40th Birthday

(045) 982 1972 / 09123345567
www.IJTeventmanagementgroup.com.ph
IJT Unit 5, Anita Bldg. San Roque, Tarlac City
Event Management Group
Mission
To provide a top quality customer experience and a worry free event by meeting and exceeding
the expectations of our clients through innovative ideas and excellent service.
Vision
Become the leading event management company in the next five years that will provide
outstanding service in every event that will leave everyone an extraordinary and unforgettable
event.
Objectives
To provide catering and event management services in affordable rates.
To become the top choice for the local or national events, for event planning.
To be a company admired for its values, and standards to all our clients and;
a top stakeholder in creating a security and successful event.
(045) 982 1972 / 09123345567
Who we are
IJT Event Management group is a leading event management group in Region III that aims
to provide quality events and brandling. To achieve this goal, IJT provides a secured planning for
the successful event that engage the customer and the workers in a harmonic and peaceful event.
IJT is now 8 years in servicing Filipino people around its region.
Organizational Chart
Advisor
Chairman/event manager
Finance Marketing/promotion Logistics Food and Beverages
Services offered
Gender Reveal
Christening
Birthdays
Wedding
Conference
Seminar and Workshop
JS Prom
Acquaintance
Reunion
Fun Run
Concert
(045) 982 1972 / 09123345567
List of suppliers/contractors
SOUND SYSTEM
VENUE
v
(045) 982 1972 / 09123345567
CATERER
GOWNS
(045) 982 1972 / 09123345567
T-SHIRT PRINT
STAGE DESIGN
SOUVINIRS
EMCEE
(045) 982 1972 / 09123345567
Dear Mr. Smith
Advance Happy Birthday! Thank you for contacting us about the possibility of coordinating your upcoming
birthday party. We are pleased to be part of your special day.
We have 8 years experiencing birthday party and making a memorable, stress-free event. We are thrilled to make
a contract with us. We will make sure that you made a good choice and a right decision for choosing us in your
worry-free event. From the moment you become our client, we look out for your best interests, from contracting
out for better prices to making sure every last detail comes together when it is supposed to.
We have an information coming from you that your birthday celebration will take place next February and that
you might be interested in “Gala” event. We have set our team to become ready because February is a busy month
in our group. We are encouraging you to deposit soon so we can set and start preparing your location and begin
planning for the theme and motif.
We want to make sure your day is everything you imagined and exceed more from it. We are experts at creatively
combining all the aspects of a birthday party/celebration to make sure that it would reflect and fit in your
personality. We will make this event uniquely for you.
We would like to invite you in our store front office to view some of our portfolios and to talk more about your
wedding. We can plan and coordinate any birthday party that you can dream of. Please contact us for further
questions.
Sincerely,
Ian Joseph T. Supan

Manager, IJT Event Management Group
(045) 982 1972 / 09123345567
(045) 982 1972 / 09123345567
Event brief
Contact person: Mr. Ian Joseph T. Supan

Coordinator: Mr. Ian Joseph T. Supan
Brgy. Bora, Tarlac City
(045) 982 1972 / +639123345567
Name of event: Joey Smith’s 40th Birthday
Date/ day: February 21, 2020
Time of event: 6:00 p.m. to 10:00 p.m.
Location/venue: Bella Plaza, Tarlac City
Invitation: 90 pcs of invitation
Purpose :To create a strong relationship with friend as the celebrant
celebrates its 40th birthday.
Parking access: Bella Plaza parking area that can accommodate 40 vehicles.
Host: IJT Event Management Group

Band: Rey Valera and its team
Audio visual:
 Microphone
 LED
 Lights
 Speaker
 Video presentation
(045) 982 1972 / 09123345567
Event set-up
Stage set up- 4:00 p.m.
Tables and Chairs- 4:00 p.m.
Lights and sound- 5:00 p.m.
Audio-Visual- 5:00 p.m.
Caterer- 10:00 p.m.
CUSTODIAL
Staff
DIRECTIONAL SIGNAGE
Parking area
Entrance
Smoking area
Back stage
Comfort rooms
Emergency Exit
Fire exit
(045) 982 1972 / 09123345567
Event team
EVENT TEAM FUNCTION
Secretariat Committee …………….. Documentation and Printing

Registration and information services
Hospitality Committee …………….. Ushers and Usherettes
Food Committee ……………………. Food, catering services and sanitation
Food corner
Entertainment Committee ………… Technicalities: Stage sound system together with
the live band headed by Mr. Rey Valera
Chairman and Program Committee ……. Business sessions
(Mr. Ian Joseph T. Supan) Budgeting
Flow of the program
Physical and technical arrangements
(045) 982 1972 / 09123345567
Joey’s 40th birthday

FRIDAY, FEBRUARY 21
6:00 p.m. @ Bella Plaza

(045) 982 1972 / 09123345567
Event Vision/ the 5W’S
Client’s name: Joey Smith

Address: San Sebastian, Tarlac City
Contact No. : 0912 -63 4-8565 / 0995-736-3863
Birthday is a chance to remember the day that a major event occurred, to celebrate and give
thanks and to reflect upon how well you are still alive to celebrate the day you were born.
Joey’s lifestyle makes him more luxurious and rich in their community. He is the CEO of
the Camila sardines. He loves luxurious party, inviting bands and also dancing in a ball room. He
preferred to have a great Gatsby party for his 40th birthday with the motif and or theme party like
Gatsby and wear any black and/or gold colors.
He also invited 80 to 90 people in his party which will be taking place at the Bella Plaza,
Gate 2, San Sebastian, Tarlac City. The event will take place Friday, February 21, from 6:00pm
to 10:00pm.
(045) 982 1972 / 09123345567
Theme and Motif
Great Gatsby
Black and gold
Invitation
Jo ey’s 40 th
b ir t hd a y
FRIDAY, FEBRUARY 2 1
6 :0 0 p.m. @ Bel l a Pl a za
(045) 982 1972 / 09123345567
Table design
Cake DeSIGN
(045) 982 1972 / 09123345567
Ball room design

(045) 982 1972 / 09123345567
Floor map
Exit
Exit
(045) 982 1972 / 09123345567
List of Materials and Equipment

 Sound System and Lights
 Microphones
 Speakers
 Projector/LED
 Extensions
 Laptop
 Live Band
 Beatbox
 Piano
 Guitar
 Catering Service
 Plates
 Spoon and Fork
 Glass/ Wine Glass
 Food warmer
 Tissue paper
 Serving Spoon
 Kitchen utensils
 Venue
 Lights and sounds
 Backdrop
 Portable comfort rooms
 Registration table
 Souvenirs’ table
 Gifts’ table
 Buffet table
 Cake table
 Tables’ label
 Tables for other memorabilia
 List of guests per designated table
 Cake
 birthday Cake
 Cake knife
(045) 982 1972 / 09123345567
 Photographer/ Videographer
 Camera
 Frame
 Laptop
 Memory Card/ Flash DRIVE
 CABLES and wires
 extensions
 Florist
 Flower arrangements
 Photobooth
 Camera
 Printer
 Props
 Balloons
 Balloon arrangements
 candles
 Scented candles
 Mobile Bar
 Glass wares
 Portable blue light mobile bar
 Shot glass
 Liquors
 Shaker
 Bar Spoon
 Jigger
 Coffee
 Hair and Make-up

 Make up kit
 Hair blower
 Hair curler
 Hair Spray Gel
 Curling Iron
 Souvenirs
 Souvenir
(045) 982 1972 / 09123345567
 Invitations
 Invitation
 Other materials needed

 First aid kit
 Safety pins
 Scissors
 Extra buttons
 Duct tape
 Generator
Event Suppliers
VENUE : Bella Plaza
SOUND SYSTEM : Audio Hub/ Band headed by Rey Valera
CATERER : JB’s Catering Services
STAGE DESIGN : Event Events
SOUVENIR : Royal Events

(045) 982 1972 / 09123345567
Program
Estimated Activity Music In Charge
Time
I 5:00PM - Arrival of Royal Music Emcee/Usher/Sound System

6:00PM Guests/Acknowledgement
of Parents and
Siblings of Debutante
II 5:00PM- Introduction Royal Emcee

5:02PM
III 5:02PM - Grand Entrance of the Vintage Songs Emcee

5:08PM birthday celebrant
IV 5:08PM - Prayer Lead Me Lord Emcee/Sound System

5:10
V 5:10PM - Welcome Remarks (Wife) Royal Mother of the Debutante

5:13PM
VI 5:13PM - 18 candles (With When You Wish Emcee/Debutante/18 candle

5:30PM Wishes)//Picture Upon a Star participants/Photographer
Taking of 18 candles
VII 5:30PM - Birthday Song/Blowing Happy Birthday All

5:33PM of Candle
VIII 5:33PM - Wishes of the Parents True Loves Kiss Parents/Sibling

5:40PM and Siblings
IX 5:40PM - Prayer Before Meal (Silence) Father

5:43PM
X 5:43PM - Special Once Upon a Emcee/Debutante/Coutillion

6:00PM Number/Cotillion Dream Participants
XI 6:00PM - 18 Treasures I'm Wishing Emcee/Debutante/18

6:15PM Treasures
Participants/Photographer
XII 6:15PM - 18 Blue Bills Part of Your Emcee/Debutante/18 Blue

6:30PM World Bills
Participants/Photographer
(045) 982 1972 / 09123345567
XIII 6:30PM - 18 Gifts A Dream is a Emcee/Debutante/18 Gifts
6:45PM Wish Your Heart Participants/Photographer
Make
XIV 6:45PM - 18 Roses The Glow Emcee/Debutante/18 Roses

7:15PM Participants/Photographer
XIV 7:15PM - Dinner Classical Music Caterer/Sound System

8:15PM
XVI 8:15PM - Thank You Message from Classical Music Parents

8:20PM Parents
XVII 8:20PM - Debutante's Speech So This is Love Debutante

8:25PM
XVIII 8:25PM - Closing Remarks Classical Emcee/Parents

8:30PM
XIX 8:30PM - PARTY! PARTY! Royal/Fairytale All

9:30PM
(Games/Picture Taking)
(045) 982 1972 / 09123345567
Budget Proposal/ Budgeting

ITEMS INCLUSION QUANTITY ACTUAL
AMOUNT
VENUE   Location Rental 50, 000.00
 Table ang Chairs
Arrangement
 Air-Conditioned
 Decoration
 Stage Design
CATERER   Food 300 per guest and 24,000
 Soup crew
 Dessert (250 x 80 =
 Utensils 20,000)
 Water services
SPEAKERS FEE   Speaker 1 5,000 10,000
 Speaker 2 5,000
Sound System   Photographer 6,000
and
Videographer
 Lights
 Sounds
 Microphones
 LED
 Speakers
Printing shirts   Tshirts, ID Tshirt 20,000
and Souvenirs and Souvenirs (180 x 80 =
14,400)
ID
(40 x 80 = 3,200)
Souvenir
(30 x 80 = 2,400)
Coordination   Mobilization 15,000
Fee(15%)  Communication
via mobile
phone
 Meeting with
the supliers
 Meeting with
the client
 Service offered
 Staff fee
(045) 982 1972 / 09123345567
Summary of Expenses
Item Amount
Venue 25,000.00
Caterer 24.000.00
Speaker 10,000.00
Sound System 6,000.00
Print Shirt and Souvenir 20,000.00
Professional Fee (15%) 15,000.00
TOTAL AMOUNT 400,000.00

CONTINGENCY BUDGET (10%) 40,000.00
GRAND TOTAL 440,000.00
(045) 982 1972 / 09123345567
Contract Agreement
This Agreement for event planning services is hereby entered into by and between the following events:
IJT Management Group

Address: Brgy. Bora, Tarlac City
Contact information: Cell Number: 09123345567, Tel. Number: (045) 982 1972
CEO Joey Smith .(Hereinafter referred & referenced as “Client”)

Address: San Sebastian, Tarlac City
Telephone No.: (045) 234 7363
Contact Person: Mr. Joey Smith
1. Place of event (venue): Bella Plaza
2. Address of event: 47 David Avenue, cor. Dizon St., San Sebastian Village Gate 2 (across the Village
Covered Court), 2300 Tarlac City, Tarlac
3. City: Tarlac City Zip Code: 2300
4. Type of event: Birthday Party
5. Date of event: February 21, 2020 Start Time:6:00 pm End Time: 10:00pm
6. Scope of work: It is hereby agreed to and understood that IJT Events, in exchange for remuneration as
set forth in Paragraph 6 of this subject Agreement, I IJT Events will provide the following services:
(Flow of the program, budgeting, physical and technical arrangement)
7. The total event planning fee agreed upon is P 400,000. A non-refundable reservation fee of P 60,000 is
required to secure IJT Events, for the event. This amount shall be subtracted from the event planning
fee. The remaining balance of the event planning fee must be paid in full BEFORE the start of your
event (unless other arrangements are accepted by IJT Events. Any payments received less than 2 weeks
before the event must be by cash. Personal checks are accepted up to 2 weeks before the event. All
checks shall be made payable to Mr. Ian Joseph T. Supan.
8. IJT Events represents and warrants to Client that it has the experience and ability to perform the services
required by this Agreement; that it will perform said services in a professional, competent and timely
manner; that it has the power to enter into and perform this Agreement; and that its performance of this
(045) 982 1972 / 09123345567
9. Agreement shall not infringe upon or violate the rights of any third party or violate any federal, state and
municipal laws. However, Client will not determine or exercise control as to general procedures or
formats necessary to have these services meet Client's satisfaction.
10. This agreement of IJT Events to perform shall be excused by acts of God, or any other legitimate
condition beyond IJT Events control. If such circumstances arise, all reasonable efforts will be made by
IJT Events to find comparable replacement event planning at the agreed upon fees in the Brgy. Bora,
Tarlac City, Cell Number: 09123345567, Tel Number: (045) 982 1972, Email
Address:ijtevents@yahoo.com/gmail.com, Website: www.ijteventmanagementgroup.com.ph. that IJT Events is
unable to procure a replacement, Client shall receive a full refund of all fees paid to IJT Events. Client
agrees that in all such circumstances, IJT Events liability shall be exclusively limited to refunding the
fees paid and that IJT Events shall not be liable for indirect or consequential damages arising from any
breach of this contract.
11. In the event of non-payment, IJT Events retains the right to attempt collection through all legal and
permissible means. Client will be responsible for all court fees, legal fees, and collection costs incurred
by IJT Events.
12. It is agreed to that Client will take reasonable steps to protect IJT Events personnel and equipment
during the contracted period. In the event of injuries or damages resulting from insufficient protection on
Client’s part (except in the case of gross negligence on the part of IJT Events), Client will be responsible
for paying for all of IJT Events resulting costs (including, but not limited to, insurance deductibles,
medical treatment) that are not reimbursed by insurance.
13. This agreement cannot be cancelled except by mutual written consent of both the Client and IJT Events.
If cancellation is initiated by the Client in writing and agreed to by IJT Events in writing, Client will be
required to pay any unrecoverable costs already incurred by IJT Events (but not more than the total fee
agreed upon).
14. Client shall pay any charges imposed by the venue. These charges may include, but are not limited to,
parking, use of electric power, etc.
15. Client agrees to defend, indemnify, assume liability for and hold IJT Events harmless from any and all
claims, demands, damages, losses, suits, proceedings, penalties, expenses or other liabilities including
attorney fees and court costs, arising out of or resulting from the performance of this contract, regardless
of the basis (except for gross negligence on the part of IJT Events)
16. Client may not transfer this contract to another party without the prior written consent of IJT Events.
17. This agreement is not binding until received and signed by IJT Events. Any changes must be written and
signed by both the Client and IJT Events. Oral agreements are non-binding. The latest contract
supersedes all previous contracts between Client and IJT Events for the event listed above. If any clause
(045) 982 1972 / 09123345567
18. in this Agreement is found to be unenforceable by a court of law, the rest of this Agreement shall remain
in full force and effect.
19. This Agreement may be executed in multiple counterparts, and each such executed counterpart shall be
deemed an original, but all of which together shall constitute a single agreement. Facsimile signatures to
this Agreement are acceptable and carry with it the same full force and effect as an original signature.
20. IJT Events may elect not to exercise rights specified in this agreement. By doing so, IJT Events does not
waive their right to exercise those rights at a future date.
Dated: ___________ JDL Events
Signed by: Ian Joseph T. Supan

Signed _____________________________________
Dated:____________
Signed by: Mr. Joey Smith

Signed _____________________________________
(045) 982 1972 / 09123345567
Action Plan
Date Activities Remarks
January 03, 2019 Meeting with clients Finalized.
January 05, 2019 Contract signing and down Client and the organizers
payment 50% meet in the budget which
favorable for both parties.
January 06, 2019 Staff Briefing Tasks and responsibilities

well distributed and
strictly monitored.
January 07, 2019 Booking of venue Place and ambiance

Finalized
January 08, 2019 Videographer and Finalized

Photographer
January 10, 2019 Food tasting Approved
January 10, 2019 Caterer Approved
January 10, 2019 Invitations Approved
January 11, 2019 Souvenirs Approved
January 12, 2019 Sound system Approved
January 15, 2019 Full Payment Paid
February 04, 2019 Meeting with most of the Completed

clients
February 10, 2019 Finalizing of Details Completed
February 21, 2019 Actual Event Success
February 22, 2019 Cleaning time Done
February 23, 2019 Evaluation Done

(045) 982 1972 / 09123345567
Risk Management
Possible risk Possible solutions
Power interruption------------------------------- Generator
Natural Disaster---------------------------------- Fire extinguisher and evacuation exit
Legal Risk-----------------------------------------Checking of Documents month before the event
Technology Related Risk----------------------- Make a plan B for the possible technology problem
Safety and Security Risk------------------------ First aid kit and Signage
Financial Risk ------------------------------------Contingency fund

40th Birthday

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(045) 982 1972 / 09123345567

Finance Marketing/promotion Logistics Food and Beverages

Dear Mr. Smith

Ian Joseph T. Supan

Contact person: Mr. Ian Joseph T. Supan

Host: IJT Event Management Group

EVENT TEAM FUNCTION

Secretariat Committee …………….. Documentation and Printing

Joey’s 40th birthday

6:00 p.m. @ Bella Plaza

Event Vision/ the 5W’S

Client’s name: Joey Smith

Theme and Motif

Ball room design

List of Materials and Equipment

 Hair and Make-up

 Other materials needed

SOUND SYSTEM : Audio Hub/ Band headed by Rey Valera

CATERER : JB’s Catering Services

STAGE DESIGN : Event Events

SOUVENIR : Royal Events

I 5:00PM - Arrival of Royal Music Emcee/Usher/Sound System

II 5:00PM- Introduction Royal Emcee

III 5:02PM - Grand Entrance of the Vintage Songs Emcee

IV 5:08PM - Prayer Lead Me Lord Emcee/Sound System

V 5:10PM - Welcome Remarks (Wife) Royal Mother of the Debutante

VI 5:13PM - 18 candles (With When You Wish Emcee/Debutante/18 candle

VII 5:30PM - Birthday Song/Blowing Happy Birthday All

VIII 5:33PM - Wishes of the Parents True Loves Kiss Parents/Sibling

IX 5:40PM - Prayer Before Meal (Silence) Father

X 5:43PM - Special Once Upon a Emcee/Debutante/Coutillion

XI 6:00PM - 18 Treasures I'm Wishing Emcee/Debutante/18

XII 6:15PM - 18 Blue Bills Part of Your Emcee/Debutante/18 Blue

XIV 6:45PM - 18 Roses The Glow Emcee/Debutante/18 Roses

XIV 7:15PM - Dinner Classical Music Caterer/Sound System

XVI 8:15PM - Thank You Message from Classical Music Parents

XVII 8:20PM - Debutante's Speech So This is Love Debutante

XVIII 8:25PM - Closing Remarks Classical Emcee/Parents

XIX 8:30PM - PARTY! PARTY! Royal/Fairytale All

Budget Proposal/ Budgeting

TOTAL AMOUNT 400,000.00

IJT Management Group

CEO Joey Smith .(Hereinafter referred & referenced as “Client”)

1. Place of event (venue): Bella Plaza

3. City: Tarlac City Zip Code: 2300

4. Type of event: Birthday Party

Dated: ___________ JDL Events

Signed by: Ian Joseph T. Supan

Signed by: Mr. Joey Smith

January 03, 2019 Meeting with clients Finalized.

January 06, 2019 Staff Briefing Tasks and responsibilities

January 07, 2019 Booking of venue Place and ambiance

January 08, 2019 Videographer and Finalized

January 10, 2019 Caterer Approved

January 10, 2019 Invitations Approved

January 11, 2019 Souvenirs Approved

January 12, 2019 Sound system Approved

January 15, 2019 Full Payment Paid

February 04, 2019 Meeting with most of the Completed

February 21, 2019 Actual Event Success

February 22, 2019 Cleaning time Done

February 23, 2019 Evaluation Done

Natural Disaster---------------------------------- Fire extinguisher and evacuation exit