Clyteshane E.

Soberano
Events Coordinator
Ipil Zamboanga Sibugay
Email: events&[email protected]
09350352832

Budget Proposal
Name of client: MARCELO SPINOLA SCHOOL ALUMNI BATCH 2016
Type of Event: ALUMNI HOMECOMING
Event’s Budget: 200,000
Guest: Alumni, school Teachers & Staff, Guest Speaker, Admin
Head Count: 200
Event Concept: Masquerade Ball
Event motif: Red, Gold, White
Event place: Jackie’s Hotel, Ipil, Zamboanga Sibugay
Food Package: Jackie’s Hotel and Restaurant
Dish- Beef steak, Fried Chicken, Chopsuey
Special Delicacy-Lechon
Dessert: Garden Salad & Chicken Salad
Beverage/Drinks: Wine, Beer
Cake: 3 Tiers Cake

Transportation/ Venue: 1 van for the school Admin

Accommodation: Jackies Hotel
Clyteshane E. Soberano
Events Coordinator
Ipil Zamboanga Sibugay
Email: events&[email protected]
09350352832

Product
Launching
Package Photo coverage
 Photobooth
Inclusion
 Food Package  Photo on the Day of the event
 Décor
 Photo Coverage Product Commercial Shoot
 Video coverage  Video Presentation
 venue  Product Highlights Photos
 Lights and sound Product Launching Accessories
 Led Walls  Lights
 Host  High End Sounds
 Tokens & Awards  Led Walls
 Low Lying Smoke Machine
Food Package  DJ sound system
 Dish
 Special Delicacies Host & Entertainment
 Dessert  DJ sound system
Freebies
 Beverage
o 100 pcs invitation
 Cake
o 100 pcs souvenirs
Décor and Styling
o Fresh bouquet for the Speakers
 Venue decoration
o 3 Layers birthday cake
 Stage design
o Sweets
 Ceiling Design
Venue
 Entrance tunnel
Jackies Hotel
 Center piece
 Center Aisle Design
Clyteshane E. Soberano
Events Coordinator
Ipil Zamboanga Sibugay
Email: events&[email protected]
09350352832

EVENT EXPENDTITURES

Event Package: 200,000 Estimated Pax: 100

Category Subtotal Actual
amount
1. Staff and Personnel
 Assistant 1000
1000 3,000
 Secretarial
1000
 Cashier
2. Venue 10,000
3. Food and Beverage
 Dish 250 x 200 per pax- 67,000
25,000
 Special delicacy (lechon) 7,000
 Desserts Garden salad-1000
Grazing table-5000
 Beverage and wine
2000
 cake 2000

4. Lights, sounds & LED Wall

35,000
5. Decoration 25,000
6. Documentation
 Photo Product highlights- 18,000
 video During event-
7. Transportation 2000 rentals
 1 van (15 seaters) 1500 gas -3500(3) 3,500

8. Accommodation
 VIP room 2x2000 4,000
 9. Other charges
 Awards & Certificates 5,000 19,000
2000
 Host
6,000
 Invitations
6,000
 souvenirs
15,500
10. Other Expenses
Transportation Allowance

150,000

11. Total

Clyteshane E. Soberano
Events Coordinator
Ipil Zamboanga Sibugay
Email: events&[email protected]
09350352832

Billing Statement
COMPANY NAME: EG Events and Glamour CLIENT/COSTUMER: Merry Grace V. Laray

NAME: Clyteshane E. Soberano NAME: Merry Grace V. Laray

ADDRESS: Ipil Zamboanga Sibugay ADDRESS: Ipil Zamboanga Sibugay
ZIP CODE: 7001 ZIP CODE:7001
MOBILE NO.:09350352832 MOBILE NO.:09975830346
E-MAIL:[email protected] E-MAIL:[email protected]

DESCRIPTION AMOUNT
1. STAFF/PERSONNEL 3,000
2. VENUE 10,000
3. FOOD AND BEVERAGE 67,000
4. LIGHTS AND SOUND 35,000
5. DECORATIONS 25,000
6. DOCUMENTATION (PHOTO/VIDEO) 18,000
7. TRANSPORTATION 3,500
8. ACCOMODATION 4,000
9. OTHER CHARGES (HOST, SOUVENIRS, etc.) 19,000
10. TRUST 15,500

TOTAL 200,000

COMMENTS OF SPECIAL INTRUCTIONS:

1. TOTAL PAYMENT DUE IN 7 DAYS 200,000
SUBTOTAL

DISCOUNT

PAX 200

TOTAL 200,000

CLYTESHANE E. SOBERANO
EVENTS COORDINATOR
Clyteshane E. Soberano
Events Coordinator
Ipil Zamboanga Sibugay
Email: events&[email protected]
09350352832
EVENT PLANNING CONTRACT
PARTIES

 This event planning contract is entered into on _____May 24, 2022___by and between
___Merry Grace V. Laray __(Client)______________, with an address of ___Rosal
Veterans Village, Ipil Zamboanga Sibugay_____________, and Clyteshane E. Soberano
EG Events Coordinator with an address of _____Nangka Veterans Vilaage, Ipil
Zamboanga Sibugay.

EVENT BACKGROUND

The event will take place on ___Chatue de Ipil Heights_____________, on which date(s)
the Client plans to hold the event described below:

 November 17, 2022 @6 pm

 Garden set up
 Fairytale Fantasy Concept
 Maroon, white & gold motif

PLANNER DUTIES

 The Client hereby engages the Planner to perform the following duties relevant to the
event:

 schedules and attends all stakeholders’ meetings

 helps determine and manage the budget

 coordinates hotel rooms and transportations

 oversees everything on the birthday

 The Planner is required to obtain written consent from the Client prior to entering into
any contractual agreements or issuing deposits or invoices.

PAYMENTS

 The Client hereby agrees to pay the Planner an amount of ___100,000 php__for the
services performed.

 The Planner will provide an invoice at the time of the payment.

CANCELLATION POLICY

 The Client is entitled to cancel this Contract at any given time.

 The Client is entitled to a full refund in the event that he/she cancels ________________
days before the beginning of the event.

 In the event that the Client cancels less than ____14__ days before the beginning of the
event, he/she will not be entitled to a refund. Must be fully paid 15 days before the event.

 The Planner is entitled to cancel this Contract at any given time.

 In the event of cancellation by the Planner, he/she is required to provide a replacement

planner that the Client agrees to. In this case, the Planner will be required to refund any
money previously provided by the Client as a budget for the event or other.

DISPUTE RESOLUTION ALTERNATIVES

 Any dispute or difference whatsoever arising out of, or in connection with, this Contract
shall be submitted to arbitration/mediation/negotiation (circle one) in accordance with,
and subject to the laws of the Philippines.

LEGAL FEES

 In the event of a dispute that results in legal action, the successful party will be entitled to
the legal fees, such as attorney’s fees or other.

SEVERABILITY

 In the event that any provision of this Contract is found to be void and unenforceable by a
court of competent jurisdiction, then the remaining provisions will remain in force in
accordance with the Parties’ intention.

ENTIRE AGREEMENT

- This Contract contains the entire agreement and understanding among the Parties to it
with respect to its subject matter, and supersedes all prior agreements, understandings,
inducements and conditions, express or implied, oral or written, of any nature whatsoever
with respect to its subject matter. The express terms of the Contract control and supersede
any course of performance and/or usage of the trade inconsistent with any of its terms.
GOVERNING LAW

- This Contract shall be governed by and construed in accordance with the laws of
Philippine 1987 Constitution.
SIGNATURE AND DATE

- The Parties hereby agree to the terms and conditions set forth in this Contract and such is
demonstrated by their signatures below:

CLIENT PLANNER

Name:____________________________ Name:____________________________

Signature:_________________________ Signature:_________________________
Date:_____________________________ Date:_____________________________
WITNESS

Name:____________________________
WITNESS Signature:_________________________
Name:____________________________ Date:_____________________________
Signature:_________________________

Date:_____________________________

Clyteshane E. Soberano
Events Coordinator
Ipil Zamboanga Sibugay
Email: events&[email protected]
09350352832
 ORGANIZATIONAL CHART
CLYTESHANE E. SOBERANO
(EVENT MANAGER)

ELI ASHIR O. SISMOAN SHIRA ALLELU O. NELJANE E. SOBERANO

(SECRETARY) SISMOAN (CASHIER)
(ASSISTANT)

JIMMY MORENO JACKIE’S HOTEL & HERCULES

(DECORATOR) RESTAURANT (LIGHTS, SOUND
(CATERER) OPERATOR)

JOHN TINGNAN KEVIN AYA-AY REROMA JACKIES HOTEL

(TRANSPORTATION DRIVER) (KNK PHOTOGRAPHER/ (ACCOMODATIONS OFFICER)
Documentations Officer)

Job Description
Event Planner
Event coordinators, also known as event specialists or event planners, are responsible for every
aspect of event planning. Their main duties include selecting venues, determining the cost,
arranging event services, and monitoring client approval. 

Assistant
The assistant provides reliable support to managers, staff, and office visitors, handles basic
office tasks and monitors office operations to increase efficiency, quality, and lower costs.

Secretary
A Secretary, or Administrative Assistant, is responsible for facilitating communications
within an office and fielding interactions with the public. Their duties include answering and
redirecting phone calls, scheduling meetings and providing personalized support for other
employees in their office.

Cashier
Cashier responsibilities include receiving payments and issuing receipts, gift-wrapping
packages and keeping track of all cash and credit transactions. To be successful in this role,
you should have previous experience in a customer service position and good knowledge of
how cash registers operate.

Decorator
Decorators enhance the inside and outside of the venue of the event to meet the needs of the
clients. They choose colors, paints, furniture, floor and window coverings, backdrops,
lighting and other accessories

Caterer
A caterer works on a contract basis, consulting with clients to create and serve customized
menus at parties or events. The caterer is responsible for developing the menu, preparing,
transporting, and serving the food, and assisting with the cleanup.

Lights and Sounds Operators

Inform users of audio and videotaping service policies and procedures. Control the lights and
sound of events, such as live concerts, before and after performances, and during
intermissions. Mix and regulate sound inputs and feeds or coordinate audio feeds with
television pictures.
Transportation Driver
Safely transporting birthday celebrant as well as her family exclusively to and from specified
location of the event in a timely manner. Assisting with the loading and offloading of
passengers’ luggage, products, and materials. Adjusting travel routes to avoid traffic
congestion or road construction.
Documentations Officer
An events photographer specializes in taking pictures for important or specific gatherings
such as parties, shows, events, and weddings. They must assist with the event setup and
provide excellent customer service to ensure that things will run smoothly before, during, and
after the event.
Videographer is someone who is responsible for recording live events and small scale video
productions. Videographers focus on smaller productions like documentaries, live events,
short films, legal depositions, weddings, birthday parties, sports events, commercials, and
training videos.
Accommodations Officer
Accommodations Manager ensure that all guest bedrooms and public areas are cleaned to the
highest standard. Directly manage the Housekeeping department and also oversee front office
operations in the absence of Front office manager. Ensures strict compliance with hotels
policies and processes.
Place of Event
EMERGENCY EXIT

LED WALL

EXHIBIT

PRODUCT
DISPLAY
AREA

EXHIBIT

EXIT

USHERETTES & ENTRANCE

SECRETARIAL

PARKING AREA
Clyteshane E. Soberano
Events Coordinator
Ipil Zamboanga Sibugay
Email: events&[email protected]
09350352832
POSITION NAME CONTACT NO.
1. EVENT MANAGER Clyteshane E. Soberano 09350352832

2. ASSISTANT Shira Allelu O. Sismoan 09753634137

3. SECRETARY Eli Ashir O. Sismoan 09515570783
4. CASHIER Neljane E. Soberano 09305198432
5. LIGHTS, SOUND, LED Hercules brothers 09270879543
WALL
6. FOOD AND Jackies Restaurant 09367063813
BEVERAGE
-ASSIGNED AREA
 DISH
 SPECIAL DELICASIES
 DESSERTS
 BEVERAGE 09971005603
 CAKE Nanas Cakes

7. TRANSPORTATION Jhon Tingnan 09556658481

 VAN

8. DECORATION Jimmy Moreno 06193445538

9. ACCOMODATION Roderics Hotel 09776443139
10. MEDICS Christian Dejecacion 09057906114
11. AMBULANCE Neriza H. Gatilao 09267277881
12. WASTE DISPOSAL Jobert Legaspina 096757794496
13. SOUVENIRS Jaybie Garcia 09532371358
14. SECURITY Crisanto Olam 09758830437

STAFF, OUTSOURCE AND SUPPLIER

Clyteshane E. Soberano
Events Coordinator
Ipil Zamboanga Sibugay
Email: events&[email protected]
09350352832
PROGRAM

I. Doors Open & Registration

II. Welcome by Company Director
III. Welcome by representative of Mist perfume team
IV. Remarks by the Founder and Managing Director
V. Official Launch of the Mist Perfume
VI. Conducting Remarks by the Vice President
VII. Thank you and updates of the Mist perfume team
VIII. Reception and Networking
IX. Ballroom Dance Entertainment
Clyteshane E. Soberano
Events Coordinator
Ipil Zamboanga Sibugay
Email: events&[email protected]
09350352832
EVENT PLANNING CONTRACT
PARTIES

 This event planning contract is entered into on _____May 31, 2022___by and between
___Merry Grace V. Laray __(Client)______________, with an address of ___Rosal
Veterans Village, Ipil Zamboanga Sibugay_____________, and Clyteshane E. Soberano
EG Events Coordinator with an address of _____Nangka Veterans Vilaage, Ipil
Zamboanga Sibugay.

EVENT BACKGROUND

The event will take place on ___Jackie’s Hotel & Restaurant_____________, on which date(s)
the Client plans to hold the event described below:

 October 25 2023
 Masquerade Ball
 Fairytale Fantasy Concept
 Maroon, white & gold motif

PLANNER DUTIES

 The Client hereby engages the Planner to perform the following duties relevant to the event:

 schedules and attends all stakeholders’ meetings

 helps determine and manage the budget

 coordinates hotel rooms and transportations

 oversees everything on the birthday

 The Planner is required to obtain written consent from the Client prior to entering into any
contractual agreements or issuing deposits or invoices.

PAYMENTS

 The Client hereby agrees to pay the Planner an amount of ___100,000 php__for the services
performed.

 The Planner will provide an invoice at the time of the payment.

CANCELLATION POLICY
 The Client is entitled to cancel this Contract at any given time.

 The Client is entitled to a full refund in the event that he/she cancels ________________
days before the beginning of the event.

 In the event that the Client cancels less than ____14__ days before the beginning of the
event, he/she will not be entitled to a refund. Must be fully paid 15 days before the event.

 The Planner is entitled to cancel this Contract at any given time.

 In the event of cancellation by the Planner, he/she is required to provide a replacement

planner that the Client agrees to. In this case, the Planner will be required to refund any
money previously provided by the Client as a budget for the event or other.

DISPUTE RESOLUTION ALTERNATIVES

 Any dispute or difference whatsoever arising out of, or in connection with, this Contract shall
be submitted to arbitration/mediation/negotiation (circle one) in accordance with, and subject
to the laws of the Philippines.

LEGAL FEES

 In the event of a dispute that results in legal action, the successful party will be entitled to the
legal fees, such as attorney’s fees or other.

SEVERABILITY

 In the event that any provision of this Contract is found to be void and unenforceable by a
court of competent jurisdiction, then the remaining provisions will remain in force in
accordance with the Parties’ intention.

ENTIRE AGREEMENT

- This Contract contains the entire agreement and understanding among the Parties to it with
respect to its subject matter, and supersedes all prior agreements, understandings,
inducements and conditions, express or implied, oral or written, of any nature whatsoever
with respect to its subject matter. The express terms of the Contract control and supersede
any course of performance and/or usage of the trade inconsistent with any of its terms.

GOVERNING LAW

- This Contract shall be governed by and construed in accordance with the laws of Philippine
1987 Constitution.
SIGNATURE AND DATE

- The Parties hereby agree to the terms and conditions set forth in this Contract and such is
demonstrated by their signatures below:
CLIENT PLANNER

Name:____________________________ Name:____________________________

Signature:_________________________ Signature:_________________________

Date:_____________________________ Date:_____________________________

Witness: