BASIC STEPS ANDTIPS IN ORGANIZING A TRADE FAIR

 Identify subject for the slow, i.e. cars, export products, regional products, etc.
 Is the fair organized out of your initiative or were you tapped by a governing group or
organization to organize the event for them, or are you co-sponsors?
 Set your target and venue.
 Make a general plan lay-out
 Create a working organization that will take care of the different areas of the event;
venue canvassing and reservations, special features, finance, physical arrangements
and sounds. Print media, promotions and advertisements, engineering, etc.
 Set a new meeting for quotation submission and initial plan lay-out.
 Study funding scheme and tap co-sponsors
 Make a budget proposal, together with the projected income for the event.
 Study all schemes and possibilities, including a very efficient marketing scheme.
 Make and finalize the Work Time Table governing all parts of the logistics, etc.
Formulate governing rules and regulations for both working staff and exhibitors in
accordance to city, venue and other restrictions. Make an initial event flow.
 Make the necessary venue reservations and make sure you talk out with the persons in
charge and discuss with them the event proper. Know the venue rules and restrictions.
 Start selling booths, spontaneously, the promotions and advertisements for the event
should be moving.
 Monitor closely the development of booth sales and collection.
 Start sending out invitations for target guests and visitors for the event
 Plan out good media coverage
 Make attractive print advertisements.
 Make attractive print souvenirs
 Follow up on target fair guests. Even if the booths are sold out; if no guests would come
then event would be a total failure.
 Follow up on co-sponsors
 Consider special treats like raffles where prizes are solicited from the exhibitor
themselves. This will add to the guests’ enthusiasm in attending the fair.
 Send out invitation for special guests-of-honour i.e., ribbon cutting guests, special
speakers, etc.
 Set out a meeting with the working staff to finalize flow; or if you are to include special
features like talks, free seminars, demonstration, etc. If you are considering such add-
ons, make sure you will be able to tap the necessary persons as speakers or
demonstrators, performers, etc.
 Set meeting with the exhibitors
 Make and finalize event flow for the event duration
 Make a final recap and check on all details of the event as per the final and General
project lay out
 Try to find contingencies should there be problems that will arise in booth sales
shortage from the projected; or back outs (any rules for such)
 Check on smaller details before the start like trash control, food and beverage
limitations, security, dress code, guest entrance control, welcome banners for special
guests and the like.
 Post exhibit activities are very important; evaluations, invitations for the next year
event, summing up, post exhibit collections and payments.
 White Petals Events and Parties
No. 56 Gumamela St., Nomar III, San Bartolome, Quezon City
Tel: (02)4175568. (0920)4652890, (0917)7864170
Email: whitepetals@gmail.com

TRADE FAIR CHECKLIST

Date/s of Exhibit :_________________________________________________
Venue :_________________________________________________
_________________________________________________
Address :__________________________________________________
__________________________________________________
Account Chair :__________________________________________________

 Date Availability
 Venue
o Reservations
o Down Payments and Contracts
o Specific Function room
o Floor area
o Number of Entrance
o Ballroom Dimensions (ceiling, width, etc.)
o Parking
o Other areas of Consideration
 Ingress time for Organizers and exhibitors
 Provisions for a secretariat Office
 Available Tables and Chairs
 Dividers
 Provisions and restriction for additional decorations
 Provisions for a stage or platform
 Provisions for a back stage and/or dressing room
 Available restrooms
 Provisions for off prim catering services
 Catering services
 Provisions for an “eating room” for exhibitors’ staff
 Security
 Trash control
 Dress code as specified by the venue
 Noise Limitations
 Wattage Limitations
  Work Areas for excessively trashy set-ups; limits
 Ingress bans for materials
 Booth Sales
o Floor plan and divisions
o Size of booths
o Amount of booth rental
o Letter of sales invitation (participation)
o Distribution of letters; mail, e mail/internet, fax etc.
o Booking and reservations system
o Payments schemes
o Discount and special rates
o Booth divisions
o Booth design limitations
o Table and chair requirement of exhibiting party (video shows, et. al.)
o Trash disposal per booth
o No food and drink ruling
o Special awards for booth design and top selling Exhibitor
o Etc.

 Funding Schemes
o Seed money
o Budget Design and allocations
o Sponsorships
o Co-sponsorships
o Letter of invitation for sponsorship with accompanying project folio
o Booth sales and collection
o Entrance Fee for guests and attendees

 Advertisements and Promotions

o Banners and Streamers
 Design and Lay out
 Choice of material
 Costing
 Strategic Positioning
o Print advertisements
 Lay out and concept; Design
 Choice of Print media; newspaper
 Size of advertisements
 Amount per line/column
 Efficiency rate
 Flyers
 Distribution
 o Televisions and Radio
 Content of Advertisements
 Airtime rates
 Endorsing artist
 Length of advertisement
 Special mentions over selected programs
 X-deals

 Secretariat
o Vendors listing
 Participants’ Registration and Identification Distribution
o Souvenirs program
o Raffles
o Special discount from exhibitions
o Guests listing and information sheets
o Web Registering
o Basic Communication and Logistics
 Radio Communications

 Audio and Lighting

o Choice of Supplier
o Service coverage
o Audio visual presentation/ power point presentations
o Equipment
o Provisions for a professional Disc jockey
o Other special effects i.e., fog machines, laser lights, etc.
o Wattage
o Service Cost
o Ingress requirements
o Etc.

 Program
o Hiring a professional program host
o Mascots
o Parade or motorcade
o Special Raffles
 Raffle Entry Participations
 Door prizes
 Major prizes
 Prize solicitations
 Claiming prizes
 Banned participants
 Special Program or Trade shows Features
 o Special talks or Demonstrations
o Sponsors’ Give-away and promo booth
o Guests speakers and Demonstrators
o Time allocations
o Talk Venues
o Audio Visual Presentation
o Other material requirement as specified by the demonstrating guest
o Number of allowable attendees
o Provisions for tables and chairs
o Public address system
o Tokens and Honoraria
o Hands on participation for attendees
o Ribbon Cutting Ceremonies
 Special Scissors
 Guest of Honour
 Photo (media) coverage
 Set design requirement

 Physical Arrangement and Engineering

o General venue design and Lay-out execution
 Floor plan and Division
 Placing and positioning
 Booth Identification
 Post tension Activities
o Balloon Decorations
 Areas of design
 Special effects i.e., drop or confetti
o Technical set-ups and Requirements
o Floral Requirement for the set-up
 Table pieces
 Standing arrangements for the entrance, stage, etc.
 Corsage and Bouquets
 Post fair Gifts

BASIC STEPS AND GUIDELINES FOR FUNERALS AND NECROLOGY

 Set the date of the services
 Meet with the family and ask them about the involvements of the deceased in civic or
religious groups, etc. Know form them if the type of last religious beliefs and the like.
 Ask if they want newspaper announcements.
 Consider beliefs, customs and traditions
 Start contracting the persons known to the deceased and inform them of the demise.
These people, together with the family can schedule a special tribute. Make sure you
make the proper scheduling so that religious rites and eulogies do not create a conflict.
Prepare the program flow.
 Make the necessary reservations
 Confirm schedule of priest or minister for the religious rites
 Look into the details for the eulogies or rites like venue, venue capacity and the like.
Will there be requests for body transfer for such purpose?
 Look into other details like refreshments, etc.
 Considerations for floral or foundation donations
 Clothes
 Sound system and other requirements for the rite or tribute.
 Transportation arrangements
 Traditional burial or cremation?
 Other funeral arrangements and requirements.

White Petals Events and Parties

No. 56 Gumamela St., Nomar III, San Bartolome, Quezon City
 Tel: (02)4175568. (0920)4652890, (0917)7864170
Email: whitepetals@gmail.com

FUNERAL CHECKLIST
Name of Deceased :_____________________________________________________________
Date of Death :_____________________________________________________________
Place of Wake :_____________________________________________________________
Interment Date :_____________________________________________________________
Contact Person :_____________________________________________________________
Account Chair :_____________________________________________________________

 Place of Wake
o Capacity
o Rates
o Family Room
 Capacity
 Ref
 Tables and chairs
 Water dispensers
 Is cooking allowed
o Restroom
o Floral Restrictions
o Noise restrictions
o Time Availability
o Parking for visitors
o Security
o Accessibility for public modes and transportation
o Available telephone lines
o Others

 Announcements and Obituaries

o Choice of newspaper
o Rates
o Date of publications
o Content of announcement

 Religious Rite or Service

o Date
o Time
 o Venue
o Type: pls, specify ___________________
o Minister/Pastor
o Sound systems
o Instrument requirements
o Other requirements

 Eulogies or Tributes
o Venue
o Date
o Time
o Program
 Flow
 Time allocation
 Physical set up
 Speakers
 Special numbers
 Sound systems
 Instrument requirement
 Other requirements

 Refreshments
o Type (choice of menu)
o During wake
o After Eulogies
o After funeral rites or interment

 Transportation Arrangements
o Available
o Rentals
 Cost
 Time Coverage

 Other Interment requirements

o Custom or Practice
o Brass band
o Coach, float or carriage

BASIC STEPS AND GUIDELINES IN PLANNING FOR A DEBUT PARTY

 Set the Date and Time

 Set a meeting with the parents and the debutante and plan out initially for the event
and set up the budget.
 Know the number of guests
 Set a theme or motif, if desired.
 Tap the venue and make temporary reservations
 Set a date for ocular visit with the celebrator and parents at the proposed party venue.
 Settle the contract for your services
 Upon approval or consent for the venue, make the appropriate reservations.
 Choose a caterer and the menu. Settle the contracts
 Make the program
 Know what ceremonies or numbers you are having.
 Know the persons and the number of participants that will be involved for the program
 Inform participants of their roles in the program
 Decide if they are having cotillions. If yes, tap the choreographer and set the rehearsal
schedules
 Tap the participants of the cotillion and inform them of the rehearsal schedules
 Choose a good program hosts
 Have the gowns made; know how many changes, which else apart from the debutante
will be provided with the gowns.
 Shoes
 Audio and Light systems
 Draft the invitation and have it printed upon finalization of the contents
 Consider other special effects or requirements as desired by the engagers
 Tap and choose your photographer or videographer. Know if there are special photo or
video shoots prior to the actual day.
 Choose the party souvenir and have it made or fabricated.
 Finalize the guest list and table assignments (if desired)
 Distribute the invitations
 Check with the developments on the preparation for the event
 Order the cake and note the arrangements for candles, delivery, size, etc.
 Consider special venue set ups other than that existing or provided by the venue.
 Choose the hair and makeup artists
 Schedule and have a trial makeup
 Know if the debutante shall require a venue closer to the party venue for purposes of
makeup and dressing before the affair. Make the appropriate reservations for the venue
 Arrange the transportation transfers
 Make the event flow
 Confirm and make the final check with the suppliers especially on ingress time and
deliveries
 Schedule a rehearsal
 Make the necessary adjustment if necessary after the final rehearsal.
 Be early enough on venue on the day itself for final checking and review.
 White Petals Events and Parties
No. 56 Gumamela St., Nomar III, San Bartolome, Quezon City
Tel: (02)4175568. (0920)4652890, (0917)7864170
Email: whitepetals@gmail.com
 DEBUT PARTY CHECKLIST

Name of Function :_____________________________________________________________

Date :_____________________________________________________________
Venue :_____________________________________________________________
Account Chair :_____________________________________________________________

 Guest List
o List of Guest
o Seat or table Assignments

 Venue
o Capacity: Floor Area and Dimensions
o Rates
o Considerations for:
 Provisions for stage
 Provisions for dressing room
 Guest area
 Dance floor
 Number of entrance
 Restrooms
 Existing audio and lights equipment
 Wattage Restriction
 Audio and Lights Restriction
 Ingress requirements and restrictions for suppliers
 Set up requirements and Limitations
 Provisions for platforms, tables, chairs, etc.
 Parking (valet, free, pay)
 Security
 Time Limitations
 Noise Limitations
 Gowns and Outfit
o Choice of Designer
o Designs
o Number of Changes
o Cost
o Provisions for a mannequin for photo shooting
o Shoes
 o Other persons to be provided for
o Accompanying Accessories

 Program
o Ceremonies to be included
 18 Roses
 18 Candles
 Cake Ceremony
 18 Treasures
 18 Toast/Shots
 Father and Daughter dance
 Cotillion
 Choreographer
 Cost of service
 Rehearsal Schedules
 Participants
 Choice of Music piece
o Special numbers
 Type of Numbers
 Participants
 Requirements
o Participants
o Information
o General rehearsal
o Time Duration
o Host
 Talent fee
 Script or Program flow
o Audio and Lights Requirement
o Special effects Requirement

 Food and Beverage

o Budget allocation and cost (per head)
o Choice of Menu
o Choice of Caterer
 Type of meal
 Type of set up
 Ingress of supplier
 Off prem equipment
 Provisions for tables, chairs, linens, cutleries etc.
 Corkage
 Staff
o Beverage arrangements
  Open Bar or Cash bar
 Drinks selection
 Staff
 Provisions for utensils, etc Off prem equipment
 Corkage
 Photo or Video
o Rates
o Service corkage
o Ingress time
o Proofs
o Staff
o Pre events shooting
o Signature frame
 Hair and Make up
o Rates
o Number of heads included
o Time of arrival
o Trial makeup and hair styling
 Cake
o Cost
o Design
o Flavour
o Size
o Provisions for 18 candles
o Boiled or fondant icing
o Fresh or Sugar flowers
o Time of Delivery
o Venue Requirement
 Physical set Up
o Venue layout and design
o Cost
o Balloon decorations
o Special floral requirement like corsages, bouquets, roses etc.
o Special property material requirements
o Set up restrictions
o Time of ingress
o Staff
 o Pull outs
 Social prints
o Cost
o Invitations
 Design and layout
 Distribution scheme
 Inserts
o Programs
 Design and layout
o Place cards
 Design and layout

 Audio and Lights System

o Rates
o Wattage requirements
o Staff
o Equipment to be provided
o Ingress time
o Special equipment
o Choice and selection of Music
o Slide show presentation, power point presentation, etc.
 White Petals Events and Parties
No. 56 Gumamela St., Nomar III, San Bartolome, Quezon City
Tel: (02)4175568. (0920)4652890, (0917)7864170
Email: whitepetals@gmail.com

SERVICE CONTRACT
FUNCTION DETAILS:

Name of Function :____________________________________________________________

Date :____________________________________________________________
Day :____________________________________________________________
Function Venue :____________________________________________________________
Time :____________________________________________________________
Theme/Motif :____________________________________________________________

Name of Engager :____________________________________________________________

Address :____________________________________________________________
Tel. Numbers :____________________________________________________________
Package Price :____________________________________________________________
Billing : Reservation Fee
Ref#_____________ Amount_______________ Date___________
Balance/Full Payment One (1) Week before the function
Ref#_____________ Amount_______________ Date___________

STANDARD ON THE DAY COORDINATION SERVICES

FOR DEBUT PARTIES

PRE FUNCTION

 Meeting with the engager for Final Planning Event Flow and Program details; other
details related for the function: Date___________________
 Submissions of Photocopies of Suppliers’ Contracts by the engager to White Petals
Events and Parties
 Final follow ups and confirmation with the event suppliers
 Presentation of time monitored EVENT FLOW
 Assistance in program preparation (optional and if necessary)
ON THE FUNCTION

 Presence of a team coordinator at the preparation venue Three (3) hours before
stipulated event time to check on the following:
o Photo and video ingress and initial shooting
o Pertinent materials related to the initial shooting
o Gowns check
o Ingress of hair and makeup artists and set up of debutante
 Transfer of favours and related materials to the function venue (i.e., signature frame,
guest book, ceremony materials and the like: floral decorations, gowns, cake, etc. are
not included under these agreements)
 Presence of coordinators in the function venue at least (2) hours before the stipulated
event time to check on the following:
o Ingress of all suppliers and fulfilment of contract agreements
o Final arrangements with the party venue
o Sound checks (system and host)
o Final rehearsal if necessary
o Final instructions for program hosts
o Set up of registration table
o Execution of floor plan
o Other pertinent details related to the function
 At the function, the coordinator shall:
o Direct guests towards their assigned seat and tables
o Identify program and ceremony participants
o Coordinate and monitor program flow
o Monitor music specifications
o Number gifts
o Distribute ceremony paraphernalia and the like
o Distribute favours
o General coordination of event with the reference event flow
o Oversee crew meals, etc.
 After the event, the coordinator shall:
o Take charge of the packing excess food (acc. to contract provisions)
o Packing OR serving of Cake
o Check on Final payments
o Surrender paraphernalia used in the event (after program end)
o Turn-over of gifts (after program end)

OTHER REQUIREMENTS:
TERMS AND CONDITIONS:

1. The engager agrees to pay for the price coverage stated above.
2. White Petals Events and Parties shall charge the engager on the amount covering the
above; any additional requirement shall be covered by a new contract.
3. Additional requirement from the engager shall be accommodated 7 days prior to the
function date. Reduction in the coverage shall be allowed ( ) days prior to the function
date.
4. Snacks and venue rentals for meetings shall be shouldered by the engager.
5. Transportation from out of town ocular visits shall be provided by the engager.
6. Coordination services terminate at the culmination of the party program or surrender of
the event paraphernalia which ever take last.
7. The engager removes liability on the part of the White Petals Events and Parties after
surrender of the paraphernalia used in the debut party and program.
8. Payments shall be made in cash or in checks payable to Mary Anne Eupena/ Cash/ White
Petal Events and Parties
9. The engager agrees to pay 50% of the package price upon signing of the contract. Full
payment must be made one (1) week before the function date.
10. The engager shall pay 50% of the covered price if cancellation of a confirmed booking is
made 60 days before the function; 75% if made 20 to 31 days before and full amount of the
package price if made 30 days or less before the function, unless the function is merely
postponed or if the engager compensates by booking a new function within 50 days.
Notice for postponements shall be allowed 15 days prior to the original function date.
Notices made 14 days and below the original function date nullifies the agreements under
these contracts.
11. Deposits made in any amount are non refundable regardless of the 60 days allowance.
12. No Contract, No Full payment, No Function.
13. The courts of Quezon City shall have sole jurisdiction over any dispute that may arise
between the parties under this contract.

___________________________ ___________________________
White Petals Events and Parties Engager/s
Date:______________________ Date: _______________________

BASIC STEPS AND GUIDELINES IN ORGANIZING A KIDDIE PARTY

 Set the date and time of the party

 Set a budget
 Have a theme for the event
 Prepare the Guest list
 Look for an appropriate venue that will fit into the theme and accommodate the
number of Guests.
 Make the necessary reservations for the venue.
 Tap possible party suppliers and make the reservations. Point out special requests as
early as possible.
 Prepare the invitations and have them sent out.
 Look into the party program and see the other requirements it will need. Purchase and
prepare these early enough.
 Prepare the party favours, tags, and other items ahead of time.
 Have a good choice for the menu. Try to separate adult meals from the kids. Know if
you are considering hiring a caterer for the event.
 Look into sounds requirements.
 Don’t forget the child’s clothes or costume.
 Have people create a good set design for the party venue.
 Check on souvenir photo shots and the like.
 Have a birthday Cake.
 Know any other activity you might have to enhance the party.
 Post Event Activity.

White Petals Events and Parties

No. 56 Gumamela St., Nomar III, San Bartolome, Quezon City
Tel: (02)4175568. (0920)4652890, (0917)7864170
Email: whitepetals@gmail.com
 CHILDREN’S PARTY CHECKLIST
Name of Function :________________________________________________________
Date :________________________________________________________
Time :________________________________________________________
Venue :________________________________________________________

Account Chair :________________________________________________________

 Theme _____________________________
o Description
 Venue
o Floor area
o Capacity
o Amenities
o Illumination and Ventilation
o Rental Rates
o Considerations for the following:
 Parking
 Security
 Restrooms
 Dressing rooms
 Area provisions for food preparation, set up, etc.
 Built in lights and sounds
 Rental duration
 Ingress for suppliers
 Program and Games
o Party Host or Clowns
o Magicians
o Program flows
o Face paints
o Games
 Please specify
 Foods
o Kiddie Menu
o Adult menu
o Set up equipment
o Beverage requirement
o Ice Cream
  Invitations
o Design
o Distribution

 Venue Design and Set up

o Tables and Chairs
o Balloon arts
o Special set up
o Banners and streamers
o Buntings
o Etc.

 Sounds System
o Basic equipment required
o Choice of Music

 Party Favour
o Hats and tags, etc.
o Number
o Contents
o Distribution

 Cake
o Size
o Design
o For serving?

 Dress code or Costume

BASIC STEPS AND GUIDELINES IN CONVENTION PLANNING

 Meet with the sponsoring organization and clarify subject or topic.

 Tap venue for convention and accommodations
 Make the initial project lay out and proposal
 Single out potential speakers and alternatives
 Create a working team
 Create the working time table
 Make tentative reservations with the suppliers
 Finalize details with the sponsoring organization
 Start tapping sponsors
 Create the different funding committees.
 Send out letters of invitation for the resource speakers and make the necessary
confirmations.
 Tap the target attendees of the event
 Look into venue capacity
 Conceptualize advertisements and promotional schemes
 Make final reservations and discuss details with the event suppliers
 Start initial marketing schemes
 Start selling the event to sponsors and attendees
 Check every now and then with the developments of the events.
 Look into the other details like transportations, sounds and lights, food and
beverages, attendees’ kits, etc.
 Make sure that the print advertisements and other forms of promotions have
aired or started way in advance and have a team check on the development and
initial response.
 Souvenir programs should be in your hands at least two weeks before the event
 Program sponsors booths in manner that the convention will not look like a
typical market.
 Security check
 Convention visual paraphernalia must be given care and attention
 Check for contingency measures in case some things happen
 Collection schemes check especially final payments
 Review all pertinent documents i.e., contracts, plan, etc. A month before the
event.

White Petals Events and Parties

No. 56 Gumamela St., Nomar III, San Bartolome, Quezon City
Tel: (02)4175568. (0920)4652890, (0917)7864170
Email: whitepetals@gmail.com

CONVENTION/ASSEMBLY CHECKLIST
Name of event :_______________________________________________________
Sponsoring Group :_______________________________________________________
Dates :_______________________________________________________
Time :________________________________________________________

Account Chair :________________________________________________________

 Subject or Topic______________________________________________________
 Guest Speakers
o Availability
o Assigned topic
o Invitations and confirmations
o Accommodation requirements
o Transportation requirements
o Fees and Honoraria
o Lecture Requirements
o Extra heads
o Others
 Venue
o Capacity, size
o Rates
o Accessibility
o Amenities
o Venue considerations for:
 Floor area
 Provisions for a stage
 Provisions for areas for supplier and working committees
 Built in sounds and lights systems
 Seminar equipment
 Traffic design
 In house catering services
 Parking
 Ventilation and illumination
 Security
 Number of entrance
 Restroom available
 Suppliers ingress restrictions
 Time restrictions
 Others

 Promotions and advertisements

 o Banners and streamers
 Design and layout
 Materials
 Cost
 Strategic positioning
o Radio and Television
 Rates
 Contents and layout
 Endorsee
 Cost
 Duration of promotion
o Print advertisements
 Rates
 Size
 Concept and design
 Poster, Flyer, Newspaper
 Duration of Advertisement
 Cost

 Funding Schemes
o Sponsors
 Letters and Folios, contents and conditions
 Promotional giveaways
 Collection scheme
o Souvenir program
 Letter of sponsorship
 Selling rates
 Cost of Printer
o Ticket selling
 Amount

 Secretariat
o Program proper
 Host
 Intermissions
 Duration and Management
 Attendee’s Kits
 Communications
 Food
o Choice of Hotel
o Rates
o Reservations
o Transfer Arrangements
 o Security

 Lights and Sound

o Cost
o Equipment
o Services
o Others

WHAT SHOULD BE IN YOUR COORDINATOR’S KIT:

 Needles
 Thread
 Adhesive tapes
 Pins
 Markers
 Matches
 Batteries
 Staplers and Staple wires
 Cue card/small cardboard cards
  Post-it pads
 Bond papers
 Scissors
 Cutters
 Hand Gel
 Hair Gel
 Tissue papers
 Wet tissue papers
 Paper clips
 Hair clips
 Ball point pens
 Glue gun and Glue sticks
 Quick dry glue i.e., mighty bond
 Comb and hair brush
 Face powder or baby powder
 Soft scent cologne
 Dental Kit
 Basic Handy Tools i.e., Pliers, Screw drivers

White Petals Events and Parties

No. 56 Gumamela St., Nomar III, San Bartolome, Quezon City
Tel: (02)4175568. (0920)4652890, (0917)7864170
Email: whitepetals@gmail.com

WEDDING PLANNING TIME TABLE

12 MONTHS TO 10 MONTHS BEFORE:
_____ Traditional Pamamanhikan or Pedida de Mano
_____ Engagement Rites or Ceremony
12 MONTHS TO 9 MONTHS BEFORE:
_____ Scout for Wedding Ceremony venue/Reservations
_____ Scout for Wedding reception Venue/Reservations

9 MONTHS TO 6 MONTHS BEFORE

_____ Choose Wedding Couturier
_____ Scout for Tailor
_____ Start making the Guest list
_____ Start preparing the Entourage List
_____ Decide on the Motif Colour
_____ Decide on Wedding theme
_____ Tap Suppliers’ list

6 MONTHS TO 3 MONTHS BEFORE:

_____ Finalize Guest List
_____ Finalize Entourage List; inform participants esp. Padrinos and Madrinas
_____ Choose wedding ring designs and have it made
_____ Choose Photographer and Videographer
_____ Choose your Florist
_____ Finalize plans with the Ceremony Venue
_____ Finalize plans with the Reception Venue
_____ Choose and decide on your cake

4 MONTHS BEFORE:
_____ Secure necessary Marriage License from the City or Municipal Marriage License Office.

3 MONTHS BEFORE:
_____ Finalize Ceremony Flow and Songs
_____ Discuss wedding reception Program
_____ Choose on wedding favours and have it fabricated
_____ Draft invitations and necessary printed forms and have it printed
_____ Plan out Honeymoon
_____ Finalize on your wedding photographer and videographer
_____ Finalize with your wedding florist
_____ Follow up on ceremony and reception venues and settle for event orders
_____ Follow up on suits or barongs and gowns; schedule fittings
_____ Choose and decide on singers and musicians
_____ Choose and decide on Make-up Artist and Hair Stylist
_____Settle Transportation

2 MONTHS BEFORE
_____Starts distributing invitations
_____Follow up on wedding rings
_____Finalize event flow and reception program
_____Fittings
_____Finalize honeymoon plans
_____Secure Wedding Favours
_____Secure other printed forms

1 MONTH BEFORE
_____Despedida de Soltera
_____Review Suppliers Contracts
_____ Choose and secure Shoes
_____ Check on bridal Accessories
_____ Secure wedding rings and other necessary jewellery pieces
_____ Submit necessary papers to church

2 WEEKS BEFORE
_____ Secure Gowns and Bridal Accessories
_____ Secure Coats and Barongs
_____ Family Dinner to finalize the flow of the event and for acquaintances
_____ Start distributing necessary outfits

1 WEEK BEFORE
_____ Stag Party
_____ Shower Party
_____ Review Contracts and Final Payments
_____ Have necessary Facial treatments

4 DAYS BEFORE
_____ Have necessary Haircuts and nail treatments
_____ Final reminders with all suppliers and participants

1 DAY BEFORE
_____ Go to Confession (for Catholics)
_____ Have a Good night Sleep

ON THE DAY ITSELF

_____ Have a good breakfast
_____ Enjoy the moment
THE CEREMONY VENUE
 Type of service
o Catholic
o Christian and Protestant Denominations
o Muslim
o Hindi, Chinese, etc.
 Papers/Documents Requirements
 Common Venues:
o Churches
o Hotels, Clubhouse, Special Venues
o Gardens
o Non-traditional Venues
o Etcetera
 Included Amenities
o Officiating Person
 o Flowers and Decorations
o Carpet
o Singer/Choir/Music
o Other Amenities
 Parking
 Accessibility
 Security
 Restrooms
 Lounge for Entourages members
 Etcetera
 Restrictions
o Decorations
o Sounds and Music; restriction for repertoire
o Order or rites; procession, etc.
o Photographers, video, etc.
o Coordinators
o Number or entourage participants

THE RECEPTION –VENUE AND FOOD

 In house Caterer or Off site Caterer
 Guest Capacity
 Age Range of Visitors
 Type of Food Service
o Buffet
o Plate service
o Laureate
o Others
 Included Amenities
o Tables and Chairs
o Set-up and Floor planning
o Number of waiters
o Cake
o Special Inclusions
 Preparation venue
  Bridal Car
 Floral Decorations
 Special Treats like parades, musicians, dinners etc.
 Other Important Notes
o Security
o Restrooms
o Time Durations
o Parking
o Provisions for Offsite Suppliers like Florist, photo video etc.
 Restrictors
o Decorations
o Sounds
o Food
o Photo and Video
o Cake
o Wine
 Beverage requirements and Limitations
 Rates
o Standard rates
o Other charges
o Corkage
o Tips
 Common Venues for Wedding Receptions
o Hotels, Restaurants
o Caterers Venues
o Country clubs (houses) and Gardens
o Resorts
o Non- Traditional venues
o Plotting a venue for both Ceremony and Reception
o Popular out of town Venues

THE GOWNS
 Choice of a Couturier
 Option for a second Dress maker
 Choice of Styles and designs
o With or without trains
 Choice of materials
 Who will be provided with other than the bride
 Special Accessories
o Pillows
o Secondary veil
 o Cord
o Coins
o Tiaras
o Gloves
o Pouch bags
o Others
 Fitting schedules
 Cost and Rates
o Mode of payment
 Delivery Date
 Provision for Mannequin
 Others

THE BARONG TAGALOG, COAT, SUIT OR TUXEDO

 Choosing the appropriate attire for the male members of the entourage according to
the venue, time etc.
 Who will be provided for other than the groom
 Accessories
 Choice of Tailor or Suit maker
 Options of tailor or suit maker
 Options for a second tailor or suits maker
 Type of materials
 Fitting schedules
 Cost and Rates
 Deliveries
 Others

HAIR AND MAKEUP

 Choice for a separate Hair and Makeup Artists or combined both in one person.
 Option for a second artist
 Who will be provided for apart from the bride.
 Cost and rates
 Tips on hair and makeup for the modern bride
 Time of ingress and arrival
 Number of heads
 Importance

CAR RENTALS
 Necessity of transportation rentals
 Models to choose from
 Cost and rates
  Time duration of rental
 Who else apart from the Groom and Bride will be provided with special modes of
transportation

TRAVEL AGENTS
 Choice of destination
 Special honey moon packages
 Cost and rates

ENTERTAINMENT/PROGRAM HOST
 Necessity for service
 Amenities
 Requirements for stage, sound system, etc.
 Cost and rates
 Restrictions of host venue
 Traditional or Non traditional Hosts
 Type of program
 Variations of Wedding games

FLORIST
 Areas of coverage of Set up and Design
o Preparation Venues
o Ceremony Venues
o Reception Venue
o Entourage
o Other Requirements
 Budget Allocation
 Choice of floral materials
 Florists Provision for off prem property materials.
 Existing packages
 Mode of Delivery
 Set-up requirements
 Restrictions of Host Volume
 Traditional or Non traditional

BALLOON DECORATIONS
  Necessity of Service
 Areas of Coverage
o Ceremony venue
o Reception Venue
 Type of Materials
 Budget Allocations
 Costs and Rates
 Deliveries
 Restriction of Host Venues

SPECIAL EFFECTS
 Themes
 Candles
 Butterflies
 Confetti
 Bubbles
 Balloons
 Fog machines
 Lights effects
 Audio Visual Presentation
 Cost and Rates
 Host Venue Restrictions

MUSICIANS/SINGERS/CHOIR
 Necessity of service
o Ceremony
o Reception
 Choice and Option
o Singer
o Musicians (duo, trio, quartet, quintet, etc.)
o Choir
 Repertoire
 Availability of Instrument and Sounds Equipment
 Rates and Costs
 Number of Heads
 Others

PHOTOGRAPHER AND VIDEO SPECIALIST

 Packages
o Traditional
o Non-traditional
  Reservations Requirements
 Type of service
 Duration of service
 Number of staff
 Number of cameras
 Costs and Rates
 Requirements for electricity, etc.
 Gallery shooting
 Pre Nuptial Shooting
 Signature frames
 Delivery dates

AUDIO AND LIGHTING SYSTEMS

 Necessity of service
 Package inclusions
 Costs and rates
 Wattage requirements
 Number of staff
 Ingress time
 Amenities
o Number of Microphones and stands
o Selection of music pieces

JEWELLERS
 Choice of Wedding Rings
o Material
o Design
o Weight
o Etc.
 Cost and Payment mode
 Pick up date
 Other jewellery pieces

SOCIAL PRINTERS
 Items for printing
o Invites
o Inserts
 Listing of Entourage members
 Announcement of a Bridal Registry
 Announcement for Money gifts
 Maps
  Others
o Rites
o Program
o Menu and Place cards
o Others
 Costs and Rates
 Deliveries
 Other important notes

SOUVENIRS/FAVORS
 Appropriate for the wedding theme
 Budget allocations
 Types of Flavour
o Traditional keepsakes
o Modern day favours
o Non traditional favours
o Sponsors gift
o Etc.
 Costs
 Deliveries
 Options for Charity
 Packaging
 Distribution
BASIC STEPS IN PLANNING FOR A GRAND OPENING

 Meet with the contact person of the company and discuss with them their initial plans
for the event (surely they have ideas of their own, remember to respect that)
 Once the target date and time is set, you can make a feasibility study for the event:
number and target guests and visitors, food serving (cocktails or formal meal),
programs, special guests, parade/motorcade, fashion show, audio and lights, special
effects, physical arrangements, print materials, promotional activities, photo and video
coverage, souvenirs etc.
 Consider religious and cultural practices, as desired or required by your client
 Formulate a working staff and give them designations especially for canvassing of items
and materials for the event; tap the suppliers and ask for formal quotations for purpose
of comparison
 Make a proposal with costing and allocations and present them to the client
 Meet with the client for the contract signing
 Once the contract has been settled, you can start finalizing the workloads and
designations of your working staff. Make sure you keep a time table of every
assignment
 Start contracting special guests
 Start the printing of materials especially invitations and have them distributed
 Finalize details with your suppliers and make sure that you have clearly discussed
matters with them
 Prepare a final event flow of the event
  Set a meeting with your client’s way ahead of time to discuss with them the event flow.
Should there be significant changes, make sure that they compensate for such or you
should clearly tell them that these changes will hamper the plan that was earlier set
out. Make sure new agreements are covered by new contracts or agreements
 Set up a meeting with the working staff and detail the event flow
 Schedule a rehearsal or dry run, if possible.
 Make the final confirmations with your suppliers especially with their ingress time on
the day of the vent.
 Everything should be settled two hours before the target time of event

White Petals Events and Parties

No. 56 Gumamela St., Nomar III, San Bartolome, Quezon City
Tel: (02)4175568. (0920)4652890, (0917)7864170
Email: whitepetals@gmail.com

INAUGURATION CHECKLIST
Name of Function :___________________________________________________________
Date of Event :___________________________________________________________
Venue :___________________________________________________________

Account Chair :___________________________________________________________

 Date of Inauguration ______________________________

o Time
o Conflicts, etc.
 Rites or Service (if desired)
o Please Specify ______________________________
o Name of Officiating person _____________________________
o Requirements for Rite or Service ________________________________
 Venue of Event
o Actual size for Rite or Service
o ____ indoor or ____ outdoor
o Number of Entrance
o Security of area
o Parking for Guests and Visitors
o Available Restrooms
o Space Provision for:
 Catering service set up
 Stage
 Backstage
 Guests area
 Audio and Lights System
 Registration and event team tables
 Wattage Limitations
 Noise control
 Etc.
 Audio and Lights Systems
o Type of service
o Ingress
o Disc Jockey
o Selection for music
o Area needed for control panel
o Special Lights Effects i.e., follow spots, laser projectors, a.v.p etc.
o Wattage requirements
 Program
o Media coverage
o Ribbon cutting
 Physical set up
 Guest of Honour
 Invitations
 Tokens and Honoraria
 Further requirements
o Type of Show
 Program host
 Program flow and Duration
 Rehearsal schedules
 Performers and Artist
 Honoraria and Talent fees
 Physical Arrangements
o Actual Venue Design and Layout
o Balloon decorations
o Floral decorations
 o Tables and Chairs
o Contingency set up for outdoor to indoor emergency transfers
o Existing light and Audio Provisions
o Trash Control
o Engineering team
 Secretariat
o Number of Guests
o Printed materials
o Distribution of invitations
o Letters of invitation for special guests
o Confirmation for special guests
o Contact for Guest Performers and Artists
o Registration
o Event Communications
o Tokens and Giveaways
 Finance
o Budget design and Allocations
o Funding
o Sponsorships
o Suppliers contracts and Payment scheme
o Fees and Honoraria
o Etc.
 Food and Beverage
o Beverage
 Choice and selection for Drinks
 Open bar or cash bar
 Staff
 Off prem equipments
 Bar set up requirements
o Food
 Choice of set up
 Choice of menu
 Set up requirements i.e., tables, chairs, linens, utensils etc.
 Off prem requirements
 Number of staff
 Time of Ingress
 Trash Control
 Promotions and Advertisements
o Print Advertisements
 Newspaper
 Choice of newspaper
 Column size or line
 Cost
  Design and layout
 Flyers
 Design and layout
 Areas of Distribution
 Distribution of Schemes
 Banners and streamers
 Design and layout
 Material
 Costing
 Strategic positioning
o Parade or Motorcade
 Vehicles
 Mascots or Artists
 Traffic Control and Route
 Balloons and other effects
o Televisions Advertisements
 Rates
 Contents and concept
 Endorsing Artists
 Fees and Honoraria
 Ads Duration
o Radio Advertisements
 Air time rates
 Contents of Advertisements
 Duration
BASIC STEPS AND GUIDELINE FOR BAPTISMAL CEMEBRATIONS

 Set the date and time

 Prepare the Guest list
 Identify sponsors of the event
 Make sure that the engagers have told there would be sponsors of their roles for the
event. It is their job.
 Make the appropriate reservations for the ceremony: venue, official and time
 Discuss with the engager the plans for the reception
 Tap the venue and caterer for the reception. Set the menu.
 Prepare the favours
 Check on details and requirements for the ceremony
 Finalize with the ceremony and reception venues a few days before the event.
 Check for souvenir photo or video
 Childs clothes are important
 Balloons and banners
 Have a welcome cake for the child
 Over see payments for both venues
 White Petals Events and Parties
No. 56 Gumamela St., Nomar III, San Bartolome, Quezon City
Tel: (02)4175568. (0920)4652890, (0917)7864170
Email: whitepetals@gmail.com

CHRISTENING CHECKLIST

Name of Function :_________________________________________________________

Date :_________________________________________________________
Time :_________________________________________________________
Venue :_________________________________________________________

Account Chair :_________________________________________________________

 Ceremony Venue
o Requirements
o Listing of Sponsors
o Venue Enlisting
o Requirements
o Parking and Security
o Restrictions
 Guest List
o Number of actual guest
o Number of sponsors
 Invitation
o Choice of design
 o Distribution
 Food and Beverage
o Choice of menu
o Choice of caterer
o Consideration for a beverage bar
o Off prem equipment of caterer
o Welcome Cake
o Staff attendants
 Reception Venue
o Capacity of place
o Indoor and Outdoor
o Considerations for:
 Built in sounds system and lighting
 Parking
 Security
 Restroom
 Set up restrictions
 Accessibility
 Electricity fee for outside photo and video equipment, sound, etc.
 Corkage fees
 Photo or Video
o Cost of service
o Service coverage
o Number of staff
o Galleries
 Childs clothes
o Traditional
o Non-traditional
 Set ups
o Balloons
o Banners
 Favours
 Transportation Arrangements