Clyteshane E.

Soberano
Events Coordinator
Ipil Zamboanga Sibugay
Email: events&glamour@gmail.com
09350352832

Budget Proposal
Name of Client: Merry Grace V. Laray
Type of Event: Seminar
Event’s Budget: 150,000
Guest: Teachers, Speakers, DepEd Admin
Head Count: 100 pax
Event Concept: Evolution of Technology in Education
Event motif: Yellow & Blue
Event place: Jackie’s Hotel, Ipil, Zamboanga Sibugay
Food Package: Julius Catering Services
Dish- Buttered Chicken, fish fillet, chop suey, beef steak
Special Delicacy-Lechon
Dessert: Vegetable salad & Chicken Salad
Beverage/Drinks: Soda
Cake: 2 tier cake

Transportation/ Venue: 1 van for the Executive staff

Accommodation: Jackie’s Hotel & Restaurant
Clyteshane E. Soberano
Events Coordinator
Ipil Zamboanga Sibugay
Email: events&glamour@gmail.com
09350352832

Seminar
Package Photo coverage
Inclusion  Photo& Video on the Day of
 Food Package the event
 Décor Seminar Accessories
 Photo Coverage  Lights
 Video coverage  High End Sounds
 venue  projector
 Lights and sound
 projectors Host & Entertainment
 Host Freebies
 Tokens & Awards o 200 pcs invitation/ program
o 2 Layers cake
Food Package o Sweets
 Dish Venue
 Special Delicacies Jackie’s Hotel & Restaurant
 Dessert
 Beverage
 Cake
Décor and Styling
 Venue decoration
 Stage design
 Entrance design
 Exhibit Area Design
Clyteshane E. Soberano
Events Coordinator
Ipil Zamboanga Sibugay
Email: events&glamour@gmail.com
09350352832

EVENT EXPENDTITURES

Event Package: 150,000 Estimated Pax: 100

Category Subtotal Actual
amount
1. Staff and Personnel
 Assistant 1000
1000 3,000
 Secretarial
1000
 Cashier
2. Venue 17,000
3. Food and Beverage
 Dish 280 x 200 per pax- 76,000
56,000
 Special delicacy (lechon) 7,000x2-
 Desserts 14,000
Sweets-2000
 Beverage and wine
2000
 cake
2000
4. Lights, sounds & projector
10,000
5. Decoration 10,000
6. Documentation
 Photo SDE- 10,000
 video
7. Transportation 2000 rentals
 1 van (15 seaters) 1500 gas -3500(3) 3,500

8. Accommodation
 VIP room 2x2000 4,000
 9. Other charges
 Awards & Certificates 10,000 14,000
2000
 Host
2,000
 Invitations
10. Services Income
2,500

150,000

11. Total

Clyteshane E. Soberano
Events Coordinator
Ipil Zamboanga Sibugay
Email: events&glamour@gmail.com
09350352832

Billing Statement
COMPANY NAME: EG Events and Glamour CLIENT/COSTUMER: Merry Grace V. Laray

NAME: Clyteshane E. Soberano NAME: Merry Grace V. Laray

ADDRESS: Ipil Zamboanga Sibugay ADDRESS: Ipil Zamboanga Sibugay
ZIP CODE: 7001 ZIP CODE:7001
MOBILE NO.:09350352832 MOBILE NO.:09975830346
E-MAIL:clytesoberano@gmail.com E-MAIL:merrygracelaray@gmail.com

DESCRIPTION AMOUNT
1. STAFF/PERSONNEL 3,000
2. VENUE 17,000
3. FOOD AND BEVERAGE 76,000
4. LIGHTS AND SOUND 10,000
5. DECORATIONS 10,000
6. DOCUMENTATION (PHOTO/VIDEO) 10,000
7. TRANSPORTATION 3,500
8. ACCOMODATION 4,000
9. OTHER CHARGES (HOST, SINGER, HMUA, 14,000
etc.)
10. SERVICES INCOME 2,500

TOTAL 150,000

COMMENTS OF SPECIAL INTRUCTIONS:

1. TOTAL PAYMENT DUE IN 7 DAYS 150,000
SUBTOTAL

PAX 200
TOTAL
150,000

CLYTESHANE E. SOBERANO
EVENTS COORDINATOR

Clyteshane E. Soberano
Events Coordinator
Ipil Zamboanga Sibugay
Email: events&glamour@gmail.com
09350352832
EVENT PLANNING CONTRACT
PARTIES

 This event planning contract is entered into on _____May 24, 2022___by and between
___Merry Grace V. Laray __ (Client)______________, with an address of ___Rosal
Veterans Village, Ipil Zamboanga Sibugay_____________, and Clyteshane E. Soberano
EG Events Coordinator with an address of _____Nangka Veterans Vilaage, Ipil
Zamboanga Sibugay.

EVENT BACKGROUND

The event will take place on ___JACKIES HOTEL & RESTAURANT_____________, on

which date(s) the Client plans to hold the event described below:

 November 20, 2023 @6 pm

 Indoor event
 Evolution of Technology in Education Concept
 Yellow & Red

PLANNER DUTIES

 The Client hereby engages the Planner to perform the following duties relevant to the
event:

 schedules and attends all stakeholders’ meetings

 helps determine and manage the budget

 coordinates hotel rooms and transportations

 oversees everything on the seminar

 The Planner is required to obtain written consent from the Client prior to entering into
any contractual agreements or issuing deposits or invoices.

PAYMENTS

 The Client hereby agrees to pay the Planner an amount of ___150,000 php__for the
services performed.

 Client must make a down payment of the partial amount 30 days before the event.

 Client must be fully paid 15 days before the event.

 The Planner will provide an invoice at the time of the payment.

CANCELLATION POLICY

 The Client is entitled to cancel this Contract at any given time.

 The Client is entitled to a full refund in the event that he/she cancels
______15__________ days before the beginning of the event.

 In the event that the Client cancels less than ____14__ days before the beginning of the
event, he/she will not be entitled to a refund.

 The Planner is entitled to cancel this Contract at any given time.

 In the event of cancellation by the Planner, he/she is required to provide a replacement

planner that the Client agrees to. In this case, the Planner will be required to refund any
money previously provided by the Client as a budget for the event or other.

DISPUTE RESOLUTION ALTERNATIVES

 Any dispute or difference whatsoever arising out of, or in connection with, this Contract
shall be submitted to arbitration/mediation/negotiation (circle one) in accordance with,
and subject to the laws of the Philippines.

LEGAL FEES

 In the event of a dispute that results in legal action, the successful party will be entitled to
the legal fees, such as attorney’s fees or other.

SEVERABILITY

 In the event that any provision of this Contract is found to be void and unenforceable by a
court of competent jurisdiction, then the remaining provisions will remain in force in
accordance with the Parties’ intention.

ENTIRE AGREEMENT

- This Contract contains the entire agreement and understanding among the Parties to it
with respect to its subject matter, and supersedes all prior agreements, understandings,
inducements and conditions, express or implied, oral or written, of any nature whatsoever
with respect to its subject matter. The express terms of the Contract control and supersede
any course of performance and/or usage of the trade inconsistent with any of its terms.
GOVERNING LAW

- This Contract shall be governed by and construed in accordance with the laws of
Philippine 1987 Constitution.

SIGNATURE AND DATE

- The Parties hereby agree to the terms and conditions set forth in this Contract and such is
demonstrated by their signatures below:
CLIENT PLANNER

Name:____________________________ WITNESS
Name:____________________________

Signature:_________________________ Name:____________________________
Signature:_________________________

Date:_____________________________ Signature:_________________________
Date:_____________________________

Date:_____________________________
WITNESS

Name:____________________________

Signature:_________________________

Date:_____________________________
 Clyteshane E. Soberano
Events Coordinator
Ipil Zamboanga Sibugay
Email: events&glamour@gmail.com
09350352832

ORGANIZATIONAL CHART
CLYTESHANE E. SOBERANO
(EVENT MANAGER)

ELI ASHIR O. SISMOAN SHIRA ALLELU O. NELJANE E. SOBERANO

(SECRETARY) SISMOAN (CASHIER)
(ASSISTANT)

JIMMY MORENO JULIUS CATERING HERCULES

(DECORATOR) SERVICES (LIGHTS, SOUND
(CATERER) OPERATOR)

JOHN TINGNAN KEVIN AYA-AY REROMA JACKIES HOTEL

(TRANSPORTATION DRIVER) (KNK PHOTOGRAPHER/ (ACCOMODATIONS OFFICER )
Documentations Officer)
Job Description
Event Planner
Event coordinators, also known as event specialists or event planners, are responsible for every
aspect of event planning. Their main duties include selecting venues, determining the cost,
arranging event services, and monitoring client approval. 

Assistant
The assistant provides reliable support to managers, staff, and office visitors, handles basic
office tasks and monitors office operations to increase efficiency, quality, and lower costs.

Secretary
A Secretary, or Administrative Assistant, is responsible for facilitating communications
within an office and fielding interactions with the public. Their duties include answering and
redirecting phone calls, scheduling meetings and providing personalized support for other
employees in their office.

Cashier
Cashier responsibilities include receiving payments and issuing receipts, gift-wrapping
packages and keeping track of all cash and credit transactions. To be successful in this role,
you should have previous experience in a customer service position and good knowledge of
how cash registers operate.

Decorator
Decorators enhance the inside and outside of the venue of the event to meet the needs of the
clients. They choose colors, paints, furniture, floor and window coverings, backdrops,
lighting and other accessories

Caterer
A caterer works on a contract basis, consulting with clients to create and serve customized
menus at parties or events. The caterer is responsible for developing the menu, preparing,
transporting, and serving the food, and assisting with the cleanup.

Lights and Sounds Operators

Inform users of audio and videotaping service policies and procedures. Control the lights and
sound of events, such as live concerts, before and after performances, and during
intermissions. Mix and regulate sound inputs and feeds or coordinate audio feeds with
television pictures.
Transportation Driver
Safely transporting birthday celebrant as well as her family exclusively to and from specified
location of the event in a timely manner. Assisting with the loading and offloading of
passengers’ luggage, products, and materials. Adjusting travel routes to avoid traffic
congestion or road construction.
Documentations Officer
An events photographer specializes in taking pictures for important or specific gatherings
such as parties, shows, events, and weddings. They must assist with the event setup and
provide excellent customer service to ensure that things will run smoothly before, during, and
after the event.
Videographer is someone who is responsible for recording live events and small scale video
productions. Videographers focus on smaller productions like documentaries, live events,
short films, legal depositions, weddings, birthday parties, sports events, commercials, and
training videos.
Accommodations Officer
Accommodations Manager ensure that all guest bedrooms and public areas are cleaned to the
highest standard. Directly manage the Housekeeping department and also oversee front office
operations in the absence of Front office manager. Ensures strict compliance with hotels
policies and processes.
Place of Event
EMERGENCY EXIT

PROJECTOR
LED WALL

DANCE FLOOR
EXHIBIT
DANCE FLOOR DANCE FLOOR
AWARDS & PRODUCT
TOKENS
DISPLAY
AREA

DANCE FLOOR EXHIBIT

OPEN

EXIT

USHERETTES & ENTRANCE

SECRETARIAL

PARKING AREA
Clyteshane E. Soberano
Events Coordinator
Ipil Zamboanga Sibugay
Email: events&glamour@gmail.com
09350352832
POSITION NAME CONTACT NO.
1. EVENT MANAGER Clyteshane E. Soberano 09350352832

2. ASSISTANT Shira Allelu O. Sismoan 09753634137

3. SECRETARY Eli Ashir O. Sismoan 09515570783
4. CASHIER Neljane E. Soberano 09305198432
5. LIGHTS, SOUND, LED Hercules brothers 09270879543
WALL
6. FOOD AND Julius catering services 09353801077
BEVERAGE
-ASSIGNED AREA
 DISH
 SPECIAL DELICASIES
 DESSERTS
 BEVERAGE
 CAKE Nanas Cakes 09971005603

7. TRANSPORTATION Jhon Tingnan 09556658481

 VAN

8. DECORATION Jimmy Moreno 06193445538

9. ACCOMODATION Roderics Hotel 09776443139
10. MEDICS Christian Dejecacion 09057906114
11. AMBULANCE Neriza H. Gatilao 09267277881
12. WASTE DISPOSAL Jobert Legaspina 096757794496
13. SOUVENIRS Jaybie Garcia 09532371358
14. SECURITY Crisanto Olam 09758830437

STAFF, OUTSOURCE AND SUPPLIER

 Clyteshane E. Soberano
Events Coordinator
Ipil Zamboanga Sibugay
Email: events&glamour@gmail.com
09350352832
PROGRAM
PROGRAM FLOW: MORNING SCHEDULE

EVOLUTION OF TECHNOLOGY IN EDUCATION

I. REGISTRATION
II. INVOCATION
III. OPENING REMARKS
IV. INTRODUCTION OF GUEST SPEAKER
V. EVOLUTION OF TECHNOLOGY IN EDUCATION WORKSHOP
VI. OPEN FORUM
VII. AWARDING CERTIFICATE AND TOKEN
VIII. PHOTO OPPORTUNITY
IX. CLOSING REMARKS