Job Fair

W & M EVENT MANAGEMENT Co.
We serve the best!

Purok Sandiwa Brgy. Tiniguiban, Puerto Princesa City, Palawan
Mobile No. +63936-4082395
An
Event Management
Proposal for
Job Fair
for
TESDA Graduates
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Mobile No. +63936-4082395
INTRODUCTION
A job fair, also referred commonly as a career fair or career expo, is speed dating for
companies and professionals job seekers. A job fair is an event in which employers, recruiters,
and schools give information to potential employees. Job seekers attend these while trying to
make a good impression to potential coworkers by speaking face-to-face with one another,
filling out résumés, and asking questions in attempt to get a good feel on the work needed.
Likewise, online job fairs are held, giving job seekers another way to get in contact with
probable employers using the internet.
In-person
In colleges, job fairs are commonly used for entry-level job recruitment. Job seekers use
this opportunity to meet with a college and attempt to stand out from other applicants and get
an overview of what it is like to work for a company or a sector that seems interesting to the
applicant.
Career expositions usually include company or organization tables or booths where

resumes can be collected and business cards can be exchanged. Often sponsored by career
centers, job fairs provide a convenient location for students to meet employers and perform
first interviews. This is also an opportunity for companies to meet with students and talk to
them about their expectations from them as students and answer their potential questions
such as the degree or work experience needed
Online job fairs
Online job fairs offer many of the same conveniences of regular career fairs. An online
job fair uses a virtual platform which allows employers to discuss with potential new nominees
for the job they’re offering. This is a way of interacting with them virtually and practical to get
to know who they are. A virtual career fair includes many services such as video, live chats,
downloadable material and many more to make it the more helpful both for the recruiter and
the job seeker. After having applied online to positions, many more people are also trying their
luck with in-person job fairs.
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PROPOSAL LETTER
August 10,2017
RENATO M. PANTALEON
Palawan Provincial Director
PPSAT Compound, Sta. Monica, Puerto Princesa City, Palawan
Dear Sir,
Good day!
We have been informed that you are looking for an event planner for the Job fair. I have this to
be a perfect opportunity to work with you further as an events planner and manager. I would
like you to have an overview of our experience as it will help you analyze our competency.
Our company started our event management last 2014. We have hosted various events in the
past. Our track record to our client satisfaction, makes us the choice for an event.
We would be glad to present to you the ideas that would fit to your budget. Please feel free to
contact us, on your convenience, at 0936-4082395 and we will be glad to assist you.
We thank you and we await your positive response.
MADELYN O. CARTAS
Manager
W & M EVENT MANAGEMENT CO.
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Mobile No. +63936-4082395
August 11,2017
MS. MADELYN O.CARTAS

Manager
W & M Event Management Co.
Dear Ms. Cartas,
We acknowledge receipt of your Proposal Letter for the Jobs fair.
I am considering your company, Divine Grace Event Management Co., to handle the said
events. Kindly send us formal quotation of all the exigencies and cost that will be incurred
during the event. I would like to meet and discuss with you about this matter. Kindly let me
know of your availability at the soonest.
Thanks and best regards,
RENATO M. PANTALEON
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BID LETTER
August 11,2017
RENATO M. PANTALEON
Dear Sir,
Good day!
Thank you for considering our Company, W & M Event Management Co. for event planning and
coordinator for Jobs Fair, with the following details:
Date : August 25,2017

Time : 10:00 am to 6:00 pm
Preferred Place: Robinson’s Place Palawan
After considering your budget, concepts and themes during our meetings, we are pleased to
place our quote for a total amount of Php 36,960/-. Details of the price is in the attached
costing including our preferred subcontractors.
Our payment terms and conditions are:

10% of the amount – upon signing of this contract
40% of the amount – 12th day finalization stage
40% of the amount -one day before the event
10% of the amount - one day after the event
Should you need assistance, please do not hesitate to contact us at 0936-4082395 to look for
the following:
Madelyn- Manager, Overall in-charge of event
Noemi- Liaison, paper works and canvassing
Rio- Event Coordinator, in-charge of event
We thank you and we await your positive response.
MADELYN CARTAS
Manager
W & M EVENT MANAGEMENT CO.
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Mobile No. +63936-4082395
EVENT BRIEF:
EVENT NAME (What) : Jobs Fair for TESDA Graduates
DATE (When) : August 25,2017, 10:00 am to 6:00pm
LOCATION (Where) : Robinson’s Place Palawan
PURPOSE (Why): Awareness for numerous opportunities and Search for

potential employers of TESDA Graduates
OBJECTIVES: Bring the TESDA graduates to job opportunities to gain

employment in local and overseas.
NEED: Our client wants the event for TESDA Graduates.
SOLUTION: Registration Staff will check educational background of every

applicants.
UNFAIR ADVANTAGE: Our company has numerous similar events that keeps our
clients satisfied with our program.
AUDIENCE: Our ideal attendees are TESDA Graduates.
CHANNELS: We will make an Job advertisement through Radio, Social

Media and Television.
KEY METRICS: We will measure the following in this event:

a. The Cost vs. Revenue
b. The satisfaction of our customer
c. The Number of participants
COSTS: Our major costs will be the venue rental.
REVENUE: The 20% Management fee

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EVENT PROGRAMME:
Jobs Fair for TESDA Graduates
Venue : Robinson’s Place Palawan
Time : 10:00 am to 6:pm
Theme : Corporate
TIME ACTIVITIES RESPOSIBLE PERSON REMARKS

10:00 am to Opening Ceremony Emcee c/o W&M Event Includes the
10:30am Prayer, National Anthem, Opening Remarks
Welcoming of participants, of TESDA
Opening remarks Representative
10:30am to Brief Orientation City Peso
10:45am Representative
10:30am to Job Fair Proper Exhibitor Job Interview
5:30pm Proper
5:30pm to Closing Remarks City Peso To close the
6:00pm Representative Program
END OF ACTIVITY
Events Concept
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CONCEPT and ELEMENTS:
A. Theme
a. Option1 - Corporate
b. Option2 - Colorful
c. Option3 - Competitive
B. Venue
a. Option1 - Robinson’s Place Palawan
b. Option2 - NCCC Mall Palawan
c. Option3 - Skylight Convention
C. Design
a. Option1 - White Blue
b. Option2 - Plain Blue
c. Option3 - Green Them
D. Exhibitor Arrangement- Alphabetically Arrange by Company’s Name
VENUE EVALUATION
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ITEMS ROBINSON’S NCCC SKYLIGHT

Availability on 5 5 5
Scheduled Event
Location 4 5 3
Area 5 4 4
Facilities 5 5 5
Environment 5 5 5
Amenities 5 4 4
Cost 5 5 5
Cancellation Policies 5 5 4
Egress / Regress 5 5 5
Security 5 5 4
Transportation 5 5 4
Final Ratings 4.90 4.81 4.36
Legend:
5 - Best
4 - Better
3 - Good
2 - Fair
1 - Not recommended
VENUE PICS
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STAGE DESIGN
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(Room Design – Floor Plan)
STAGE
Chairs
Tables of VIP Exit
Exit
T
C A T
C
B C A C
h h
L h B h
a E a L
i a a
S i E
r 7 i i
r S
s com r 8 r
s
pany c s comp s
any
City PESO
CITY Peso
CITY PESO
Table
TABLE TABLE
REGISTRATION
Entrance
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EVENT LAYOUT & TABLE SETTINGS
INVITATION
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TIMETABLE
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ACTIVITIES Aug 11 Aug Aug Aug Aug Aug Aug Aug Aug
13 15 17 19 21 23 24 25
Set date
Set budget
Set Venue
Sending Invitations to
Company with
sponsorship
Send Layout and
Certificates for Guest
and Company to
Printing Company
Advertisement thru
Social Media, Radio
and/or Television
Decide layout
Follow up sponsorship
from Company
Ready the materials

needed such as tarps and
certificates
Orders Food
Stage and Chairs

Arrangement
Job Fair
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ORGANIZATIONAL CHART
General Manager
Liaison Officer Event Coordinator
Sub-Contractor1 Sub-Contractor2 Sub-Contractor3
LIST OF PERSONNEL INVOLVE
General Manager- Madelyn , Overall in-charge of event

Liaison-Noemi, paper works and canvassing
Event Coordinator- Rio-plan/execution in-charge of event
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RISK DISCREPANCIES AND CORRECTIVE ACTIONS
RISK / DISCREPANCIES CORRECTIVE ACTIONS
Brownout Venue will provide a backup power supply

Lights and Sound Failure Sound check must be done hours before the
events
Supplier is responsible to have a backup
Late / Delayed Company Still provide a table for them
Gate Crasher for Non-TESDA Graduates Person in Charge in Registration shall check
the education background, as well as the
employer shall require the National
Certificates for reference.
Food shortage Make food delivery directory ready to have
an additional order
Too many people in attendance Keep the large crowd organized e.g. tapes/
line separator
Lost of personal belongings Visible signages stating that the management
is not responsible for the lost of personal
belongings.
Food Poisoning Standby medical assistance
Limited Space Create detailed floorplans of your space to
ensure it fits comfortably
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COSTING
REF PARTICULARS SUPPLIER QUAN UNIT TOTAL

NO. TITY PRICE PRICE
1 Venue Robinson’s Place Lumpsum 15,000/- 15,000/-
2 Foods FoodBucks Caterings Lumpsum 5,000/- 5,000/-
3 Tarpaulin/ ALC Printing Lumpsum 3,000/- 3,000/-
Certificates
4 Incidentals Lumpsum 2,000/- 2,000/-
Sub-Total 25,000/-
Contingency Fee 2,500/-
(10%)
Management Fee 5,500/-
(20%)
Total (before VAT) 33,000/-
12% VAT 3,960/-
Grand TOTAL 36,960/-
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Venue Reservation Letter
August 13,2017
Leasing Manager
Robinson’s Place Palawan
San Manuel, Puerto Princesa City
Sir/Madam:
Greetings!
Our company, W&M Event Management Co., will be hosting a Job Fair for TESDA
Graduates on 25th August 2017 from 10am to 6pm.
In this regard, we would like to make activity area reservation on the said date.
Thank you very much and looking forward for your cooperation.
Very truly yours,
MADELYN O.CARTAS
Manager
W&M EVENT MANAGEMENT CO.
SPONSORSHIP LETTER
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August 15,2017
THE MANAGER
Daluyon Beach and Mountain Resort
Puerto Princesa City
Dear Sir/Madam,
Greetings!
The TESDA Palawan Office will conduct its annual Job Fair for TESDA Graduates on August
25,2017 from 10:am to 6:00 pm at Robinson’s Place Palawan, Brgy. San Manuel, Puerto
Princesa City. During the fair, we will be giving our prospective employers an opportunity to
conduct their job seeking recruitment.
In line with this, we have selected you as one the of the companies to participate in the said
event.
In return of this, we would like to solicit a donation from you (cash or in kind) to sponsor our
activity. We will acknowledge your donation and include your company in the program which
will be preparing.
Please send your representative/s to the job fair on August 25,2017 at Robinson’s Place 10:am
in the morning with your brochures, application forms and other recruitment materials
including company banner or logo. We will prepare a table for them to conduct your
preliminary activities.
Thank you very much. We highly appreciate your participation in this special event and we pray
that your generosity will be rewarded by more blessings coming your ways.
CONTRACT AND AGREEMENT

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Mobile No. +63936-4082395
Republic of the Philippines

Province of Palawan
City of Puerto Princesa ) S.S.
MEMORANDUM OF AGREEMENT
KNOW ALL MEN BY THESE PRESENTS:
This Memorandum of Agreement made and entered by and between:
W&M EVENT MANAGEMENT Co., represented by MADELYN CARTAS in his capacity as

the General Manager, of legal age, Filipino, and a resident of Sandiwa,Tiniguiban, Puerto
Princesa City, hereinafter referred to as the “FIRST PARTY”;
- And –
Mr. Renato Pantaleon, with principal address at Sta Monica, Puerto Princesa City,
hereinafter referred to as the “SECOND PARTY”;
WITNESSETH THAT:
WHEREAS, the FIRST PARTY is in business of providing, among others, event

management , event planning and subcontracting of related services such as catering, stage
design, venue, etc., for the successful implementation of client’s events;
WHEREAS, the SECOND PARTY is in need of event management and coordinator for the
Job Fair for TESDA Graduates, on 25th August 2017;
WHEREAS, the FIRST PARTY is able and willing to accommodate the SECOND PARTY as
one of its client.
NOW, THEREFORE, in view of the foregoing, the FIRST PARTY hereby agrees to provide
event management and coordination and other related services in favor of the SECOND PARTY
subject to the following terms and conditions, to wit:
A) The FIRST PARTY shall properly plan the event in the following manner with the
primary inputs from the SECOND PARTY:
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1st day after signing of the agreement – Conceptualizing Stage,

3rd day - Venue Selection
th
5 day - Sending Letters/Invitations & Advertisement
th
10 day - Ready Materials (Tarps, tokens)/ Food Selection
th
12 day - Finalization Stage
B) Should there be changes with the above, either of the PARTIES should notify in order
to avoid communication breakdown.
C) The FIRST PARTY shall assign a Person In Charge for the disposal of the SECOND
PARTY. Likewise, the SECOND PARTY shall assign a FOCAL PERSON for the disposal
of the FIRST PARTY. Should miscommunication between both parties, the
signatories of this agreement will be liable.
D) The FIRST PARTY will suggest to the SECOND PARTY trusted suppliers of services that
will be use in the event. Should the SECOND PARTY get their recommended
supplier/s, the SECOND PARTY will inform the FIRST PARTY and submit the contact of
elected supplier for proper communication.
E) The SECOND PARTY shall approve the supplier/s that the FIRST PARTY recommends.
F) The FIRST PARTY and the SECOND PARTY shall agree with the price ceiling for the
event and should there be any adjustment or additional purchases/services, the
SECOND PARTY must signify his agreement through an ADDENDUM of SERVICES.
G) The agreed amount for the services of the FIRST PARTY will be stated in the BID
LETTER together with the attached costing. The SECOND PARTY signifies his
agreement to the stated amount by signing both the bid letter and the costing.
H) Terms of Payment shall be:
10% of the amount – upon signing of this contract

40% of the amount – 10th day finalization stage
40% of the amount -one day before the event
10% of the amount - one day after the event
I) Should the SECOND PARTY is not satisfied with the outcome of the event (in which it
is clear that the FIRST PARTY under deliver the services), the remaining 10% shall be
retention amount.
J) In the event that the SECOND PARTY cancels this agreement for reasons without
fault on the part of the FIRST PARTY, the FIRST PARTY shall retain the 30% of the
total amount paid.
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IN WITNESS WHEREOF, the parties have hereunto affixed their signature this _____________ at
Puerto Princesa City.
__________________________ ___________________________
FIRST PARTY SECOND PARTY
Signed in the presence of :
1. ______________________________ 1. _________________________
2. ______________________________ 2. _________________________
ACKNOWLEDGMENT
Republic of the Philippines)

City of Puerto Princesa ) S.S.
BEFORE ME, a Notary Public for the province of Palawan and in the City of Puerto Princesa, this
______________________, personally appeared the above, with their respective valid
identification card nos. indicated below their names, who presented themselves to be same
person who executed the foregoing instruments, which they acknowledge before me as their
free and voluntary act and deed.
WITNESS MY HAND AND SEAL on the date and place first above written.
Doc. No. ________

Page No. ________
Book No. ________
Series of _________
SUPPLIER SOURCING
ITEMS Supplier Address Contact Nos.

Venue Robinsons Place San Manuel Puerto 433-0843
Palawan Princesa City
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Stage Set-Up c/o W&M Events Tiniguiban PPC 09364082395

Catering Foodbucks Catering Magkakaibigan, 433-2604
Puerto Princesa City
Sound System Robinsons Place San Manuel Puerto 433-0843
Tables and Chairs Robinsons Place San Manuel Puerto 433-0843
Tarps, Token ALC Printing San Pedro, Puerto 723-1012
Princesa City
REQUEST FOR QUOTATION
August 22,2017
MARIE CAMACHO
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Manager, Foodbucks Catering

Brgy. Magkakaibigan, Puerto Princesa City
Dear Ms. Marie,
We are Divine Grace Events Management Co. and we are considering your company to be our
Catering supplier for our event with the following details:
EVENT NAME: Job Fair for TESDA Graduates

DATE : 10am to 6pm
VENUE : Robinson’s Place Palawan
We will be needing the following for the said event:
Morning Snacks
Lunch
Afternoon Snacks
Kindly send us formal quotation at the soonest in order for us to finalize the documentation
aspect of the event.
Looking forward to your quick response regarding this matter.
Thanks and best regards,
MADELYN CARTAS
General Manager
W&M Event Management
August 23,2017
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MS.MADELYN CARTAS
Marketing Director
W&M EVENT MANAGEMENT CO.
Tiniguiban, Puerto Princesa City
Dear Ms. Cartas,
This letter is to inform you that we have framed and enclosed along with this quotation
proposal letter. The quotation has been framed as per our discussions on the 22th day of
August 2017 and every effort has been made to make as comprehensive and inclusive as
possible. Please check the enclosed document for more details and the exact quotation. The
quotation we have framed also includes prices for various items to be used in the event, cost of
labor as well as our own fees. It is thus accurate and inclusive and hence you can be assured
there will be no further costs in addition to this.
We ensure you that our work is professional and of the highest quality you will find the
price range expected by you, we can assure and guarantee that this event will be of utmost
priority for us. We hope to hear from you soon and we hope this is the start of a fruitful
working relationship between our companies.
Thank you,
MARIE CAMACHO
Manager, Foodbucks Catering
Brgy. Magkakaibigan, Puerto Princesa City
FACILITIES, EQUIPMENT & TECHNICAL REQUIREMENTS
Facilities:
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Comfort Room
Tables and Chairs
Spacious Parking Area
Equipment:
Audio System
Other requirements:
Tarpaulin
Certificates
Token
Protocol
1. Event should start on time in order for employers to accommodate all applicants.
2. Applicants must wear appropriate attire.
3. Exhibitors are not allowed to leave until the program ends.
PERFORMANCE EVALUATION
Assessment Checklist: Please rate our team performance from 1 to 5 with 1 as the lowest and 5
as the highest.
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SN ITEMS Manager Liaison Event

Coordinator
1 Cost Control. Are cost control in place? Did we 4 4 4
adhere to your cost ceiling.
2 Timeliness (Schedule/Delivery). Are we on 5 5 5

schedule to meet your contractual requirements?
Did we met the contractual delivery requirements
to date?
3 Quality. Do our subcontractors or services meet 5 4 4

your requirements.
4 Business Relations. Are we professional, courteous 5 5 5

and responsive?
5 Management of Key Personnel. Are event 5 5 5

coordinator assigned in your event highly qualified
and effective in performing the required services?
Do they meet the skill levels expected? Is the
number of personnel assigned to your event
appropriate?
6 Customer Satisfaction. Are you satisfied with how 4 4 4

we handle your events? Will you get our services in
your next celebrations? Will you recommend our
services to your relatives and friends?
7 Compliance. Did we complied with Occupational 5 5 5

Health and Safety, Environmental Protection
Agency and other pertinent regulations?
8 Overall Rating.Your Overall Rating of our Services. 4.71 4.51 4.51
SUBCONTRACTOR SELECTION CRITERIA AND EVALUATION

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Assessment Checklist: Please rate our team performance from 1 to 5 with 1 as the lowest and 5
as the highest.
SN ITEMS RATINGS
1 The subcontractor meets low cost estimate 4
requirements.
2 The subcontractor demonstrates the ability to meet 5

event-specific conditions and requirements (capacity,
management approach, resources, workload)
3 The subcontractor has a strong history of performing 5

event requirements and meeting deadlines.
4 The subcontractor holds valid and proper licenses. 5
5 The subcontractor is financially stable. 5
6 The customer of the subcontractor are satisfied with 4

their performance. The customer is recommending
them.
7 The subcontractor complied with Occupational Health 5
and Safety, Environmental Protection Agency and other
pertinent regulations?
8 Overall Rating. Subcontractor’s Overall Rating. 4.71

Job Fair

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W & M EVENT MANAGEMENT Co.

We serve the best!

Career expositions usually include company or organization tables or booths where

Online job fairs

We thank you and we await your positive response.

MS. MADELYN O.CARTAS

Dear Ms. Cartas,

We acknowledge receipt of your Proposal Letter for the Jobs fair.

Thanks and best regards,

Date : August 25,2017

Our payment terms and conditions are:

We thank you and we await your positive response.

EVENT NAME (What) : Jobs Fair for TESDA Graduates

DATE (When) : August 25,2017, 10:00 am to 6:00pm

LOCATION (Where) : Robinson’s Place Palawan

PURPOSE (Why): Awareness for numerous opportunities and Search for

OBJECTIVES: Bring the TESDA graduates to job opportunities to gain

NEED: Our client wants the event for TESDA Graduates.

SOLUTION: Registration Staff will check educational background of every

AUDIENCE: Our ideal attendees are TESDA Graduates.

CHANNELS: We will make an Job advertisement through Radio, Social

KEY METRICS: We will measure the following in this event:

COSTS: Our major costs will be the venue rental.

REVENUE: The 20% Management fee

TIME ACTIVITIES RESPOSIBLE PERSON REMARKS

CONCEPT and ELEMENTS:

D. Exhibitor Arrangement- Alphabetically Arrange by Company’s Name

ITEMS ROBINSON’S NCCC SKYLIGHT

(Room Design – Floor Plan)

EVENT LAYOUT & TABLE SETTINGS

Ready the materials

Stage and Chairs

Liaison Officer Event Coordinator

Sub-Contractor1 Sub-Contractor2 Sub-Contractor3

LIST OF PERSONNEL INVOLVE

General Manager- Madelyn , Overall in-charge of event

RISK DISCREPANCIES AND CORRECTIVE ACTIONS

RISK / DISCREPANCIES CORRECTIVE ACTIONS

Brownout Venue will provide a backup power supply

REF PARTICULARS SUPPLIER QUAN UNIT TOTAL

Venue Reservation Letter

Very truly yours,

CONTRACT AND AGREEMENT

Republic of the Philippines

KNOW ALL MEN BY THESE PRESENTS:

This Memorandum of Agreement made and entered by and between:

W&M EVENT MANAGEMENT Co., represented by MADELYN CARTAS in his capacity as

WHEREAS, the FIRST PARTY is in business of providing, among others, event

1st day after signing of the agreement – Conceptualizing Stage,

10% of the amount – upon signing of this contract

Signed in the presence of :

Republic of the Philippines)

Doc. No. ________

ITEMS Supplier Address Contact Nos.

Stage Set-Up c/o W&M Events Tiniguiban PPC 09364082395

REQUEST FOR QUOTATION

Manager, Foodbucks Catering

Dear Ms. Marie,

EVENT NAME: Job Fair for TESDA Graduates

We will be needing the following for the said event:

Looking forward to your quick response regarding this matter.

Thanks and best regards,

Dear Ms. Cartas,