Cuevas, Neri ABM 12 B1

Kathleen

FILM
FESTIVALBY DAHLIAH CONCEPTS
SOCIETY ON THE SILVER SCREEN
EVENT PROPOSAL LETTER TO CLIENT
ATTACHED DOCUMENT FOR PROPOSAL LETTER
ATTACHED DOCUMENT FOR PROPOSAL LETTER
 EVENT BRIEF

Client's Name The Arts Council of Cebu

Foundation
Number of Pax to be accomodated:
Estimate of 1000 guests
Date, time, duration of June 12-15, 2023 (4 Days) 2 Hosts
the event 2:00 PM to 7:00 PM
4 Speakers
6 Dahliah Concepts event working
Waterfront Hotel & Casino committee
Venue
4 Ushers
5 Security Personnel
Dress Code Dressed-Up Casual & 8 Emergency Personnel
Formal 6 Photographer
4 Service providers and suppliers
Food and drinks provider Waterfront Hotel & Casino

Logistics Partner Angelrel Manpower Services

 The purpose of the event is to give a platform for local filmmakers
and artists to showcase the potential of Cebuanos in cinema. The
film fest will also shine a spotlight on societal issues and the stories
of the Filipino told through the powerful medium of film. This
features a competition of short films in which the competition will
be based on the quality of its scripts, concepts, and Filipino
perspective of cinematography.

EVENT OBJECTIVES
We expect that the people who participate in this Film Festival will
learn about societal issues and spread awareness for the
betterment of the city, the talents of our local filmmakers, and the
dedication of the staff who creates the films.

We are hoping that the participants will understand the problems

encountered by the people on a daily basis, the current status of
the country, and the socio-economic state of the people.

We are also promoting tourism to the city by highlighting amazing

places, historical locations, figures, food, and our culture to local.
EVENT CONCEPT
MAIN IDEA
The Film Festival will be grand as it is to showcase the local artists
for the whole of Cebu. The festival will take place from June 12 to 15,
2023, fully On site, at the Waterfront Hotel & Casino with a program
of screenings and talks!

The Sine Haraya Film Fest Cebu will present 7 movies, introduced
by the artistic owner of the festival, The Arts Council of Cebu
Foundation and the event director, Ms. Neri Kathleen Cuevas.
As usual, screenings will be free of charge and seating will be on a
first come first served basis.
Since this is a public film event in Cebu City, the event planner will
let people know that they can reserve tickets prior to the event
while also making sure to advertise that all events are first come
first serve. This is in order to get the estimate number of people
that will attend the event
 WHAT TO EXPECT
DURING THE EVENT
1. Opening Ceremony and Discussion of Theme
(Society on the Silver Screen)
2. Introduction of the 7 short films
3. Viewing or Screening of all 7 films
4. Film directors explanation of each film, and Q&A
Session with the audience towards the film
directors, actors, and writer
5. Q&A Session, the general audience may ask
questions towards the film director, actors, and
writers (5-10 mins)
6. Film Workshops, Closing Ceremony
7. Awarding of Films
PROTOCOLS TO BE
FOLLOWED
1. Wear a mask at all times
2. No shields for a better view
3. Put the face shield down. Cinemas allowed face shields to be
removed temporarily during the screening proper.
4. No eating inside
5. Food can’t wait but for now, it SHOULD! Food shall only be consumed
in designated eating areas, subject to the sector-specific protocols for
food preparation establishments.
6. Drinking water is allowed. In consideration of possible emergencies
and other health risks, allow drinking water to be consumed inside
cinemas.
7. Audience must also observe the following:
1-meter physical distancing
Cough and sneeze etiquette
Proper hand hygiene and infection control
Proper use and disposal of Personal Protective Equipment
Throw out your own waste at designated bins as you leave the
cinema
Stay seated and keep conversations to a minimum for the duration
of the show
 EVENT LOCATION
Home Film Theater

ADDRESS
WATERFRONT HOTEL & CASINO

Salinas Dr, Cebu City,

6000 Cebu
VENUE Home Film Theater

WATERFRONT
HOTEL & CASINO
SALINAS DR, CEBU CITY, 6000 CEBU

FILM SCREENING
Room: Mediterranean Room
DImension (m): 39.17 x 23.25
Area (sq.m): 910.7
Ceiling (m): 6
Theater Style of Set-up: 1118

AWARDING
Room: Mediterranean Room
Banquet Style of Set- 720
Up (12 seats/table):
VENUE Home Film Theater

MEDITERRANEAN
ROOM
CAPACITY
Theater Set-up (for Film
can acommodate 1118 guests
Screening; 1st -3rd Day):
Banquet Set-up 12
seats/table (for Awarding; can accomodate 720 guests
4th Day)

FACILITIES
stage, theater screen, toilet provisions, electricity supply,
banquet tables and chairs, sound system.
 Home Film Theater

INE EVENT THEME

Haraya
VENUE THEME: RETRO CLASSIC ATTIRE (FOR FILM SCREENING): DRESSED UP
CASUAL

ATTIRE (FOR FILM AWARDING): FORMAL

EVENT PLANNING TIMELINE Determine the purpose, format and target audience
for event
Create an estimated budget and get approval
3 MONTHS Finalize decor and facility arrangements
Before Active Event SET UP Finalize the audiovisual presentations
Get all necessary administrative approvals

Invitations sent through mail and social media

1 MONTH
Before Active Event PROMOTE Plan promotion and publicity of event to internal
and external audiences

Create a Management “day of” schedule outlining all

10 DAYS REMIND deliveries, etc, and timing for the event
Before Active Event Deliver prepared introductions, citations, and
speeches to those who will read them

Arrive early
LIVE INSPIRE Set up event venue with tables, signs, awards
Day of Active Event Conduct sound, computer checks and facility checks

Send thank you notes to staff, volunteers and

2 DAYS THANK vendors
After Active Event Thank the committee event teams
Finalize billing and prepare final budget

Conduct event meeting to discuss success or

1 WEEK ENGAGE ways to improve in the future
After Active Event
Survey attendees, if appropriate.
EVENT
CHECKLIST
 MATERIALS AND EQUIPMENT CHECKLIST
Stage Set Up
Event backdrop
Screen, Projector
Retro Classsic Curtains and
Decorations

Sound Reinforcement
The PA System
– short for “public address” system, this normally stands for any sort of live audio reinforcement system, to
project sound to an audience. Usually the main PA system console is set up approximately double the width of
the stage dead center in the crowd. So if the stage is 40′ wide, ideally, the main console – also called the Front
of House console – would be set up 80′ from the downstage edge, aligned to the center of the stage.

Microphones
- an essential element in virtually every sound application, microphones pickup sound waves in a few different
ways – omnidirectional, bidirectional, and cardioid
 LIGHT SYSTEM EQUIPMENTS

ZoomLED Lighting
– becoming more common as the available color spectrum, luminosity, and versatility of these new kinds
of lights grow. Many artists are replacing their conventional PAR Cans with LED Cans to save on power
needs as well as the added safety of not having blistering hot lamps (LEDs run cool).

Moving / Intelligent lighting

– virtually every mid to large scale stage production will have these kinds of lights, which offer a wide
variety of attributes to refine movement, control iris size, change gobos, and mix in different colors and
patterns. They often come with a fixture body wrapped in an automated, programmable yoke.

Follow Spots
– also called spotlights, these are large lights that provide focus and/or highlight a performer or an area
of the stage. For larger events, many artist will require anywhere from 2 to 8 follow spots to compliment
their onstage lighting.
 VENUE INCLUSIVE (TABLE AND VENUE INCLUSIVE WITH CATERING
CHAIRS SET UP) FOR FILM (FOOD AND EQUIPMENTS)
AWARDING
Round tables Serving spoons
Chairs Foods provided by
Flowers (decorative) catering
Table cloths Long table
Plates Table cloths
Utensils
Glass
Ice bucket
Plate mats Ice
Food trays
 Home Film Theater

INE ITEMS/PORTFOLIO LIST

Haraya
Film is by far the most dynamic and visionary art form, which most directly appeals to
the senses. Sine Haraya recognizes the Art of Filmmaking as the outcome of a
synergic collaboration of talented individuals active in those disciplines contributing
to accomplish their vision into the movie and awards those artist-filmmakers in their
respective field with the Sine Haraya Awards

BEST PICTURE
BEST DIRECTOR
BEST COSTUME DESIGN
BEST CINEMATOGRAPHY
BEST ACTRESS
BEST ACTOR
BEST FILM EDITING
BEST SCREENWRITING
BEST ORIGINAL OR ADAPTED SCREENPLAY
 Home Film Theater

INE EVENT PARTNERS / SUPPLIERS /

Haraya SERVICE PROVIDERS /
CONTRACTORS / DONORS /
SPONSORS
SUPPLIERS/SERVICE PROVIDERS/CONTRACTORS
CONTACT
SUPPLIERS SERVICES PROVIDED PRICE RANGE
DETAILS

Bottega 8290 Interior Design or Abad St. Cebu IT Park,

High
Architectural Decorations 09178771290
Studio

Sommelier Sommelier or +632 8840 4211 Middle

Selection Wine Experts

Tonette Floral Florist Tonette657@gmail.com Low

Photo & Video Skyrise IT-Park, Cebu

Jonessilva City, Philippines High
Production
Creatives jonessilvacreatives@
Services
gmail.com
Riley`s Sounds &
Lights Sounds and Light +63 922 210 8665 Middle
DAHLIA CONCEPTS

STRENGTHS WEAKNESS

Location
Proposing films from a lesser known movie
Financial Supporters and sponsors culture and industry

Economic Resources
Deep knowledge of local area and of
potential target audience Parking

OPPORTUNITIES THREATS
Offer of historic and artistic attractions in the area Opening hours of bars and restaurants

Cooperation with arts and culture organization Public Transportation

High technological level Competition from commercial movie releases

DAHLIA CONCEPTS

G O A L (AUDIENCE SATISFACTION)

Dahlia Concepts must strive to live up to the company's vision of providing high-quality service for a diverse range of
occasions while instilling elegance and refined dignity.

ACTION STEP DATE TO

RESPONSIBLE PRIORITY DATE DUE STATUS NOTES
DESCRIPTIONS BEGIN
Include types of data March JUNE 12, ON
Event Director and Boost customer After the event,
centralization to 20, 2023 2023 PROCESS assess whether it
Committees satisfaction
measure and improve has increased
the end-to-end customer
customer experience satisfaction. Keep
After each event, solicit on improving on
input and feedback necessary aspects
from the clients. to achieve customer
satisfaction.
Transform the clients’
vision into a reality
and exceed their
expectations.
 Home Film Theater

INE
Haraya EVENT MARKETING
 MARKET RESEARCH

Market research is a useful tool to establish and identify who our taregt audience are. The events
organizer will gather much information as possible about our target audiences, and find out how
to reach them with our marketing campaigns. This market research will also be used to monitor
and evaluate the festival Methods of research include questionnaires, focus groups, one to one
interviews and observation.

PRIMARY TARGET AUDIENCE: SECONDARY TARGET AUDIENCE:

People who are aged from 18 – 60 years, People who are film professionals, film
from Cebu City, Philippines, most have a directors, critics, writers, and
passion for films, culture, and the arts. actors/actresses.
 MARKETING OBJECTIVES

It is essential to set clear marketing objectives for the film festival and make sure they are agreed
by and communicated to all event committees. ● To achieve 50% capacity over all screenings ●
To achieve 1000 number of attendances ● To achieve 100% column cm of press coverage: 50%
local, 25% national, 25% specialist film ● To provide a better understanding of Cebuano cinema
and its history through bilingual production of all publicity material ●
To attract 500 first time
attenders to the festival

KEY MESSAGES AND BRANDING

Brand:
-The following name and logo will be used
in our promotional campaign:
-“Sine Haraya”
-“Society on the Silver Screen”
Key Message:
-Date and venue
-Specific messages - e.g. “Your only chance to be a part of the Cebu’s grandest
Film Festival breaking an attempt to showcase Cebuano’s talent through the
medium of film….”
-Event will be an impactful packed day for people of all ages, especially for film
enthusiasts.
-Book early as tickets are limited
-Book your accommodation packages through our social media platforms –
e.g. Facebook, Gmail, and Website
 CAMPAIGN MANAGEMENT

Campaign Management Plan and campaign outline for the SINE HARAYA is illustrated
below:
● Set objectives
● Identify market segments/target audiences
● Work out lead times and deadlines - discuss and communicate these to all parties
involved, including colleagues, designers, printers, advertisers, sponsors
● Work out budget for campaign
● Select methods of promotion
Printed material
Website Advertising
Direct social media/direct marketing
Press and media plan
● Organise distribution of printed materials
● Monitor success of campaign
 Home Film Theater

INE INVITATION CARD/

Haraya LETTER FOR GUESTS
INVITATION CARD
 Home Film Theater

INE EVENT
BACKDROP/POSTER/WE
Haraya LCOME BANNER
 EVENT SITE LAYOUT
Parking Area
EVENT FLOOR LAYOUT
Basic Theater Form End Stage
Quantity of Seats 1118
Seating Area 1304 Sq. Ft.
Space per Seat 7.3 Sq. Ft.
Row Spacing 3' - 0''
Most Distant Seat 45' - 0''
Stage Elevation None
Floor Design Risers 12"
STAGING SETUP

SOCIETY O
N THE SILVER SCR
EEN
JUNE 12
EVENT PROGRAM
Opening Ceremony and Discussion of Theme 4:05 PM Break
1st Day:
(Society on the Silver Screen)
4:10 PM 3rd Film
Introduction of the 7 short films, screening of 4
2nd Day:
films, film directors explanation of each film, and 4:50 PM Director will speak to the audience and
JUNE 13 Q&A Session with the audience towards the film explain the movie
directors, actors, and writer.
4:55 PM Q&A Session
2:00 PM Introduction of Short Films
5:05 PM Break
2:10 PM 1st Film (40 mins)
5:10 PM 4th Film
2:50 PM Director will speak to the audience
and explain the movie (5 mins) 5:50 PM Director will speak to the audience
2:55 PM Q&A Session, the general audience may and explain the movie
ask questions towards the film director, 5:55 PM Q&A Session
actors, and writers (5-10 mins)
6:00-7:00 PM Filmmakers having interactions/networking,
3:05 PM Break (5 mins)
interviews (by media, bloggers, and

3:10 PM 2nd Film

JUNE 14 podcasts), engaging with the audience

Same Flow of Program from the 2nd Day,

3:50 PM
Director will speak to the audience and 3rd Day:
2:00 pm to 7:00 pm (screening of the last 3
explain the movie
short films)
3:55 PM Q&A Session
Film Workshops, Closing Ceremony and
4th Day:
Awarding
JUNE 15
 EVENT CONTROL AND SECURITY
Before the Event

Ushers will be stationed to greet and assist guests as they exit their vehicle, and they will be properly escorted to the
ticketing booth to present their ticket. In order to avoid inconsistencies, proper queuing must be followed. No one should be
inserted into the queue. Guests will be escorted to their seats after registering their tickets. The event site layout has also
been considered in order to control the crowd, so walls have been constructed to separate areas within the event. The
emergency exit has been secured. There will be an emergency response team and a security team. The security team will be
stationed with ushers, and the emergency team will remain close to the guests to provide quick assistance in the event of an
emergency.

During the Event

Along with their brief introduction, the hosts will provide basic information about emergency exits and where the
emergency team may be located. Ushers stationed prior to the event will remain close to the guests' tables, ensuring that
any concerns do not result in uncertain commissions. When the process is disrupted, the Events Manager will roam around
the event venue to manage and instruct workers.

After the Event

When the event is over, all available personnel will be used because guests will leave together, as opposed to coming
separately before the event.
RISK MANAGEMENT PLAN
RISK MANAGEMENT PLAN
RISK MANAGEMENT PLAN
RISK MANAGEMENT PLAN
RISK MANAGEMENT PLAN
COSTING AND BUDGETING
MEMORANDUM OF AGREEMENT AND BILLING TERMS WITH CLIENT
 DOCUMENTATION REQUIREMENTS

MEMORANDOM
CONTRACT PROPOSAL LETTER OF THANKS
OF AGREEMENT
LETTER OF THANKS

Subject: Thank you for making Sine Haraya Film Festival a success!

Dear Arts & Council Cebu Foundation Inc,

I'm writing to thank you for availing Dahliah Concepts Event Planning Service and contributing to the
success of the Film Festival! This year, we welcomed a record-breaking 1000 guests to this event, which
focused on societal issues and raising awareness for the betterment of the city, as well as showcasing the
talents of our local filmmakers.

Your contributions have enabled us to expand our mission of providing the community, resources, and
education that artists in Cebu require to thrive. Dahliah Concepts hopes to have fulfilled your vision for this
Film Festival.

Sincerely,
Neri Kathleen Cuevas
Event Organizer of Dahliah ConCepts
0945 712 5347
THANK YOU