LETTER OF INTENT

January 31, 2022

MS. GEMMA S. PRILA

Chairperson
Tour Guides and Tour Operators Association in Bicol

Dear Ma’am;

Greetings of Peace and Prosperity!

Thank you for the time you have given in allowing us to discuss with you the opportunity to provide you our
services on your “5 days Regional Conference for Tour Guides and Tour Operators in Bicol” on July 10-14, 2022
at Villa Caceres Hotel, Magsaysay Avenue, Naga City. We assure that our company will give you an excellent
services and make sure your guest will learn and enjoy.

We hope that you would take time to review this letter and we hope to hear back from you soon, our contact
information is attached below. Thank you so much and God bless!

Your’s truly,

MARIEL JOY I. AZON

Event Chairman
M.A. Rel-Event Company
marelevent21@gmail.com
09076352637
 COMPANY PROFILE
(M.A. REL-EVENT COMPANY)

About us
M.A. Rel-Event Company is your best solution for your event planning, coordination management needs.
We have been in business for over a decade consisting of best event managers and analysts providing you the best
experience for your special occasions and important events. Our team of highly professional skilled event managers
will make your events memorable and will make sure your guest to learn and enjoy. Establish in 2010, the
company was started by six friends. The success of their events did not end unnoticed. Instead, it gave birth to
numerous inquiries and booking. From then onwards, they give focus to event management and made it into a
business. Now, they have managed events to famous branches for these have become their clients.

Our Mission
To be a world-class event company that delivers worthy, goal-driven services while immersing on the superb
and peculiarities of our client’s project.

Our Vision
To guarantee clients fulfillment and loyalty as we delivers personal and superb experiences that are beyond
expectation and to create a long-term harmonious relationship by consistently providing magnificent services that
creates an over-all extraordinary event experience.

Our Services
 Interior and Landscape Design
 Program Arrangement
 Audi-Visual
 Catering Services
 Security

We specialize in
 Corporate events and meeting planning
 Conferences, seminars and conventions
 Fundraisers and dinner galas
 Long service awards and staff recognition events
 Silent and Live Auction
 Ground breaking and building opening
 Christmas parties and themed events
 Media and PR events
 Private events and celebration

Awards (2019-present):
 2019 Elite Business and Leadership Awards
 The International IT-BPM Summit Event Marketing Award 2019
 Puregold Best Event Company Award 2021
 2020 Stevie Winner for Sales and Costumer Service

For inquiries, you may contact us at:

Email address:marelevent21@gmail.com
Phone: 09076352637 (TNT)
Instagram, FB, Twitter, LinkedIn: M.A. Rel-event Company Official

INTRODUCTION
 5 days Regional Conference for Tour Guides and Tour Operator in Bicol
July 10-14, 2022
Villa Caceres Hotel, Magsaysay Avenue, Naga City

The 5 days Regional Conference for Tour Guides and Tour Operator in Bicol is a gathering of tour guides
and tour operators around the region to discuss various practices in their field especially in this time of pandemic.
For this year’s conference, it has a theme “Katuwang sa Paglalakbay “ It will be held on Villa Caceres Hotel,
Magsaysay Avenue, Naga City on July 10-14, 2022 to be participated by 1000 participants across the Bicol region.

The registration fee is Php 5, 000.00 each participant. It included the 4 night hotel accommodation, foods, ID and t-
shirts, conference guide book, workshop materials and certificates. The participant shall arrange and pay their own
transportation from and to venue. The management will provide a free shuttle service for the last day tour to
participants. For accommodation, participants must check-in on the hotel before on the first day of event.

During the conference, participants must wear the prescribed attire. The management will arrange a health
care service provider solely for the purpose of first aid. The management will also arrange a security by the support
of local PNP. Tour for the last day will be around Pili-Naga City.

WORK PLAN/GANTT CHART

ACTIVTIES APRIL MAY JUNE JULY

PRE-EVENT
 PLANNING
-Set team
-Establish list of participants April 10-17,
-Define and Prepare detailed agenda 2022
-Determine time and budget
 VENUE
-Research Review/Visit, Select and book venue April 18-25,
2022
 INVITATION
1.Create invitation documents
1.Prepare, send-out and monitor responses of
speakers and participants
April 25-May 25, 2022
Travel and accommodation
1. Collate and Book travel & accommodation May 26-June 5, 2022
2.Arrange local transportation
Support materials June 6-14, 2022
1.Identify, produce and duplicate materials
2.Assemble packs
Organize catering
1.Identify and hire caterers
2.Headcount estimate
4.Agree menus for meal
4.Final headcount check June 15-24,
Organize equipments 2022
Final run-up
1.Set up equipment and support materials
3.Check rooms and seating, catering, equipment, June 25-July 9, 2022
materials, décor and other facilities
DURING EVENT
1.  Last-minute rechecks  July 10-14,
-Speakers/Participants,  Breaks, Catering 2022
-Commence the Event
POST-EVENT
1.Post-Event Communication July 15-20,
2.Saying Goodbyes 2022
3.Analysis

PARTICULARS DUTIES AND RESPONSIBILITIES

WORKING COMMITTE
CHAIRMAN  Convening a committee, setting meetings and agendas
 Supporting the development and Creating an event plan
 Coordinating and supporting the flow of information/communication
between committees
 Evaluating the Event Plan
 SECRETARIAT  Identifying needed human and monetary resources
 Creating a planning time line
 Coordinating performer contracts and program budget
 Coordinating rehearsals and stage management
 Be stage hands, MCs, stage managers
LOGISTICS  Supporting the Development and Creating of a Decorating and Food
plan
 Set up and Decorating
 Kitchen production and Serving
 Production (prep, completion, packaging, transport)
 Grocery shopping
FINANCE  Supporting the development and Creating a Funding Plan/Budget
 Creating Purchase Requests
 Tracking all expenditures
 Setting ticket cost and process
MARKETING  Supporting the development and creating of a Marketing plan
 Documenting activities every day of event
 Creating flyers, posters, tickets. etc.
 Writing press releases

2022 CAMARINES SUR YOUTH LEADER’S CONVENTION

March 26-30, 2022
Villa Caceres Hotel, Magsaysay Avenue, Naga City, Philippines
Theme: “Engage Youth, Empower Youth”

Day 1 Day 2 Day 3 Day 4 Day 5

4:00am-9:00am- Arrival, 6:00 am-8:00am-Breakfast 6:00 am-8:00am- 6:00 am-8:00am- 6:00 am-8:00am-
Registration Processing, 8:00am-9:00am- Arrival Breakfast Breakfast Breakfast
and Check-in of and Registration 8:00am-9:00am- Arrival 8:00am-9:00am- Arrival 8:00 am-12:00am-
 Participants at Villa
Caceres Hotel
9:00am-10:00 am-Opening
Ceremony
 Entrance of Colors
 Singing of
National Anthem
 Invocation
 Formal Opening
by Mr. Ronald
Gian Carlo L.
Cardema, NYC
Commissioner-in-
Charge
 Welcome Message
on behalf of Host
City by Hon. Son
Legacion, Naga
City Mayor
 Welcome Message
on NYC
Commissioner
Representing
Luzon by Mr.
Laurence Anthony
D. Diestro
10:00 a.m.-10:15am-Snacks
10:15am-10:30am-
Introduction of the Resource
Speaker 1
10:30-11:30 am-Message of
Resource Speaker 1
11:30 am -12:00nn-Open
Forum
12:00 pm -1:00pm-Lunch
1:00pm-1:15 pm -Ice
Breaker (Solidarity Dances)
1:15 pm -1:30 pm -
Introduction of the Resource
Speaker 2
1:30 pm -2:30 pm -Message
of Resource Speaker 2
2:30 pm -3:00pm-Open
Forum
3:00 pm -3:15pm-Snacks
3:15 pm -3:30 pm
Introduction of the Resource
Speaker 3
3:30 pm -4:30 pm -Message
of Resource Speaker 3
4:30 pm -5:00 pm -Open
Forum
5:00pm onwards-Dinner
9:00am-10:00 am-Opening
Ceremony
 Singing of
National Anthem
 Invocation
 Formal Opening
by
 Ice
Breaker(Solidarit
y Dances)
 Recapitulation
for Day 1
10:00 a.m.-10:15am-
Snacks
10:15am-10:30am-
Introduction of the
Resource Speaker 4
10:30-11:30 am-Message
of Resource Speaker 4
11:30 am -12:00nn-Open
Forum
12:00 pm -1:00pm-Lunch
1:00pm-1:15 pm -Ice
Breaker(Solidarity
Dances)
1:15 pm -1:30 pm -
Introduction of the
Resource Speaker 5
1:30 pm -2:30 pm -
Message of Resource
Speaker 5
2:30 pm -3:00pm-Open
Forum
3:00 pm -3:15pm-Snacks
3:15 pm -3:30 pm
Introduction of the
Resource Speaker 6
3:30 pm -4:30 pm -
Message of Resource
Speaker 6
4:30 pm -5:00 pm -Open
Forum
5:00pm onwards-Dinner
and Registration and Registration Tour around Pili-
9:00am-10:00 am- 9:00am-10:00 am- Naga
Opening Ceremony Opening Ceremony -Snacks
 Singing of  Singing of 12:00nn-1:00pm-
National National Lunch
Anthem Anthem 1:00pm onwards-
 Invocation  Invocation Check-out
 Formal  Formal
Opening by Opening by
 Ice  Ice
Breaker(Solidar Breaker(Solidar
ity Dances) ity Dances)
 Recapitulation  Recapitulation
for Day 2 for Day 3
10:00 a.m.-10:15am- 10:00 a.m.-10:15am-
Snacks Snacks
10:15am-10:30am- 10:15am-10:30am-
Introduction of the Summation and Formal
Resource Speaker 7 Closing by
10:30-11:30 am-Message 10:30-12:00 nn-
of Resource Speaker 7 Awarding of Certificates
11:30 am -12:00nn-Open to Resource Speakers
Forum Awarding of Certificates
12:00 pm -1:00pm- to Participants
Lunch 12:00 pm -1:00pm-
1:00pm-1:15 pm -Ice Lunch
Breaker(Solidarity 1:00pm-1:15 pm -
Dances) 1:00pm-5:00pm-
1:15 pm -1:30 pm - Preparation for Send-off
Introduction of the night
Resource Speaker 8 5:00pm -7:00pm-Dinner
1:30 pm -2:30 pm - 7:00pm onwards- Send-
Message of Resource Off Night
Speaker 8  Awarding of
2:30 pm -3:00pm-Open Outstanding…
Forum  Closing Ritual
3:00 pm -3:15pm-Snacks  Evaluation
3:15 pm -3:30 pm  Exit of Colors
Introduction of the
Resource Speaker 9
3:30 pm -4:30 pm -
Message of Resource
Speaker 9
4:30 pm -5:00 pm -Open
Forum
5:00pm onwards-Dinner
 FINANCIAL PLAN
PROJECT TITLE: 5 days Regional Conference for Tour Guides and Tour Operator in Bicol
DATE: July 10-14, 2022
LOCATION: Villa Caceres Hotel, Magsaysay Avenue, Naga City
PROJECTED NUMBER OF ATTENDEES: 1000 tour guides/tour operators
PROJECTED INCOME AMOUNT
Registration Fee Php 5, 000,000.00
Sponsors Php 300,000.00
TOTAL PROJECTED INCOME Php 5, 300,000.00

EXPENSES AMOUNT
Food Php 1, 000,000.00
Manpower Php 500,000.00
Venue Php 50,000.00
Backdraft and Design Php 50,000.00
Sound System Php 50,000.00
Secretariat Supplies Php 30,000.00
Transportation Php 500,000.00
Accomodation Php 500,000.00
Entertainment Php 30,000.00
Resource Speaker Php 30,000.00
Medics Php 10,000.00
Event Marshall Php 30,000.00
Tour Packages Php 100,000.00
Workshop Kits Php 300,000.00
T-shirts Php 200,000.00
TOTAL Php 3, 380,000.00
CONTINGENCY(10%) Php 338,000.00
TAX(12%) Php 405,600.00
 TOTAL EXPENSES Php 4, 123,600.00

AMOUNT
PROJECTED INCOME Php 5, 300,000.00
TOTAL EXPENSES Php 4, 123,600.00
TOTAL INCOME Php 1, 176, 400.00

CONTRACT

Amount

The total professional fee for the services is Php 500, 000.00

Terms of payment

The client shall pay 50% of the total contract fee upon approval of this agreement and shall pay the remaining 50%
after the program, on the day of the event itself.

Cancellations and Modifications

Any cancellation or modifications shall be with writing. Any cancellation within 5 days before the event shall non-
refundable.

Governing Law

This agreement shall be governed by and construed in accordance with the laws of the Republic of the Philippines

Judicial Action

Any action or dispute arising from or brought under this agreement shall be filed with the proper court in the
Philippines

Confidentiality

Any information that any party acquire herein in this agreement shall be recognized as a confidential information
and shall keep confidential and shall exercise the same care required by law.

____________________________________
Client’s Signature over Printed Name
___________________________________
Contractor’s Signature over Printed Name

CONTINGENCY PLAN
Problem Cause Contingency Plan
Failure of sound people tripping over wires, faulty -Have a back up sound system
systems equipment and electrical -Include people with skills to fix
connections, missing components.

Failure of VIP's to VIP may cancel at the last moment. -Make plans and instruct staff to continue the event
arrive on time programme rather than delay it
-Identify and use other people in the event
management team or other guests who can step into to
make a presentation if necessary
Inclement weather Particularly affects outdoor event -Make the activities relocate to sheltered areas.
Event staff who go chance meeting with an old friend, -Have a "Troubleshooter"
missing treatment of an injury, confusion, -Roster more staff
and toilet and refreshment breaks.
Breakages and Breakages and losses could -Have a "Troubleshooter"
other losses include competition, canteen and -Roster more staff
electrical equipment, equipment and
lighting, trophies, supplies, keys,
money and other items.
Injuries and Injuries may occur to participants, -Organise first aid
accidents spectators and/or event staff. -Ensure driveways and entrances are not blocked to
emergency personnel
-Train all event staff what to do in an emergency
 HEALTH SECURITY AND PRTOCOLS

Select a venue with numerous windows to ensure good air flow in the space
Chairs or benches should be spaced at least 2 meters apart.
Do not allow participants who have COVID-19-related symptoms to attend the training.
Display health advisories with visual cues/reminders.
Screen each participant for symptoms every morning, using a standard checklist
Use a no-touch thermometer for fever screening.
Provide a mask and disposable tissues with alcohol-based hand rub nearby
Provide covered trash receptacles and hand hygiene stations throughout the venue.