Colloquioscope Event Management Class Proposal

MANUEL S.
ENVERGA UNIVERSITY FOUNDATION

COLLEGE OF INTERNATIONAL HOSPITALITY AND TOURISM MANAGAMENT
COLLOQUIOSCOPE EVENT MANAGEMENT CLASS (HTM124-N067)
ekayvendiola@gmail.com|+639481061640
GROUP MEMBERS
Event Manager/Communication: Erica Mae V. Gapo

Assistant Event Manager/Invitation: Ailyn B. Escasa
Finance
Justine Camille Nanas
Program/Technical/Physical Arrangement/Pubmat/Documentation
Jomel Vidal
Arylne Oliquino
Cedrick Relao
Jherell Ocampo
Kylene Lagaras
Leiza Quintas
Food & Bevarages/ Receptionist/ Registration
Mhay Capina
Hanan Dacula
Nicolle Riego
Kristine Magadia
Ivan Cabelin
MANUEL S. ENVERGA UNIVERSITY FOUNDATION
COLLOQUIOSCOPE EVENT MANAGEMENT CLASS PROSPOSAL
I. EVENT TITLE: Research Colloquium 2023 Theme: Tourism and Green Investments
II. COMPANY PROFILE (LOGO)
 Brief History
Colloquioscope, derived from "colloquium" and "scope," is a groundbreaking event
organizer dedicated to crafting innovative colloquia that transcend disciplinary confines.
These events foster lively discussions, creative collaboration, and intellectual exploration
through presentations, debates, feedback, networking, and opportunities for future
partnerships. Beyond event planning, Colloquioscope serves as a catalyst for
transformative encounters, sparking intellectual curiosity and pushing the boundaries of
accepted knowledge.
Company Logo with Explanation
A pioneering event organization called

"Colloquioscope" is committed to planning and
curating outstanding colloquia that cross disciplinary
boundaries and provide a vibrant environment for
thought-provoking discussion and creative
teamwork. It is more than just an event organization;
it serves as a catalyst for life-changing encounters,
igniting intellectual curiosity and encouraging the
search of knowledge that goes beyond accepted boundaries. Colloquioscope where
Inquisitive Minds Connect.
 Mission, Vision, Goals

MISSION
To establish a thriving community comprising experts, researchers, and academics,

facilitating the exchange of their research discoveries, the sharing of innovative ideas, and
active participation in discussions surrounding contemporary issues
VISION
To create a preeminent platform for scholarly and professional communication, propelling

the progression of knowledge and concepts across diverse fields of research.
GOALS
Shall contribute to the advancement of knowledge across multiple disciplines through

rigorously reviewed publications, conferences, and other esteemed educational platforms.
  Organizational Structure
III. SERVICE OFFERED

 Sample of Services Offered
EVENT APPLICATION
This application is use for the registration of the participants to be
organized all the details information given by the students. As a
responsible event organizer it manage well the data of the participants.
NEGOTIATING PERMIT
Whereas, the event organizer processing all the output in legal
way. Especially, the participants provide them information
that will handled by organization. In both parties, there will be
no affection because it appears in legality.
PRODUCTIONS AND OPERATIONS

Our services offer planning, coordination, and execution of
all logistical aspects of an event. This includes tasks such as
securing event venues, managing budgets, and coordinating
with suppliers and vendors. We ensure smooth and efficient
operations on the day of the event. The production and
operations team is also responsible for managing the
technical aspects of the event, such as sound, lighting, staging, and audiovisual setups. Our
goal is to ensure that all logistical and technical elements of the event run seamlessly,
allowing the event organizers and participants to focus on the content and overall
experience.
EVENT MANAGEMENT
We provide services like planning and organizing events. Our
job involves organizing all aspects of an event, including
venue selection, budget management, catering preparations,
logistical concerns, marketing initiatives, and the handling of
any unforeseen changes or emergencies. As event planners, we
engage closely with clients in order to completely understand
their expectations and objectives for the occasion, ensuring that every detail is executed to
perfection. Our top priority is to ensure that every stakeholder has an amazing and
successful event experience.
MODERATOR AND PRESENTER MANAGEMENT

We offer valuable services to our clients. One of our main
responsibilities is to ensure the seamless execution of
events. This includes carefully orchestrating the flow of the
program and ensuring that each session progresses
smoothly. Additionally, we diligently keep track of
important details pertaining to the presenters. This includes
gathering and managing information such as their names, affiliations, and the titles of their
presentations.
EVENT PERSONNEL
Event personnel is another service that a full-service firm
offers. These people are able to help with greeting,
bartending, and registration. If there is any activation present
at your event, they can help with important messaging,
handing out swag and gift bags, and promoting participation.
For registration and coat check, we always advise event staff. The event gains a polished
feel as a result.
EVENT COORDINATION
Another essential service that event management provide
is event coordination. They are experts in devising
creative ways to inspire, inform, and amuse. They are
involved in the event's most crucial elements, such as the
audio, video, lighting, entertainment, decoration, theme,
styling, and food.
VENUE SOURCING
At our company, we specialize in expert Venue Sourcing
services. With an acute understanding that the right venue
sets the stage for any successful event, we diligently research,
evaluate, and propose optimal venues tailored to our clients'
specific needs. Our meticulous approach ensures a seamless
and tailored experience, guaranteeing that every event finds its perfect setting.
LOGISTIC AND TECHNICAL SUPPORT

Our company provides comprehensive "Logistics and
Technical Support" to ensure seamless execution of events.
From meticulous audiovisual setup and precise lighting
design to stage construction and technical troubleshooting,
our dedicated team handles all technical aspects with
precision and expertise. We work behind the scenes to ensure that every technical element
aligns flawlessly, creating an immersive and impactful experience for attendees while
allowing our clients to focus on the core content of their event.
FOOD AND BEVERAGES SERVICES
An effective way to improve the experience of the
event is to provide snacks and lunch from a reputable
restaurant for your conference advisers and speakers. Set a
reasonable budget before choosing a trustworthy restaurant
with a reputation for providing food service. Work together
with the restaurant to create a menu that caters to a variety of
dietary needs and includes both snacks and a well-balanced lunch. Snack options include
finger foods, tiny sandwiches, and bite-sized sweets. A catering attempt will be
successful if there is effective planning, careful presentation, and gathering audience
feedback after the event.
REGISTRATION AND TICKET HANDLING
Colloquiuscope also handles a registration and ticketing system for
a flawless and successful event. The team use every event as an
opportunity as an event registration platform to secure prospective
profit for our clients. Our goal is to bring people together, assist
them, and help them create networks and establish partnerships. This service includes a
simplified online and in-person event check-in.
 BUDGET MANAGEMENT
Managing the budget for a conference event is essential to ensure its success
while maintaining financial stability. The initial step for event planners and organizers is to
develop a comprehensive financial plan that includes all estimated costs and potential
revenue sources and connections. Start by identifying major cost categories such as venue
rental, catering, speakers' fees and token, marketing and promotion, equipment rentals,
staff wages, prizes, and any miscellaneous expenses.
Allocate funds to each category based on careful research and estimates,

considering market rates and the specific requirements for the event. As the planning
progresses, continuously monitor and update the budget to reflect any changes or
unexpected costs. Strive to maintain a contingency fund to address unforeseen expenses.
Throughout the event preparation and execution phases, track expenses

diligently, comparing them to the budgeted amounts. This proactive approach allows for
timely adjustments and prevents overspending.
Regularly communicate with the finance team and other members to maintain
transparency and keep everyone informed about the financial status.
Ultimately, effective budget management involves striking a balance between

providing an exceptional conference experience and adhering to financial constraints. By
careful planning, constant monitoring, and adaptability, event planners navigate the
financial aspect of the event conference successfully. The Colloquioscope event becomes a
venue for lively learning and knowledge exchange by carefully selecting informative
lectures, engaging topics, and stimulating facts. As a result, the experience of the attendees
is enhanced, and a collaborative atmosphere is fostered. In the end, effective event budget
management is around striking a balance between resource distribution and the
dissemination of priceless insights, ensuring that students leave not only with newfound
knowledge but also a sense of significant participation and connection.
V. EVENT LETTER (PROPOSAL)
VI. EVENT SAMPLING (CONCEPT, VENUE, PACKAGES)

 CONCEPT
In line with WTO’s (World Tourism Organization) theme for this year 2023, the event
management used the Theme Tourism and Green Investment to highlights a platform for
students to present their research studies and an opportunity to develop a new product and
services that would contribute for tourism recovery and future growth and development. In line
with this, the design for the venue for the Research Colloquium 2023 will incorporate
decoratives which reflects a professional stage design using the Manuel S. Enverga University
Foundation’s color, maroon and white, as well as the colors red, blue, and green to represent
the color of the World Tourism Organization.
 VENUE
Colloquioscope chose the AEC Little Theatre to hold the said event as it has allotted
space that can accommodate a huge number of guests or participants. AEC Little Theatre is a
stadium that already has the basic equipment that the team needs during the event such as
chairs, stage, and lights and sound. It includes also the break-out room EMRC Main and
EMRC 6.
 PACKAGES
Colloquioscope provides high quality services, and knowledge that will bring
unforgettable experience as a student who provides dominant as well as acquiring information
or knowledge together with giving a chance to socialize with other participants. As for this
event, it also includes giving a certificate to the participants/guests, giving awards to the chosen
participants as best in research and best presenter. It also offers meals to the research panelist as
well as research adviser and snacks for the researchers or guests. The event management may
also offer MSEUF Merchandise that will be given to the best presenter and best in research that
will be chosen by the research panelist.
VII.
PROGRAM FLOW
VIII. FLOOR PLAN

MAIN EVENT VENUE
BREAK-OUT ROOM VENUE 1

BREAK-OUT ROOM VENUE 2
IX. CALENDAR OF ACTIVITIES EVENT DATE

X. CHECKLIST
XI. PROPOSED COSTING (PACKAGES, a, b, c, etc.)

PACKAGE A- For 200 PAX
Materials Quantity Amount
Token for Research Speakers

 Mug w/ heater 2pcs 598.00
 Ground Coffee 2 pcs 200.00
Writing Materials
 Pen 5 pcs 50.00
 Bondpaper 1 pack 10.00
Posters or Banners 1 pc 200.00
MSEUF tumbler, T-shirt and Pins 5pcs —

(Prizes for Winners)
Snacks (for Guests, Research

Speakers and Advisers)
 Bottled water 5 box 1,600.00
 Biscuits 20 packs 1,200.00
 Candy 4 packs 200.00
Lunch (for Research Speakers and 10 1,170.00

Advisers) orders
Parchment Paper 1 pack 100.00

(Certificate for Participants)
TOTAL 5,328.00
PACKAGE B- For 200 PAX
MATERIALS QUANTITY AMOUNT
PARCHMENT PAPER (Certificate) 1 pack 100.00
BOND PAPER (Registration and 1 pack 10.00

others)
SNACKS (for students and guests)

 zesto 20 packs 1,280.00
 biscuits 20 packs 1,290.00
LUNCH FOR GUESTS AND 10 orders 2,500.00

FACULTY
GIFTS FOR GUESTS 5pcs 2,000
MSEUF T-shirt (Prize for Winners) 5pcs —
JANITOR AND ELECTRICIAN 4 people 2,000

SERVICE
TOTAL 56 9,180
XII.LEGAL COMPLIANCE (EVENT AGREEMENT)

This Event Contract is entered into and shall be effective as on November 15, 2023
By and Between
The Colloquiuscope Event Management Class, having its Research Colloquium 2023 at AEC
Little Theatre, Manuel S. Enverga University Foundation Main Campus- Lucena.
Participants’ student and adviser, having its principal place at different respective schools
(QNHS, DLL, MSEUF-CANDELARIA, STI, INTERGLOBAL AND MSEUF-LUCENA)
The Event Planner and the participants are collectively referred to as the "Parties" and
individually as "Party".
WHEREAS the Client desires to hire the Event Planner to celebrate an Event for Research
Colloquium being held on November 15, 2023 at the Venue AEC Little Theatre, Manuel S.
Enverga University Foundation Main Campus- Lucena.
AND WHEREAS the Event Planner agrees to render the event management services to the
Participant
NOW, THEREFORE, in consideration of the mutual covenants and commitments contained

herein, the Parties do hereby agree as follows.
Terms and Conditions
1. Event Description
The participants intended to attend and participate in the Event on November 15, 2023 at the
AEC Little Theatre, Manuel S. Enverga University Foundation on the occasion of the Research
Colloquium the details of the Event are mentioned below which is to be managed by the Event Planner.
This event started at 8:00AM in the morning and it ended at 4:00PM in the afternoon. There are 100
participants from different schools outside and inside of Lucena City.
2. Responsibilities of the Event Planner
The Event Planners responsibility is to perform the following duties as mutually agreed by both the
Parties:
 Recognize the limitations and specifics for each event.

 Understand the needs and preferences of participants.
 Manage every aspect of the event (venue setup, invitations, foods and beverages etc.).
 Plan your event budget and keep a regular calculation of your overall event costs.
 Carefully monitor event shifts and provide immediate solutions to problems.
3. Payment
The Event Planner will bill the Participant a total of 10,000 for providing the services. The
participants must each agree to deposit 100 upon signing the Contract as advance payment for the Event.
There is no refund for the deposit.
If the payments aren't made a week before the event ends, the event planner will have the option
of deciding that the participants prefer to discontinue their participation in the certificate program.
The Event Planner acknowledges that the total amount includes all fees associated with this
Contract, including registration, venue, tokens, meals, certificates, guest speakers, and any other costs the
Event Planner might encounter. Cash or any other form of payment that will be acceptable on both
collectors and participants.
4. Confidentiality
In order for the Event to be executed, the Participant shall provide the Event Planner with any
relevant data regarding the Event during the term of this Contract. Such information shall be treated as
confidential, and the event planner shall not at any time, without the participant's written consent, disclose
any of the shared information to third parties.
Additionally, the participant remains to keep the Event Planner's confidential information private
at all times and not share it to third parties without the Event Planner's written consent.
5. Limitation of Liability
After the Participants is satisfied with the event plan, the Event Planner will perform the event
planning services required by this Contract entirely at their own risk and will be fully responsible for the
execution of the Event.
Note: As a result of this Contract, the Event Planner is not responsible for any indirect, incidental,
special, or consequential damages.
XIII. APPENDICES (EVENT POSTERS, OTHER EVENT COLLATERALS)

EVENT POSTERS COLLATERALS
SPONSORSHIP LETTER
September _, 2023
Dear [Name of Sponsor],
Colloquioscope
Greetings! We hope this letter finds you well.
I am writing to you today to express my sincere appreciation to request for your generous sponsorship of
the “Research Colloquium 2023, Theme: Tourism and Green Investment ” It will be held on
November 24, 2023, at 7:00 AM – 3:00 PM at AEC Little Theatre in Enverga Blvd, Ibabang Dupay,
Lucena. The Colloquioscope is a pioneering event organization committed to planning and curating
outstanding colloquia that cross disciplinary boundaries and provide a vibrant environment for thought-
provoking discussion and creative teamwork. Its spectrum of activities includes everything from
presentations to debates, feedback, networking, and potential collaborations. Which encourages students
from different universities to join and participate in exchanging ideas and concepts through presenting
their research.
Your support will help us to make this event a success and to raise much-needed funds for the
Colloquioscope. Your sponsorship will also help us to promote the event and to reach a wider audience.
If you are interested in sponsoring the Colloquioscope event, please contact us at

ekayvendiola@gmail.com or +63 9481061640. I would be happy to answer any questions that you have.
Sincerely,
GAPO, ERICA MAE
Approved by:
Dr. MARICEL D. HERRERA

HTM124 Adviser / CIHTM Dean
GROUP MEMBERS
Event Manager: Erica Mae V. Gapo
Assistant Event Manager: Ailyn B. Escasa
Invitation/Communication
1. Erica Mae V. Gapo

2. Ailyn B. Escasa
Finance
1. Justine Camille Nanas
Program/Technical/Physical Arrangement/Pubmat/Documentation
1. Jomel Vidal
2. Arylne Oliquino
3. Cedrick Relao
4. Jherell Ocampo
5. Kylene Lagaras
6. Leiza Quintas
Food & Bevarages/ Receptionist/ Registration
1. Mhay Capina
2. Hanan Dacula
3. Nicolle Riego
4. Kristine Magadia
5. Ivan Cabelin

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MANUEL S.

ENVERGA UNIVERSITY FOUNDATION

Event Manager/Communication: Erica Mae V. Gapo

COLLOQUIOSCOPE EVENT MANAGEMENT CLASS PROSPOSAL

Company Logo with Explanation

A pioneering event organization called

 Mission, Vision, Goals

To establish a thriving community comprising experts, researchers, and academics,

To create a preeminent platform for scholarly and professional communication, propelling

Shall contribute to the advancement of knowledge across multiple disciplines through

III. SERVICE OFFERED

PRODUCTIONS AND OPERATIONS

MODERATOR AND PRESENTER MANAGEMENT

LOGISTIC AND TECHNICAL SUPPORT

Allocate funds to each category based on careful research and estimates,

Throughout the event preparation and execution phases, track expenses

Ultimately, effective budget management involves striking a balance between

V. EVENT LETTER (PROPOSAL)

VI. EVENT SAMPLING (CONCEPT, VENUE, PACKAGES)

VIII. FLOOR PLAN

BREAK-OUT ROOM VENUE 1

BREAK-OUT ROOM VENUE 2

IX. CALENDAR OF ACTIVITIES EVENT DATE

XI. PROPOSED COSTING (PACKAGES, a, b, c, etc.)

PACKAGE A- For 200 PAX

Materials Quantity Amount

Token for Research Speakers

Posters or Banners 1 pc 200.00

MSEUF tumbler, T-shirt and Pins 5pcs —

Snacks (for Guests, Research

Lunch (for Research Speakers and 10 1,170.00

Parchment Paper 1 pack 100.00

PACKAGE B- For 200 PAX

MATERIALS QUANTITY AMOUNT

PARCHMENT PAPER (Certificate) 1 pack 100.00

BOND PAPER (Registration and 1 pack 10.00

SNACKS (for students and guests)

LUNCH FOR GUESTS AND 10 orders 2,500.00

GIFTS FOR GUESTS 5pcs 2,000

MSEUF T-shirt (Prize for Winners) 5pcs —

JANITOR AND ELECTRICIAN 4 people 2,000

XII.LEGAL COMPLIANCE (EVENT AGREEMENT)

NOW, THEREFORE, in consideration of the mutual covenants and commitments contained

Terms and Conditions

 Recognize the limitations and specifics for each event.

XIII. APPENDICES (EVENT POSTERS, OTHER EVENT COLLATERALS)

If you are interested in sponsoring the Colloquioscope event, please contact us at

Dr. MARICEL D. HERRERA

1. Erica Mae V. Gapo

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