Event-Brief-1st-birthday.pptxhahhzjabxhh

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1. Stall No. 14 Kalibo Public Market, Toting Reyes Street, Kalibo , Aklan Telephone No. [phone] E-mail add: [email protected] EVENTS MANAGEMENT SPECIALIST

2. EVENT BRIEF Title: Babila Twins 1 st Birthday Party Venue: Terranova Garden Location: New Buswang , Kalibo , Aklan Date and Time: October 20,2016 3 :00 pm to 7:00 pm Client: Mrs. Franchesca Babila Theme: Bohemian, shabby chic, indians Attire: Bohemian (whites, khakis, boots) Objective: To plan and execute the party requirements of the twins First birthday celebration. A perfect party treat for everyone.

3. PARTY PEGS PARTY PEGS Loot bag corner

4. PRE-BIRTHDAY SHOOT

5. CUPCAKES AND LOLLIPOP

6. PLAYGROUND Tipi and Dream Catchers

7. CENTER PIECE

8. WELCOME DRINKS FOR THE KIDS

9. STAGE AND TABLES

10. PHOTOBOOTH

11. CANDY BUFFET

12. KIDS CRAFTS

13. CAKE

14. INVITES

15. INDIAN MASCOT

16. Play Booth Activities Dream catchers craft making T-shirt printing Shooting ball on the pail Pin the horsetail Indian face paint Dress like an indian Six activities to be accomplished by the kids in order for them to redem a prize from the Toy Corner. Accomplishment card will be given to every kid upon entrance to the Play Ground, every finished task will be stamped.

17. Sample Party Games Coin Walk Instructions: Give each chiled a coin to put on the toe of one shoe. The goal is to walk to the finish line with the coin in place. You can alo use a hard candy. Ballon Hockey Materials: 10 long equal length balloons, and 1 big round balloon, 2 boxes that can serve as goals. Instructions: Divide the players into two teams of 5 players each. Each player is given a long balloon that he can use as a hockey stick or bat. Using speed and strategy, the team hits the round balloon towards their opponent’s goal ( box) and prevent the balloon from being shot into their own. If the long balloon bursts, that player is eliminated. F the round balloon bursts, it is replaced. Score is kept within a given time. Pushing and shovig is allowed only in the act of hitting the balloon, otherwisea foul is called which can eliminate players when caught Twice.

18. MENU PACKAGE BUFFET PACKAGE: ( 60 PAX adults) Choice of 4 courses menu, rice, dessert & softdrinks themed chocolate cupcakes Pork Lechon SET MEAL: ( 40 PAX Kids) Hot dog on stick, Spaghetti, Chicken Lollipop, Rice, Dessert & Softdrinks

19. SWOT ANALYSIS STRENGTH: The company is known in delivering memorable birthday events. Ample time for the preparation Creativity and uniqueness of the birthday theme. Available resources.

20. WEAKNESS: Clients requests if there will be no more time. Some event staffs that are new to the business. Technical problems.

21. OPPORTUNITIES: Opportunity to showcase the strength of the company in handling new and creative themes for the parties. Gain possible clients for kids birthday party. The team will gain expertise as additional experience in servicing unique birthday party.

22. THREATS: There might be a bad weather during the event. Rowdy kids that may havetantrums . Unexpected/ uninvited guest that will cause for shortage of materials and supplies.

23. ACTION PLAN Follow the program flow; Provide all items or design that is reflected to the budget proposal; Ensure that suppliers will provide all requested items Stick to the budget and practice efficiency in managing materials. Ensure that the event will be organized according to the the plan; Provide security for the client and guests during the event.

24. Company Partners Cruzadel Terranova Garden

25. Working Committee Position: Committee: Description: Event Planner Ann Portia Robado Work with Client’s needs Decoration Committee Head Allan Chrstopher Lim Kenjie Maglinte Design and Concepts Financial Head Rosille Villanueva Budgeting and Liquidations Staffing Committee Head Julius Dela Cruz Designating tasks to the personnel

26. EVENT PROGRAM 3:00 pm Welcoming of guests ( Relatives and Friends) Kids will be ushered to their seats first and then bring them to the playground area for the 6 tasks and have their pictures taken at the photo booth. 4:00pm Grand Entrance of the Twins with their parents with pony cart while singing the birthday song. Blowing of candles of the celebrants. 4:20pm Message and wishes of the parents 4:15pm Prayer from the God Parent 4:20pm Merienda 5:00pm Mascot’s presentation and dance number from the cousins 5;30pm Video Presentations Pre-birthday shoot. 5:40pm Parlor Games 6:30pm Play Time and photo sessions at the play area 7:00pm Distribution of loot bags and give aways and redemption of Toys.

27. EVENT CHECKLIST

28. ITEM QUANTITY DESCRIPTION Venue Rental Terranova Garden Projector 1 unit Laptop 1 unit Acer White screen 1 unit Lights and Sounds 1 Microphone 2 Tables for Guests: Adults Kids 6 8 Rectangular tables (10 pax capacity) Small Round tables ( 5 pax capacity) Chairs Guests: Adults Kids 60 units 40 units Tifanny Chairs Small Kiddie Mono Block Chairs Buffet Table 2 units Dessert Table 1 unit Candy Corner Table 1 unit Cake Table 1 unit Cart type (movable, with wheels) Air-conditioning unit 4 units (c/o the venue)

29. ITEM QUANTITY DESCRIPTION Stage design: Backdrops 2 units Tipis , Celebrant’ Name, Dream Catchers, Fringes on the ceiling Table Center Pieces 14 pcs . Photobooth backdrop and accessorieso 1 pc. c/o Photographer Invitation Cards 70 pcs Souvenirs 80 pcs Loot Bags 50pcs. Personalized bag with treats Toys for Prizes 40 pcs Feathered Head dress for kids only Parlor Games Materials Pre Birthday Shoot/ Pictorial I Programe 10 pcs Limited copies only Audio Visual Presentation c/o videographer/photographer First Aid Kit 2 units Face Painting Booth 1 unit Photo Booth 1 unit Clowns 2 persons Usher's 3 persons Host 1 person Security Staff 3 persons Waiters 5 persons

30. ITEM QUANTITY DESCRIPTION Foods: Kiddie Party Foods For Adults 30 pax 70 pax Hot dog on stick, Spaghetti, Chicken Lollipop, Rice, Dessert & Softdrinks Choice of 4 courses menu, rice, dessert & softdrinks Cake 2 units 3 layers indian themed chocolate cake Cup cakes 50 pcs Indian themed chocolate cupcakes Pork Lechon 1 pc 35 kilos Pork Lechon Desserts Assorted pastries and seasoned fruits Candy Corner Assorted cadies, chocolate, mallows, gummies Chocolate Fountain 1 unit 4 tiers Chocolate Fountain Ice Cream Coner 1 unit Soft Ice Cream Pop Corn Corner 1 unit Flavored: Caramel & Cheese Cotton Candy Corner 1 unit

31. EVENT LOCATION TERRANOVA GARDEN

32. VENUE DESCRIPTION Terranova Gardens, located at New Buswang Kalibo , Aklan started as a simple garden landscape that quickly flourished to become a dazzling showcase of different events in Kalibo . Discerning how the panorama would be an ideal venue for special events, the owner ingeniously conceptualized the perfect wedding and events venue in the province. For over 20 years Terranova Gardens remains to be the best garden wedding and events venue in Kalibo . With new landscapes, structures and features introduced, Terranova Gardens continue to become the premiere dream venue with incomparable visions and magnificence. The popularity of Terranova Gardens is evident over the Media and over the Internet. With years of experience in serving individuals, couples and families all over the province, Terranova Gardens personalized service remains incomparable and continues to this day to make dream events come true.

33. LOCATION MAP

34. VENUE LAYOUT

35. Budget Proposal Item Unit Cost Total Cost Remarks Logistics & Venue: Venue Rental For 4 Hrs. Inclusions of Tables-Round Kids Table-Rectangular Chairs for Kids * Additional Charge for the use of Tiffany Chairs Pony designed cart 7 units 5 units 30 units 60 units 2 units 8,000.00 70.00/ unit 1,500 8,000.00 4,200.00 3,0000 15,200.00 Buffet Table Dessert Table Candy Corner Table Cake Table Working tables for the booth 2 units 1 unit 1 unit 2 unit 6 units 800.00/ unit 500.00unit 500.00/unit 350.00/unit 500.00/unit 1,600.00 500.00 500.00 700.00 3,000.00 6,300.00 Technical & Decors: Projector, White Screen, Laptop, Microphone Lights & Sounds Air-conditioning unit use for 4 Hrs . Table Centerpiece Stage Design/Backdrops Parlor Games Materials ( balloons, balls, sticks, yarns) Playground Materials(face paint, dream catchers materials, t-shirt printing materials, indian dresses) 4 units 14 units 1,600.00 5,000.00 700.00/ hr.for 4 units 350.00/ centerpiece 15,000.00 2,500.00 12,000.00 1,600.00 5,000.00 2,800.00 4,900.00 15,000.00 2,500.00 12,000.00 43,800.00

36. Item Unit Cost Total Cost Remarks Programme & Documentation: Invitation Cards Souvenir Items/Give away cupcakes Photography Package: Pre Birthday Photo Shoot with materials On the event Photo Service AVP and edited pictures First Aid Photo Booth (4 hrs. service) with accessories 50 pcs. 100 pcs 2 units 1 unit 100.00/pc. 80.00/pc. 1,500.00 250.00/unit 4,000.00 5,000.00 8,000.00 1,500.00 18,000.00 500.00 4,000.00 37,000.00 Food: Kiddie Party Foods Hot dog on stick, Spaghetti, Chicken Lollipop, Rice, Dessert & Softdrinks Adults- Choice of 4 courses menu, rice, dessert & softdrinks Cake- 3 layers indian themed chocolate cake Cup Cakes- Indian themed chocolate cupcakes Pork Lechon Desserts- Assorted pastries and seasoned fruits Candy Corner- Assorted cadies, chocolate, mallows, gummies Chocolate Fountain- 4 tiers Chocolate Fountain Soft Ice Cream Pop corn- Flavored: Caramel & Cheese Cotton Candy 40 Pax 60 pax 2 units 50 pcs. 2 units (35 kls .) 1 unit 1 unit 1 unit 1 unit 2500.00/person 350.00/person 5,000.00 60.00/pc 6,000.00 3,000.00 4,000.00 1,000.00 2,000.00 2,000.00 1,800.00 10,000.00 21,000.00 10,000.00 3,000.00 12,000.00 3,000.00 4,000.00 1,000.00 2,000.00 2,000.00 1,800.00 69, 800.00

37. Item Unit Cost Total Cost Remarks Man Power: Mascots Ushers Host Waiters Security Staff 2 persons 8 persons 1 person 6 persons 3 persons 2,000.00/person 800.00/person 3,000.00 1,000.00/person 800.00/person 4,000.00 6,400.00 3,000.00 5,000.00 2,400.00 20,800.00 Total Expenses 192,900.00 Contingency 10% 19,290.00 Professional Fee 15% 212,190.00 31,815.00 Total Package Price 244,005.00

38. TIME FRAME Two months prior the event: Meeting with the client Choose a party theme Coordinating with the working committee Finalizing the budget and venue Contract signing One month prior the event: Update with the client Reserve party venue Hire party mascots Determine games, activities, food. Working with the venue set-up and decorations

39. One month prior the event: Update with the client Reserve party venue Hire party mascots Determine games, activities, food. Working with the venue set-up and decorations One week prior the event: Call mascots to confirm appearance and expectation purchase party prizes, tokens and give away Get an exact guest number

40. On the event day: Be on time and set all things for party Decorate the venue Check all equipment's Deliver all client requirements

41. MODE OF PAYMENT A Perfect Treat Events Managemen Specialist requires 50% down payment upon confirmation, 25% payment a week before the event and to settle full payment the day before the event. Payment –whether cash or check- must be made payable to: Account Name: Ann Portia T. Robado Account Number: 1235477891 Bank and Branch Name: BPI Kalibo , Aklan

42. CONTRACT A Perfect Treat Events Management Specialist is committed to provide the mentioned services for MS. Franchesca Babila , in celebration of the 1st Birthday of her daughters which will be held on October 20, 2016 Saturday from 3:00- 7:00 in the afternoon at Terranova Gardens, New Buswang Kalibo , Aklan . Given the said services, the client agreed on paying 50% deposit upon agreement ( non-refundable ), 25% payment a week before the event and the remaining 25% will be paid the day before the event. A Perfect Treat Events Management Specialist will be responsible for delivering all the required services from setting-up and down of materials and equipments used in the said event. Signed by: _____________________ ____________________ MS. ANN PORTIA T. ROBADO MS. FRANCHESCA B. BABILA Owner/ Event Coordinator Client

43. EVENTS MANAGEMENT NC III