New Year Countdown MEO 2024 A

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Date Issued: 18 December 2023

MARKETING EVENT ORDER # S23-0003-A
FUNCTION: ALABANG COUNTRY CLUB, INC.
DATE : 31 December 2023 / Sunday MINIMUM GUARANTEED: 800 pax Attendees + 87 Staff
CONTACT PERSONS:
Program & Tech Team: Paulo Cruz and Darianne Nuñez
Registration and Usher Team: Jaira Purificacion and Keana Gacute
Activities Team: Angelika Gratil
F&B Team: Mohammad Rashed, Anna Sebastian, Angel Quiocho
Construction & Setup Team: Imelda Leguarda, Arch. Christian Deseo, and Elsa Limeta
Fireworks and Utilities Team: Engr. Ryan Macaraig
Medical Safety Team: Marivi Cataquiz and Janiz Cabailo
ADDRESS : N/A Email: marketing@acci.com.ph
Telephone #: local 215
EVENT TITLE: 2024 NEW YEAR’S EVE COUNTDOWN
FUNCTION AREA / SET-UP: Garden Veranda (backup Main Ballroom) & Main Veranda
Service Concessionaire Guaranteed Service Time Venue

Station 1: Garden V.
Buffet Dinner The Veranda 800 pax 8:00PM-1:00AM
Station 3: Golfers’ V.
Station 4: Center V.
Lechon Station The Veranda 800 pax 8:00PM-1:00AM
Station 2: Golfers’ V.
Bar Station Ralph’s Wine 110 bottles 8:00PM-1:00AM Open Deck
Bar Selling Booth A Ralph’s Wine 800 pax 8:00PM-1:00AM Open Deck
Bar Selling Booth B The Veranda 800 pax 8:00PM-1:00AM Garden Veranda
Food Selling The Veranda 300 pax 10:30PM-1:00AM Garden Veranda
Buffet Dinner The Veranda 87 pax 8:00PM-1:00AM Chairman’s Dining
THE VERANDA:
1. Coordination Meeting schedules:
a. 10AM, December 19, Tuesday – Kamagong Room
b. 10AM, December 30, Saturday – Kamagong Room
2. See attached approved menu for reference.
3. Set up 4 buffet stations:
a. Station 1: Garden Veranda (near the Christmas Tree)
b. Station 2: Garden Veranda (near the Mango Tree, with Lechon Station)
c. Station 3: Golfers’ Veranda (with Lechon Station)
d. Station 4: Center Veranda
4. All stations, including the Lechon Station, should be ready to serve by 7:30PM. All setups are 2-
way, with ample lighting and décor. Table cloth for the buffet tables to be provided by The
Veranda, note the cloth has to match with the blue and gold colors of the other tables.
5. Set up round and rectangular tables (with clean table cloth, ACCI’s gold and blue table cloth may
be borrowed) & chairs (with white cover) good for 800 pax.
6. Set up 8 chairs per round table, and at least 4 chairs per rectangular table.
7. Provide ample number of food attendants for setup, service and egress from Dec. 30, 2023 to
Jan. 1, 2024.
8. Set up Regular Bar to serve 1 Bottle of Beer (choice of San Mig Light or Pale Pilsen c/o ACCI).
9. Set up Bar Selling Booth with décor and signages to sell the following beverages:
a. Beer d. Bottled Water
b. Whisky
FOR INTERNAL USE ONLY.
PRIVACY POLICY: At Alabang Country Club, we are committed to protecting all the personal information given to us by our
members/guests/clients in the course of business transactions. We comply with the Data Privacy Act of the Philippines (RA10173).
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c. Assorted Sodas
10. Set up Food Selling Station for about 300 pax with décor and signages to sell the following items
from 10:30PM to 1:00AM:
a. Arroz Caldo
b. Tokwa’t Baboy
11. Properly monitor and manage charging of Members for any consumption through the Selling
Stations.
12. Buffet setup and dedicated service in the Chairman’s Dining for 87 ACCI Employees and
partners.
13. Complete pullout of tables, chairs, and other setup starting 1:00AM.
14. Set up of Lechon Stations:
a. Station 2
b. Station 3
Ensure stations are well-decorated in Filipino theme. Assign 2 staff to chop the lechon. Lechon
will come from ACCI;
15. Provide plated meals for the following:
a. Board Directors
b. Socials Committee Members
16. Assign select staff to serve and monitor the tables of the mentioned Members.
17. Announce that last call for ala carte orders at the Veranda is at 9:30AM on Dec. 31, 2023. No ala
carte orders from 10AM onwards.
18. Have the following available until 4PM only: Bar, Atrium, Bowling Alley, Halfway House
19. Ensure that the official table assignment is strictly followed. No reservation, no seats. For any
registration concerns, please contact or coordinate with Jaira Purificacion.
20. Provide buffet tags based on the attached menu descriptions;
21. Do not charge any corkage fees. All corkage fees for the event are waived;
22. Submit names of staff involved to the Marketing Dept. on or before Dec. 29, 2023; and
23. Provide used wine bottles to Housekeeping as décor for the venue.
MARKETING:
2. Email and Viber the following details to registered participants on Dec. 27, 2023:
a. Table assignment of Members;
b. Designated registration area and entry of Members; and
c. Event reminders (rain contingency, seating, registration area, golf cart limits,
corkage, dress code, weather forecast, charging of registration fees)
3. Provide masterlist with table assignments to The Veranda on or before Dec. 28, 2023;
4. Final repertoire for the two (2) bands;
5. Setup Registration Areas (Foyer and Golfers’ Veranda) with décor;
6. Setup Divi schedule for decors;
7. Receive all registration requests. Resolve reservation issues;
8. Email and Viber the following details to all departments involved on Dec. 28, 2023:
a. Masterlist of staff and suppliers involved in the event (including The Veranda);
b. Summary of Registration with Approved Table Assignments; and
c. Approved Floor Plan
d. Programme
9. Identify those who will be speaking on stage aside from the hosts (prayer, message…)
10. Setup 2 registration tables with laptop/PC. Issue wristbands and stubs for all registered
attendees;
11. Ensure all streamers and promotional materials are placed at their proper locations on time;
12. Post the seating guide at the Registration Areas;
13. Produce the master list;

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14.
Setup table numbers and tags for tables (which includes family names);
15.
Produce a master list of all registered attendees. No registration, no seat;
16.
Communicate all guidelines and reminders to registered participants by December 28, 2023;
17.
Setup photo op backdrop at the Garden Veranda with lights;
18.
Provide radios to all organizing heads;
19.
Provide instructions to the event photographer, provide meals;
20.
Provide tags for individual tables to identify Members’ seats;
21.
Prepare slides and video camera for LED wall (to include photos from all Club events in 2023)
22.
Submit Technical Rider of bands to AE Pro on or before December 28, 2023;
23.
Assist the Hyperbeat Band and the supplemental band. Rent the instruments for the groups;
24.
Deadline of submission of list of staff from your department is December 27, 2023; and
25.
Brief the hosts/emcees regarding event programme. Remind about observance of safety
precautions in using the smoke-free firecrackers.
26. Charge Members the corresponding registration fees:
a. Members: P1,500 per person
b. Non-Members: P1,850 per person
*Children below 3 years old free of charge. 50% off for kids 4-8 years old
27. Submit a registration and charging report on Jan. 1, 2023. All cancellations to be charged
accordingly;
28. Have AE Pro provide five (5) headsets for communication between their crew and ACCI;
29. Print directional and warning signages:
a. “No Entry. Registration for New Year’s Countdown is at the Veranda.”
b. “No Golf Cart Access. Register and Enter through the Veranda.”
30. On event day, ensure all TVs flash only the New Year’s Eve Countdown poster, table seating,
Ralph’s Wine ad, and other reminders regarding the event;
31. Print two 3x9ft and one 8x10ft tarpaulins;
32. Early issuance of Tyvek wristbands through a booth beside the Library
CLUBHOUSE OPERATIONS:
2. Generate the seat plan, make the necessary adjustments and ensure seating assignments are
properly communicated to registered participants;
3. Generate the floor plan in coordination with FMD;
4. Assign the following personnel:
Issuance of Wristband: 1 pax
Issuance of Noise-maker: 1 pax
Issuance of Smokeless Sparklers: 1 pax
*includes lighters
Ushers: 10 pax
5. Send letter to AAVA and other offices to request for permission on fireworks display. Fire
trucks to be provided by AAVA. 1 table to be allocated for AAVA/BAA representatives;
6. Decorate the Registration Area accordingly;
7. Distribute the noise-makers and sparklers at 11:15PM
8. Ensure Solar Harvest has all the permits required for the fireworks display;
9. PR lighters for the smokeless sparklers, and have the ushers light the sparklers at 12MN using
the kitchen lighters
FMD:
2. Assign manpower to assist in the ingress, egress, and set up of Lights and Sounds supplier (AE
Pro), the band, and the fireworks provider (Solar Harvest);

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3.
Ensure no issues with electrical connections and lighting. Conduct safety inspections before the
start of the event;
4. Provide ample supply for power requirements of the Lights and Sounds Supplier, The Veranda,
and other stations at the Garden Veranda;
5. Assign triggerman for the launch of fireworks. Coordinate with Raymond S. for signal to launch.
Headset to be issued by the Marketing Dept. c/o AE Pro;
6. Help construct and set up directional and warning signages for the following tarps:
a. “No Entry. Registration for New Year’s Countdown is at the Veranda.”
b. “No Golf Cart Access. Register and Enter through the Veranda.”
7. Setup photo op backdrop at the Garden Veranda with lights;
8. Set up additional string lights at the Garden Veranda. Make sure to switch off flood lights.
9. Construct and assist in setting up backdrops for the event: two 3x9ft and one 8x10ft tarpaulins;
10. Generate final scaled layout of the venue on or before Dec. 23, 2023. The file should contain
the proper table numbers and assigned types of tables;
11. Provide ample lighting for the buffet stations (under the tents);
12. Setup 55-inch TV and 43-inch TV at the Open Deck beside the registration desk and usher area.
HOUSEKEEPING:
2. Assign personnel to assist in making and setting up the centerpieces for the dining tables;
3. Setup 6 gallons of water with dispenser at the backstage for the band, crew and D.I.s;
4. Provide manpower from City Services for the following requirements from 7PM to 12AM:
Ushers: 10 pax
5. Provide enough manpower for setup starting 8AM of Dec. 30 to the morning of Jan. 1, 2023;
6. Decorate the venue starting 8AM on December 30, 2023, Saturday;
7. Provide manpower for Divi schedule to buy decoration on Dec. 23, 2023;
8. Schedule pest control for the kitchen on Dec. 27, 2023;
9. Ensure that all restrooms are manned and consistently sanitized;
10. Setup 80 round tables, rectangular tables and 800 chairs at the Veranda and the Lawn based on
the approved floor plan, with their corresponding table cloth (gold and blue)
11. Transfer three (3) bar tables from the Staff House to the Open Deck to serve as the registration
desk. Setup 12 bar stools.
12. Setup two (2) rectangular tables at the Open Deck, beside the registration and usher areas, to
serve as TV console for the 55-inch and 43-inch TVs;
13. Setup three (3) stanchions at the Foyer to block off the Veranda access;
14. Setup four (4) stanchions at the Registration Area at the Open Deck
ICT:
2. Create a themed countdown timer to be flashed on the LED wall;
3. Rehearse the LED wall countdown timer on Dec. 31, starting 4PM;
4. Input the POS buttons for charging of NYE registration:
a. Member Registration – P1,500
b. Non-Member Registration – P1,850
5. Switch off pipe-in music by 7PM to give way to the event’s band
FOOD & BEVERAGE:

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2.Manage venue setup and ensure compliance with floor plan;

3.Make sure that food is ready by 7:30PM. Ensure compliance with food safety standards;
4.Taste test all food items and ensure timely refill of buffet stations;
5.Ensure smooth flow of diners getting food from the buffet stations;
6.Provide ample supply of serving gears, constantly check the cleanliness of food stations;
7.Actively coordinate with Dance Instructors, take charge of their requirements;
8.Set up water station behind the stage for Dance Instructors, crew, and the band;
9.Announce that last call for ala carte orders at the Veranda is at 4PM on Dec. 31, 2023;
10.
Ensure timely and complete setup in the Chairman’s Dining, ready by 8PM;
11.
Ensure proper service is rendered to the Board of Directors attending the event;
12.
Schedule pest control for the kitchen on Dec. 27, 2023;
13.
Take charge of assisting the hosts (Nilo Cruz and Kathy Ong), bands, and tech crews for their
dining, water and seating requirements;
14. Ensure that all employees directly assisting in the event are able to eat at the Chairman’s Dining
on time;
15. All leftovers to be transferred to the Chairman’s Dining for consumption of employees; Strictly
no taking of leftovers while the event is not over.
16. Ensure beers to be served at the bar are cold
SECURITY:
2. Provide 6 augmentation guards for the following locations from 6PM to 1AM:
a. Open Veranda Entry – 1 guard
b. Foyer Entry – 2 guards
c. Parking Area – 1 guard
d. Atrium Entry – 1 guard
e. Veranda Lawn – 1 guard
3. Secure fireworks setup at the Driving Range, fireworks launch is at Hole 1;
4. Prohibit entry of golf carts through the cart paths starting 6PM. Only allow those whose names
appear on the list to be forwarded by the Marketing Department;
5. Close Gate 2 from Members’ access starting 6PM of December 31, 2023. All attendees should
enter through Gate 1 only;
6. Allow entry of the following suppliers/performers (names of members to follow) w/ equipment:
a. AE Pro – Lights and Sounds
b. Solar Harvest - Fireworks
c. Hyperbeat
d. Dance Instructors
e. Photographer
7. Strictly follow the registration master list in accepting entry of people. No registration, no entry;
8. Submit updated Security and Parking Plan to the GM and Raymond S. by Dec. 26, 2023;
9. For any concerns on registration, refer to Jaira Purificacion;
10. Coordinate with AAVA and BAA regarding the fireworks display at 12AM on Dec. 31, 2023.
Keana Gacute is the ACCI coordinator in charge of permits and external communications, please
work together.
HUMAN RESOURCE/ADMIN:
2. Assign 1 driver to shuttle visitors to and from the Parking Area;
3. Provide manpower from City Services for the following requirements:

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Ushers: 10 pax
4.
Help manage the Chairman’s Dining setup for buffet meals of 87 employees/suppliers;
5.
Render Master list of Participating ACCI Staff (include family members, if any) to Jaira Purificacion
on or before December 26, 2023;
6. Submit Plan of Action for Medical Team coverage;
7. Arrange shuttle pick-up and drop-off for staff accordingly. Disseminate trip schedules; and
8. Assign two (2) nurses at the Medics Station who may also assist at the Registration Area.
GOLF OPERATIONS:
2. Have VMJ apply chemicals to lessen or control the number of biting insects at the Veranda Lawn
on or before December 31, 2023;
3. The cart path near the Bag Drop will be closed starting 6PM to help manage entry/exit at the
venue.
4. Intensive grass maintenance activities before December 31, 2023 to help improve condition of
grass at the Veranda Lawn before the event;
5. Setup of fireworks will be near the tee mound of Hole 1. Please assist in temporary storage of
fireworks on Dec. 31 near the Driving Range, and the transfer of the same fireworks after the
last flight of Dec. 31.;
6. Allow ease of access of event suppliers through the cart path leading to Hole 1 and the Veranda
Lawn; and
7. Half of the cart path between the Christmas tree and the Starter will be utilized for the Buffet
Station No. 2. Please assist accordingly.
SPORTS:
2. Provide and setup barricades to block off visitors from entering the event venue through the
cart path at:
a. Near the Bag Drop; and
b. Atrium Café
3. Lend twelve 12x12ft tents plus one big tent to shade the buffet setup and technical crew. Layout
will be provided by Keana Gacute. Transport the same tents to the Garden Veranda on December
29, 2023. Dismantling and removal of items should be done in the morning of January 1, 2024.
PURCHASING:
2. Deliver 8 pcs of whole lechon at 6PM of December 31, 2023;
3. Prompt delivery of the following items:
Tarpaulin – 6 pcs Smokeless Sparklers – 500 pcs
Wristbands – 800 pcs Beer (200 SML, 100 Pale Pilsen)
Table Tags – 120 pcs Décor
Noisemaker – 500 pcs Arts and Crafts Materials
RALPH’S WINE & SPIRITS:

2. Set up wine station near the Registration Area at the Open Deck. The wine station will issue pre-
paid wine which will be served by the glass to each registered participant. Upon rendering of
the ACCI wine stub, each registered participant may claim one (1) glass of wine to be provided
by the Ralph’s Wine booth.

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3. Have the following available at the wine station:

a. De Gras Rosé – 30 bottles
b. Broquel Chardonnay – 30 bottles
c. Oxford Landing Cab Sauv-Shiraz – 50 bottles
4. Set up a separate selling station for wines and liquors beside the wine station mentioned above;
5. No cash to be accepted, all selling activities require membership cards, or at least membership
numbers;
6. Provide ample manpower and glasses for the wine and liquor requirements;
7. Have enough ice available should attendees buy liquors from the selling booth;
8. Generate an advisory/poster about the availability of wines and liquors by Ralph’s Wine and
Spirits at the venue.
FINANCE:
1.
Approved P&L submitted to Accounting on Dec. 15, 2023;
2.
Assist in release of payments (cash and checks) to suppliers and band;
3.
Registration Fees:
a. Members – P1,500 net
b. Non-Members – P1,800 net
c. Kids 3 and below are free-of-charge. Those who are 4-8 are 50% off.
4. Assist Jaira Purificacion in the charging of all Members and guests on the Masterlist through the
POS (may be done in advance)
AUTHORIZED SIGNATORY / ies :
Raymond Sandoval / Ray Valencia
Prepared by: Raymond M. Sandoval

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NEW YEAR’S EVE 2024 MENU
STARTERS
Grazing Station
SALAD
Salad Station
SOUP
Vegetable Chowder with Dinner Rolls
MAINS
Baked Spaghetti – Kids’ Station
Chicken Tenders – Kids’ Station
Chicken Peri Peri w/ Chimichurri Sauce
Hawaiian Pork Belly Barbecue
Roasted Beef in Mushroom Cream Sauce
Grilled Vegetables
Plain Rice
CARVING STATION
Lechon*
Atchara
Lechon Sauce
DESSERTS
Snowman Cupcakes
Snickerdoodles
Moist Mocha Cake
Chocolate Mousse
BEVERAGE
Choice of:
Glass of Red/White/Rosé Wine
Beer (SML or Pale)*
Iced Tea
FOOD SELLING MENU

Available from 10:30PM onwards only
Arroz Caldo
Tokwa’t Baboy
* - provided by ACCI

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PROGRAMME
31 December 2023
2024 New Year’s Eve Countdown
6:00 PM Countdown is flashed on the LED Screen (exactly 6 hours)

6:30 PM Registration Starts (Foyer and Open Veranda)
7:00 PM Stage Music
1st set of Alternate Band – with Event Introduction
Opening of Buffet Stations, Grazing Table, Lechon Station, and Bar
Opening of Bar Selling
8:30 PM Welcome Message by Mr. Nilo Cruz and Ms. Kathy Ong
Reminders:
1. Wristbands – get colored wristbands from the Registration Areas
2. Stubs – present claim stubs at the Cocktail Area to claim either:
a. 1 bottle of beer; OR
b. 1 glass of wine (red, white or rosé)
3. Crowd Control – Follow the table assignments.
4. Weather - possibility of rain which may affect our outdoor event is still present. Backup venue
is the Main Ballroom with M3 rooms.
5. Corkage – Waived.
6. Firecrackers & Noisemakers – issuance after 11:00 p.m. Lighting of firecrackers only at the
lawn, outside of the dining areas.
7. Prohibitions: No smoking. Minors may not drink alcoholic beverages.
8. Ralph’s Wine & Spirits is selling wines and liquors at the Open Deck.
9. Arroz Caldo and Tokwa’s Baboy at 10:30PM
8:45 PM 1st set of Hyperbeat Band – with Event Introduction
8:50 PM Dance Instructors start – introduction by the band
9:30 PM 2nd set of Alternate Band
10:15 PM Game – with 5 prizes
- reminder on opening of food selling station at 10:30 p.m.
- remind that there are no Cash Transactions. Members’ account only.
10:30 PM 2nd set of Hyperbeat Band (will play until 12:20 a.m., after fireworks)
- will pause vocals at 11 PM, instrumentals only to back the host
while announcing
10:30 PM Food Selling Station Opens
11:00 PM Flash Photos of 2023 ACCI Events
11:00 PM Intro by Host, with reminders:
a. 11:00PM - Noise makers will be distributed by ACCI staff
b. 11:30PM – Smokeless Firecrackers distributed by ACCI staff
c. 11:45PM – New Year’s Toast
d. 11:59PM – Countdown
11:45 PM New Year’s Eve Toast (by: ______)
- Invite BOD on stage
11:58 PM Sparklers light up
11:59 PM 60-second countdown on the LED Wall
12:00 MN Fireworks Display (3-4 minutes)
12:05 AM Auld Lang Syne to be sang by Hyperbeat Band
12:20 AM 3rd set of Alternate Band
1:15 AM Last Song


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1

Date Issued: 18 December 2023

Service Concessionaire Guaranteed Service Time Venue

FOR INTERNAL USE ONLY.

FOR INTERNAL USE ONLY.

FOR INTERNAL USE ONLY.

2.Manage venue setup and ensure compliance with floor plan;

FOR INTERNAL USE ONLY.

RALPH’S WINE & SPIRITS:

FOR INTERNAL USE ONLY.

3. Have the following available at the wine station:

Prepared by: Raymond M. Sandoval

FOR INTERNAL USE ONLY.

NEW YEAR’S EVE 2024 MENU

FOOD SELLING MENU

FOR INTERNAL USE ONLY.

2024 New Year’s Eve Countdown

6:00 PM Countdown is flashed on the LED Screen (exactly 6 hours)

FOR INTERNAL USE ONLY.

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