Exquisite Events

“We give, you take”

villapen174@gmail.com
+63 917-933-7703

ALL ABOUT THE COMPANY

Exquisite Events Company is a Guimba, Nueva Ecija based event management company that
has helped clients plan successful events for over 15 years. We are dedicated to helping our
clients host successful events that strengthen their brand, foster relationship with existing
clients, and engage with new clients. We believed our unparalleled attention to detail will serve
you well in accomplishing all your goals with your next event.

WHAT WE DO?

Exquisite Events exists to provide an exceptional client experience, while making everyone feel
valued, celebrated and relaxed. We will serve professionally, passionately and create
memorable events that capture the uniqueness of each client. There will be continual
development of both staff and technology to bring the most effective techniques to plan and
create memories of a lifetime, with each event exceeding everyone's expectations.
 Exquisite Events
“We give, you take”
villapen174@gmail.com
+63 917-933-7703

PROPOSAL LETTER TO
THE CLIENT

July 25, 2022

 Exquisite Events
“We give, you take”
villapen174@gmail.com
+63 917-933-7703

Mrs. Cristina D. Valdez

Maturanoc, Guimba, Nueva Ecija 3115
+63 951 542 8559

Dear, Mrs. Valdez

Thank you for choosing Exquisite Events to organize your daughter's special birthday party next
month. I know how important it is that you are kept in the loop with our progress.
Since our last meeting, we have brainstormed and arranged for the things that we will need to
decorate the venue according to the theme that you requested. We are also in the process of
finishing the printing of the invitations and are scheduled to send them through the mail by mid
day tomorrow. If there's anything else that you want to add on what we discussed about the
event I am willing to drop to your office tomorrow at around 3:00 pm to discuss it with you. I'll
give you a call before then to confirm.
We are hoping for the success of this event and assure you that we are doing everything we can,
to achieve this important celebration of your lovely daughter.

Thank you very much and God bless.

Respectfully yours,

Josephine Villa

Event Manager

Exquisite Events
 Exquisite Events
“We give, you take”
villapen174@gmail.com
+63 917-933-7703

LETTER TO SUPPLIER

7 August 2022
Ms. Vernice Ramos

Nice’s Sweet Treats

Bunol Guimba, Nueva Ecija

+63 910 327 1990

 Exquisite Events
“We give, you take”
villapen174@gmail.com
+63 917-933-7703

Ms. Ramos,
Greetings!
Exquisite Events, will be handling an event, an 18th Birthday Celebration on October 25, 2022
at 7:00PM-12:00AM. The event will be attended by 100 guests. The said event will be
celebrated at Armando’s Resorts Cuyapo, Nueva Ecija.

In this regard, we would like to request sample cake designs and price quotation on your
products that may serve our needs. Here are the following things we will need:

One (1) 3 layered White Chocolate Cake

Flavor: Chocolate

One (1) 2 layered Money Cake

Flavor: Red Velvet

Eighteen (18) chocolate overload cupcakes

Flavor: Cheesecake

We are looking forward to a boundless partnership with you for this event. If you have any
clarifications regarding this matter, you can contact us at +63 917 933 7703.

Thank you very much and may God bless!

Respectfully yours,

Josephine D. Villa

Event Manager

Exquisite Events
 Exquisite Events
“We give, you take”
villapen174@gmail.com
+63 917-933-7703

EVENT BRIEF

Contact Coordinator Josephine Villa

Exquisite Events

Bunol, Guimba, Nueva Ecija

villapen174@gmail.com
 Exquisite Events
“We give, you take”
villapen174@gmail.com
+63 917-933-7703

+63 917 933 7703

Event 18th Birthday

Theme Elegant at 18

Day/Date/Time Tuesday, October 25, 2022

6:00pm-12am

Location Armando’s Resort Cuyapo, Nueva Ecija

Host Mr. Vincent Velasquez

Guests/Participants Family, Relatives and Friends

Invitation and Topic Outline Invitations are to be distributed 2 weeks prior

to the event with dress code.

Number of Staff 6 staffs

Directional Signage Entrance, Exit, Dressing Room, Restroom,

Parking Area

Parking Services/Access In front of the venue hall

Audio/Video Lights and Sound including LED and sound

system, projector and screens

Number of Guest 140 Guest

Set up Assigned seating with 10 or 8 people each

round table

Allotted Budget P428,000

 Exquisite Events
“We give, you take”
villapen174@gmail.com
+63 917-933-7703

EVENT TIMELINE

1st Meeting with Client July 20, 2022

Proposal Letter to Client July 25, 2022

Contract signing with Client July 27, 2022

Selection of Suppliers August 7, 2022

1st Meeting with Supplier (Request for August 10, 2022

Quotation Letter)

Contract signing with Supplier August 16, 2022

Planning and Preparation August 20 to August 31, 2022

2nd Meeting with Client (Update on planning September 9, 2022

and preparation and 50% payment)

2nd meeting with Supplier (payment) September 11, 2022

1st Meeting with Working Committee September 13, 2022

Final Meeting with Client (Payment for September 16, 2022

remaining 50%)

Final Meeting with the Working Committee September 18, 2022

Ingress October 25, 12:00pm-5:30pm

Egress October 25, 10:50pm-11:50pm

Post-meeting with Client October 26, 2022

 Exquisite Events
“We give, you take”
villapen174@gmail.com
+63 917-933-7703

Post-meeting with Working Committee October 27, 2022

BUDGET PROPOSAL

TENTATIVE COMPUTATION

INCLUSION PARTICULARS TOTAL

Venue with Set-up -Dressing Room 50,000.00

- Tables and Chairs

- Small stage

-Generator

- Parking Area

- Security Guards

Light and Sound System, with - Lights and sound system 10,000.00
Projectors
- Sound electrician

- Wireless microphone

Catering - Dinner Buffet 100,000.00

- Linen, table napkins and

 Exquisite Events
“We give, you take”
villapen174@gmail.com
+63 917-933-7703

skirting

- Catering equipment (plates,

glassware, silverware and
serving platters, etc.

- Waiters

Cakes and Pastries - One (1) 3 layered White 15,000.00

Chocolate Cake

Flavor: Chocolate

- One (1) 3 layered Money

Cake

Flavor: Red Velvet

- Eighteen (18) chocolate

overload cupcakes

Flavor: Cheesecake

Hair and Make-up Stylist - Airbrush and retouch 10,500.00

- Hairstyle

Gown Rental - Two (2) ball gown 20,000.00

- One (1) casual dress

Photo & Video Photographer - Videographer/Highlights 15,000.00

- Photo booth

Flowers and Arrangement -Fresh Flowers 20,000.00

-Candles
 Exquisite Events
“We give, you take”
villapen174@gmail.com
+63 917-933-7703

- Long Stem Red and White

Roses for bouquet, stage and
table decoration

Printable Materials - Invitation and Program 15,000.00

- Tarpaulin

- Signage

Souvenirs - Personalized Perfume (10ml 25,000.00

100pcs)

- Glass shoes with Acetate and

picture of birthday celebrant

Entertainment - Ben&Ben Band 60,000.00

- Master of Ceremony

IATF Permit 1,500.00

Total Expenses 347,000.00

Contingency Fund 10% 34,700.00

Total 381,700.00

Professional Fund 12% 45,804.00

GRAND TOTAL P427,504.00

WORKING COMMITTEE

STAFF AREA REQUIREMENT FUNCTION

 Exquisite Events
“We give, you take”
villapen174@gmail.com
+63 917-933-7703

Staff 1 Backstage Have the things of the To assist the needs of

celebrant the celebrant

Staff 2 Frontstage Have the copy of the Assist the flow of the
programme. program.

Staff 3 Around the venue Have good To assist the needs of

communication skills the guests during the
event.

Staff 4 Entrance Alert and has the To guide the guests to

seating arrangement their seating
guide arrangement.

Staff 5 Parking Can give directions To assist the guest to

clearly. the parking area.

Staff 6 Food Can monitor the food. To assist the caterer.

LIST OF SUPPLIERS

COMPANY NAMES SERVICES

Armando’s Resort Venue

Armando’s Catering Catering

Sofia's Design Table Clothes and Accessories

DJ Elon Sounds Lights and sounds

Ralph Photography Photography and Videography

Casa Flora Flower Shop Flowers and arrangement

Glen’s Printing Services Printable materials

 Exquisite Events
“We give, you take”
villapen174@gmail.com
+63 917-933-7703

Ben&Ben Entertainment

Ms. Larkin Marie De Guzman Hair and Make-up Stylist

Lisa’s Gown Rental Gowns and accessories

LIST OF ALTERNATIVE SUPPLIERS

COMPANY NAMES SERVICES

Steffi's Garden Resort Venue

Steffi's Catering Catering

Beatrice's Design Table Clothes and Accessories

Naki's Sounds Lights and sounds

Joshua's Picture Perfect Photography and Videography

Empress Flower Shop Flowers and arrangement

Paul's Printing Services Printable materials

 Exquisite Events
“We give, you take”
villapen174@gmail.com
+63 917-933-7703

Mayonnaise Entertainment

Ms. Jenny Dela Cruz Hair and Make-up Stylist

Joanne's Gown Rental Gowns and accessories

FLOORPLAN
 Exquisite Events
“We give, you take”
villapen174@gmail.com
+63 917-933-7703

Souvenirs

Gifts
 Exquisite Events
“We give, you take”
villapen174@gmail.com
+63 917-933-7703

Buffet

Band

Stage

Dancefloor

DETAILED BUDGETING

Event Name: Elegant at 18

 Exquisite Events
“We give, you take”
villapen174@gmail.com
+63 917-933-7703

Allotted Budget: P428,000.00

COMPUTATION

INCLUSION PARTICULARS TOTAL

Venue with Set-up -Dressing Room 50,000.00

- Tables and Chairs

- Small stage

-Generator

- Parking Area

- Security Guards

Light and Sound System, with - Lights and sound system 10,000.00
Projectors
- Sound electrician

- Wireless microphone

Catering - Dinner Buffet 100,000.00

- Linen, table napkins and

skirting

- Catering equipment (plates,

glassware, silverware and
serving platters, etc.

- Waiters

Cakes and Pastries - One (1) 3 layered White 15,000.00

Chocolate Cake

Flavor: Chocolate
 Exquisite Events
“We give, you take”
villapen174@gmail.com
+63 917-933-7703

- One (1) 3 layered Money

Cake

Flavor: Red Velvet

- Eighteen (18) chocolate

overload cupcakes

Flavor: Cheesecake

Hair and Make-up Stylist - Airbrush and retouch 10,500.00

- Hairstyle

Gown Rental - Two (2) ball gown 20,000.00

- One (1) casual dress

Photo & Video Photographer - Videographer/Highlights 15,000.00

- Photo booth

Flowers and Arrangement -Fresh Flowers 20,000.00

-Candles

- Long Stem Red and White

Roses for bouquet, stage and
table decoration

Printable Materials - Invitation and Program 15,000.00

- Tarpaulin

- Signage

Souvenirs - Personalized Perfume (10ml 25,000.00

100pcs)
 Exquisite Events
“We give, you take”
villapen174@gmail.com
+63 917-933-7703

- Glass shoes with Acetate and

picture of birthday celebrant

Entertainment - Ben&Ben Band 60,000.00

- Master of Ceremony

IATF Permit 1,500.00

Total Expenses 347,000.00

Contingency Fund 10% 34,700.00

Total 381,700.00

Professional Fund 12% 45,804.00

GRAND TOTAL P427,504.00

DETAILED EVENT FLOW

TIME FLOW ALLOTTED TIME IN-CHARGE REQUIREMENTS

6:00pm-7:00pm Assembly Area 1 hour Staff 4 Secure/settle the

area ahead of
Welcoming of
time.
Guests
Observed Social
Distancing

Sign in the
contact tracing
form

Ushering of
 Exquisite Events
“We give, you take”
villapen174@gmail.com
+63 917-933-7703

guest to their
designated seats

7:00pm-7:15pm Entrance of the 15 minutes Master of Microphone

Celebrant Ceremony

7:15pm-7:20pm Opening Prayer 5 minutes Master of Microphone

Ceremony

7:20pm-7:30pm Introduction of 10 minutes Master of Microphone

the Celebrant Ceremony
Photo Slide Show

7:30pm-8:00pm 18 Candles 15 minutes Master of Microphone

Ceremony
Candles

Lights and
Sounds

8:00pm-8:20pm 18 Gifts 20 minutes Master of Microphone

Ceremony
Lights and
Sounds

8:20pm-8:30pm 18 Blue bills 10 minutes Master of Microphone

Ceremony
Lights and
Sounds

8:30pm-9:00pm 18 Roses 30 minutes Master of Microphone

Ceremony
Roses

Lights and
Sounds

9:00pm-9:05pm Birthday Song & 5 minutes Master of Microphone

 Exquisite Events
“We give, you take”
villapen174@gmail.com
+63 917-933-7703

Blowing of Cakes Ceremony Lights and

Sounds

9:05pm-9:10pm Prayer for Dinner 5 minutes Master of Microphone

Ceremony

9:10pm-10:50pm - Dinner Time 1 hour and 40 Staff 6 Programme Food

minutes
- Photo Session Waiter Camera
per table
Photographer Microphone
- Entertainment
Singer and Guitar
Guitarist

10:50pm- Dance for All 30 minutes Master of Microphone

11:20pm Ceremony
Lights and Sound

11:20pm- - Birthday Song 20 minutes Singer and Microphone

11:40pm Sessions Guitarist
Lights and Sound
-Photo Sessions

11:40pm- Celebrants Thank 10 minutes Master of Microphone

11:50pm You Speech Ceremony

Celebrant

RISK MANAGEMENT

RISK CAUSE CONTINGENCY PLAN

Power Failure/Interruption Technical Problem Stand by Hotel/Sound System

electric generators
 Exquisite Events
“We give, you take”
villapen174@gmail.com
+63 917-933-7703

Congested Parking Too much vehicles Ensure the parking area up on

confirmation of guests.
Coordinate properly for
estimated guest vehicle.

Running out at Food Large amount of foods by the Use Contingency Fund
participants

Lights and Sound System Technical Problem Back up sound systems

services

Absence of the officiating Emergency matter Before the In case of absence, contact
coordinator event remind/call the them and ask for a substitute
coordinator.

Chairs and Tables Large number of unexpected Stand by Resorts Staff

guests Organizer