Pagadian city, Zamboanga Del Sur

EMAIL ADDRESS: www.jec.gmail.com.ph

 J.E.C. EVENTS

Pagadian city, Zamboanga Del Sur

EMAIL ADDRESS: www.jec.gmail.com.ph

Vision

In JEC. Event Simply Events will serve professionally, passionately and create
memorable events that capture the uniqueness of each client. There will be continual
development of both staff and technology to bring the most effective techniques to
plan and create memories of a lifetime, with each event exceeding everyone's
expectations.

Mission

In JEC. Event Simply Events exists to provide an exceptional client

experience, while making everyone feel valued, celebrated and relaxed. We will serve
others humbly, with kindness and in ways that honor God.

Objectives

We are passionate about shaping the future of meetings and events.

We always work to over deliver to our clients expectations.

We make a difference, we go above and beyond, by being different.

We are always dedicated to presenting exceptional service and high quality food for
every client.
December 22, 2023

Mr. Ronald O. Uy

Principal

Sta. Lucia national high school

Sta. Lucia district Pagadian City, Zamboanga Del Sur

Sir;

It’s been two years that I heard your school branch the sta. Lucia national high school.
That it is more on activities. As a matter of fact, most of my clients told me that this coming
January 18-17, 2024 you have an event for its “25 th Founding anniversary and Alumni
Homecoming” which will be held at hotel Camila Ariosa Street San Francisco District,
Pagadian City Zamboanga del sur. I also heard that you will I need of an event organizer
that who would be handled your desired events.

Apparently, J.E.C EVENTS is known at Pagadian city. We belong to the most successful
commercials among the top 10 companies in the entire Region IX.

Last march 24, 2020, I am the one who have handled the pageant show during the Miss
Tourism held at capitol of Pagadian city. I was also the assistant event coordinator of Mr.
Jake A. Sully, an event organizer during the major concerts of Miss Ariana Grande at
California.

To merit, my skill is totally enough in every type of events. Hence, I can offer the events
that have you desired of having.

Indeed, it is a great privilege to have a chance to organize an event such as yours. Should
further have inquiries you may reach my phone number 09562203015.

Thank you!

Sincerely,

Jenny A. Camadote

JEC.EVENTS PRESIDENT
 ORGANIZATIONAL CHART
Jenny Camadote
President

Janrina Ansang
Manager

Joel Sabuero Michelle Baloaing Venus Colita

Accounting Supervisor Marketing Supervisor Production Supervisor

Omar Ruizal Ian Dan Baldo Arniel Vente

Assistant Assistant Assistant

Joseph Alcidera Patrick Alegarbes Melgar Ruizal

Clerk Clerk Clerk
 Event Brief

Proposed event: 25th Founding anniversary and Alumni Homecoming

Organizers: J.E.C Events

Date/Time: JANUARY 18-21, 2024

Duration: 3 days

Venue: Hotel Camila Ariosa Street San Francisco District, Pagadian City
Zamboanga Del sur.

Event Budget: 1,000,000,000.00 pesos

Number of Participants: 400 participants

Specification: Private Institution, President, Faculties and TESDA officials in

Region IX, Tesda Secretary Suharto T. Mangudadatu, Mayor
Samuel S. Co and Gov. Victor J. Yu
 SUMMARY

Brief Information of the Event Planner

Jenny Ansit Camadote has been 10 years Event Planner locally and internationally. She
studied Event Planner in Our lady of triumph Technical Institute Incorporated and NCIII
passer of events management last 2014. She work as an Event Planner staff in one of
Famous event planner the Amazing Entertainment Event Management Agency and later on
she promoted as an Event Assistant. After 5 years of experience, she created his own and
time past her company become famous.

Introduction

The Sta. Lucia national high school conducted the “25 th Founding Anniversary and
Alumni Homecoming”. The main objective of this activity is:
1. To cultivate good rapport among alumni of sta. Lucia national high school. Staff
members and supporters of school through communication, programs and services.
2. To recognize and commend alumni and staff members who have distinguished
themselves as leaders in the world, nation, local communities, and their field of
chosen endeavor.
3. Preserve accurate records of alumni and school history.
4. To take active partner in promoting in promoting the welfare of school and
community through work cooperation with school and local authorities.

Seminar Host/Educators

1. Thelma Albaracin 1ST Day Morning Host

2. Barbara Luna 1st Day Afternoon Host
3. Jasper Tecson. 2nd Day Morning Host
4. Karyll Barlaan 2nd Day Afternoon Host
5. Anne Pielago 3rd Day Morning Host
Action Plan

Venue: Hotel Camila Ariosa Street San Francisco District, Pagadian City Zamboanga Del
sur.

STAKEHOLDER

Event principal : Ronaldo O. Uy

Local community : Brgy. Official and the people involve

REGISTERED ATTENDEES

1. President
2. Faculties
3. TESDA Officials in Region 9
4. Secretary Suharto T. Mangudadatu
5. Mayor Samuel S. Co
6. Gov. Victor J. Yu
Invited
 Sta. Lucia national high School Alumnus
 Pre-Touring

Yes No 2 MONTHS BEFORE THE EVENT

Prepare and order souvenirs
Book Hotel accommodations
Develop a contingency plan
Develop procedures sheet for the event
Identify the specific speakers
Prepare the outline for the program
Initiate “save the date Mailing”
Book Hotel catering Services
Order plaques
Plan seating arrangement/floor plan
Book transportation services (van)
Book Photographers/Videography

Yes No 1 MONTHS BEFORE THE EVENT

Confirm hotel accommodations and its requirements done
Souvenirs done
Finalize contingency plan needed is done
Distribute procedures sheet for the event done
Confirm speakers is done
Finalize the program needed is done
Confirm hotel catering services and its service style is done
Finalize special dietary requirements of the guest is done
Plaques done
Finalize floor plan needed is done
Plan program
 Day 1
 Parade
 Message of the speaker
 Talent showcase
 Dinner
 Day 2
 Alumni basketball and volleyball
 Bike ride (night ride)
 Day 3
 Homecoming mass
 Sta. Lucia national high school. Election

Yes No 1 WEEK BEFORE THE EVENT
Organizing committee to consider:
 Safety
 Emergency procedures
 Security
 Hotel staff briefing
 Instruct the hotel menu and snack plan
Yes No 3 DAYS BEFORE THE EVENTS

 Contract the staging and the set-up of the floor plan

 Meet all the hired personnel and give instructions
 Instruct the hotel staff and give them instructions, the caterer,
and the rooms
 Secure parking area and alerted security
 Facilitate the guest arrival
Check the electricity, lighting and sound ,etc
Prepare log bookings for the event
Check all preparations
 Emergency exits
 Security staff
 Safety requirements
 Coffee machines is in good condition
 Welcome the alumnus arrival at the venue
 Facilitate the guest
During the event
Bring registration materials ‘ guest lists, name badges, place,
card ,souvenirs etc.
Inform staff of the location of restrooms, elevators and accessible fire exit.
Make sure to have the copies of all the materials ; schedule of events,
agendas, photographer instructions etc.
Conduct sound checks if necessary
Ensure all setup is complete
Monitor and standby event activities
Review event bills and approve payments
Log books ready
Hold a five-minute debriefing session right at the end of each evening and
again in the next day until the event is done.
Yes No POST TOURING
After the event
 Secure the departure of the alumnus and the guest at the
parking lot
 Confirm the success of the event planning to the host of the
events with all the details and information of the event activity
as well as the budget
 The balance and contingency plan (in case there will be no
casualties) will be returned
 Check if all the rented materials and tools rented are already
returned.
 Send thank you note
  Send post event evaluation

PROGRAM

DAY 1

5:00 AM-5:30 AM - Zumba

6:00AM-7:00 AM -Parade

7:00 AM- 8:00 AM -Breakfast

8:00 AM- 8:20 AM -Welcome message/opening message/introduction of the guest

speaker

8:20 AM- 9:30AM -Message of the speaker

TOPIC: History of sta. Lucia national high School and Educational

attributes of the school.

9:30 AM-11:30 AM -Talent Showcase

11:30 AM-12:00 PM -Introduction of theme

LUNCH…LUNCH…LUNCH…

1:00 PM-6:00 PM - Job fair

DINNER…DINNER…DINNER…

DAY 2

6:00AM-7:00 AM -Breakfast

7:00 AM-11:00 AM -Alumni Basketball

LUNCH…LUNCH…LUNCH…

1:00 PM- 5:00 PM -Alumni Volleyball

5:00 PM-5:30 PM -Rest

5:30 PM-7:00 PM - Torch Parade

DINNER…DINNER…DINNER…
 DAY 3

5:00 AM_6:00 AM -Zumba

7:00 AM- 8:00 AM -Breakfast

8:00 AM- 10:00 AM -Homecoming Mass

10:00 AM- 11:00 AM - Election

LUNCH…LUNCH…LUNCH…

1:00 PM-3:00 PM -Championship

3:00 PM-5:00 PM -Break (snack)

5:00 PM-6:00 PM -Break (preparation for the cert., plaques, and souvenirs

6:00 PM-8:00 PM -Distribution of certificates, plaques, souvenirs and awarding

DINNER…DINNER…DINNER…
 3 DAYS MEAL PLAN

DAY 1

NOTE: The Arrival Meal Plan of the Guest is the Hotel Specialty

Breakfast

Drinks Main course Dessert

Water Rice Cup cake
Instant coffee pork
Apple juice Adobo
Fried chicken
Pancit

Lunch

Drinks Main course Dessert

Water Rice Salad
Pineapple juice Crab and vegetable
Crispy squid
Sweet and sour tilapia
Snack

Water
Empanada
Vegan donut

Vegan donut

Dinner

Drinks Main course Dessert

Water Rice Fruit salad
strawberry juice Beef bulao
Liver steak
calamares
 DAY 2

NOTE: The Arrival Meal Plan of the Guest is the Hotel Specialty

Breakfast

Drinks Main course Dessert

Water Fried rice Water melon slice
Hot chocolate
Beef tapa with egg
Fried fish
Lunch

Drinks Main course Dessert

Water Rice Chiffon cake
Watermelon sweet tea Beef morcon
Asian sweet chili
Chicken
Chopsuey
Snack

Lemon iced tea

Pesto chicken sandwiches

Cookies and cream float

Dinner

Drinks Main course Dessert

Water Rice Graham
Apple juice Beef bulalo
Liver steak
Calamares
 DAY 3

NOTE: The Arrival Meal Plan of the Guest is the Hotel Specialty

Breakfast

Drinks Main course Dessert

Water Rice brownies
Instant coffee Chicken Adobo
Friend tilapia
Pancit guisado

Drinks Main course Dessert

Water Rice gulaman
Pineapple juice Sweet and sour tilapia
Snack

Water
Empanada

Vegan donut
Thanda juice

Dinner

Drinks Main course Dessert

Water Rice Moist chocolate cake
Apple juice Pork lechon
Mixed vegetable
 Meals
Day 1
Breakfast Lunch

Snacks Dinner
 DAY 2

Breakfast Lunch

Snacks Dinner

DAY 3
Breakfast Lunch

Snack Dinner
Location Map
Appendix

Plaque

Certificates

SOUVINER
FLOOR PLAN
 Entrance

Legends:
Yellow-screen projector
Red-presidential table
Green-coffee machine
Blue-tables with chairs

GENERAL COSTING

PARTICULAR QUANTITY DAY(S) PRICE AMOUNT

Hotel reservations 10 3 550.00 Php.16,500
 Hotel fee for projector, sound 3 6,000 Php.18,000
system, microphones
Rented private van 2 3 1,200 Php.7,200
Catering 400 3 100 Php. 120, 000
Snacks 400 3 20 Php. 24,000
Guest speaker 1 1 1,500 Php.1,500
Assistant guest speaker 1 1 500 Php. 500
Emcee(one day) 5 3 500 Php. 500
Certificates 400 1 20.00 Php. 20,000
Souvenirs 400 1 300 Php.120,000
Programs 400 1 30 Php. 12,000
Plaque 10 1 100 Php. 1,000
Documentation/photography 400 200 Php.80,000
Rented truck for coffee machine 1 3 1,000 Php.3,000
Labour 20 3 2,000 Php.12,000
Honorarium 10 3 1,000 Php.30,000
Professional fee 1 3 30,000 Php.90,000
Contingency fund 100,000 Php.100,000
Security assistance fee 10 3 1,000 Php.30,000
-Php. 980,100
Overall Php.693,200.00
total
amount
Event php.1,000,000.00
budget

NOTE: Expenses that are not included in the general costing is under the contingency fund, if ever
there is no casualties the contingency fund will be returned to the client.
EMERGENCY HOTLINES

ESTABLISHMENTS/ NAME CONTACT NUMBER

OFFICES
PNP SP04 Gonzales, Danilo 099999999
BFP P01 Garcia, Reynaldo 091600000000
AFP SP02 Santiago Reymart 111111-2229
ZAMSURECO Mr Mike Villanueva 09-069010049
HOSPITALS(24HRS) Emergency hospital 09197805336
ZAMBOANGA Del Sur Dr Tanyag, Zoey 09157803776
Medical Center - ZDSMC
PAGADIAN DOCTOR HST. DR. De Castro 09168703556
MENDERO MEDICAL HOSP DR Ariel Panganiban 09198736552
RED CROSS Realyn Chong 90181745773
POISON CONTROL Antonio Villegas 091685748337
OBEGYNE Tanyag Xander 0196489574
PEDIATRICIAN Dra. Carla Sy 01934759494
EVENT ORGANIZER Jenny A. Camadote 09562203015
COMPLETE LISTING OF CONTRACTIONS WITH CONTACT NUMBERS

CATERING SHOP
1. Name of catering : J.E.C CATERING & EVENTS
Address : PAGADIAN CITY
 Contact number : 09562203015

EVENT COORDINATOR : J.E.C CATERING & EVENTS

Facebook page : J.E.C CATRING & EVENTS
Email : www.jec.gmail.com.ph
Contact no. : 09562203015
HOTELS : Hotel Camila Ariosa Street San Francisco District, Pagadian
City Zamboanga Del Sur
PHOTOGRAPHY/VIDEOGRAPHY : J.E.C CATERING & EVENTS

Event protocol

Before you start:

  Assemble a steering group of the key people who will make the event happen
 Set your objectives- what do you want the event to achieve, and why?
 Decide how you will measure the event’s success
 Define your target audience and decide on target number of attendees
 Identify the venue and check its capacity
 Identify the best date and time to attract the desire audience
 Check the availability of key VIPs if appropriate
 Define the opportunities and benefits the event will offer your audience- this will
shape the event and decide what you say in the invitation/publicity
 Decide on channels of communication with audience- invitation letter, leaflet mailing,
advertising, media publicity
 Cost the event as accurately as possible, fix a budget and identify the budget holder.
Make sure you include everything-venue
 Hire, catering, postage, venue dressing, audio visual equipment hire, transport,
technicians, pottering services
 Now is the time to ask yourself, are the potential benefits worth the cost and time
involved? If not, think again
 Set the admission charge, if any. In some cases a free event lacks perceived value,
and a charge may actually draw a larger audience. If the event is free more invitees
are likely to accept but fail to turn up
 Draw up a detailed project plan and timeline with clear deadlines, working
backwards from the date of the event and including any post-event guest follow-up
activity that will be needed
 As part of the plan, allocate responsibilities for the key tasks and make sure that
everyone involved is clear about what they achieve, and by when

On the day of events

 The event organizer will be facilitated the events programmed

 The VIP guest will be escorted by the security team and personnel for assistance
 The VIP guest luggage must be taken by the bellboy from the parking area
 The guest driver must escorted by the parking valet
 The VIP guest is escorted by the assistance to the function hall.
 The event organizer will be handle the communication and entertainments
 The event organizer will be preparing and managing the information by the guest
 The event materials and equipment are all prepared for the events at the venue
 The event organizer will be identified in the events management team or other guest
who can step into make a presentation if necessary
 The event organizer will be make a plan and instruct staff to continue the event
programmed rather than delay it.
 The event organizer would have assistance for the neither staff nor guest who goes
missing
  The event organizer should have power interaction and will call the designated
personnel to resolve the problem whenever what would be happen inside of the venue
 Or the stand by generators set will be used as power substitute, in case of
emergency, natural or man-made stand by ambulance at the parking area will be
called to attention and the event organizer will call the hospital for immediate
response.
 The event organizer will be instruct your participants to place their food and beverage
in the table

Closing

 The event organizer will be checked out the door and windows for air condition
temperature
 The assistance of event organizer will be lock the room and return the key(s) or key
card to events manager
 Return the remote and microphone to podium
 Turn off projector, place all trash in trash can
 Return borrowed signage and equipment to the appropriate department
 Return keys, equipment and sign to appropriate departments the next business day,
or make arrangements for a different drop off day and time.