Event Catering Proposal

Prepared for HRMD, Mindanao State University - Iligan Institute of Technology

By Kristine Capao
Double K Eventerz

Introduction
Engagement Letter
Dear Louise Ann Castro,
We know how demanding setting up an event or a function can be! That is why we
at HRMD, Mindanao State University - Iligan Institute of Technology give each
Client our personalized service. We can serve 20 guests or more than 2,000 guests
efficiently and with elegance and style.
All successful events have 3 important ingredients: the Occasion, the attention to
Details, and the Food that romances the palate. Our Chef has created a variety of
Hors D'oeuvres, Salads, Entrees, Desserts, Side Dishes, and Snacks, all culinary
masterpieces, from which you can create a memorable meal for your guests.
We incorporate style into every food we serve. The appearance, the sensation, and
the taste of the menu items creates a unique experience for each event. Simply tell
us your preference, the quantity of each, and the services you want us to provide.
We will do the rest.
We will present you a detailed plan and total invoice two weeks before the event for
your final approval.
We take care of all the details including cleanup. We will make your event/function
pleasurable and memorable, so that you can just relax and enjoy the experience!
Sincerely,

Kristine Capao
Double K Eventerz
Purok 10, Poblacion, Kauswagan, Lanao del Norte
(063) 227-1036

Company Profile
Double K Eventerz had started as a small restaurant in 1995, a family owned
business of Mr. Antonio Rosales Capao and Mrs. Jasmine Mag-aso Capao. In
2003 it has grown into an award-winning full-service catering business recognize for
the quality of its products and services. Aside from catering socials and corporate
events, Double K Eventerz is also a caterer for Globe, San Miguel Corporation,
Coca-Cola Corporation and is the current Food & Beverage Concessionaire for
Seameo Innotech handling all Food & Beverage requirements for the training
facility.

Executive Summary
Goals
Double K Eventerz - Serving Culinary Masterpieces to Make Your Events Truly
Unique and Memorable. We make your event/function a successful and
unforgettable experience every time.
Double K Eventerz aims to provide their clientele custom made world class cuisine
delivered with high quality service at very competitive prices that will fit every
budget.
Our goals are:
1. To surpass and satisfy client requested cuisine by creating authentic regional
food. When we say African or Chinese we mean Moroccan or Shanghainese.
2. To serve organic whenever possible.
3. To ensure client's satisfaction always.
4. To continuously give quality service each and every time.
At Double K Eventerz we have written procedures and contingency plans that
can be implemented immediately by our creative management team, to
combat each and every problem that arises. Our command and control setup
ensures clear communication and logistics to instantly implement prepared,
not just one but three to five, different solutions for every catering and/or
event/function difficulty that might possibly arise.

Our Company has been in this business for 12 years. Our Management team
collectively has20 years experience between themselves. Our Chef has studied
under the Center for Culinary Arts in Manila and is a master of the culinary arts on
his own. The list of our satisfied clients speaks for itself. We are here to stay, and
we aim to be a force in this industry for many years to come!
It will be our pleasure to serve in your next event/function.

Pricing
Financials and Status
Although our costs are comparable with industry standards we never stint on the
quality of our food and services.
Our Cost: P 32,438.00
Industry Standard:
We can only accept 2 projects per week, and 4 small catering jobs involving offices
and organizations daily, to ensure the quality of our food and service.
Overview of Items and Pricing

MENU 1 (100 pax 32, 438)

MENU 2 (100 pax 32, 438)

Steamed Rice
Bacon Carbonara
Beef Pot Roast in
Mushroom Gravy
Sauce
Fish Fillet in Black
Bean Sauce
Buttered Stir-fried
vegetables
Fresh Fruits in
Pannacota
Citrus Lemon Iced Tea

Steamed Rice
Baked Spaghetti
Honey-Glazed Spareribs
with Walnuts
Rosemary Chicken
Tofu Steak
Chocolate Mousse
Citrus Lemon Iced Tea

MENU 3 (100 pax 32, 438)

Steamed Rice
Baked Macaroni
Russian apple-potato
salad
Fish Fillet in LemonButter Sauce
Chicken Parmesan
Mini Red-velvet
Cupcakes
Citrus Lemon Iced Tea

INCLUSION
Chairs, tables and colored ribbon with motif, and decor
Complete catering equipment
Uniformed waiters
Purified water and ice
Floral Arrangement or Art Balloon Dcor for every Guest Table
Free basic sound system

OPTIONAL AMENITIES
Flower or balloon centerpiece upgraded = P 75.00 per guest table
Welcome banner
Birthday Cakes
Chocolate fountain sampler
2 Dessert upgrade
Sound System upgrade P 2,500.00
Videoke System P 1,500.00

Catering Agreement
General Agreement
THIS CATERING AGREEMENT is entered into on August 7, 2015 by and
between: HRMD,
Mindanao
State
University
Iligan
Institute
of
Technology hereinafter referred to as the CLIENT and Double K
Eventerz hereinafter referred to as the CATERER.
WHEREAS The CLIENT will have an event/function described as follows:
Event/Function: 60th Birthday Party
Location: HRMD, MSU-IIT
Date: August 12, 2015
Time: 11:00 AM - 4:00 PM
Guest Count: 100
WHEREAS the CATERER is a duly and registered licensed catering company.
WHEREAS the CATERER agrees to provide catering service for CLIENTS above
stated event/function. NOW THEREFORE both parties bind themselves and agree
as follows:
1. DEPOSIT
Fifty percent (50%) of the estimated contract cost of P 32,438.00, is due and
demandable at the time of booking, to be deducted from the Total Final Payment,
unless other prior arrangements have been made.
2. FINAL PAYMENT
Final Payment will be due and demandable five (5) days prior to the event date.
Payment terms are available upon request.
3. COST
Due to the fluctuating cost of food items, menu prices are subject to change within
fourteen (14) days of the event. When a drastic change in the menu ingredient cost
occurs, CLIENT has two options.

3.1. CLIENT will pay the additional cost based on the current adjusted price, or
3.2. Substitute other menu items to maintain the agreed upon per person/platter
menu.
4. PAYMENT METHOD
All prices quoted are based on cash payments.
4.1 Payment by Managers Check or Credit Card will be subject to a service charge
of three percent (3%) per the amount of transaction.
4.2 Check payments are due seven (7) days before the event date.
5. SERVICE CHARGE
There will be an eighteen percent (18%) Service Charge for all event/function,
unless otherwise specified. At the CLIENT's discretion, any extra gratuity will go
directly to the service staff.
6. GUEST COUNT
Final Guest Count, not subject to reduction, is due five (5) days prior to the event
date. Any additional Guest after the stated period is subject to extra charges as may
be imposed by the CATERER.
7. GUEST COUNT COVERAGE
CLIENT will only be charged for the guaranteed number of guests served. If there is
more guest attending than the guaranteed guest count, the CATERER will charge
the CLIENT accordingly.
8. CHILDREN
Children under the age of five (5) are free of charge, unless CLIENT wishes to
provide service/seating for them. Children six-twelve (6-12) years of age will be
charged at half price on the agreed upon cost per person.
9. FOOD QUANTITY
CATERER will prepare between five- ten percent (5%-10%) overage based on the
final number of guest count registered by CLIENT. Part of this overage is to include
food for the staff and/or service providers. CLIENT will not be charged for this.

10. LEFTOVERS
In accordance with appropriate Health Codes, CATERER reserves the right to
discard any leftover food items, after the agreed upon event timetable, where there
is a reasonable risk for food borne illness to occur.
11. BEVERAGES
CLIENT assumes the right to provide all or part of the bar/beverage supplies as
needed. CATERER may also provide beverage service or Bar Support as
previously agreed upon in writing.
12. TIME
CLIENT will be billed for additional staff hours for any time extension beyond the
prior agreed upon time.
13. CHANGE OF EVENT DATE or VENUE
CATERER will apply the entire balance of CLIENTs deposits and prepayments
(less P 10,000.00), towards another event, subject to CATERERs availability. All
costs are subject to change.
14. RENTALS
CATERER may provide all or part the rental items for the event. However, certain
items may incur restocking & cancellation fees. If CATERER arranges rentals, for
the CLIENT, through a rental company, CLIENT will have to pay the rental company
directly. Any loss or damage to any rentals will be billed to CLIENT after the event.
15. STORAGE
Prior approval from CATERER is required for any storage service before or after the
event/function.
16. ASSIGNABILITY
This contract is not assignable without the prior written consent from the CATERER.
17. CANCELLATION BY CLIENT / VENUE / ACTS OF GOD
All prepayments and deposits are returned in full (less P 7,000.00) if the event is
cancelled by CLIENT, the venue or by an act of God, 180 days or more, from the
event date.

17.1. If the event is canceled, between ninety (90) days and one hundred seventy
nine (179) days from the event date, all prepayments and deposits are returned to
CLIENT in full ( less Fifty percent (50%) of the service deposit amount up to but no
more than P 10,000.00.
17.2. If the event is canceled, within eighty nine (89) days of the event date, all
deposits and prepayments are forfeited in full.
17.3. If CATERER is able to re-book the date with a similar event, all prepayments
and deposits are returned in full (less P 7,000.00 service fee).
18. CANCELLATION BY CATERER
CATERER reserves the right to terminate this contract for any valid reason.
18.1. IF CATERER terminates this contract before thirty (30) day period prior to the
event date, all deposits and prepayments will be returned in full within ten (10) days.
18.2. IF CATERER terminates this contract within the thirty (30) day period prior to
the event date, all deposits and prepayments will be returned in full within ten (10)
days as well as an additional P 7,000.00 as penalty.
19. DAMAGE
19.1. CATERER assumes no responsibility for ANY damage or loss of merchandise,
alcohol, equipment, furniture, clothing or other valuables prior to, during or after the
event. CATERER will do everything possible to ensure that all of CLIENTs supplies,
rentals and equipment are cared for and maintained in good working order and
without damage.
19.2. When providing the location for the event/function, the CLIENT, understands
that accidents/breakage and/or damage may sometimes occur. CATERER will not
be liable for any damage or loss, unless specifically caused by the willful negligent
actions or conduct of CATERER or its employees.
20. CATERER LIABILITY
CLIENT absolves CATERER from any third party claims, except for actions caused
by CATERER and/or negligence of its employees. Such claims to amount to a
maximum amount of two hundred pesos (200.00) only.
21. INSURANCE
CATERER
maintains Employee's
Alcohol/Liquor Liability Insurance.

Compensation

(EC),

Automobile and

22. TAXES
CLIENT will be charged the applicable current rate for all services rendered as
determined by the concerned government body.
23. UNLAWFUL ACTIVITIES
The CLIENT will comply with all the laws of the Philippines, all municipal ordinances
and all lawful orders of police and fire departments, and will not do anything on the
event/function premises in violation of any laws, ordinances, rules or orders. If
unlawful activities should occur on the premises, and the event is cancelled, there
will be no refund of any kind from CATERER to CLIENT.
24. AMENDMENT AND SUPPLEMENT
Any amendment and supplement to this Agreement shall come into force only after
a written agreement is signed by both parties five (5) days before the event/function
date. The amendment and supplement duly executed by both parties shall be part
of this Agreement and shall have the same legal effect as this Agreement.
25. GOVERNING LAW
This Agreement shall be governed by and construed in accordance with the laws of
the Philippines.
IN WITNESS THEREOF the parties hereto have caused this Agreement to be duly
executed on their behalf by a duly authorized representative as of the date first set
forth above.

_________________________ ____________
Louise Ann Castro
HRMD, Mindanao State University - Iligan Institute of Technology

_________________________
Kristine Capao
Double K Eventerz

____________