Event

Proposal
May 2023

Because in your dreams,

every detail matters

From Prepared for

Roselyn Acbang
Ms. Karen Fernandez
H421ITTM
 Table of
Contents
EVENT COMPANY

Company Logo, Name ,

Mission and Vision
Company Profile
Company Background

EVENT CONCEPT

Event Posters
Event Invitation Ticket
Venue Floor PLan
Certificate Lay-out
Souvenir& Give-aways
List of Speakers
Event Timeline
Event Program
Event Budget
Contract
Event Evaluation
EVENT COMPANY
Say dream events is a Professional event planning firm that
specializes in full-service, lifestyle-based events. Corporate
events, dinner galas, fundraisers, service awards, grand
openings, conferences, and private gatherings are all
examples of special occasions. We adore details! And we

Say pledge to see each event through from start to end while
maintaining the highest standards. We keep goals, vision,
budget, and clients' demands in mind. We are devoted to

Dream carrying out our obligations. Every detail is taken care of, so
you don't have to. From a 1000-person dinner gala to a tiny
intimate private party or event, we can handle it all. Say Dream
EVENTS
Events has experienced it all. We feel that a successful event
is directly tied to the guests experience at Say dream events.

Company Details
Name: Say Dream Events
Address: 31st street, Bonifacio Global City, Taguig
Contact Number: 09603738938 / 09152148389
Gmail: saydreamsevents@gmail.com
Website: www.saydreamevents.com.ph

Vision Mission
To ensure customer pleasure and loyalty by To be the world's top Event Management Company,
continually offering great service that provides an delivering high-quality, value-driven services while
overall spectacular event experience, we deliver concentrating on the uniqueness and unique characteristics
personal and unique experiences that exceed of our customers' projects by meeting and exceeding the
expectations and develop long-term loyal demands of our customers via new ideas and exceptional
connections. service delivery.

Company Background
Professional event planning firm that specializes in full-service,
lifestyle-based events. Corporate events, dinner galas, fundraisers,
service awards, grand openings, conferences, and private gatherings
are all examples of special occasions. We handle all details involved
with the event process so you can focus on what’s important to you.
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 Say
We specialize in: Dream
EVENTS

Corporate events & meeting planning

Conferences, symposiums & destination
meetings Our services include:
Fundraisers & formal dinner gala’s
Pre-Event Planning
Long Service Awards & staff recognition
Budget creation & management
events
Detailed critical path and timelines
Silent & live auctions
created specifically for your event.
Christmas parties & themed events
Branding creation and custom
Ground breakings & building openings.
marketing strategy
Media & PR events
Social media planning
Private events & celebrations.
Creation of sponsorship packages
specific to your event
Venue booking and contract
negotiation.

Event Management,
Design & Marketing:
Online registration set up and Onsite Management
management. & Post Event:
Speaker and sponsor
management Volunteer management
Floor plan layout and décor Onsite set up and day-of
planning management
Menu creation specific to your Detailed timelines, show flows &
event MC scripts.
Execution of every detail of your Friendly and trusting staff.
event! Stage management.
Tear down and clean-up of your
event
Post event summary and follow up.

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 Say
EVENT CONCEPT Dream
EVENTS

POSTER
CONFERENCE

Self Confidence
Choosing the Right Path

EVENT DETAILS:
VENUE: LE PARC

13
JUNE
(EDSA cor. Macapagal Boulevard, Metro Park, Bay
Area CBD, Pasay City)
DATE: June 13, 2023
TIME: 2:00 - 5:00 pm
TARGET PARTICIPANTS: LPU - MANILA CITHM
Graduating Students

“YOUR SUCCESS WILL BE DETERMINED BY YOUR

OWN CONFIDENCE AND FORTITUDE.”
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 Say
EVENT CONCEPT Dream
EVENTS

INVITATION & TICKET

4
 EVENT CONCEPT Say
Dream
EVENTS

VENUE FLOOR PLAN

5
 EVENT CONCEPT Say
Dream
EVENTS

Certificate Lay-Out for

Participants and Speakers

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 EVENT CONCEPT Say
Dream
EVENTS

SOUVENIRS/GIVE-AWAYS

For Guest Speakers

LAPTOP/TABLET STAND

TOTE BAG

JOURNAL SET
For Participants

STICKY NOTES
HIGHLIGHTER
PLANNER
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 Say
LIST OF Dream
EVENTS

SPEAKERS
MR. DENNIS DEL MAR
PTC AVIATION TRAINING CENTER - INSTRUCTOR

Mr. Dennis Del Mar will talk about the things to remember when you
are applying for a cabin crew position in your desired airlines.

MS. MARLA MINIANO

EDITOR IN CHIEF OF CANDY MAGAZINE,
THE PHILIPPINES

Ms. Marila Miniano will share her knowledge on becoming

successful after how many challenges you will faced in the process
of achieving your goals with self confidence.

MR. BERND SCHNEIDER

GENERAL MANAGER OF RAFFLES AND
FAIRMONT MAKATI
Mr. Bernd Schneider will share his thoughts and
knowledge to be part of the Hotel Industry.
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 Say
MERCHANDISE Dream
EVENTS

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Detailed Event Timeline Say
Dream
7 months prior to the conference
Select a conference committee. Consider creating two subgroups – one for logistics (room setups and catering), and a separate group
for programming (proposal review and selection, speaker management). Assign an associate chair to each committee that works with
EVENTS
the conference chair.
Determine the process for documenting decisions made and information shared with the venue, suppliers, and committee members.
This can be done using a shared Google folder or Dropbox folder, or through a project management tool . All decisions must be
documented in writing. If decisions are made during conference calls or meetings, assign someone to take notes and share them
immediately with the meeting’s participants.
Create a list of three to five potential conference sites.
Select preferred and alternate dates for the conference.
Submit Request for Proposal to each of the potential meeting sites. Proposals should be returned from the venue within 4 weeks.

6 months prior to the conference

Review proposals from potential sites and select one.
Negotiate terms and sign contract with the venue. Submit the organization’s proof of tax exemption with the signed contract.
Set registration fees and determine if honoraria will be provided to keynote speakers.
Choose a registration platform. • Create a conference website or update an existing one with details about the dates and location.
Choose a mass email provider or update an existing relationship.
Determine the format for promoting session information (online only or printed program).
Prepare a realistic budget based on the signed venue contract and fees for registration, website, and email services.

5 months prior to the conference

Set the conference theme and write the call for proposals.
Prepare proposal submission form on paper or digitally through Google Forms (or a similar platform).
Launch the call for proposals during the current conference.
Create a list of potential keynote speakers and begin sending invitations.
Deadline for proposals to be received by review committee.
Determine review process and criteria for scoring proposals.
Review proposals and select sessions. Consider soliciting sessions for under-represented topics.
Send accept and decline letters to all proposers.
Begin promoting the conference theme, location, and registration rates.
Open registration and housing reservations to attendees.

4 months prior to the conference

Continue promoting the conference through email and a conference website. Add a sample letter for teachers to share with principals to secure funding and
release time to attend the conference.
Determine after-hours activities (receptions, off-site events, tours). Hire entertainment or plan for tickets or reservations.
Make contact with the venue conference service manager (CSM) assigned to the event if he/she has not been in touch.
Create a registration spreadsheet, making note of total registrations sold each week.
Create a housing spreadsheet, making note of total rooms sold each week.
Continue promoting the conference by posting updates to the conference website and through social media. Add video or audio clips from leaders or former
attendees. Post testimonials from past attendees. Consider adding pre-meeting content to the website that demonstrates the quality of education to be
provided.
Track registration from speakers and send personalized messages to those who have not registered or reserved a venue room.
Begin a registration spreadsheet, making note of total registrations sold each week.

3 months prior to the conference

Prepare a request for proposal for the audio visual provider. Usually the venue’s audio visual provider is the simplest and cheapest option for a small meeting.
Share a complete conference schedule with the AV sales staff and ask them to provide the price to set each meeting room with an LCD projector and screen.
Provide microphones for rooms that seat more than 100 people. If the original proposal is over budget, work with the provider to find ways to cut costs (using
smaller LCD projectors or placing them in just a few rooms).
Begin sending email updates to speakers, with tips for a good presentation, reminders about registration and housing, and information about room setups and
AV provided.
Begin preparation of the final Program. Determine a final print date if the book is being printed and shared at the conference. Set a deadline for posting it online.
Design meal tickets (if necessary) and name badges.

2 months prior to the conference

Purchase supplies (badge paper and holders, ribbons, attendee folders, etc.)
Prepare scripts and special seating diagrams for general sessions and meal functions.
Make final decisions on AV needs in session rooms and general sessions. Sign contracts with AV provider, if necessary.
Send preliminary menus to venue CSM and discuss any changes or special requests that may need to be arranged with the venue chef.
Prepare evaluation forms for conference.
Send reminders to speakers of date, time, and room assignment.
Check number of sleeping rooms sold again and compare to registration numbers. Stay in contact with the venue CSM as the reservation deadline approaches
(usually 3-4 weeks before the event) to be sure the group has sold the number of sleeping rooms required by the contract

1 months prior to the conference

Check sleeping rooms sold with the venue CSM.
Prepare a preliminary catering menu. Determine total cost for the event with service charge included (see catering worksheet). Send to venue CSM. If catering costs do not fit

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budget numbers, discuss the budget with the CSM and ask for ways to reduce costs (eliminating salad from a lunch menu, for example).
Send final email promotion for conference registration. If there will be onsite registration, share the location and hours for the registration counter.
Detailed Event Timeline Say
Dream
EVENTS

3 weeks prior to the conference

Create a list of signs to be printed. Remember to include signs directing attendees to registration and hard-to-find meeting rooms and
sponsor recognition. Most hotels will not allow groups to hang signs directly on walls, so remember to leave time in the schedule for
printing.
Submit convention specifications document and event resume and share with venue CSM.
Prepare a post-event survey that will be emailed to conference attendees after the conference. Use a Google Form or an online survey
tool.

1week prior to the conference

Confirm AV equipment for all sessions with the venue.
Check venue banquet event orders (BEO) with the convention specifications document submitted. Check each document for all
room setup requirements, food, and beverage requests, and audiovisual notes. Make any changes or edits and returned signed
copies to the venue.
Prepare registration packets and print badges. • Ship materials to the venue.

3 days prior to the conference

Share final catering guarantees to venue.
Prepare onsite “binder” of all contracts, BEOs, AV requests, special needs from attendees, and contact
information.

1 day prior to the conference

Conduct a preconference meeting with venue staff, including individuals responsible for room setup, catering, and AV. Get contact information for all of these key venue
and supplier staff members. Discuss emergency procedures with the venue. Check catering menus and room sets again.
Walk the meeting space with conference volunteers, noting locations of the restrooms, emergency exits, and telephones for contacting venue staff.
Walk the area around the venue taking note of restaurants and attractions that might be of interest to attendees.
Set directional signs and prepare registration area.
If the conference begins with a general session, check general session meeting room to be sure the seating and AV are set correctly.
Pick up cash advance from hotel staff for registration. Ask if cash receipts from registration can be applied directly to the conference master account. Retrieve keys for
conference staff office.

During the conference

Relax! You’ve done everything you could do in advance to make the event a success.
Meet with venue CSM daily to discuss progress of the conference and to review catering bills.
Review room sets, catering, and AV for the next day.

After the conference

Send letters of appreciation to speakers and volunteers.
Email post-event survey to conference attendees.
Review invoices from the venue. If a daily bill check was done during the conference the final invoice should not have items to dispute. Make note of any fees
that do not correspond with actual services provided or fees for service that was substandard. If there are items on the invoice that are in dispute, pay the
amount not challenged and submit a cover letter outlining the reason for nonpayment of disputed items. The venue will respond by either removing the charge
or explaining why the charge will stand. Submit final payment.
Write a post-event report. Include registration and housing spreadsheets, BEOs, final invoices, and notes about successes and challenges. Share with chair of
the next conference and organization board members.

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PROGRAM FLOW Say
Dream
EVENTS

1:00 - 2:00 PM REGISTRATION

2:00 - 2:30 WELCOMING REMARKS

2:30 - 3:30 FIRST SPEAKER

(AIRLINE INDUSTRY)

3:30 - 4:30 SECOND SPEAKER

(SELF - ESTEEM)

4:30 - 5:30 THIRD SPEAKER

(HOTEL INDUSTRY)

5:30 - 6:00 Q&A FOR THR SPEAKERS

6:00 - 6:30 CLOSING REMARKS

7:00 PM DONE
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 Say
EVENT BUDGET CATEGORY EXPENSES Dream
EVENTS

Venue and Setup

Venue Rental (Le Park) PHP 120,000
Stage Setup and Decorations PHP 70,000

Technical and Production Expenses

Audio-Visual Equipment PHP 40,000

Staff and Operations Expenses

Event Staff and Crew PHP 40,000

Speaker and Performer Expenses

Guest Speakers' Fees and Travel PHP 70,000
Expenses

Conference and Materials Expenses PHP 30,000

Conference Materials

Marketing and Promotion Expenses

Marketing and Promotion PHP 25,000
Food and Beverage Expenses
Food and Beverage PHP 50,000

Miscellaneous Expenses
Miscellaneous Expenses PHP 15,000

(Before Tax and Service Charge): PHP 460,000

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EXPENSES Say
Dream
Contingency Fund (20% of Total
EVENTS

Expenses)
The contingency fund will be
accumulated through PHP 92,000
sponsorships, ticket sales, and
fundraising events

TOTAL EXPENSES INCLUDING

CONTINGENCY FUND: PHP 552,000

Sales Tax (12% of Total Expenses)

The sales tax will be calculated

based on the total expenses and
will be included in the ticket
prices and food and beverage PHP 55, 200
charges

Service Charge (5% of Total

Expenses)

The service charge will be paid

to the venue and catering
services for their assistance and PHP 23, 000
support during the event.

TOTAL EVENT BUDGET (INCLUDING

CONTINGENCY, SALES TAX, AND SERVICE
CHARGE): PHP 630, 200
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EVENT CONTRACT
EVENT EVALUATION FORM
1. Was the content of the conference relevant to your professional development needs?
The answer should be a single choice:
Strongly agree
Agree
Neutral
Disagree
Strongly disagree
2. How would you rate the quality of the speaker presentations?
The answer should be a single choice:
Excellent
Good
Average
Poor
Very poor
3. How satisfied were you with the level of interaction and engagement in the conference sessions?
The answer should be a single choice:
Extremely satisfied
Satisfied
Neutral
Dissatisfied
Extremely dissatisfied

4. How would you rate the overall organization of the conference?

The answer should be a single choice:
Excellent
Good
Average
Poor
Very poor
5. Was the conference venue appropriate for the event?
The answer should be a single choice:
Strongly agree
Agree
Neutral
Disagree
Strongly disagree
6. How satisfied were you with the catering and food options provided during the conference?
The answer should be a single choice:
Extremely satisfied
Satisfied
Neutral
Dissatisfied
Extremely dissatisfied
7. How would you rate your overall experience at the conference?
The answer should be a single choice:
Excellent
Good
Average
Poor
Very poor
8. Would you attend another conference organized by us in the future?
The answer should be a single choice:
Definitely yes
Probably yes
Neutral
Probably not
Definitely not
9. Is there anything you would like to see improved for future conferences?
The answer should be a multi line text input.