THM100

Introduction to Meetings, Incentives, Conferences and Events (MICE) Management 1

RUBIO, BLESSY O. BSHM 3-C

EVENT PROPOSAL FORMAT

I. EVENT BRIEF

Event: 7TH BIRTHDAY PARTY

Event Title: Zyrylle Pearl Turns 7

Venue: Rubio’s Farm & Resthouse

Location: Alogoog, Badoc Ilocos Norte

Date, Day and Time: January 30, 2022

Scope (e.g. number of guests, emcee, entertainer):

• 200 guests
• 1 emcee

Concept/ Theme: Frozen/Blue

Objectives:
• aims to provide event management services, that has not been experienced in the
industry
• affordable rates and be a company admired for its values and standards to all our
clients

II. SWOT ANALYSIS/ RISK MANAGEMENT PLAN

Strengths Weaknesses Opportunities Threats
Execution plan with Future profitability New acquisitions, Rising cost of raw
appropriate and and tax structure products and services materials
approved budge Sponsorship

Appreciation from the

Excellent service Technical problem people that will serve Heavy traffic and bad
as a marketing weather
strategy through
Trusted suppliers and Poor quality of the word of mouth
corporate partners services of corporate
partners
 THM100
Introduction to Meetings, Incentives, Conferences and Events (MICE) Management 2

III. HAZARD, RISK DESCRIPTION AND CONTROLS

Hazard Risk Description Controls

COVID-19 Close contact with a social distancing and

person who has follow health
covid- 19 or those protocols.
person with possible
symptoms.

Tools and Equipment Improper handling of Know the proper

tools and equipment handling tools
that may cause cuts especially sharp tools
and wounds. etc.
Place them in their
proper storage

IV. WORKING COMMITTEE

Working Committee Contractor and Person In-charge

Overall Chairman Blessy O. Rubio

Program Committee Angelo Concepcion

Jerome Gacula

Logistic Committee Sirus Rubio

Registration Committee Rialyn Jara

Aerica Valbuena

Technical Committee Acmad Gacula

Neil Ocampo
Karen Rubio

Marketing Committee Lorenzo Palafox

Joshua Friala
 THM100
Introduction to Meetings, Incentives, Conferences and Events (MICE) Management 3

V. EVENT PROGRAM

Time Activity Person in-charge

1:00 – 1: 30 PM Waiting for the guests

1:30 – 1: 40 PM Opening Remarks Mr. Luis O. Campos

1: 40 – 1: 45 PM Prayer Mrs. Glo O. Rubio

1: 45 - 2: 00 PM Introduction by parents of the Mrs. Filipinas G. Galzote

Celebrant
2:00 – 2:10 PM Singing a Happy Birthday Mr. Felippe Galzote
2:10 – 2: 45 PM Getting to know the celebrant Host : Ms. Liza S. Gil
2:45 – 3: 00 PM 7 Candles Host : Ms. Liza S. Gil
3:00 – 3:15 PM 7 Roses Host : Ms. Liza S. Gil
3: 15 – 3: 50 PM Games for Kids Host : Ms. Liza S. Gil
3:50 – 3: 55 PM Blessings of food Mrs. Glo O. Rubio
3: 55 – 4:15 PM Intermission number Host : Liza S. Gil

4: 15 – 4: 25 PM Host : Liza S. Gil

Performance by the Celebrant
4:25 – 4: 30 PM Host : Liza S. Gil
Blowing of the candle of cake
4:30 – 4: 40PM Message by the parents Host : Liza S. Gil

4:40 – 4:50 PM Giveaways The management

4:50 – 5:00 PM Closing Remarks Parents of the Celebrant

VI. VENUE DESCRIPTION AND LAYOUT

Rubio’s Farm & Resthouse is a beautiful and spacious venue that the offer exquisite atmosphere
and perfect setting that can be adapted for many versatile events including wedding ceremony,
birthday parties and family reunions.
 THM100
Introduction to Meetings, Incentives, Conferences and Events (MICE) Management 4

STAGE
 THM100
Introduction to Meetings, Incentives, Conferences and Events (MICE) Management 5

TABLE AND CHAIRS

BUFFET TABLE

TABLE FOR CAKE AND GIVEAWAYS

 THM100
Introduction to Meetings, Incentives, Conferences and Events (MICE) Management 6

INVITATION SAMPLE

VII. EVENT CHECKLIST

Items Quantity Person In-charge

Stage & Venue 1 Pink Cloud Events crew
Cake 1 Pink Cloud Events crew

Giveaways 200 Pink Cloud Events crew

Prizes 10 Pink Cloud Events crew
Sound System 1 Technical Committee
Food 15 Pink Cloud Events crew

Candles 7 Pink Cloud Events crew

Roses 7 Pink Cloud Events crew
Tables 22 Pink Cloud Events crew
Chairs 300 Pink Cloud Events crew

VIII. EVENT TIME FRAME

Date Activity

December 3, 2021 Meet the client

Planning the whole event.

December 18, 2021 Finalize the event.

Client settle down payment
Book all the suppliers.
Full payment of client
 THM100
Introduction to Meetings, Incentives, Conferences and Events (MICE) Management 7

December 28, 2021 Settle payment to suppliers.

Meet the whole team and discuss the
guidelines

January 3, 2021 Final coordination with the client

Prepare checklist.

January 30, 2021 (Day of event) Execute the plan.

XI. BUDGET PROPOSAL

Title: Zyrylle Pearl Turns 7
Date & Time: January 30, 2021
Theme: Blue/Frozen
Scope: 200 guests
1 emcee

Items Down Payment Balance Total Amount

Stage and Venue 10,000 10,000 20,000
Cake 5,000 5,000 10,000
Giveaways & Invitation Card 10,000 10,000 10,000
Prizes 10,000 10,000 20,000
Sound System 20,000 20,000 40,000
Food 30,000 30,000 60,000
Decoration 5,000 5,000 10,000
Tables 5,000 5,000 10,000
Chairs 5,000 5,000 10,000
Others 2,500 2,500 5,000
Sub Total 195,000
12% VAT 23, 400
15% Professional 29,250
fee
20% Contingency 39,000
(refundable)
Grand Total 286, 650

X. FOOD GUIDE
Food Types and Delivery Time Service Note

Rice Dinner/ 6:00 pm Madriaga Catering

Chicken Teriyaki Dinner/ 6:00 pm Madriaga Catering
Carbonara Dinner/ 6:00 pm Madriaga Catering
Pork Barbecue Dinner/ 6:00 pm Madriaga Catering
Salmon Dinner/ 6:00 pm Madriaga Catering
Fruit Salad Dinner/ 6:00 pm Madriaga Catering
Brownies Dinner/ 6:00 pm Madriaga Catering
Buttered Shrimp Dinner/ 6:00 pm Madriaga Catering
Salad Dinner/ 6:00 pm Madriaga Catering
 THM100
Introduction to Meetings, Incentives, Conferences and Events (MICE) Management 8

Grilled oyster Dinner/ 6:00 pm Madriaga Catering

Fried Chicken Dinner/ 6:00 pm Madriaga Catering
Cake Dessert/ 6:00 pm Madriaga Catering
Candies and Mallows Dessert/ 6:00 pm Madriaga Catering
Drinks Drinks/ 6:00 pm Madriaga Catering

XI. EVENT SUPPIERS

XII. PROPOSAL LETTER

Pink Cloud Pink Cloud Events

Events Badoc, Ilocos Norte

December 28, 2021

Mrs. Filipinas G. Galzote

#3 Alogoog, Badoc
Ilocos Norte

RE: PROPOSAL TO MANAGE AND ORGANIZE A 7th BIRTHDAY PARTY

 THM100
Introduction to Meetings, Incentives, Conferences and Events (MICE) Management 9

Pink Cloud Events is pleased to put forth our proposal to manage and organize your daughter ’s up-
coming 7th Birthday Party to be held in Badoc, Ilocos Norte on January 30, 2021. We at Pink Cloud
Events is in a position to provide the service aligned with the expectations of many clients and
establishments and create an event to treasure.

Together with this cover letter, we enclose herewith the proposal that outlines the details and
management plan for the event for your kind perusal. The proposal covers the event details and
timeline, scope of work and responsibilities and our team fees. A detailed follow-up proposal that
underlines the details of the event tentative costing and other related matters will follow should we
come to agreeable terms during the preliminary discussion.

If you have inquiries concerning the beyond mentioned subject, do not be indecisive to contact us
directly at 0956-988790/571-2473 for further rounds of discussion regarding this matter.

Thank you and God bless.

Blessy O. Rubio
Owner/Manager
Pink Cloud Events

XIII. EVENT CONTRACT/ SERVICE AGREEMENT

CONTRACT OF AGREEMENT

This Supply Agreement (the Agreement) is effective (December 18, 2021)

BETWEEN: Mrs. Filipinas G. Galzote {the Client},

a resident of [Alogoog, Badoc Ilocos Norte], mother
of Zyrylle Pearl who are having a 7th birthday party on January 30, 2022

[Michael Production] {the “Supplier”},

a company organized and existing under the laws of [Badoc, Ilocos Norte],
with its head office located at:

[Canaan Badoc, Ilocos Norte]

AND: [Pink Cloud Events] {the “Purchaser”},

a company organized and existing under the laws
of the [Badoc, Ilocos Norte]
with its head office located at:

[Alogoog, Badoc Ilocos Norte]

WITNESSETH:
 THM100
Introduction to Meetings, Incentives, Conferences and Events (MICE) Management 10

WHEREAS [MICHAEL PRODUCTION] currently supplies and distributes [party needs] {the
“Product”}.

WHEREAS [MICHAEL PRODUCTION], for the price and subject to the terms and conditions
contained herein, is prepared to sell and deliver to the Purchaser, on an ongoing basis and as
its exclusive supplier, and the Purchaser is prepared to buy on this basis from [MICHAEL
PRODUCTION], all of the Purchaser’s Product requirements.

NOW, THERFORE, IN CONSIDERATION OF THE MUTUAL COVENANTS AND AGREEMENTS

HERETO CONTAINED AND FOR OTHER GOOD AND VALUABLE CONSIDERATION, DULLY
RECEIVED, THE PARTIES HERE TO AGREE AS FOLLOWS:

1. DEFINITION AND INTERPRETATION

1. Whenever used in this Agreement, the schedules thereto, or any ancillary document
thereto, the following terms unless the subject matter or context otherwise requires,
shall have the following meaning:

1.1 “Agreement” means of refers to this agreement as amended from time to time
and any indenture, agreement or instrument supplemental or ancillary hereto
or implementation hereof;

1.2 “Business Day” means any day excluding Saturday Sunday and any other day
which in [Badoc, Ilocos Norte] is a legal holiday or a day on which financial
institutions are authorized by law or by local proclamation to close;

1.3 “Person” means any individual, company, corporation, partnership, firm, trust,
sole proprietorship, government or entity howsoever designated or consulted;
and

1.4 “Product” means or refers to [Fresh Flowers] sold pursuant to this Agreement.

2. OBLIGATION OF MICHAEL PRODUCTION

2.1 To refund or replace commodities those are faulty or not compatible with
standard specifications or not useable for the purpose of contact.

2.2 To announce price of commodity or service.

2.3 To notify/announce hazards related to using the commodities/ products.

2.4 To hand the consumer an appropriate invoice of the commodity that it bought
and not to force it buy additional quantities of no use to the consumer, or buy
other commodity or to ask it pay a higher than announced.
 THM100
Introduction to Meetings, Incentives, Conferences and Events (MICE) Management 11

2.5 To provide consumer with clear details on service it will obtain including and
benefits, features and related costs.

3. OBLIGATION OF PINK CLOUD EVENTS

3.1 Must respect of the terms and conditions and payment schedule.

3.2 Must inform the supplier ahead to the said date needed the materials/supplies.

3.3 Any loss of said rented materials/supplies shall be paid by the Purchaser.

This agreement shall take effect upon signing of contract in witness thereof, the parties
hereto execute and place first the above written.

SUPPLIER CLIENT PURCHASER

MICHAEL I. PEREZ FILIPINAS G. GALZOTE BLESSY O. RUBIO

WITNESS WITNESS
_____________________________ ___________________________

XIV. SAMPLE CALLING CARD

Pink Cloud
Events

PINK CLOUD EVENTS

Blessy O. Rubio
Event planner
09955616974
fb page: @PinkCloudsEvents
Badoc, ILocos Norte