in your office on the date
and time convenient for you.

Respectfully yours,
Glenn Christoper B. Braga
Event Manager
The Event Planet
theeventplanet@gmail.com
 Gf

COMPANY PROFILE
Name: The Event Planet

Address: 1417 Campanilla St. Damarinas Village, Makati City

Contacts: 09301169179

Tagline: ‘’we will make your dream event come to life’’

COMPANY INFORMATION

The Event Planet, as an Event Management Company in Makati City, is your

one-stop shop for all of your Event Management needs. We take the stress out of
selecting professionals, coordinating participant lists, and creating an event that
people will remember. The Event Planet was founded in March 2019 when our
Founder Mr. Glenn Braga was looking for an event manager for his birthday party
in the neighborhood of Makati city. He found out that event managers are in-
demand in the neighborhood, but Mr. Glenn was able to find an event manager
but he is not happy with the service provided by the event manager. That's why
Mr. Glenn thought of putting up his event management company since he is
graduated from the course Bachelor's of Science in Hospitality Management and
because of that, he knows event management and it is one of the things he
studied when he was still in college.

Our company specializes in intimate and thematic events like weddings,

debuts, birthday parties and corporate events. No event is too big, too complex or
too exclusive for The Event Planet team of experts. From a grand wedding to a
very stylish debut party, The Event Planet will ensure every detail of your event is
designed, planed, managed and implemented to achieve the optimal impact and
satisfaction that would cater to the client’s desired results.
 ORGANIZATIONAL CHART

EVENT MANAGER

SECRETARY

SALES &
FINANCE MARKETING PURCHASING

VENEU &
PROGRAMING SPONSOR CATERING
 EVENT TEAM DUTIES AND RESPONSIBILITY

EVENT MANAGER

 Brainstorming and implementing event plans and concepts.

 Handling budgeting and invoicing.
 Liaising and negotiating with vendors.
 Negotiating sponsorship deals.
 Handling logistics.
 Updating senior management.
 Managing branding and communication.
 Developing event feedback surveys.
 Obtaining permits.
 Handling post-event reports.

SECRETARY

 Liaising with the Chair to plan meetings.

 Receiving agenda items from committee members.
 Circulating agendas and reports.
 Taking minutes (unless there is a minutes secretary)
 Circulating approved minutes.
 Checking that agreed actions are carried out.
FINANCE DEPARTMENT

 The finance department ensures the adequate and timely provision of

funds for the business's operations. It is also the department's role to
ensure the company pays its debtors and suppliers on time. The
department also coordinates the monitoring of income and expenditures.

SALES AND MARKETING DEPARTMENT

 A sales and marketing department has the responsibility for deciding where

the company should sell and what its prices should be. This includes
choosing which, if any, intermediaries the company will use, such as
wholesalers, distributors or retailers.

PURCHASING DEPARTMENT

 Purchase departments help keep organizations financially healthy. They

procure goods and services designed to meet operational needs while
providing the highest possible value. They established procurement policies
and procedures to ensure their organization operates with integrity and the
marketplace.
PROGRAMING

 Support planning and coordination of a program and its activities

 Ensure technology is used correctly for all operations (video conferencing,
presentations etc.)
 Responsible for coordinating all event related logistics and program
operations support for outside event staff.

VENEU AND SPONSOR

 Responsible for the venue to suit the client preference and satisfaction.
Oversee the activities and use of the facilities, involves ensuring the venue
is clean and all equipment is working. Utilizing and develop sponsor to help
the company for the future relationship.

CATERING

 The catering is responsible to provide and to prepare the food of the client.
Also serving the food depends on the preference and setting it up the table
wares, and cleaning up afterwards
 MISSION
To provide a long-term relationship to the
clients by satisfying with our high-quality
service and to ensure the loyalty as we
delivered our creative and unique ideas.

VISION
We do hard work in building our reputation
within the industry and develop good
connections with our clients to understand
their requirements.

OBJECTIVE
-To Promote the business among the audience
-To Connect with the community
-To Build brand awareness
SERVICE OFFERED

 Event Conceptualization
 Event Design and Décor
 Audio Visual
 Photographer and Videographer
 Lights and Sounds
 Venue Selection

AFFIIATION AND MEMBERSHIP

 MARKETING ASPECT
S.W.O.T

Strengths Weaknesses
 Experienced event  Uncooperative
team. weather.
 Excellent PR.  Rising Costs during the
 High motivation level. Planning of the Event.
 Usage of the right  Unexpected number of
event marketing tools. guest.
 Good market share,
strong brand name.
 Many social media
followers.

Opportunities Opportunities
 Possible expansion of  Natural Calamities
the company  Technical Difficulties
 Possible Endorser
 Possible Sponsor
Action Plan on Weakness and Threats

To overcome the weakness and threats, we have to put to our mindset the
possible will happen on the event. It is hard to have some unexpected and
unwanted situations in the middle of the event, so the company might prepare
contingency planning if there is any natural calamity. And the unexpected number
of guests prepared by the catering will be included in the buffet style. The
company might be more competitive and challenged to the competitor; it helps
the continued improvement of the management

Testimonial

"I can still feel the energy buzzing from yesterday’s event. What a wonderful
success it was and that is in great part due to you! I wanted to reach out to you,
on behalf of the NEARC Board of Directors, to say thank you. Thank you for all
that you did to make this Conference run so smoothly. We could not do it without
you and the whole The Event Planet team! –Kendall Jenner
SUPPLIERS

PARTNERS
SPONSORS
 SOCIO- ECONOMIC ASPECTS

SOCIAL ASPECT

There a lot of possibility to make the events impact the society, it builds and
attract community to develop the trust and their relationship. There’s time
needed to distract and enjoyed in a day of a moment. The company picnic offers
enjoyable and stress relief by a moment to experience the venue and
entertainment programmed. The event gives opportunity to have long term
relationship to showcase and develop strengthen of economic

ECONOMIC ASPECTS

Economic impact is serves to express pride and appreciation of being part of

the community. The gathering 2015 to provide the community to learned and
give opportunity for non-employed who need a job. It creates awareness of and
an interest in the event’s role in the community. Helps provide positive
relationships, including small partners.

The Event Planet wants to create a memorable and impactful experience for
our attendees and meet our objectives. However, keeping all stakeholders happy,
from attendees to residents in the local area, is the key to really making a success
of your event.
TITTLE/THEME

 The Fast and Furious 7th Birthday of Jack O’Connor

OBJECTIVE/PURPOSE

 To celebrate the 7th Birthday of the young boy

PARTICIPANTS

 O’Connor Family
 Toreto Family
 Kardashian Family
 Jack’s Friends
 Jack’s Classroom

EXPECTED NUMBER OF PAX.

 200 Person

DATE

 March 7,2022

ATTIRE

 Street racer outfit

 VENUE

Whitespace Manila

It's not about the space. It's what you do with it. With an understated facade and
a dramatic all white 735 square-meter hall in an emerging trendsetting
neighborhood, Whitespace Manila (Whitespace) provides any event or brand with
a blank canvas to let creativity flourish. Whitespace is a versatile venue that can
be transformed for any purpose, from weddings to rock concerts, marketing
installation events, birthdays, photo shoots, and even weekend markets. Planning
your next big tea party? Introducing a hip new product? Launching next season's
trends for your VIPs? Producing a fresh and progressive show? Create your
masterpiece event at WHITESPACE!
VICINITY MAP
FLOOR LAY OUT/ FACILITIES

DÉCOR
LIGHTS

STAGING
 PROGRAMME

12:00-12:05 OPENING OF THE PROGRAM BY THE HOST

12:05-12:10 INTRODUCTION OF CELEBRANT WITH THE PARENTS

12:10-12:15 BIRTHDAY SONG

12:15-12:20 WELCOME AND THANK YOU MESSAGE FROM PARENTS

12:20-12:30 PICTURE TAKING

12:30-1:30 LUNCH

1:30-2:00 MAGIC SHOW

2:00- 2:30 PARTY GAMES FOR KIDS AND ADULT GUEST

2:30-2:45 BALLOON TWISTING

2:45-3:00 CAKE BLOWING AND BIRTHDAY SONG

3:00-3:05 CLOSING OF PROGRAM BY THE HOST

 THE BIRTHDAY CAN ALSO FLOW LIKE THIS:

 Arrival and welcoming of guests

 guests are ushered to their designated seats
 Cocktails are offered to encourage the adult guests to mingle this takes
your guests’ mind off waiting for your grand entrance
 After everyone settles in their place, the host makes mention of important
people who graced the occasion.
 Drinks and appetizers are served
 Parents talk briefly about the celebrant (about his achievements, goals,
ambitions, etc.)
 Audio Visual Presentation of the debutante’s life from infancy to present
 Grand entrance of the celebrant
 Parents talk some more about the celebrant
 The celebrant makes a short opening remarks encouraging guests to enjoy
the party
 Prayer
 Guests start their meal
 Singing of birthday song
 Cutting of birthday cake
 Games
 Introduction of the celebrant
 Debutantes thank you speech
 Party time

Jerom Gacias
Host of the Event
 PROPOSED COSTING

ITEMS/PARTICULARS SILVER PACKAGE GOLD PACKAGE

Food and Beverage Orange Juice Raspberry juice
Fruit Salad Soda
Plain Rice Plain Rice
Fish Fillet Steam Rice
Spaghetti Bolognese Beef Caldereta
Cheese Pizza Chicken Cordon Bleu
Fried Chicken Hotdog and Marshmallow
on stick
Beef Wellington
Fried Chicken
Soy Garlic Chicken
Pork Tonkatsu
Tempura
Spaghetti Bolognese
(200 pax) 100,000,00 (200 pax) 200,000,00
VENUE Front yard of the House Whitespace Manila
(Platinum)
0 175,000,00
PHOTOGRAPHY & Simple Photo Booth Photo Booth
Four hours photo and
VIDEOGRAPHY Four hours photo and video coverage
video coverage Four hours photo booth
(with customized layout and
thematic accessories)
7,000,00 17,000,00
 DECORATION Balloons Lighting
Set up Balloons
Life size Car standy
Race track set up
8,000,00 27,000,00
INVITATIONS A hundred pieces with A hundred pieces with an
simple design artistic design
4,000,00 7,000,00
SOUVENIRS A hundred pieces with A hundred pieces with an
simple design artistic design
7,000,00 10,000,00
TOTAL 126,000,00 436,000,00
SERVICE CHARGE 12,600,00 43,600,00
10%
CONTINGENCY 25,200,00 87,200,00
20%
TOTAL AMOUNT 163,800,00 566,800,00
 EVENT AGREEMENT
This agreement is between Mr. Brian O’Connor, hereafter referred to as CLIENT, and The Event Planet
hereafter referred to as

EVENT ORGANIZER
All event reservations are subject to the following conditions:
 All event details are to be finalized at twenty 20 business days prior to the
event date(s).
 Consultations with you via telephone/email − Assistance in budget
determination and breakdown as needed − Discussion of theme, color,
style and complete design.
 Research of professionals in each category that fit your event style and
budget and to provide you with suggestions and guidance in making the
final selections.
 Up to three hours of professional in-person consultation time throughout
the planning processes.

FEES AND PAYMENTS

 Upon booking Php. 50,000 initial deposit will be collected to you to ensure
blocking of dates for the said event.
 Non-refundable, Non-Consumable, Non-transferrable, on any amount
paid/deposited for booking.
  50% full-payment: 4 months before the event;
 Full-payment: 2 months before function.
 Changes on date scheduled party should be 1 month before the confirmed
date but depends upon the availability of venue chosen and date. Any
changes made less than a month will not be honored
 A 10% Service charge and current State Sales Tax (12%) will be added to all
food and beverage charges. If your company or organization is tax-exempt,
please attach a copy of your tax-exempt certificate to this Event Agreement
 Damages made on facilities and other equipment will be charged to client.
 The cost will be based on present market value.

FUNCTION SET-UP

 The Event Planet reserves the right to control and regulate the setup and
lay-out/ positioning of chairs and tables, buffet, the stage, volume of sound
system and other equipment that may cause inconvenience, disturbance
and may find to be appropriated, offensive to other clients.
 Any damaged to other property and equipment in the function caused by
the Host and/or any of his guests during the function shall be charge to the
host.
SAFETY AND SECURITY
 No Flammable or explosive materials shall be allowed for display not unless
part of the event proper.
 No Fireworks are allowed to be lit by the Host for and during event
otherwise stated at the contract.
 Crea8tion Event Management shall not be responsible for any damage to or
loss of personal effects or merchandise brought or left in by the Host
and/or his/her guest prior, during or after event.
 Any loss, damage or injury that Fancy Land guest may suffer, attributable to
acts or omissions of the Host and/or his/her guest during the event, shall
be the sole liability and responsibility of the Host, to which Fancy Land
guest may recover remedies under existing laws

TERMS AND CONDITION

 This agreement will automatically terminate upon the completion of the

services required by the letter of agreement. If your understanding matches
mine, please sign one copy of this letter and return it to me along with your
payment for reservation in the amount of Php 50,000. I wish you all the
happiness in the world and look forward to working with you to make your
even the most enjoyable and memorable day of your life.
 CRISIS MANAGEMENT TEAM
Lightning Operator- They involved in all rehearsals and plotting sessions.
Sometimes they write their own cues and operate the lighting desk on the night
of the performance. They can sometimes be responsible for setting up and
shutting down equipment at the start / end of the show.

Sound operator- He operates the sound on the night of the performances. The
sound operator was also responsible for the projection as well. They too must
carry out preshow checks, and switch on / off equipment at the beginning /end of
every show. And prior to the show, attend the rehearsals in order to be familiar
with the cues and when the music / sound effects are played during the
performance.

Set designer - Set designer works with the production manager on the budget and
safety and the director to create the visual and stylistic elements of the sets,
furniture and props. They will build a scale model of the set; produce a ground
plan and drawings to assist the production and performing teams to visualize the
ideas in the design. They will also oversee the painting and building of sets.
Master Carpenter - Responsible for building the sets and ensures the quality of a
set is maintained, whilst ensuring Health and Safety regulations are followed.
They must also be in charge of other work shop staff and be responsible for the
safe delivery of the set on stage

Client- is either a group of people or an individual who have asked for your
service in managing their event. They can also be called as hosts who are
responsible for that particular event.

Event Management Team- Responsible for attaining the expectations of your

client. Task to manage the overall aspects of the event (or some aspects
depending on the needs of the client)

Guests- Refers to the people who are invited to attend in that event, the
beneficiary of the event.

Event Committee- Refers to the group involved in the planning and execution of
an event. Together, this group is tasked with putting together all the elements
that will make the event a success.
Financer- The money man or the one who foots the bill.

Suppliers-They is the event manager’s contacts or partners in delivering quality

event execution. As their role is vital, an event manager must be able to build a
good relationship to ensure a successful event.

Other Entities - This may refer to the other people or group of people who are
external to the host and the event manager who has/have the personal, financial
political or social interest on that event. Examples of these are the media,
community, government, and corporate shareholders to mention a few
 ATTACHMENT
INVITATION CARD

SET UP
 CAKE

SOUVENIR
PHOTO BOOTH
 MENU
SILVER PACKAGE

CHEESE PIZZA FISH FILLET

SPAGHETTI FRIED CHICKEN

FRUIT SALAD

PLAIN RICE

ORANGE JUICE
 GOLD PACKAGE

BEEF CALDERETA BEEF WELLINGTON

CHICKEN CORDON BLEU TEMPURA

FRIED CHICKEN SOY GARLIC CHICKEN

RASPBERRY JUICE SPAGHETTI BOLONESE

SODA PORK TUNKATSU

HOTDOG & MARSMALLOW ON STICK PLAIN RICE

STEAM RICE