REPUBLIC OF THE PHILIPPINES

ASIAN DEVELOPMENT FOUNDATION COLLEGE

P. BURGOS ST., TACLOBAN CITY 6500

PRELIMINARY PROJECT IN
EVENTS MANAGEMENT
BS-HMP27/TMP25
EVENTS PLANNING & BUDGETING FILE 2023

Submitted by:
Cuentas, Jastine Althea T.
Ecaldre, Cammile G.
Pedrigal, Jumelloyd C.
Dizon, Queency Anne E.
Ayaso, Rosalie B.
Amistoso, Tyrhone M.
Tapacion, Cherry Mae O.
Group 2

Submitted to:
Ms. Lyndsay Verano
Instructor
 REPUBLIC OF THE PHILIPPINES
ASIAN DEVELOPMENT FOUNDATION COLLEGE
P. BURGOS ST., TACLOBAN CITY 6500

PRELIMINARY PROJECT IN EVENTS MANAGEMENT BS-HMP27/TMP25

EVENTS PLANNING AND BUDGETING FILE 2023

I. PROJECT NAME: Barya Mo, Kinabubuwason Ko: A Fundraising Event for Young
Learners Striving Amidst Poverty
EVENT THEME: Casual Event with Fairground Activities and Concert for a Cause
EVENT SCHEDULE: May 15, 2023
PROPOSED BUDGET: Php 412,000.00
NUMBER OF ATTENDEES: 1,000

II. NUMBER OF PEOPLE REQUIRED: 150

COMPENSATION AND GRATUITIES:
• Certificates and Tokens of Appreciation
• Meals and Refreshments for Sponsors, Volunteers, Staffs, and Performers
TRAVEL:
• For Sponsors: Roundtrip Van Transfers from Hotel to Venue, VV.
• For Volunteers: Roundtrip Jeepney Transfers from Pick-Up Point to Venue, VV.
• For Guest Performers: Roundtrip Airfare and Roundtrip Van/Jeepney Transfers
from Airport to Hotel and Hotel to Venue VV.
• Equipment needed by Staffs and Performers would be loaded on a truck for
hauling before and after the event
ACCOMODATION:
• For Sponsors: 2D1N Deluxe Twin Room at Summit Hotel Tacloban
• For Guest Performers: 3D2N Family Room at Summit Hotel Tacloban
FOOD:
• Meals and Refreshments on the day of the event prepared by JD’s Kitchen

III. PROJECTED PRICE: Php 412,000.00

IV. PLACE: Leyte Sports Development Center, Tacloban City

VENUE RENTAL:
• Free – a Letter of Approval needs to be signed by the Barangay Chairman of
Barangay 43-A District and City Mayor’s Office declaring that the Helping Hands
Association of Eastern Visayas, a non-profit organization, will conduct a
fundraising event in which the proceeds will benefit young elementary students
pursuing their dreams while living in poverty.
FOOD AND REFRESHMENTS:
• JD’s Kitchen (Php 55,000.00) – 6 people
o Food and Catering Service for 150 pax – Lunch (Before the Event)
o Delicacies from Tacloban City for 150 pax – Snacks
o Packed Meal for 150 pax – Dinner (After the Event)
DESIGNS AND DECORATIONS:
• Cuentas’ Spotlight Events Planning Services (Php 49,000.00) – 7 people
o Carnival themed décor – balloons, banners, streamers, balloon garlands,
circus backdrops, photo booths, freedom wall
o Includes one (1) photographer for event coverage
EQUIPMENT AND LABOR:
• Stage and Trusses Rental Tacloban by Ayaso Lights and Sounds Corporation
(Php 59,000.00) – 15 people
o Concert Stage/Trusses Equipment
o Concert Lighting Equipment
o Concert Speakers
o LED Walls
SECURITY:
• Assistance from the Tacloban City Police Office – 10 people
• Dizon Security Services (Php 32,000.00) – 10 people
TECHNOLOGY (WI-FI/IT SUPPORT):
• Amistoso’s Wi-Fi Direct (Php 24,000.00) – 6 people
o Powered by Converge ICT Solutions, includes live streaming
STICKER BANDS FOR ADMISSION:
• Regulating Services, a la Pedrigal (Php 19,000.00) – 5 people
o Includes printing of colored sticker bands and barcode scanning
PORTABLE TOILETS:
• Greencare Portable Toilets for Rent by Tapacion (Php 12,000.00) – 6 portalets
o Complete package of maintenance, cleaning, delivery, and pullout
o Includes segregated waste bins for proper trash disposal
MEDICS/FIRST-AID RESPONDERS:
• Tacloban City Rescue Unit (TACRU) – 5 people
• City Disaster Risk Reduction and Management Office of Tacloban City
(CDRRMO) – 5 people
AMUSEMENT RIDES:
• Ecaldre & Company Rent-a-Fair Package (Php 15,000.00) – 15 people
o Ferris Wheel
o Merry Go Round
o Spacebots
o Jollitown Rides
o Spinning Cup
CARNIVAL GAMES:
• Ecaldre & Company Rent-a-Fair Package (Php 15,000.00) – 10 people
o Color Game
o Sa Pula, Sa Puti
o BINGO
o Pop the Balloon
o Magic Ball
TRAVEL:
• Grand Tours Van Rentals (Php 6,000.00) – 3 transportation
• Alangalang Transport Cooperative (ATCO) Jeepney Rentals (Php 12,000.00) –
6 transportation
PERFORMERS:
• Serenades by Volunteers
• Silent Sanctuary
• Intermission Dances by Volunteers
• Parokya ni Edgar
V. PROMOTION:
VI. PARTNERS:
Supplier 1: Cuentas’ Spotlight Events Planning Services
Supplier 2: Stage and Trusses Rental Tacloban by Ayaso Lights and Sounds Corporation
Supplier 3: Dizon Security Services
Supplier 4: Amistoso’s Wi-Fi Direct
Supplier 5: Regulating Services, a la Pedrigal
Supplier 6: Greencare Portable Toilets for Rent by Tapacion
Supplier 7: Ecaldre & Company Rent-a-Fair Package
Supplier 8: JD’s Kitchen
Supplier 9: Grand Tours Van Rentals
Supplier 10: Alangalang Transport Cooperative (ATCO) Jeepney Rentals
 VII. PLANS:
EVENT PLANNING CHECK-LIST
✓ Event Name Barya Mo, Kinabubuwason Ko: A Fundraising Event for Young
Learners Striving Amidst Poverty
✓ Date of Event May 15, 2023
✓ Time of Event 1:00 - 6:00 pm
✓ Location of Event Leyte Sports Development Center, Tacloban City
✓ Event Coordinator Ms. Jastine Althea Cuentas
✓ Target Audience The Youth (4-15 y/o), Students (16-24 y/o), Parents and
Potential Donors (25-65 y/o)
✓ Event Objectives ➢ aims to open the eyes of potential donors that there are
future leaders and a bright future ahead of these youths
that just need the right person to light up their way
towards the right path;
➢ intends to provide sufficient financial help to young
learners in need through purchasing the necessities
needed for better learning; and
➢ desires to raise awareness to the public that there are
many striving young learners that are having difficulty in
attending school due to their status in life, so those who
have the privilege to go to school should not take it for
granted.
✓ Number of Guests 1,000 attendees
✓ Description of Event Barya Mo, Kinabubuwason Ko: A Fundraising Event for Young
Learners Striving Amidst Poverty is a charity event which aims
to attract potential donors in helping us to achieve our sole goal
- to create a better future for the youth that deserves it. During
this event, sponsors and potential donors from the crowd can
relive what it feels like to be a child again, regardless of their
age. Come and indulge yourself with a variety of fairground
activities such as amusement rides and carnival games! In
addition to this, Parokya ni Edgar and Silent Sanctuary will be
joining our cause so don't miss out! This event will take place
at Leyte Sports Development Center, Tacloban City 1-6PM on
the 15th day of May 2023 and will be hosted by the Helping
Hands Association of Eastern Visayas. Kitakits!
✓ Possible Risks ➢ The weather may be unpredictable on the day of the
event even after relying on the weather forecast.
➢ Refreshments given to the attendees might get
contaminated.
➢ Food might get spoiled if left too long in a humid
environment.
➢ There might be an unexpected power outage.
 ➢ There might be attendees who will need immediate
medical care.
➢ The funds might get pocketed.
➢ The behaviors of some attendees might start a ruckus at
the event.
✓ Budget Identification of Donations and Fundraiser
Budget Sources
✓ Sponsorship Ms. Rosemarie Tan Pamulaklakin
Ms. Glenda Dela Cruz
Mr. Emmanuel Pacquiao, Sr.
Ms. Jaime Augusto Miranda Zobel de Ayala II
Mr. Henry Tan Chi Sieng Sy
✓ Other Contributor Save The Children Philippines
City Government of Tacloban City

EVENT COMMITTEE PLANNING PERSON APPROX. HOURS DATE

& MANAGEMENT TASKS RESPONSIBLE TO COMPLETE FINALIZED
PLANNING-INITIAL CONSIDERATIONS
Determining Event Objectives Ms. Jastine Althea 5 hours April 01, 2023
Cuentas
Identifying Target Audience Mr. Jums Pedrigal 2 hours April 07, 2023
Choosing an Event Date and Time Ms. Queency Anne 2 hours April 07, 2023
Dizon
Budgeting for an Event Ms. Rosalie Ayaso 5 hours April 15, 2023
Involving a VIP Mr. Tyrhone 4 hours April 28, 2023
Amistoso
Identifying an External Host Mr. Jums Pedrigal 3 hours May 03, 2023
EVENT COMMITTEE
Ground Handlers Mr. Tyrhone 8 hours May 13 2023
Amistoso & Mr.
Jums Pedrigal
Host Ms. Jastine Althea 8 hours May 11 ,2023
Cuentas
Food & Beverages JD’s Kitchen 8 hours May 12, 2023
Ushers & Usherettes Volunteers 8 hours May 14, 2023
AREAS OF COMMITTEE RESPONSIBILITY
FUNDING & FINANCE
Financial Manager Ms. Cherry Mae 5 hours May 10 2023
Tapacion
Secretary Ms. Rosalie Balagtas 5 hours May 10 2023
Treasurer Ms. Cammile 5 hours May 10 2023
Ecaldre
Auditor Mr. Jums Pedrigal 8 Hours May 10 2023
VIII. EVENT BUDGET PLAN – TOTAL EXPENSES

EVENT BUDGET FOR BARYA MO, KINABUBUWASON KO: A FUNDRAISING

EVENT FOR YOUNG LEARNERS STRIVING AMIDST POVERTY
Expenses
Estimated Actual
Total Expenses Php 1,346,000.00 Php 411,739.00

Site Estimated Actual

Room and Hall Fees Php 200,000.00 Php 0.00
Technology Php 50,000.00 Php 24,000.00
Security Php 50,000.00 Php 32,000.00
Equipment Php 120,000.00 Php 59,000.00
Tables and Chairs Php 5,000.00 Php 2,000.00
Totals Php 425,000.00 Php 117,000.00

Decorations Estimated Actual

Event Planning Services Package Php 120,000.00 Php 49,000.00
Totals Php 120,000.00 Php 49,000.00

Publicity Estimated Actual

Graphics Work Php 3,000.00 Php 0.00
Photocopying/Printing Php 10,000.00 Php 2,538.00
Postage Php 10,000.00 Php 4,237.00
Tarpaulin Printing Php 26,000.00 Php 13,875.00
Radio Advertisement Php 2,000.00 Php 0.00
Social Media Advertisement Php 10,000.00 Php 8,523.00
Totals Php 61,000.00 Php 21,503.00

Miscellaneous Estimated Actual

Accommodation Php 50,000.00 Php 37,628.00
Transportation Php 35,000.00 Php 18,000.00
Gratuities Php 6,000.00 Php 4,500.00
Portable Toilets Php 20,000.00 Php 12,000.00
Totals Php 111,000.00 Php 72,128.00

Refreshments Estimated Actual

Meals Php 37,000.00 Php 13,750.00
Drinks Php 29,000.00 Php 13,750.00
Snacks Php 20,000.00 Php 13,750.00
Catering Services Php 15,000.00 Php 13,750.00
Totals Php 101,000.00 Php 55,000.00
Program Estimated Actual
Performers Php 299,000.00 Php 0.00
Amusement Rides Php 60,000.00 Php 15,000.00
Carnival Games Php 49,000.00 Php 15,000.00
Totals Php 408,000.00 Php 30,000.00

Prizes Estimated Actual

Ribbons/Plaques/Trophy Php 40,000.00 Php 17,847.00
Gifts Php 80,000.00 Php 49,261.00
Totals Php 120,000.00 Php 67,108.00