TABLE OF CONTENTS

I. ACKNOWLEDGMENT LETTER
II. SERVICE CONTRACT
III.INTENT LETTER ( VENUE)
IV. EVENT PROPER:
COMPANY PROFILE
CORE VALUES
MISSION AND VISION STATEMENT
EVENT THEME AND DESCRIPTION
OBJECTIVES
ACTION PLAN
EVENT COMMITTEE AND RESPONSIBILITIES
ORGANIZATIONAL CHART
STRENGTHS
OPPORTUNITIES
CHECKLIST
EVENT TIME FRAME
PROGRAMME
VENUE LAYOUT
FINANCIAL STATEMENT
POST EVALUATION FORM

May 07, 2015

______________________
______________________

Sir/Madam:

Greetings of Peace!

We, the Spotlight Event Specialist would like to extend our

deepest gratitude for choosing us as your event coordinator for your
coming Golden Wedding Anniversary on _________________. Its a
great honor and pleasure that you gave your trust to our company
since we know that there are so many event specialists which you
can seek and ask for assistance in your event.
We promise that we will do our best to make the event
successful and unforgettable one.

For more information and other details about the event, you can
contact us anytime at 0915 854 4285.

Thank you very much.

Very truly yours,

___________________________

May 07, 201

Sir/Madam:

Good day!

We learned from a friend that you will be celebrating your

Golden Wedding Anniversary this coming _____________________, and
you will be looking for a credible event specialist who will turn your
dream event into reality. As one of the planners of the Spotlight
Event Specialist, We are very sure that what you are dreaming of
for the celebration of your event will be provided by us because of
what we are saying, We Bring Life to Any Occasion.

For the past few years of the operation of our company, we can
say that we really built credibility because we can provide what our
clients are asking for at a cost affordable to all.

We are very willing to help you, together with our experienced

and skilled coordinators and staff to make your event successful. Just
give your trust to us and we will do our best.

Just feel free to get in touch with us to discuss the service that
we can offer for that kind of event.

We are looking forward to hearing from you.

Very truly yours,
_____________________________

COMPANY PROFILE

BUSINESS NAME: SPOTLIGHT BRINGS LIFE TO ANY

OCCASION
BUSINESS ADDRESS: PINAGTONGULAN LIPA CITY
EMAIL: Spotlightcompany_events.com
CONTACT #: 09157731214

Spotlight(spat-,lit) is a device that directs a narrow, bright beam of

light on a small area,also it is something that shines brilliantly.
The letter s represents red carpet which add fray and glamour to
the event that used to place at the center aisle of the pavillion
or function hall, as the name suggest, spotlight will bring
radiance and elegance to every momentous events that we will
be handling.

Spotlight is afull service event, venue management

company located in pinagtongulan lipa city. We offer event
planning and management services, programming, special
event coordination, high quality activities and events
promotions.our services are available throughout the city to
help to help companies, organizations, festivals and families

To assure the most spectacular events of clients choice,

clients are reaching to us to effectively plan and conduct their
events. Our services are designed to meet their creative need as
well.

Yesterday, companies, organization and families designed

responsibilty for planning of events to someone within
them.Today, more and more companies, organizations and
familiesare seeking to hire professionals (such as spotlight) who
have displayed the talent, expertise and attention to detail to
ensure a successful events being enjoyed by all participants and
attendees.

CORE VALUES

INTEGRITY

Being ethically unyielding and honest and inspiring trust by

saying what we means matching our behaviors to our words and
taking responsibility for our actions

CLIENT- VALUE CREATION

Creating long term relationship by being responsive and relevant

and by consistently delivering value

BEST PEOPLE

Attracting developing and retaining the best tyalent for our

business challenging our people demonstrating a can- do attitude

MISSION

Provide event management services that has not been

experienced by the clients at affordable rates

Become the premiere choice for different kinds of events

Be a company admitted for its values and standards to all

our clients

EVENT THEME AND DESCRIPTION

Celebrating the golden wedding anniversary is the hallmark of

many marriages.

A rustic- themed conjures visions of a farm, barn or a camp

setting with right details or even a vintage style.

Using nature as the inspiration and the cozy and comfortable

ambience that will mark the milestone of the golden couple.

Green and budget friendly, with a lot of cost savings in the rustic
wedding projects and the ability to use elements and decorations
straight from nature.

Your rustic wedding reception is an aspect of the wedding where

you can apply many personal touches.

OBJECTIVES

Every event is different and special. Each has its own distinct and
audience, tone, personality and set of business objectives.

1. Focus on streamlining logistics so that your events unique

qualities shine through.
2. Reinforce brand identity and key messages.
3. Educate attendees on products and services and interact with
customers, prospects and other company constituents.
4. Apply the necessary skills and craftsmanship of the event
specialist as a thought leader in select areas of focus.
5. Feel the event realistic and a day/ night to remember.

ACTION PLAN

1. Plan and promote our creative team of event management

specialists which has combined years of experience producing high
quality events of every type and scale that will focus on the
products and services which will lead us as an event specialists .
2. Maintain the standard of learning in establishing the desired goal in
every event and use the relevant materials that will help the event
more appealing and reliable.
3. Make an event which is unique, remarkable and be known.

EVENT COMMITTEE
AND RESPONSIBILITIES

JOB DESCRIPTION

Event Operations Manager

RESPONSIBILITIES

Event Coordinator/ Event Specialist

Charge of every facet or meeting and

events.
Meet with clients to work out event details,
plan with client and team, scout and book
locations, food, entertainment, staff and
clean up.
Create budgets and sticks to them as well as
organize transportation.

Responsible for managing events and

ensuring deadlines and budgets are adhered
to.
Direct coordination of activities to prepare
for the day of the event.
Manage staff responsible for event
coordination activities.

EVENT COMMITTEE
AND RESPONSIBILITIES

Event Staff

Responsibilities include but are not limited

to set-up and breakdown of the entrance,
enforcement and policies and procedures
of the venue, welcoming the guests,
addressing questions and concerns,
allowing appropriate entry into the venue
and directing guests in the general area of
their seat
Surveying immediate work area prior to
guest entry for any hazards that may
exist.
Keeping the aisles and rows clear of
standing or seated guests and knowing
evacuation routes in case of emergency.

ORGANIZATIONAL CHART

SWOT ANALYSIS
(COMPANY)

WEAKNESSES

STRENGTHS

1. Offer / host unique, realistic and

quality event
2. Lower cost base or productivity
3. Experienced, skilled, excellent,
with high motivation level and
supportive event specialist and
staff

OPPORTUNITIES

1. Support from local authorities

2. Favorable economic condition
3. Changes in technology and market

1. Insufficient number of working staff

2. Little chance for expansion
Lack of operating fund

THREATHS

1. High competition
2. Shortcomings of suppliers
Unexpected demands of clients

SWOT ANALYSIS
(EVENT)

WEAKNESSES

STRENGTHS

1. Convenient and well-prepared

venue for the event
2. Availability of the needed supplies
3. Creative and innovative idea for
the event concept

1. Staff shortage during the event

Short time of preparation

OPPORTUNITIES

1. Accessibility
2. Good infrastructure
3. Participation of the clients and
guests

THREATHS

1. Weather condition
2. Technical problemLate arrival of guests

CHECKLIST
ITEM
1. Venue and physical
facilities

SUPPLIES

Mt. rock resort

Dina Maravilla
0917-5306200

1. Decorations

RUSTIC WEDDING CHIC

Riza Mendoza
09055560763

MMP Catering
Kay Macasaet
09173291529

1. Catering services

1. Photo and video

coverage

1. Lights and sounds

My events and essential

management
Architect Norman Bravo
09153467879

GEAR MACHINE
Ariel Tubigan
09193529118

CHECKLIST
Contract
Parking lot
Comfort room
Staff
Security
Balloons
Party poppers
Colorful props
Rustic decorations
Tables and chairs
Venue set-up
Center piece
Food and beverages
Well-trained waiters and
staff
Camera
Video camera
Projector
LCD screen
Laptop
staff
Speakers
Sound system and
equipment
Technician
Follow spot
Fog or smoke machine
Spinner/staff

CHECKLIST
1. Cake and dessert
bar

1. Mobile bar

1. Photo booth

1. Acoustic Band

1. Host/ emcee

SUGAR @ BLOOMS
Eric Claveria
09163096738
Barik
Eldie Santos
09359307719

My events and essential

management
Architect Norman Bravo
09153467879

LOS LIPENOS
Jimmy Castor
09173956021

DJ TONI (101.9FM)
09153478928

Cakes and pastries

Decorative set-up

Different kinds
drinks/beverages
Mobile bar
Bar tender

of

Backdraft
Laptop
Camera
Staff
Prop
Musical
accompaniment/instr
ument
Musicians
Singers
microphone
Cue cards of script
Microphone

EVENT PROPER

TIME

3:00PM- 4:00PM

4:00PM-5:30PM

5:30PM-8:00PM

8:00PM- 11:00PM

11:00PM ONWARDS

EVENT

HOLY MASS
(Renewal of vows)
REGISTRATION ( refer to the
guest lists for their assigned
seats with table numbers)
PHOTO BOOTH/
COCKTAIL/ENTERTAINMENT
FROM LOS LIPENOS
PROGRAM PROPER
PARTY TIME

EVENT TIME FRAME

DATE
APRIL 25, 2015
(Saturday)

ACTIVITY
IN-CHARGE
Meeting with the client Event manager
(proposal)

APRIL 29 ( Wednesday) Signing of the contract Event manager

with the client

CHECKLIST
Event details and
paraphernalia
Inclusions in the
package of the
team

Pen
Folder
Contract
laptop

APRIL 30-MAY
02( ThursdaySaturday)

Looking for the perfect Event coordinator

venue ( ocular visit)

Vehicle
flyers
of
the
different function
hall

MAY 3 (Sunday)

Meeting with the

catering services
( contract signing)

Pen
Folder
Contract
Laptop

MAY 5 ( Tuesday)

Meeting with the client Event manager

(details of the theme,
guests
and
other
details)

Event coordinator

Pen
Folder
Contract
laptop

EVENT TIME FRAME

MAY 7 (Thursday

MAY 9 (Saturday)

MAY 10 (Sunday)

Meeting with the

manager of catering
( pax, layout, menu
and other packages)
Meeting with the
suppliers
(photographer and
videographer, sound
system,cake)
Meeting with the
singers

MAY11 ( Monday)

Meeting with
host/emcee

MAY 17 ( Sunday)

Scheduling
the
renewal of vows in
church
Finalizing logistics
and other concerned
matters

MAY 23 (Saturday)

Event
coordinator

Event
coordinator

Event
coordinator

the Event
coordinator

Event
coordinator
Event
coordinator

Pen
Folder
Contract
laptop
Pen
Folder
Contract
laptop

Pen
Folder
Contract
laptop
Pen
Folder
Contract
laptop
Church details

Event details
and
paraphernalias
Inclusions in the
package of the
team

EVENT TIME FRAME

MAY 30
(Saturday)

Final touches
from the
suppliers

MAY 31
(Sunday)

Final meeting
with the client
(final briefing)

JUNE 6
(Saturday)

Event day

Pen
Event
coordinator Folder
Contract
laptop
Event details
Event
manager
and
paraphernali
as
Inclusions in
the package
of the team
The whole
team

Event details
and
paraphernali
as
Inclusions in
the package
of the team

PROGRAMME
TIME
8:00-8:15

8:15-8:20

8:20-8:30

8:30-8:40

8:40-8:50

ACTIVITY
Welcoming the
guests, families
and friends

CHECKLIST

Cue cards
Microphone
Pica-pica for the
guests
Entrance of the
List of family
family members (
members
Party poppers
children and
grandchildren)
AVPresentation
Projector
(captured moments Lcd screen
of the golden couple) laptop
Old and new
photos
Song
system(Audio)
Love story (where Narration written
their love
on a piece of
started)
paper)
Cd(Background
music)
Grand entrance
Background
of the golden
music
Party poppers
couple

CONCERNED
PERSON
Host
Catering staff
Event staff
Event staff
Catering staff

Photographer and
videographer
Technical staff

Host
Technical staff

Photographer and
videographer
Technical staff

PROGRAMME
8:50-8:55

Inspirational
song

8:55-9:00

Opening
remarks
(ceremonial
toast to be
done)
Serenade of the Cd
golden groom Bouquet
to his wife

9:00-9:05

9:05-9:15

9:15-9:40

Projector
Lcd screen
Laptop
Video
Wine
Wine glass

Couples dance Cd
Butterflies for
butterfly
parade
Party poppers
Dinner( photo Food
drinks
opt with the
Table numbers
guests using
table number
on each table

Photographer
and videographer
Technical staff
Host
Family member
Host

Photographer
and videographer
Technical staff
Host

Photographer
and videographer
Technical staff
Host

9:40-9:50

Intermission
Cd
number (children Party poppers
and grand
children)

Photographer and
videographer
Technical staff
Host

9:50-10:20

Trivia games

Questions
Prizes

Photographer and
videographer
Technical staff
Host

10:20-10:40

Inspiring
messages

Background
music

Photographer and
videographer
Technical staff
Host

10:4010:50

Cake cutting

Cake

Photographer and
videographer
Technical staff
Host

10:50-11:00

Word of thanks

Background
music

Photographer and
videographer
Technical staff
Host

11:00
onwards

Party time

Disco ball and

lights
Music
Powerful sounds

Photographer and
videographer
Technical staff
Host

VENUE LAYOUT
Celebrant
s
Table

Lights
and
Souds

Main
Familys
Table

Guests
Table

Photo
Booth
Staffs
Table

Guests
Table

Buffet
Table

FINANCIAL STATEMENT

SERVICE
PARTICULARS/COMPONEN
Amount

TS

Mt. Rock Resort

Venue (Including Venue

Php
catering
Foods (Php50.00 x 310
10,000.00
service/foods)
pax)
79,500.00
Lights and
RM Lights and Sounds
Sounds
10,000.00
Video/Photo
Rey Studio Photography
Coverage
and Video Coverage
20,000.00
Invitations,
Invitation (100 pcs x
Souvenirs &
35.00)
3,500.00
Tarpaulin
Souvenirs (100 pcs x
45.00)
4,500.00
Tarpaulin (2 pcs x
1000.00)
2,000.00
Flowers
5 n 10 Flower Shop

10 doz yellow tulip x

250.00
2,500.00

Total
Amount

Php
89,500.00

10,000.00

20,000.00
10,000.00

4,800.00

Cakes

Church

Pink Sweets House of

Cakes

5,000.00

5,000.00

10,000.00

10,000.00

Lipa City Cathedral

Special Guest
Ms. Malou Sandoval
Singers
Ms. Lady Jana Mantuano
(Church-Reception)

5,000.00
10,000.00
5,000.00

Live Band
(Reception)
Transportation

TOTAL OPERATING
EXPENSES

LAB Band

Service Vehicle from

Canvassing to Main Event

15,000.00

15,000.00

9,000.00

9,000.00

Php
212,800.00

Php
212,800.00