EVENT BRIEF

EVENT TITLE: Zhynd Avedir @ 18

THEME: Au Natural

CLIENT: Ms. Angel P. Ramos

DATE OF THE EVENT: September 20, 2019

TIME OF THE EVENT: 5:30 – 12:00

VENUE: Knight of Columbus

PROSPECTIVE NUMBER OF ATTENDEES: 250

PROJECTED TOTAL BUDGET: 1,000,000

LIST OF SUPPLIERS/ CONTRACTORS NAME OF COMPANY/ ENTERPRIS

HOST/EMCEE: Mr. Erwin Feng

VENUE Knight of Columbus

CATERING SERVICE Marquez Restaurant

SET- UP / DECORATED BY; Neil’s Group

LIGHTS and SOUNDS Happy Jam

VIDEOGRAPHER AND PHOTOGRAPHER One Click Photography

HAIR AND MAKE-UP ARTIST Tam Geronimo

WORKING COMMITTEES/ MANPOWER REQUIREMENTS
EVENT TIMELINE:

Planning and Preparations: April 7-15, 2019

Selection of Suppliers: April 17-28, 2019

Contract Signing: April 20-26, 2019

Pre Meeting with Suppliers: May 10-15 , 2019

Meeting with Working Committee: May 16, 2019

Ingress: September 15-16, 2019

Egress: December 18, 2016

Post Meeting: August 30- September 3, 2019

Special Permits: September 11-16, 2019

Dry Run: September 17- 19

AU NATURAL THEME

VENUE (Plaza Moriones Intramuros)

SET A

SET A: 55,000.00 FOR 100 PAX/

80,000.00 FOR 150 PAX/

105,000.00 FOR 200 PAX

• Chicken Cordon Bleu/ Chicken with Garlic Chili Sauce/ Chicken Honey

• Roast Beef with Mushroom/ Lengua/Beef Stroganoff

• Spring Roll

• Buttered Vegetables with Ham and Cashew Nut/Mix Vegetables with Quail Eggs

• Carbonara or Baked Macaroni

• Fruit Salad/ Buko Pandan

• Pineapple Juice/ Ice Tea Bottomless

INCLUSIONS

• With tables (floor length table cloth and chair with seat cover/motif

• Buffet table with skirting and centerpiece

• Debutant/Birthday Celebrant table with elegant skirting

• Gift table and cake table with skirting

 • 18 Roses

• 18 Candles

• Fully Air-conditioned Venue for 3 hours

• Birthday Cake

• Uniformed Waiter and Waitresses

SET B

85,000.00 FOR 100 PAX

120,000.00 FOR 150 PAX

145,000.00 FOR 200 PAX

• Shrimp Tempura/ Shrimp Kabab

• Roast Chicken/ Fried Chicken

• Stir Beef with Oyster Sauce/ Beef Panang

• Pork Strip with Brocolli

• Fish Fillet with Tartar Sauce/ Steamed Fish with Black Sauce

• Yang Chow Fried Rice/ Steamed Rice

• Sauteed Mixed Veggies with Ham and Quail Eggs/ Thai Fresh Roll

• Buko Salad/Fruit Salad

• Pineapple Juice/ Ice Tea Bottomless

SET C

🌷PHP68K for 100pax for all tiffany chairs (PhP550/head in excess)

SAMPLE MENU: Php50/head for additional min dish

✨Plain Rice

✨Chicken Teriyaki

✨Roast Pork in Gravy Sauce

✨Fish Fillet Roll in Bechamel Sauce

✨Beef Liguini Pasta

✨Buco Pandan

✨Mushroom Soup

✨Bottomless Ice Tea

✨Purified Ice Water

Debut Packages Inclusions:

🌷 Complete Set Up of Tables and Chairs and Uniformed Waiters

🌷Tables for debutant with fresh flowers, cake and gift with skirting.

🌷Red Carpet

🌷Signature Frame and Tarpaulin Standee

🌷18 Cupcakes

🌷18 Roses and 18 Candles

🌺 Free Basic Sounds System with lights or 3 Layer Fondant Cake

🌺 36pcs Icing Sugar Cupcakes

🌺Elegant Backdrop with Simple Couch

🌷PHP88K for 100pax GLASS Debut Package All tiffany chairs

🌷PHP580/head in excess

🌷PHP98K for 100pax for all ghost chairs

🌷PHP680/head in excess

Full Event coordination - 6k

Photo and Video with pre shoot and SDE-30k

Photo and video with Pre Shoot - 20k

HMUA - 5k (traditional) with 1person free (1000/pax in excess )

LED stage - 10k

LED WALL with live feed - 30k Debut Package

Fireworks Display- 50k

Letter to Client

June 17, 2019

Ms. Angel P. Ramos

San Jose City, Nueva Ecija

ALY EVENTS AND MANAGEMENT is one of the best in organizing Debutante’s Ball
th
(18 birthday party). We guarantee that you will be satisfied with our services. We would like to
take this opportunity to introduce our company, and also recommend our event management
services for your niece’s debut.

Let ALY EVENTS AND MANAGEMENT will help you come up with original
baptism reception or party that reflects your family’s unique culture and personality. From the
concept, to the menu, flowers, or activities, let us help you turn your little one’s baptism into
unique celebration that your guests will truly remember.

At ALY EVENTS AND MANAGEMENT We work closely with our clients, spending
time getting to know you so that we can reflect your personality into your event.

We can make it special!

Truly yours,

ALYSSA Q. SALES

General Manager
MEMORANDUM OF AGREEMENT

This agreement, made this 17th day of June, 2019 by and between my ALY EVENTS AND
MANAGEMENT hereafter referred to us: The debut Planner and the client, Ms. Angel P.
Padiernos

WITNESSETH: In consideration of the mutual covenants and agreement herein contained, The
Debut

Planner and The Debutant hereby agree to the following terms and conditions.

THE DEBUT PLANNER’S RESPONSIBILITIES:

1. The Debut Planner shall provide debut services for the debutant on the 20thh day of
September, 2019 at the approximate time of: 5:00pm located at the The If Applicable.
The Debut Planner shall provide debut rehearsal services for the debutant on the 14 th day
of October, 2019, at the approximate time of: 8:00 am located in Knight of Columbus
San Jose City.

2. The Debut Planner will provide the following services under the terms of this Agreement:

■ E-mail confirmation reserving the date, time, location of the 18th birthday and
rehearsal services if applicable.

■ Review of all vendors contracts and confirmation of vendor services 1-2 weeks prior
th
to 18 birthday.

■ Assistance in the development of a 18th birthday itinerary.

■ Directing services on the 18th birthday for a maximum of four to six hours.

■ Provision of complete debut emergency kit.

■ Personal management of the 18th birthday i, vendors, and the debut party.
THE CLIENT’S RESPONSIBILITIES:

1. The Client understand that she is responsible for paying for vendor products and services
in full.

2. The Clien shall not change the date, time, location of the Debut ceremony as listed in
paragraph 1 of this agreement without first contacting and advising the Debut Planner of
said change so as to determine if The Debut Planner is still available to provide services.

3. If the Client change the date, time, or location of the scheduled debut ceremony, and The
Debut Planner is unavailable to provide services, then The Debut Planner is released from
all contract obligations, and shall in no way be held responsible or liable in any manner
whatsoever for non-performance. The debutant also forfeits The Event Planner fee for
non-compliance with this agreement.

4. A retainer fee of 50% of entire ceremony cost MUST be paid in advance and is required,
along with a signed contract, to book a date and time for a debut. Retainer fees are not
refundable should the debut be cancelled for any reason.

5. The Client agrees to pay to the Event Planner a service fee of P100,000.00 for the Wise
Package plus any mutually agreed upon additional services or unusual travel expenses
that the Event Planner may incur. To reserve the above date, a NON-REFUNDABLE
retainer fee in the amount of P75,000.00 shall be remitted with this agreement (made
payable by check, cashier’s check or money order to: EVENT PLANNER MANAGER
(ALYSSA Q. SALES) the remaining balance of P75,000.00 is due two weeks prior to the
ceremony date . If balance is not received two weeks before the 18th birthday celebration
then time and date of reservations are cancelled and may be booked by other parties,
without exception and without notice. Reservations made with less than 21 days
remaining until the debut require a 100% non-refundable payment. Should reservations
be cancelled with 21 days or less remaining before event date, payment in full is required
to avoid legal action. Payments made in full at time of retaining Event planner services is
forfeited in full if reservation is cancelled inside of 21 days of the event date.

6. The Client accepts responsibility for purchasing items needed for the reception. If the
Debutant requests any special provisions or services from the Event Planner, these details
shall be submitted in writing no late than three weeks prior to the birthday celebration.
The details and fee structure will then be noted in an addendum to this contract.
 CONTRACT WITH THE SUPPLIER

THIS AGREEMENT will serve as the contract for the services that will provide by the supplier
for the upcoming event. This contract is made as of the ___ day of , ____ between ALY
EVENT MANAGEMENT located at SAN JOSE CITY, NUEVA ECIJA and
____________________(Supplier Company), located at ____________________ will be there
to serve this event and will not take any cancellation of the contract “two weeks” before the
event, the supplier and the ALY EVENT MANAGEMENT (Event Management Agency) will be
binded by this contract as both parties.

WHEREAS, the Company is organizing a “Zhynd Avedir @ 18” Event to be held on or about
the 20TH day of SEPTEMBER, 2019, in KNIGHT OF COLUMBUS, SAN JOSE CITY NUEVA
ECIJA TERMS AND CONDITION:

▪ In this contract, Aly Event and their affiliates will not held responsible for any
liability, lost or stolen or damaged merchandise and equipment.

▪ The supplier is bound to serve the event when the contract is already agreed.

▪ Both parties must be informed in any emergency situation/problems two weeks

before the event.

NOW THEREFORE: in consideration of the mutual covenants and agreements contained

hereon, the adequacy of which is hereby acknowledged, the __________________(Supplier
Company) and Aly Event (Event Management Agency) agree as follows.

Signature of Supplier: Signature of the Event Management Agency:

_______________________________ ________________________________

Signature Over Printed Name Signature Over Printed Name

 
POJECT 7: DEVELOP EVENT PROGRAM

DATE:

05:30 – 07:00 pm Welcoming of guests

07:01 – 07:15 pm Grand entrance of the Celebrant

07:16 – 07:20 pm Opening Prayer

07:21 – 07:30 pm Introduction of the celebrant

07:31 – 08:20 pm 18 Roses

08:21 – 08:30 pm Video presentation

08:31 – 09:10 pm Dinner time & Photo session per table

09:11 – 09:30 pm 18 Wine Shots

09:31 – 09:45 pm 18 Treasures

09:46 – 09:55 pm Sweet dance with the father of the celebrant

09:56 – 10:10 pm 18 Secret questions from the guests

10:11 – 10:12 pm Birthday song

10:13 – 10:20 pm Wishes and messages from the family

10:21 – 10:30 pm Celebrant’s song number

10:31 – 10:35 pm Celebrant’s thank you speech

10:35 – 10:40 pm End of event.

10:41 - 12:00 am Dance! Dance! Dance!

PROJECT 8:ON SITE VENUE (FLOOR PLAN)

Legend:

1. Exit

2. Entrance

3. Stairway
4. Restroom

5. Restroom

6. Buffet Tables

7. Buffet Tables

8. Red Carpet for the Celebrant

9. Tables and chairs for the guests

10. Centerpieces, Cakes and Gifts

11. Waterfalls

12. Center stage

13. Registration Area

14. Ventillation

15. Ventillation

16. Ventillation
 PROJECT 9: RISK MANAGEMENT

POWER INTERRUPTION. – There are stand by generator for the accidental lost of
power.

CROWD CONTROL – Committee will be assigned in the area so that guests will be guided
accordingly.

PARKING – Parking space will be provided by the Venue. There will be specific person
assigned to maintain orderliness in the parking.

SECURITY OF THE ATTENDEES – area has security personnel that will be responsible
in maintaining peace and order for the event. (provided by the Venue)

PROJECT 10: DESIGN AND SAMPLE

INVITATIONS
CAKES
SOUVENIR
GOWNS
VENUE DECORATION
MENU/FOOD SELECTION
SWEETS
DRINKS/ BEVERAGES
BOUQUET
PHOTOGRAPHY