Making the best memories

[email protected]| 0939-846-8351| GMC Brgy. Bagumbayan, Teresa ,Rizal,

 Making the best memories

CHAPTER ONE COMPANY PROFILE

Company Name: Memoria Events and Company

Company tagline : “ Making the Best Memories”
Business Address : GMC Bagumbayan , Teresa Rizal 1880
Contact Details : email: [email protected] cellphone: 0939-846-8351
Contact Person: Sara Marie- Therese A. Miakoun (CEO/ Proprietor)

Logo Meaning
Memoria- It is a Latin word which means memory, as what the company aims to do, to help the
client create the best memories in every event.

Purple- Portrays creativity and luxury for we aim to give that glamorous events and be creative so it
can lead to a memorable experience for the clients

White- It communicates goodness and a sense of optimisim . We have the ability to keep going and
pursue goals in the face of setbacks , that’s how we handle our projects.

Company Overview
Background

Memoria Events and Company was founded in 2018 by Sara Marie- Therese A. Miakoun, her
passion in arts and management even in making and seeing other people happy led her to start up
this business.

To create an event where we design and execute memorable events that fulfill the clients and
attendees wishes has always been our goal.

About
Memoria Events and Company is a full service event planning company that provides complete
planning, consulting, and supervision for both corporate and social events. Memoria provides its
clients with spectatcular events through creativity and uniqueness based on individual tastes and
preferences.

Whether the event is corporate or social , Memoria incorporates themes, design layouts, event
formats, and decor with the ultimate goal of making your design-specific event a most elegant,
unique, and memorable experience.

Company services Offered

Corporate events can include but are not limited to the exampleslisted below:
Fundraisers, Charity events, receptions, competitions, conventions, banquests, company picnics,
holiday parties, business meetings, corporate luncheons, trade shows, concerts
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 Making the best memories

Social events can include but are not limited to the examples listed below:
Theme parties, weddings, album release, reunions, kid events, birthday parties, tours, new year
celebration and we have souvenirs like shirts and other merchs.

Our Mission
Memoria events and company is dedicated to present exceptional events and extraordinary programs
for every client and to deliver high-quality production and excellent serivices retain trust with clients
over the long term

Our Vision
Memoria visualizes itself as the first choice of every person when it comes to the planning of their big
day, since we have a clear vision to ensure clients satisfaction and loyalty .

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 Making the best memories

CHAPTER TWO : MARKETING

Strength Weaknesss Opportunities Threats

-Experienced and motivated -Lack of sufficient -Client’s -strong competition
team financing for the recommendation
event -bad weather
-Effective solutions for event -Potential
management -Inefficient sponsorship and
registration and partnerhship
-Effective tools for the promotion event
of events management
system

Strategies and promotions:

Flyers and brochures, referrals, partnership, social media (facebook , instagram , tiktok) email, promo
discounts, packages.

Action Plan:
Involve the team early on , list the concrete details for each action , include a time line , designate
resources, esatblish a follow-up and measurement process, communicate the plan , confirm
sponsors/ partners and suppliers and venue, create an alternative plan in case of misfortune , carry
out approach for the success of the event and meeting client’s preferences.

Contingency Plan

Item What could go wrong Severity Contingency Plan

Key note No show High Fall back to alternative speaker
speaker
Wi-FI Doesn’t work Medium Have a back up hot spot available
Catering Food isn’t delivered High Have a list of local restaurants that can
cater event at last minute
Registration Registration sheets go Low Have extra copies of registration sheets
desk missing separate from original sheets

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 Making the best memories

Sponsorship Package

Game Changers Influencers Differentiators

PHP 25,000 PHP 15,000 PHP 10,000
-Exclusive stage mention -Exclusive stage mention -Exclusive stage mention
-6x featured on all social -3x featured in all social -1x featured in all social
media account with website media account with website media account with website
link link link
- 3 VIP seats -2 VIP seats -1 VIP seat
- 8 Complimentary tickets -5 complimentary tickets -2 complimentary tickets
-Name and logo on big screen -Name and logo included in - live display of logo on big
(solo slide ) as game all printed materials screen as differentiator
changers - live display of logo on big sponspor
-Stage opportunity for 10 screen as influencers
minutes

Sponsorship Letter

August 15, 2021

Ms. Precious Anne Medina
Sugar and Spice PH

Dear Ms. Medina

Greetings of Peace and Prosperity!

It is a great pleasure to have a word with you. We are the Memoria Events and Company , we offer
various kinds of events such as corporate ,social and personal events.

Our event management firm was chosen to organized the International Conference on Business
Analytics and Operations Research that will be held on October 30 2022. Handling this large
gathering is a big opportunity for us to showcase our potentials and sincerity to make an extraordinary
moment for eachh attendee. In order to make this successful, we are asking and looking for
sponsorship from local businesses and individuals.

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 Making the best memories

As we prepare the sponsorship package, your generous assistance will recognize at the event by any
means . All present individuals will acknowledge your support during the beginning and closing of the
event and we'll also highlights your business to show our gratitude.

We hope we can count on you in making this conference a success. Please feel free to contact us at
0939-846-8351 or email at us [email protected] for queries and further information.

Sincerely yours,

Sara Marie- Thérèse A. Miakoun

Memoria Events and Company

CHAPTER THREE FORMAL PROPOSAL LETTER

August 15, 2021

Mr. Juan Dela Cruz
Client

Dear Sir,

This serves as your quotation for your upcoming International Conference on Business Analytics
and Operations Research.The total amount package for plan A is P85,253.6 net of all taxes.

Proposed Date : October 30 2022

Proposed Venue : H0tel Siena Conference Hall
Proposed Time : 9:00 AM-1:00 PM
Number of Guest :40

Particulars Cost
Venue and Sound for 40 Pax P 15,000
Catering Services for 50 PAX P 25,000
Souvenirs P 4,880
Event Management Fee P 25,000
Total P 69,880

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 Making the best memories

Terms and Conditions:

 50% down payment upon agreement (non-refundable)

 50% one month prior to the event (non-refundable)
 Mode of payment is in cash or in cheque
 Please send back the signed conformed

Prepared by Conforme:

Sara Marie- Thérèse A. Miakoun __________

Memoria Events and Company

Proposal Letter

August 15, 2021

Mr. Juan Dela Cruz
Quantrics International Company

Dear Mr Dela Cruz,

RE: PROPOSAL TO MANAGE THE INTERNATIONAL CONFERENCE ON BUSINESS

ANALYTICS AND OPERATIONS RESEARCH

We want to express our gratitude as you choose us to organize the upcoming International
Conference on Business Analytics and Operations Research which will be held on October 30
2022. Our team is thrilled to work with you as your event is a great oppotunity to allow businessmen
to meet people from all around the world. Also the event include a few well-known figures from the
field of study or work. That will allow guests to nurture their brain while also allowing them to be open
to new ideas and concepts.

Memoria Events wants to assist you to the best way possible and provide you the excellent service
you deserve so we create a plan on how this event will successfully and smoothly exceute in
accordance to your desires and interests. We’re respectfully and humbly present you our proposal
that highlight the event details, timeline,fees and tentative costs.

For more information, discussion and inquiries, please feel free to reach us! We are very much willing
[email protected]| 0939-846-8351| GMC Brgy. Bagumbayan, Teresa ,Rizal,
 Making the best memories

to accomodate you! You can drop a message and/or call us at 0939-846-8351 or email at us
[email protected].

We truly believe that we can make this event phenomenal to your guests and subordinates.

Best regards,

Sara Marie- Thérèse A. Miakoun

Memoria Events and Company

Detailed Cost Estimate

The following is the list of forecasted cost to be incurred in the holding of upcoming International
Conference on Business .

What: International Conference on Business Analytics and Operations Research

Where: Hotel Siena Conference Hall
When 9:00 AM -1:00 PM ,October 30,2022
Who: Quantrics Company Quality Analysts and Researchers
Why: To stay connected to others in their field and learn about cutting-edge scholarship.

PARTICULARS DETAILED INCLUSION ACTUAL COST

Venue Siena Events P 15,000

Catering for 50 PAX Shan’s Catering P 25,000

Souvenirs Memoria giveaways P 4,880

Event Management Fee P 25,000

SUB TOTAL P 69,880

VAT (12%) P 8,385.6
CONTINGENCY FUND (10%) P 6,988
GRAND TOTAL P 85,253.6

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 Making the best memories

Proposed Venue Set up

International Conference on Business Analytics and Operations Research

Gem’s Hotel Conference Hall Proposed Floor Plan

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 Making the best memories

Entrance table Inquiry for guest

Catering / Dining table and Chairs

Seminar table and chairs

conference center place/ projector

Proposed Floor Plan

International Conference on Business Analytics and Operations Research

Hotel Siena Conference Hall

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Entrance/Exit ,Registration Area. COVID Making the best memories
Safety protocol temparature check and
sanitizer
Fire Extinguisher, Fire Exit

Tables and Chairs for catering and

conference, Catering /food stand, Sound
System
Stage and Projection , Generator, Storage
area, First Aid Station ,Restroom

Proposed Time Table

DATES ACTIVITIES
August 10 2021  initial meeting
 beginning to discuss about the theme
and ideas of the event
August 12 2021  event team’s meeting /discussion about
the possible covered cost of the event
August 15, 2021  presentation of proposed quotation in
accordance with the desired motif
 inquiring to suppliers of needed
amenities for the event
 reach out to the guests and subordinate
who will participate at the event
August 17, 2022  signing the contract of agreement with
50% downpayment of the total
package cost
August 19, 2022  meeting with suppliers and make initial
payment
August 20, 2022  hotel visitation with client
August 23, 2022  planning the placement of designs
,sounds,and other amenities
 sketching the design of printed
materials and souvenirs
September 3, 2022  presentation of of planned venue
appearance to the client
 confirming the final look of printed
materials and souvenirs

September 10, 2022  finalization of the event

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 Making the best memories

September 13, 2022  meeting with the clients and suppliers

for full payment of the service
 coordinating with the hotel staff
September 15, 2022  checking the print materials and
souvenirs
September 16, 2022  coordination with the
technician/operator
 safety and protection protocols plans
and discussion

September 19, 2022  briefing the staffs ,suppliers,guests and

client about the program’s flow and
schedule
September 20,2022  final meeting for the forthcoming event
 discussing about the protection and
safety protocols –vaccination
cards,temperature check,social
distancing.
September 21,2022  visitation and checking the venue
 posting some safety measures for the
protection of all the attendees and staff
October 30, 2022  event day

TIME ACTIVITIES
7:00-7:30 AM  call time for the event staff, and supplier
7:30-8:00 AM  checking all the equipments are in good
condition
8:00-8:30 AM  final briefing of the team
 call time for food caterer
8:30-9:00 AM  sanitation and registration
 preparation
9:00-9:30 AM  program start (prayer,opening remarks)
9:30-10:30 AM  Conference proper
10:30-11:30 AM  Lunch
11:30-12:30 AM  Part two of the conference
12:30-1:00 PM  post evaluation

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 Making the best memories

Detailed Cost Estimation

The following is a list of projected cost to be incurred in the holding of International Conference on
Business Analytics and Operations Research .

Plan A:
Proposed Venue: Hotel Siena Conference Hall

PARTICULARS DETAILED INCLUSIONS ACTUAL COST

Siena Events -Conference room PHP 15,000
-Use of air conditioned venue for four (4)
hours
-3 hours ingress and 3 hours egress of
caterers
-Complimentary parking
-Basic sound system -40 PAX
San’s Catering Food and drinks for 50 PAX , Beef ,chicken, fish, PHP 25,000
vegetables, pasta, steamed rice, dessert , iced
tea, water, tables and chairs buffet table, cake
table, gift table, utensils, waiters and food
servers, stage backdrop, red carpet, complete
set-up, 2 layer cake, 24 cupcakes
Memoria Events and PHP 4,880
Company -Customized Stainless Tumbler (P122.00
Giveaways each)

Event Management PHP 25,000

Fee
Grand Total PHP 69,880

Plan B:
Proposed Venue: Gems Hotel and Conference Center

PARTICULARS DETAILED INCLUSIONS ACTUAL COST

Gems Hotel and Conference •Food for 30 pax PHP 27,500
Center •3 hours use of venue (add 500 since the event is 4
(500 per additional hour) hours)
•Tables and Chairs
•Basic decor (backdrop and
centerpiece)
•Ceiling decor (when applicable)
•Sound system with microphone
FREE: ROOM (dressing room),
for 3 hours on the event day
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 Making the best memories

Express Eats food for 10 pax PHP 3,000

Memoria Events and Company PHP 4,880
Giveaways -Customized Stainless Tumbler
(P122.00 each)

Event Management Fee PHP 25,000

Grand Total PHP 60,380
Vat (12%) PHP 7,245.6
Contingency fund 10% PHP 6,038
Grand Total PHP 73,663.6

Location Map and Risk Management Contigency

Proposed Stage Design and Proposed Food and Beverages

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 Making the best memories

CHAPTER FOUR LEGAL COMPLIANCE

Contract Agreement

This contract is made effective as of August 17, 2022 by and between MEMORIA EVENTS AND
COMPANY, here after known as the “Event Planner” and Mr. Juan Dela Cruz here after known as the
“Client”. This contract serves as an agreement of distribution of services and compensation in the
planning of the conference, which will be held on October 30,2022.

Compensation

As compensation for the Event Planner’s services, the Clients agreed to pay a total amount Twenty five
thousand (25,000) to the Event Planner. A non- refundable deposit of 50% twelve thousand five
hundred (Php. 12,500) will be made as an initial deposit and is due on the date that this contract goes
into effect.

The remaining balance of twelve thousand five hundred (Php. 12,500). shall be due no later than five
(5) working days prior to the date of the Event. If the balance is not received within this period of time, an
interest rate of 10% of the remaining balance shall be charged for every week the balance is past due

Date Changes and Cancellations

Should the date of the Event change, the Event Planner will make the best effort possible to
accommodate the new date. The Client understands that the last-minute changes can affect the quality of
the final Event and that these changes are not necessarily the fault of the Event Planner.

In the event of cancellation of the Event, the Client should notify the Event Planner no later than thirty (30)
days prior to the planned date. Should the Event be cancelled after that deadline, the Event Planner may
collect the full fee owed, including any applicable interest that may arise due to the late payment.

Signed by:

___________________

Mr. Juan Dela Cruz

Client

Signed by:
___________________

Ms. SARA MARIE- THÉRÈSE A. MIAKOUN

MEMORIA EVENTS AND COMPANY

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 Making the best memories

MEMORANDUM OF AGREEMENT

This document serves as a binding contract between MEMORIA EVENTS AND COMPANY and HOTEL
SIENA hereafter known and signed on AUGUST 17, 2022. The host desires to hold the upcoming
INTERNATIONAL CONFERENCE ON BUSINESS ANALYTICS AND OPERATIONS RESEARCH
OCTOBER 30 2022 Both parties agreed to abide on the following terms and conditions:
1. HOTEL SIENA will be held responsible for the venue (with complete tables and chairs)
2. MEMORIA EVENTS AND COMPANY will pay Celina Siena , Php. 15,000 for all the services
rendered. A 50% down payment will be paid at the signing of this contract, and the full payment will be
given after the completion of the event.
3. The arrival time is at 7:00 AM and check out at 1:00 PM.
4. In case, break their services 2 weeks before the event, they will
pay a damage of 20,000 and a breach of contract.

Signed:
______________________

CELINA SIENA
Owner/Manager
HOTEL SIENA

Signed:
_________________________

SARA MARIE- THÉRÈSE A. MIAKOUN

General Manager
MEMORIA EVENTS AND COMPANY

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 Making the best memories

INDEMNITY AGREEMENT

Agreement of Idemnification dated August 17 2022, between Shan’s Catering and Memoria Events
and Company. For the value, received Shan’s Catering display jointly and severally agree to indemnify
and save harmless Memoria Events and Company and its successors and assigns from any
claim,action,liability,loss,damage or suit arising from the following:

Where any claim is asserted Memoria Events and Company shall provide Shan’s Catering with
reasonably timely notice of same writing.

Thereafter, Shan’s Catering shall at its own expense defend, protect and save Memoria Events and
Company againsts crime said claim or any lessor liability resulting there from.

Should Shan’s Catering fail to so defend and/or indemtify and save harmless,then, in such case.
Memoria Events and Company shall have full rights to defend ,pay or settle said claim on their behalf
without notice to Shan’s Catering for all fees,costs ,payments made or agreedto be paid to discharge the
said claim.

Shan’s Catering agreess to pay all reasonable attorneys’ fees necessary to enforce said indemnification.

This agreement shall be unlimited as to amount or duration ,and it shall be binding up on and inure to the
benefit of the parties , their successors, assigns and personal agents and representatives.

Signed under this seal (August 17 2022)

In the presence of Selena Gomez Lady Gaga
Witness Witness

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 Making the best memories

SARA MARIE- THÉRÈSE A. MIAKOUN

MEMORIA EVENTS & COMPANY

SARA MARIE- THÉRÈSE A. MIAKOUN MEMORIA EVENTS &

COMPANY

MEMORIA EVENTS &

COMPANY

SARA MARIE- THÉRÈSE A. MIAKOUN

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 Making the best memories

Evaluation Form
Link: https://docs.google.com/forms/d/e/1FAIpQLScZqrVBs87Gjgxg64z5bSPrT56-
lUut4aJnkjPjpGsyHJuAVA/viewform?usp=pp_url

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