An Event Management Proposal Presented to the Faculty of the College of International

and Hospitality Management Lyceum of the Philippines University – Batangas

In Partial Fulfillment of the Requirements of the Degree of Bachelor of Science in

International Hospitality Management specialized in Culinary Arts

Submitted to:
DR. MARY ANGELICA Y. MARASIGAN
Faculty, CITHM

Submitted by:
Jewel C. Sarmiento
Sophia Charlyn B. Aguda
Jose Paolo B. Munar
 November 2023

LETTER OF INTENT
November 15, 2022
Mr. Fernan Cultura
Saint Bridget College
Del Pilar, Poblacion, Batangas, 4208 Batangas

Dear Mr. Cultura,

I am writing to express my sincere intent to explore potential opportunities for
collaboration with your upcoming event. La Tranquil is here to offer you Event
Management as we saw on your social media page that you have been searching for
events company that will help you to have a great Grand Ball Event. With 7 years of
experience in this industry, we believe that our skills and expertise align well with your
desired goals for the Event. The events company not only provides standard event
management but also offers catering services, ensuring a comprehensive package for
your event.
Additionally, the company emphasizes close collaboration with clients to actively
contribute to the success of the event. If you desire to engage us, kindly sign and
authorize the attached proposal. We will promptly respond to your request. In case you
have any queries please let us know and don’t hesitate to contact us at (+63)995 723
7505, you also can email us at latranquil309@gmail.com or visit our social media
accounts La Tranquil Events Management.
We look forward to the opportunity to discuss how we can make your event
extravagant, memorable and to make a successful partnership.
Thank you and have a good day.
Sincerely,

Jose Paolo B. Munar

Event Manager, La Tranquil Events Management
II. Company Profile
La Tranquil Events Management is a comprehensive event planning company born
from our deep enthusiasm for both business and events since 2017. Our focus extends
beyond merely coordinating lavish gatherings – we craft unforgettable moments. While
events may fade from memory, these moments will endure for a lifetime. Whether you
seek expert guidance in event management, we are ready to infuse your occasions with
our creative flair. Our services encompass the full spectrum of event planning and
execution, including themed events, private parties, weddings, conferences, grand balls,
product launches, brand activations, award ceremonies, outdoor events, and more.
Vision:
Our aim is to achieve global recognition by pioneering extraordinary events through
innovation, strategic partnerships, and a commitment to environmental and social
responsibility. The overarching goal is to shape the future of events management,
leaving behind a legacy of unparalleled success and positive impact.
Mission:
To deliver unforgettable experiences through meticulous planning, creative innovation,
and unwavering dedication. We aim to exceed our clients’ expectations by orchestrating
flawlessly executed events that leave a lasting impact.
Objectives:
1. To craft innovative and customized event designs that turn concepts into visually
breathtaking experiences.
2. To gain entry to a variety of entertainment choices, spanning live bands to keynote
speakers, elevating the overall event atmosphere.
3. To aim for a minimum client satisfaction rate of 95% by attentively addressing client
needs, delivering outstanding service, and surpassing expectations in all organized
events.
4. To integrate environmentally conscious and sustainable event practices with the goal
of lessening the company's ecological footprint. Establish measurable objectives,
including waste reduction, advocating for recycling, and sourcing local, sustainable
products and services.
5.To engage proactively with the local community through involvement in charitable
activities, backing local causes, and providing event planning services at no cost to
organizations in need. This nurtures positive relationships and contributes to the
community's well-being.
Services Offered:
 Weddings
 Birthdays
 Trade Shows
 Graduation Balls
 Seasonal Events
 Networking Events
 Concerts
 Business Dinners
 Baby and Bridal showers

ORGANIZATIONAL CHART
EVENTS COMMITTEE
 Event Manager- They Develop and coordinate promotional, corporate, and social
events. The role involves overseeing various events, ensuring active participation
from the target audience, and effectively promoting the event's message. Events
significantly contribute to the success of a brand or organization.
 Assistant Event Manager- They provide logistical and administrative assistance
to the events manager, which includes record-keeping for bookings such as
venues and catering, and handling payments when required. Offering support in
creative decision-making and participating in meetings as a secondary point of
contact.
 Secretary General- Aiding the Chair in facilitating the efficient operation of the
Management Committee, the Secretary's role encompasses tasks such as
overseeing well-organized and documented meetings, as well as maintaining
efficient records and handling administrative duties.
 Program Committee - they are the ones who identify and secure what is needed.
When determining the program, these items should be taken into consideration:
Audience- who will be participating. Keep presentation relevant and interesting to
the audience.
 Marketing Committee – they act as a sounding board for marketing strategies
and tools, develop and hone innovative ideas, and provide feedback on
marketing activities as requested by the marketing team.
 Budget and Finance Committee- Typical task areas for small and midsized
groups include budgeting and financial planning, financial reporting, and the
creation and monitoring of internal controls and accountability policies and
practices.
 Food and Beverage Committee- they are the ones who purchase prepare, serve,
maintaining inventory, and catering services of an event venue.
 Logistics and Technical Committee- fundamental element for the success of an
event. It is responsible for providing support throughout its preparation and
during its execution. He intervenes in different stages of the development and
planning of the event so that everything works like a gear.

III. EVENTS PROPOSAL

Event Type: Grand Ball
Brief Description:
A grand ball event is an elegant and opulent social occasion hosted in upscale
venues, where attendees dress formally, enjoy live music, and partake in traditional
dances such as waltzes. This gathering is focused on the students who will be
graduating sooner. Characterized by a range of activities including formal dinners,
speeches, music, dancing, and additional entertainment, attendees usually attire
themselves in elegant or formal clothing. The occasion serves as a chance for
graduates to celebrate their academic accomplishments and partake in a memorable
social event before transitioning to the next stage of their lives. The specific structure
and customs linked to grad balls may differ based on cultural norms and the educational
institution organizing the event.
On the night of July 24, 2024, La Tranquil Events Management had the honor of
coordinating a splendid Grad ball celebration for the students of Saint Bridget College
for their Grand Ball 2024. The success of this opulent event, marked by its captivating
atmosphere and careful planning, can be largely attributed to the skilled events
manager overseeing the affair. Our capacity to foresee and handle potential challenges
guarantees seamless execution, enabling guests to thoroughly enjoy the grandeur
without any disruptions. Essentially, under the expert direction of the events manager,
the Grand Ball transforms into a masterpiece of celebration.

DATE July 24, 2024

NUMBER OF GUEST 150 pax
TOTAL EVENT BUDGET ₱700,000

Time Frame
April 2024 May 2024 June 2024 July 2024
 Week 1 Meeting with a Look for the Negotiate with Discuss with
client venue and the catering the planning
book the service. teams what
venue and the would they do
date. on that day.
Week 2 Discuss with the Negotiate with Discuss with the Preparation of
planning teams different client all the what we will do
 Venue suppliers plans in detail on the said day.
 Caterers
 Music &
sound
 Food and
Drinks
Week 3 Present the Have a Prepare the Prepare the
information with propose invitation for all venue and
the client in catering the students that decoration.Final
detail service will come preparation
Week 4 Signing Contract Discuss the Secure the Execute the
Assessing the Catering venue, lights and event plan and
budget service and sounds and the ensure that all
food with the catering service. guests have a
client wonderful time.

EVENT THEME: Under the Sea

There are two main approaches you can have with an under the Sea theme. You
can go for more family-friendly aquatic adventure event filled with ocean creatures and
seafloor scenery. Or you can capture the tranquil atmosphere of the ocean with floating
and lights that makes good use of deep blues and gentle lightning. The reason we have
to choose this kind of theme is because of the main color of the school and we want the
graduates to experience a aquatic and extravagant night to remember.

Venue Set up &Stage Set Up

Buffet Set Up
Table Set Up
 Costume/Attire

Invitation

EVENT PROGRAM
 Time ACTIVITY
6:00 PM – 7:00 PM Registration
7:00 PM – 7:10 PM Opening of the Program Mc’s: Katherine Calderon & Joshua
Ligaya
7:10 PM – 7:30 PM -Opening Prayer
-Philippine National Anthem
-SBC Hymn
-Introduction of the Principal and
teachers
7:30 PM- 7:50 PM Welcome Address / Opening Mrs. Lea Castillo
Remarks
7:50 PM – 8:10 PM Thanking of the students to their President of the Student Council
respective advisers (Giving some Armie Encarnacion
tokens and a speech)
8:10 PM – 8:20 PM Singing Intermission Number
8:20 PM – 8:30 PM Games
8:30 PM – 8:40 PM Dance Intermission Number ICAP Dance Troupe
8:40 PM – 9:10PM Dinner
9:10 PM – 9:30 PM Photo off with the students and their
respective advisers
9:30 PM – 10:20PM Open Dance Party
10:20 PM – 10:40PM Awarding of Certificates
10:40PM – 11:00 PM Closing Remarks Principal
Closing Prayer Dr. Dolores D. Borras
11:00 PM Graduation Ball Ends

EVENT VENUE
South Peak Garden and Events Place will serve as a location for weddings,
birthday celebrations, baby and bridal showers, business meetings, and corporate
events. The goal is to build a unique indoor and outdoor venue that can host big special
events and small private get – togethers. It will be situated in Caltex Road, Banaba
South, Batangas City where there is an area that has an exclusive, natural charm and
beauty. They will be space for events that can hold up to 1,000 attendees. South Peak
Garden and Event Place will collaborate with a catering company that has a quality,
proven and has a history to a successful event.
Vicinity Map

General directions
The given directions provide a step-by-step guide to navigate from an initial point
referred to as SBC to a destination identified as South Peak, following a series of turns
and landmarks along the way. Starting Point (SBC): Begin at SBC, and the first
instruction is to turn right beside Alfa Mart. First Turn: After turning right beside Alfa
Mart, continue until you reach a stoplight. Second Turn: At the stoplight, make a left
turn. Heading to PPA: Proceed straight after the left turn, heading towards PPA. Fly
Over: Keep going straight until you approach a flyover. Camillus Hospital: When you
see Camillus Hospital approximately 50 meters ahead, take a left turn onto Banaba
South Road. Banaba South Road: Continue straight on Banaba South Road. South
Peak: As you proceed, South Peak will be visible on the left side of the road. These
directions provide a detailed route with specific landmarks and turns to guide someone
from SBC to South Peak. It's crucial to follow each turn and landmark mentioned to
ensure a smooth and accurate journey.

 Event Venue Layout

FOOD AND CATERING

Having thrived in the industry for 13 years, Manang Henia’s Food and Catering
Service stands as a testament to culinary excellence. Their commitment is not just to
provide good food but to elevate the dining experience to an extraordinary level. With
expertise in buffet, plated, and family-style services, they have garnered recognition for
consistently delivering top-notch service to their customers.
The buffet-style service chosen for our event reflects their dedication to customer
satisfaction. This approach allows attendees, particularly students, the freedom to select
and savor the dishes that align with their preferences and desires. Manang Henia’s
brings not just a wealth of experience but also a commitment to making every dining
experience memorable and enjoyable.

Event Budget Details

ITEM DESCRIPTION SUPPLIER QUOTED
PRICES

Caterer
Manang Henia’s Food and ₱ 225,000.00
Catering Service
Event Planner South Peak Garden and Event ₱ 70,000.00
Place
Lighting and Sound Projullo Audio Lights & Sounds ₱ 50,000.00
Rentals

Host ₱1,500.00
Total Event Budget ₱ 700,000.00
Contingency Fund(10%) ₱ 70,000.00
Professional Fee (15%) ₱ 51,975.00
TOTAL EXPENSE ₱ 346,500.00

Contingency Plan
PROBLEM CAUSE/CONTINGENCY PLAN
Cause
Problem/Risk
Contingency plans:
Technological If the audio system malfunctions, the audio technician will
glitches immediately assess the issue and communicate the nature
of the problem to the event manager.
* Immediate Action: If the issue is minor, such as a loose
cable, the audio technician will rectify it promptly. For more
complex issues, the technician will contact the equipment
 supplier or manufacturer for technical assistance.
* Alternative Solutions: If the audio system is completely
inoperable, the event manager will coordinate with the
speaker or performer to adjust their presentation or
performance to eliminate the need for audio. If necessary,
alternative audio solutions such as handheld microphones
or portable speakers.
During the Event
* Continuously monitor weather conditions.
* Alert the Event Lead if inclement weather is expected.
Inclement weather
* Establish a safe assembly area for participants and staff.
* Direct participants and staff to the safe assembly area if
inclement weather occurs.
* Cancel or postpone the event if inclement weather makes
it unsafe to continue.

Failure of suppliers  Identify the affected supplier: If a supplier is unable

to arrive on time/no to arrive on time or at all, the event planner will
show at all identify the affected supplier and determine the
impact of their absence on the event.
 Contact the supplier: The supplier lead will contact
the affected supplier to determine the cause of their
delay or absence. If the supplier has any information
on when they will be able to arrive, this will be
communicated to the event planner.
 Evaluate alternative arrangements: If the supplier is
unable to arrive within a reasonable timeframe, the
event planner will evaluate alternative arrangements.
This may involve finding a replacement supplier,
sourcing the affected goods or services elsewhere,
or adjusting the event schedule.
Meal Repudiated Server Acceptance: If a customer repudiates a meal, the
server should:
* Acknowledge the customer's dissatisfaction.
* Promptly inform the manager of the situation.
* Collect the repudiated meal and any accompanying
 utensils or condiments.
Manager Investigation: Upon receiving notification of a
repudiated meal, the manager should:
* Inspect the repudiated meal and any
accompanying utensils or condiments.
* Discuss the matter with the customer to
understand their concerns.
* Assess the cause of the problem.

Event Contract

Caltex Road, Banaba South, Batangas City

latranquil309@gmail.com

This agreement for event planning services is herby entered into by and between the
following parties:

La Tranquil
Address: Caltex Road, Banaba South, Batangas City
Contact No. (+63)995 723 7505
Contact Person Jewel Sarmiento

Client Name: Mr. Fernan Cultura

Address: Del Pilar, Poblacion, Batangas, 4208 Batangas
Contact No. 043 984 1395

RECITALS
1. Place of event (venue): South Peak Garden and Events Place
2. Address of event: Caltex Road, Banaba South, Batangas City
3. City: Batangas Zip Code: 4200
4. Type of event: Grand Ball
5. Date of event: July 24, 2024 Start Time:6:00pm End Time:11:00pm
6. Scope of work: It is hereby agreed to and understood that La Tranquil, in
exchange for remuneration as set forth in Paragraph 6 of this subject
Agreement, I La Tranquil will provided the following services:

(Input scope of
Services here)

7. The total event planning fee agreed upon is Php 700,000. A non-refundable
reservation fee of Php 225,000 required to secure La Tranquil for the event.
This amount shall be deducted from the event planning fee. The remaining
balance of the event planning fee must be paid in full BEFORE the start of your
event (unless other arrangements are accepted by La Tranquil. Any payments
received less than 2 (two) weeks before the event must be by cash. Personal
checks are accepted up to 2 two weeks before the event. All checks shall be
made payable to Company Manager.
8. La Tranquil represents and warrants to Client that it has the experience and
ability to perform the services required by this Agreement; that it will perform
said services in a professional, competent and timely manner; that it has the
power to enter into and perform this Agreement; and that its performance of
this Agreement shall not infringe upon or violate the rights of any third party or
violate any national or municipal laws. However, Client will not determine or
exercise control as to general procedures or formats necessary to have these
services meet Client’s satisfaction.
9. This agreement of La Tranquil to perform shall be excused by acts of God, or
 any other legitimate condition beyond La Tranquil control. If such
circumstances arise, all reasonable efforts will be made by La Tranquil to find
comparable replacement event planning at the agreed upon fees. In the event
that La Tranquil is unable to procure a replacement, Client shall receive refund
of all fees paid to La Tranquil. Client agrees that in all such circumstances, La
Tranquil liability shall be exclusively limited to refunding the fees paid and that
La Tranquil shall not be liable for indirect or consequential damages arising
from any breach of this contract.
10. In the event of non-payment, La Tranquil retains the right to attempt collection
through all legal and permissible means. Client will be responsible for all court
fees, legal fees and collection cost incurred by La Tranquil.
11. It is further agreed to and understood that Client shall be charged Php for
each returned check plus a Php service
charge for each collection notice.
12. It is agreed to that Client will take reasonable steps to protect La Tranquil
personnel and equipment during the contracted period. In the event of injuries
or damages resulting from insufficient protection on Client’s part (except in the
case of gross negligence on the part of La Tranquil), Client will be responsible
for paying for all of La Tranquil resulting costs (including, but not limited to,
insurance deductibles, medical treatment) that are not reimbursed by
insurance.
13. This Agreement cannot be cancelled except by mutual written consent of both
Client and La Tranquil. If cancellation is initiated by the Client in writing, and
agreed to by La Tranquil in writing, Client will be required to pay any
unrecoverable costs already incurred by La Tranquil (but not more than the
total fee agreed upon).
14. Client shall pay any charges imposed by the venue. These charges may
include, but not limited to, parking, use of electric power, etc.
15. It is herby agreed and understood that the laws of the Republic of the
Philippines shall govern this Agreement.
16. Client agrees to defend, indemnify, assume liability for and hold La Tranquil
harmless from any and all claims, demands, damages, losses, suits,
proceedings, penalties, expenses or other liabilities including attorney fees and
court costs, arising out of or resulting from the performance of this contract,
regardless of the basis (except for gross negligence on the part of La Tranquil).
17. Client may not transfer this contract to another party without prior written
consent of La Tranquil.
18. This agreement is not binding until received and signed by La Tranquil. Any
changes must be written and signed by both the Client and La Tranquil. Oral
agreements are non-binding. The latest contract supersedes all previous
contracts between Client and La Tranquil for the event listed above. If any
clause in this Agreement is found to be unenforceable by a court or law, the
 rest of this Agreement shall remain in full force and effect.
19. This Agreement may be executed in multiple counterparts, and each such
executed counterpart shall be deemed an original, but all of which together
shall constitute a single agreement. Facsimile signatures to this Agreement
are acceptable and carry with it the same full force and effect as an original
signature.
20. La Tranquil may elect not to exercise rights specified in this Agreement. By
doing so, La Tranquil does not waive their right to exercise those rights in
future dates.

La Tranquil

Jose Paolo B. Munar Date

Mr. Fernan Cultura Date

Event Suppliers Directory

TYPE OF NAME OF CONTACT QUOTED

ADDRESS
SERVICE COMPANY NUMBER PRICES

National Highway,
Juan Carlo
Catering Batangas, 4200 (043) 741 4049
Caterer
Batangas

Bhads Catering Brgy Bolbok, Batangas,

Catering 09178846529
Services 4200 Batangas
63 National Road,
Angel RPM
Catering Batangas, 4200 (043) 407 0797
Catering
Batangas
Sitio Central, Libjo,
Lighting and JMC Sounds and
Batangas, 4200 (043) 783 1042
Sounds Lights Rental
Batangas
Barangay Bolbok, Purok
Lighting and Dertronix Lights
Uno, Batangas, 4200 (043) 723 0343
Sounds & Sounds
Batangas
Lighting and Vertec Sounds Calicanto, Batangas
(043) 723 3790
Sounds and Sounds City
Don Florencio Village,
Shepherd's
Events Place Gov. Antonio Carpio Rd, 09162617581
Event Garden
Batangas City
La Solana
Q3J9+P8P, Batangas
Events Place Splendido Event 09454630359
City
Center
Maribelle's 768 Libjo D'hope, Libjo
Events Place (043) 723 9709
Garden Tacad, Batangas City