ROSAS PLATE EVENTS

IPIL, ZAMBOANGA SIBUGAY

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

ROSAS PLATE EVENTS

IPIL, ZAMBOANGA SIBUGAY

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

Vision

ROSAS PLATE EVENTS will provision and organize event that will benefit both our
personal and clients delight.

Mission

We provide our clients with the most amazing event planning and decorations
services, ROSAS PLATE EVENTS promises to make the event a memorable event ever.

Objectives

ROSAS PLATE EVENTS will strive to plan and implement the perfect event experience
that clearly communities our clients vision.

 To provide the unique standard services in the events and innovation designs.
 To give our best to our guest demand.
 To enhance our skills and knowledge in extraordinary events and innovative designs.
 To specify what you want to achieve and be focused upon the aims of the event
 To be able to measure whether you are meeting the clients objectives

April 30, 2019

Mrs. Luvisminda H. Tugahan

CEO/CHAIRMAN
Zamboanga Polytechnic School Inc.

Zamboanga City

Madam;

It’s been three years that I heard your school branch the Zamboanga Polytechnic School
Inc. that it is more on activities. As a matter of fact, most of my clients told me that this
coming August 30-31-September 1, 2019, you have an event for its “33 rd Founding
anniversary and Alumni Homecoming” which will be held at Palacio del Sur at Madrid I
convention Hall, Governor Camins Ave. Zamboanga City. I also heard that you will I need of
an event organizer that who would be handled your desired events.

Apparently, ROSAS PLATE EVENTS is known at Zamboanga Sibugay. We belong to the

most successful commercials among the top 10 companies in the entire Region IX.

Last march 24, 2017, I am the one who have handled the pageant show during the Miss
Gay Tourism held at capitol of Zamboanga Sibugay. 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 09550533281.

Thank you!

Sincerly,

Roselie Pinar Belgira

RPE PRESIDENT

ORGANIZATIONAL CHART
ROSELIE P. BELGIRA
President
 Rundy Senado
Manager

Michel Espulo Casas, Randell JESSICA C. LIM

Accounting Supervisor Marketing Supervisor Production Supervisor

JOSE M. ALVAREZ MELANIE RAMISO MARIA L. TAN

Assistant Assistant Assistant

JESS P. YU GREGORY D. JIMENEZ JESS L. DELA CRUZ

Clerk Clerk Clerk
 Event Brief

Proposed event: 32nd Founding anniversary and Alumni Homecoming

Organizers: Rosas Plate Events

Date/Time: August 30-31-September 1,2019

Duration: 3 days

Venue: Palacio del Sur at Madrid I convention Hall, Governor Camins Ave.
Zamboanga City

Event Budget: 1,000,000,000.00 pesos

Number of Participants: 400 participants

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

Region IX, Secretary Isidro La Pena, Mayora Isabel C. Salazar and
Congressman Celso Lobregat.
 SUMMARY

Brief Information of the Event Planner

ROSELIE PINAR BELGIRA has been 10 years Event Planner locally and internationally. She
studied Event Planner in Sibugay Technical Institute Incorporated nor NCII 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 Zamboanga Polytechnic School Inc. conducted the “32 nd Founding Anniversary
and Alumni Homecoming”. The main objective of this activity is:
1. To cultivate good rapport among alumni of Zamboanga Polytechnic School Inc. 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. CUATON, NEZA 1ST Day Morning Host

2. CUATON, REYNAN M. 1st Day Afternoon Host
3. NANO, EMRICK A. 2nd Day Morning Host
4. LUZON, KAREN CLAIRE B. 2nd Day Afternoon Host
5. LUZON, MARY JANE 3rd Day Morning Host
Action Plan

Venue: Palacio del Sur at Madrid I convention HAll, Governor Camins Ave. Zamboanga City

STAKEHOLDER

Event principal : Chelsea faith Padillo

Local community : Brgy. Official and the people involve

REGISTERED ATTENDEES

1. President
2. Faculties
3. TESDA Officials in Region 9
4. Secretary Isidro La Pena
5. Mayora Isabel C. Salazar
6. Cogressman Celso Lobregat
Invited
 Zamboanga Polytechnic School Alumnus
 Pre-Touring

Yes No 2 MONTHS BEFORE THE EVENT

Prepare and order souveniers
Book Hotel accomodations
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
Souveniers 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
 Zamboanga Polytechnic School Inc. 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 ,soveniers
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 instrructions 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

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 Zamboanga Polytechnic School Inc. 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 - Bike ride(night ride)

DINNER…DINNER…DINNER…
 DAY 3

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 Spanish bread
Instant coffee Chicken and pork
Adobo
Friend tilapia
Pancit guisado

Lunch

Drinks Main course Dessert

Water Rice gulaman
Pineapple juice Mixed seafood and
vegetable
Pancit luglu
Sweet and sour tilapia
Snack

Water
Empanada

Vegan donut
Apple juice
 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 Chiffon cake
Apple juice Beef bulao
Liver steak
calamares
 DAY 3

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

Breakfast

Drinks Main course Dessert

Water Rice Spanish bread
Instant coffee Chicken and pork
Adobo
Friend tilapia
Pancit guisado

Drinks Main course Dessert

Water Rice gulaman
Pineapple juice Mixed seafood and
vegetable
Pancit luglu
Sweet and sour tilapia
Snack

Water
Empanada

Vegan donut
Thanda juice

Dinner

Drinks Main course Dessert

Water Rice Moist chocolate cake
Apple juice Beef lechon
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 2,000.0 Php.60,000.00
0
Hotel fee for projector,sound 3 15,000 Php.45,000.00
system,microphones
Rented private van 2 3 2,500 Php.15,000
Catering 400 3 500 Php. 600, 000
Snacks 400 3 50 Php. 6,000
Geust speaker 1 1 3,000 Php.3,000
Assistant guest speaker 1 1 2,500 Php. 2,500
Emcee(one day) 5 3 1,000 Php. 15,000
Certificates 400 1 60.00 Php. 20,000
Souvenirs 400 1 600 Php.240,000
Programs 400 1 50 Php. 20,000
Plaque 10 1 300 Php. 3,000
Documentation/photography 400 300 Php.120,000
Rente truck for coffee machine 1 3 2,500 Php.7,500
Labor 20 3 400 Php.23,100
Honorarium 10 3 2,000 Php.15,000
Professional fee 1 3 80,000 Php.180,000
Contingency fund 150,000 Php.100,000
Security assistance fee 10 3 1,500 Php.45,000
-Php. 980,100
Overall Php.980,100.00
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 SP04Casas, Randell 099999999
BFP P01Abajar, Nino 091600000000
AFP SP02 Canete, Edgar 111111-2229
ZAMCELCO Mr. Jayeem Canete 09-069010049
HOSPITALS(24HRS) Emergency hospital 09197805336
ZAMBOANGA CITY MEDICAL Dr. Myna Damiles 09157803776
CENTER
ZAMBOANGA DOCTORS DR. Evelyn Cannete 09168703556
HST.
CIUDAD MEDICAL ZC Resty Seberola 09198736552
RED CROSS Michel Espulo 90181745773
POISON CONTROL Narcisa Emaculate 091685748337
OBEGYNE Fasrah Chiong 0196489574
PEDIATRICIAN Bella Javier 01934759494
EVENT ORGANIZER Roselie P. Belgira 03858595595
COMPLETE LISTING OF CONTRACTIONS WITH CONTACT NUMBERS
CATERING SHOP
1. Name of catering : Xiendy’s Best catering
Address : Narra Drive,Tumaga,zamboanga City
Contact number :

2. Name of catering : Bars Cafe

Address : Z.C.
Contact number :
3. Name of catering : mich,shop
Address :
Contact number

4. Name of catering :
Address :
Contact number

5. Name of catering :
Address :
Contact number

EVENT COORDINATOR
1. Polkadots Events
Facebook page ;
Email :
Contact no. ;
2. Polkadots Events
Facebook page ;
Email :
Contact no.
3. Polkadots Events
Facebook page ;
Email :
4. Contact no. Polkadots Events
Facebook page ;
Email :
Contact no.

HOTELS
1. Garden orchid hotel – 3,400.00
2. Lantaka hotel
3. Palacio del mar
4. Crown suites hotel
5.
 PHOTOGRAPHY/VIDEOGRAPHY
1.
2.
3.
4.
5.
MUSIC
1.
2.
3.
4.
5.
 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, portering 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 programme

 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
programme 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 wlil 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.