OUR MISSION

To provide quality service in catering and events at a fair and competitive price at
every event we manage considering that we represent the brand of our clients
through our events. Corporate, Social, Weddings, and More! We always put our
best foot forward to ensure our clients get the best experience as they deserve
nothing short of that.

OUR VISION
Our vision is to become the leading and preferred catering and events management
company to individuals and organizations. We intend to consistently provide
 outstanding quality service and quality food at events to exceed customers’
expectations.

OBJECTIVES
To help others, we must be humble and fully believe, "It's not about me, but
others." It's important to help our clients by "rolling up our sleeves" and not to be
afraid of hard work. Every area of serving our client is important

12/12/2023

DR. NELLY G. SUAN

CEO
ZOOM/AICCAT
PAGADIAN CITY

DEAR MADAM,

Your 10th foundation day and Homecoming Alumni is coming near. We

understand that Most of your staffs & employees do not have experience planning
big events. Being asked to plan an important event can cause extra stress for the
employee or team involved and may take away from business productivity. Which
is why we are here to make sure that your employees, management, and your
whole institution feel valued. This gives you an opportunity to focus on what is
important - Allow us to do what we do best and take care of the details involved in
putting together and pulling off a successful event.

SINCERELY,
MELGAR RUIZAL (MSR CATERING&EVENTS CEO)
Event Brief

Proposed event:10th ZOOM AND AICCAT Founding

anniversary and Alumni Homecoming
Organizers: M.S.R. CATERING & EVENTS Date/Time:
JANUARY 14-17, 2024
Duration: 3 days
Venue: KALIKASAN HALL, HOTEL GUILLERMO
Rizal Ave, Pagadian City, Zamboanga del Sur
Event Budget: 1,000,000,000.00 pesos
Number of Participants: 250 participants Specification:
Private Institution, President, Faculties and TESDA
officials in Region IX, Secretary SUHARTO T.
MANGUDADATU, Mayor SAMUEL S. CO and Gov.
Victor Jo Yu.

SUMMARY
Brief Information of the Event Planner
Trusted by clients who value excellence, reliability, and our experience in
delivering flawless events. Our reputation is built from a foundation of
integrity, expertise and passion. With more than 6 years of experience in the
industry, Variety continues to provide solutions for a wide range of audio-
visual and communications needs by offering a full suite of event technology
services.
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. CABASAG, MARGIE LOU 1ST Day Morning Host
2. BALDO, IAN DAN. 1st Day Afternoon Host
3. MARTUNIA, JELLOU. 2nd Day Morning Host
4. ALEGARBES, PATRICK. 2nd Day Afternoon Host
5. ALCIDERA, JOSEPH RIEL 3rd Day Morning Host

Action Plan
Venue: KALIKASAN HALL, HOTEL GUILLERMO
Rizal Ave, Pagadian City, Zamboanga del Sur
STAKEHOLDER
Event principal : JOSHUA MONTEMAYOR
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 Jo Yu
Invited
 ZOOM AND AICCAT 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 MONTH 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
 ZOOM/AICCAT AWARDING

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 ZOOM AND AICCAT 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 - motorcade (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
BREAKFAST
Drinks milk coffee
Main Course RICE TORTANG TALONG fried Fish
Dessert champorado
LUNCH
Drinks softdrinks water
Main Course Rice Buttered Chicken Sotanghon
Dessert Gulaman
Dinner
Drinks soft drinks water
Main Course Rice Pancit Guisado Sweet & Sour Fish
Dessert Mango Tapioca

DAY 2
BREAKFAST
Drinks milk coffee
Main Course RICE Fried Fish Egg
Dessert champorado
LUNCH
Drinks softdrinks water
Main Course Rice Buttered Shrimp Lomi
Dessert Gulaman
Dinner
Drinks soft drinks water
Main Course Rice Lechon Kawali Adobong Kangkong
Dessert Mango Tapioca

DAY 3
BREAKFAST
Drinks milk coffee
Main Course RICE Corned Beef, Egg
Dessert champorado
LUNCH
Drinks softdrinks water
Main Course Rice Nilagang Baka Chicken Menudo
Dessert Gulaman
Dinner
Drinks soft drinks water
Main Course Lechon Baboy Adobong Manok
Dessert Mango Tapioca
GENERAL COSTING
PARTICULAR QUANTITY DAY(S) PRICE AMOUNT
Hotel reservations 10 3 2,000.00 Php.60,000.00
Hotel fee for projector, sound system, 3 15,000 Php.45,000.00
microphones
Rented private van 2 3 2,500 Php.15,000
Catering 400 3 500 Php. 606, 000
Guest 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
Rent 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 are under the
contingency fund, if ever there are no casualties the contingency fund will be
returned to the client.

EMERGENCY HOTLINES
ESTABLISHMENTS/OFFICES NAME CONTACT NUMBER
PNP SP04 Garcia, Reynaldo 099999999
BFP P01 Gonzales, Danilo 091600000000
AFP SP02 Flores, Romeo 111111-2229
ZAMSURECO Mr. Mike Villanueva 09-069010049
HOSPITALS (24HRS) Emergency hospital 09197805336
Zamboanga Del Sur Medical Center Dr. Josephine Estrella 09157803776
- ZDSMC
PAGADIAN DOCTORS HST. DR. Ester Alcasid 09168703556
MENDERO MEDICAL HOSP Dr. Jonathan De Guzman 09198736552
RED CROSS Cynthia Perez 90181745773
POISON CONTROL Antonio Villegas 091685748337
OBEGYNE Dra. Maria Castillo 0196489574
PEDIATRICIAN Dra. Carla Villar 01934759494
EVENT ORGANIZER Melgar Ruizal 09123456789
COMPLETE LISTING OF CONTRACTIONS WITH CONTACT NUMBERS

CATERING SHOP
Name of catering : M.S.R CATERING & EVENTS

Address : Pagadian City

Contact number : 09123456789
 EVENT COORDINATOR
M.S.R CATERING & EVENTS

Facebook page ; M.S.R CATERING & EVENTS

Email : [email protected]
Contact no. ; 09123456789

HOTELS
HOTEL GUILLERMO PAGADIAN CITY

PHOTOGRAPHY/VIDEOGRAPHY/MUSIC
M.S.R 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, 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 program
 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 be escorted by the parking valet
 The VIP guest is escorted by the assistance to the function hall.
 The event organizer will be handling 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 make a plan and instruct staff to continue
the event program 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 standby 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 instructing 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.