An event proposal presented to the instructors of

Everbright International Academy Inc.

In partial fulfillment of the course

Event Management Services NC III

ROSE ANNE J. LLAVE

SEPTEMBER 2019

Privy Trademark Events

Introduction:

No matter how small a life event may be, it should be celebrated with pride and joy to make
every second counts. – Privy Trademark Events

A company built with love and experience, Privy Trademark Events offers a wide variety
of event management for all seasons, age group and occasions. Here in Privy, the client is always
our first priority, to make them happy and gratified as we say. The logo of this company is an
environment-inspired design with reasons that the owner is an Environmental Scientist and a novel
freak. Privy is another word for unique which is cliché because it can also mean private. We want
to make our clients feel the uniqueness of the celebration while sharing their personal memories
to others. The simplicity of our logo indicates the beauty of small things which will be incorporated
in every project that we will get into. As you can see on our logo, the four key earth elements are
present meaning every element and aspects given to us will be look into and every resources that
we can obtain will be innovatively used. We are also advocating the environmental conservation
in every events that we organize as per recommendation of the owner. We strongly believed that
honesty equals trustworthy so you can expect that from us. The logo is mostly black and white
which means elegance and newness. “Privy Trademark Events” in literal translation is “unique
symbol for events” that emphasizes our fresh ideas that will make an event exceptional and
successful.

Privy Trademark Events

 COMPANY PROFILE

Name of the company: PRIVY TRADEMARK EVENTS

Address: Purok Salmon B, Lupac, Boac, Marinduque

Contact Numbers: 09993185054/ 09668205652

Website Accounts: Facebook: Privy Trademark Events

Email us: [email protected]

Privy Trademark Events

 COMPANY DESCRIPTION

About the Company

Privy Trademark Events was established in Marinduque, Philippines last 2016. It is

a full-service event planning company that provides complete planning, consulting and supervision
for both corporate and social events. Privy Trademark Events provides its clients with spectacular
events through creativity and uniqueness based on individual tastes and preferences. Whether the
event is corporate or social, Privy Trademark Events incorporates themes, design layouts, event
formats and décor with the ultimate goal of making your design-specific event a most elegant,
unique and memorable experience.

To assure the most spectacular event of a client’s choice, businesses are reaching to
us effectively plan and conduct their events. Our services are designed to meet their creative and
artistic needs as well.

Corporate events can include, but are not limited to the examples listed below:

Fundraisers Charity Events Receptions

Competitions Conventions Banquets

Company Picnics Holiday Parties Business Meetings

Corporate Luncheons Trade Shows Trainings and Seminars

Social events can include, but are not limited to the examples listed below:

Theme Parties Weddings Birthday Parties

Reunions Kid Events New Year’s Celebration

Baptism/ Christening Fiestas Graduation Celebration

Celebration

Privy Trademark Events

Mission
To be the leading Event Management Company in the Philippines and hopefully
worldwide, by meeting and exceeding the expectations of the clients through innovative, fresh and
unique ideas and the delivery of excellent services.

Vision
The company’s clear vision is to ensure the client’s satisfaction and enjoyment. As
every event has to be perfect socially, technically and be creativity fit, Privy Trademark Events
has collaborative and concur approach to all the projects.

Business Goals and Objectives

From start up to the end, the company devotes to plan and implement the most
unique and memorable event experience that clearly imparts the client’s vision and surpass their
dream.

For more information, contact us at these following numbers:

09993185054/ 09668205652

Or visit our websites:

Facebook: Privy Trademark Events

Email: [email protected]

Privy Trademark Events

 ORGANIZATIONAL CHART

EVENT DIRECTOR

PROJECT MANAGER PROGRAM COORDINATOR

VENUE COORDINATOR EQUIPMENT MANAGER

Privy Trademark Events

Rose Anne J. Llave

Event Director

The Event Director oversees all aspects of event planning and management, including
internal and external events. Responsibilities for the Event Director include meeting with the
clients to work out event details, plans with the client, scout, book locations, food, entertainment
and staff and clean up.

MAJOR TASKS OF EVENT COORDINATOR

 Recruit and convene a bid committee

 Recruit and convene an organizing committee
 Plan and oversee the recruitment and training of all human resources required to organize
and conduct the event
 Develop an event management plan
 Represent the event in dealings with outside parties
 Develop policies
 Monitor the progress of the planning and organization of event tasks

Ronnel C. Nolos

Project Manager

A project manager is a person who has the overall responsibility for the successful
invitation, planning, design execution, monitoring, controlling and closure of a project. The project
manager should make sure they control risk and minimize uncertainty.

ROLES AND RESPONSIBILITIES

 Planning and Defining Scope

 Activity Planning and Sequencing
 Resource Planning
 Developing Schedule
 Time Estimitating

Privy Trademark Events

  Cost Estimating
 Developing a Budgeting
 Documentation
 Creating Charts and Schedule
 Risk Analysis
 Managing Risks and Issues
 Monitoring and Reporting Progress
 Team Leadership
 Strategic Influencing
 Business Partnering
 Working with Suppliers
 Scalability, Interoperability and Portability Analysis
 Controlling Quality
 Benefits Realization

Ernest Karl I. Espiritu

Program Coordinator

Program Coordinators ensure that goals and objectives specified for the program are
accomplished in accordance with established priorities, time limitations, funding limitations or
other specifications.

DUTIES AND RESPONSIBILITIES

 May coordinate, monitor or supervise the activities of subordinates.

 Develops and recommends new or revised program goals and objectives.
 Develops and schedules program work plan in accordance with specifications and
funding limitations; oversees daily operations and coordinates activities of program;
determines priorities.
 Monitors and approves program expenditures ensuring that budget allocations are not
overspent.

Privy Trademark Events

  Prepares or assists in preparation of proposal for funding and/or funding continuation
from outside sponsors.
 Confers with and advises staff and others to provide technical advice, problem solving
assistance, answers to questions and program goals and policy interpretation; refers to
appropriate department person when unable to respond.
 Coordinates activities of program with inter-related activities of other programs,
departments or staff to ensure optimum efficiency and compliance with appropriate
policies, procedures and specifications.

Winelyn L. Paclibar

Venue Coordinator

Venue Coordinators are unique to weddings because in that their priority is venue.
Moreover, a venue coordinator/ planner is hired by the venue for the venue. They are there to make
sure that the lights are working, the space is clean and the venue is treated appropriately by other
people.

TYPICAL DUTIES

 He or she will open the venue on the event. Most venues follow a strict schedule and only
allow the vendors in at a certain time.
 The event coordinator will also work as liaison between the celebrant and the venue. The
venue coordinator’s role is to ensure that the venue is up to the contracted standards.
 A venue coordinator will also manage the catering timeline, if catering is handled by their
venue. If this is the case, the coordinator will keep the caterers aware of which tables should
be served first and when clean-up should begin.
 A venue coordinator will also oversee the setup of tables and chairs, if they are provided
by the venue. The venue coordinator will also use the floor plan to ensure that the tables
are properly set up in preparation for the flora and décor.
 The venue coordinator will also ensure that the space is presentable. The venue coordinator
oftentimes does the dirty work while things are being set up. Their knowledge of the venue
and how it should look is very beneficial to the client.

Privy Trademark Events

John Kevin M. Nueva

Equipment Manager

The Equipment Manager is responsible for planning, coordinating and directing the
operations of all equipment for effective maintenance and repair programs, equipment safety
programs and equipment use on company job sites. The position acts as a technical advisor on all
equipment issues and assists the management team with equipment and potential equipment
purchases.

ESSENTIAL FUNCTIONS

 Monitors and tracks equipment on a daily basis by job site, type and use.
 Maintains a dispatch board or log sheet.
 Prepares purchase orders for rental equipment tracks each piece of rented equipment by
job site and job number.
 Coordinates repairs and maintenance with the mechanic, purchase orders for repairs or
required maintenance.
 Purchases small tools and any supplies needed for the equipment or work crews.
 Issues purchase order in accordance with the company policy and the accounting system.
 Provides branch management with a weekly budget analysis of rentals and repairs.
 Prepares a monthly budget report for branch management outlining fixed and controllable
equipment costs as a percentage of sales revenue.
 Prepares a month-end accruals report for the branch controller.
 Reconciles vendor accounts at the end of the month.
 Inspects equipment on a regular basis to comply with company safety policies.
 Coordinates training sessions for new equipment with the operations as needed.
 Coordinates updating DMV registration and current insurance.

Supervisory and Responsibility

This position has no supervisory responsibilities.

Privy Trademark Events

Flyer

Privy Trademark Events

Business Card

Privy Trademark Events

 TERMS AND CONDITIONS

1. Definition

Client:
Clients are those who assigned us with the tasks and with the participants as well as in the
event.
Assignment:
The assignment is from the client that is given to us to organize a program for the
participants of an event.
Participants:
The participants of an event are recruited by the client.
We:
Privy Trademark Events, a company residing at Purok Salmon B, Lupac, Boac,
Marinduque.
2. Applicability
All bookings accepted by us and arrangements made by us are subject to these terms and
conditions. Our terms and conditions prevail over terms and conditions of the client.
3. Obligation of the Organizer
We are not the direct supplier of the accommodation. We obliged and commit ourselves to
carry out the assignment in a responsible manner and will try to select the best suppliers.
We do not arrange transportations of person or goods from Marinduque to other provinces
or vice versa but will only arrange transportation around the Marinduque province.
4. Obligation of the Client
The client will inform the participants before participating in the event that they have to
behave in a responsible manner during all activities so as to uphold our good name and
reputation. We hold the right to cancel the event or elements thereof in the event that the
participants do not adhere to any warnings issued by us or our supplier. In such cases, the
client will be held fully responsible for payment of the activity as well as for potential
damages and consequently no refund will be payable to the client. The client will confirm
to the participants in writing before the event takes place that the participants will
participate in the event at their own risk and responsibility and notify in writing to the
Privy Trademark Events
 participants before the event takes place all our other terms and conditions which may
reasonably be deemed to be relevant for the participants, such as, but not limited to:
 Restriction on the use of alcohol, drugs and smoking cigarettes;
 The observance of instructions during the event;
 The physical sustainability for participation in the event;
 The responsibility to participate in an event on the level of someone’s personal
skills and experience;
 The obligation to sign on the spot of the event, a waiver from with the regard to
damages and liability, if required;
 The possible last minute cancellation of an outdoor event in case of extreme
weather conditions, if the organizer of the event so decides.
5. Cancellations and Alteration
In the event the client cancels the event, cancellation fees will be charged as follows:
More than 2 months before the arrival date = 0% of total cost
Less than 2 months before the arrival date = 25% of total cost
Less than 1 month before the arrival date = 50% of total cost
Less than 14 days before the arrival date = 75% of total cost
Less than 7 days before the arrival date = 100% of total cost
All cancelations must be received in writing or phone call, and the date of cancellation
is that upon which written or phone call cancellation is received by us.
6. Offers
All offers are valid for 7 days as from the offer date, subject to availability, and will
thereafter expire without the option of appeal if they are not accepted in writing or phone
calls within this period.
7. Invoicing and payment conditions
The client will ensure that our invoice is paid 2 months before the event takes place.
In the event that the assignment is issued to us less than 30 days before the date that the
event takes place, the invoice must be paid immediately.
If payment has not been received in the day before the event is due to take place, we hold
the right to cancel the event. All cost incurred in relation to such cancellation will be
payable by the client.
Privy Trademark Events
8. Responsibility and Liability
In spite of our careful selection of suppliers, we cannot be held responsible for the
execution of the event by the supplier/s. more specifically, we cannot be held liable for any
damages done direct damage suffered by the client, if proven to be as a result of our gross
negligence or our wilful misconduct. Our liability will be held to the maximum amount of
the agreed assignment.
We cannot be held liable for any damages of whatsoever nature, property loss, injuries, or
death caused or suffered by a participant who was under the influence of alcohol or any
other drugs.
We cannot be held liable for any damages of whatsoever nature, property loss, injuries or
death caused or suffered by a participant who did not follow up instructions and safety
guidelines instructed by us or the supplier.

Privy Trademark Events

 FIRST BIRTHDAY

BUDGET
PROPOSAL

Privy Trademark Events

 Cell No. 09993185054/09668205652
Facebook: Privy Trademark Events
Email: [email protected]

August 29, 2019

ALDA CLAIRASE L. DELA CRUZ

Balogo, Boac
Marinduque

Dear Ma’am:

Good day!

Our company, PRIVY TRADEMARK EVENTS, would like to present our proposal for your
daughter’s first birthday celebration with all our willingness to provide you a unique and
memorable occasion. We visualize that the principal terms of the proposal transaction would be
substantially as follows.

Together with this cover letter, we enclose here with the proposal that outlines the details and
management plan for the event. We prepare complete packages that would suit your wants and
needs like all the necessary decorations, foods, venue and other materials that will complete the
celebration. Furthermore, the proposal covers the project and timeline, scope of work and
responsibilities and professional fee. This letter is not an official contract agreement. All of the
terms and conditions of the proposed transaction would be stated in the Contract Agreement, to be
negotiated, agreed and executed by both parties.

If we are selected as a prospective host, we anticipate that from the date to the closing will take no
more than seven (7) days.

Respectfully yours,

ROSE ANNE J. LLAVE

Event Director

Privy Trademark Events

 DESCRIPTION

1st BIRTHDAY

In many cultures, birthdays, especially children’s birthdays are one of the most significant

celebration days. Celebrating first birthdays are like celebrating the miracle of birth and the unique

person who was brought into this world.

“A first birthday celebration is particularly precious because as we reflect on the previous

year, we think about just how tiny and new they were and how far they have come.” –Anonymous

In a way, the first birthday is like the first chapter of a new story. Even though the baby

has yet to start crawling and talking, the first birthday is a time when families and friends can look

forward to the future of a child that will continue to grow and get stronger and make unforgettable

memories.

Privy Trademark Events

 Programme

Arrival of Guests 2:00-2:30 pm

Introduction from the Host/ Welcoming of Guests 2:30-3:00 pm

Prayer 3:00-3:05 pm

Short Message from Parents 3:05-3:15 pm

Presentation of Gifts 3:15-3:30 pm

Simple Games for Kids 3:30-4:00 pm

Serving of Foods and Refreshments 4:00- 5:00 pm

(While eating, chats and reunion……

Music is playing)

Distribution of Souvenirs 5:00-6:00 pm

Picture taking (Photo booth) 6:00-7:00 pm

Thank You Message of Parents 7:00-8:00 pm

Closing Time 8:00-9:00 pm

Privy Trademark Events

 BUDGET PROPOSAL

SERVICES AMOUNT
Venue Php 20,000
Lights and Sounds Php 10,000
Catering and Services Php 20,000
Menu:
Fried Chicken
Spaghetti
Lumpiang Shanghai (100 guests- Php 200.00 per head)
Calamares (includes crew service fee)
Burgers
Cupcakes
Strawberry parfait
Moana Fruit Punch
2 Layer Cake Php 5,000
Souvenirs and Invitations Php 10,000
Photo and Video Coverage Php 10,000
Host Php 10,000
Contingency Php 10,000
Total: Php 95,000

SERVICES AMOUNT ACTUAL PROFIT

Venue Php 20,000.00 Php 15,000.00 Php 5,000.00
Lights and Sounds Php 10,000.00 Php 8,000.00 Php 2,000.00
Catering and Php 20,000.00 Php 15,000.00 Php 5,000.00
Services
2 Layer Cake Php 5,000.00 Php 3,000.00 Php 2,000.00
Souvenirs and Php 10,000.00 Php 8,000.00 Php 2,000.00
Invitation
Photo and Video Php 10,000.00 Php 7,000.00 Php 3,000.00
Coverage
Host Php 10,000.00 Php 8,000.00 Php 2,000.00
Contingency Php 10,000.00 Php 0.00 Php 10,000.00
Total: Php 95,000.00 Php 64,000.00 Php 31,000.00

No. of Workers: 10 Gross Income- Labor Cost=

Rate: Php 500.00 Php 31,000.00 – Php 5,000.00
Total Amount: Php 5,000.00 Net Income: Php 26,000.00
Privy Trademark Events
 FLOOR PLAN

GIFTS

Sound Sound
System System

Buffet
Table

STAGE

CAKE

HOST
10

10
Entrance/ Exit

Souvenirs

10 10

10
20

10

20

Comfort
Room

Privy Trademark Events

 Reception Details

Venue: Casa de Don Emilio

Capacity: Minimum of 50 persons and maximum of 100 persons

Privy Trademark Events

Event Concept Sample

Suggested Theme: Princess Party

Privy Trademark Events

Cake

Souvenirs

Privy Trademark Events

Foods and Drinks

Privy Trademark Events

 INVITATION

Privy Trademark Events

 LOCATION MAP

Privy Trademark Events