A.V.A.

EVENTS

PAGADIAN CITY, ZAMBOANGA DEL SUR

EMAIL ADDRESS: Ava [email protected]

Vision

A.V.A EVENTS is to ensure client satisfaction and loyalty as we deliver personal and
unique experiences that are beyond expectation and create long term loyal
relationships by consistently providing outstanding service that creates an overall
extraordinary event experience.

Mission

A.V.A EVENTS is to be the world leading Event Management Company that delivers
high quality, value-driven services while focusing on the uniqueness and peculiarities
of our clients’ project.

Objectives

 Establishing an objective helps keep the organizer or the event

manager focused on what they wish to achieve.
 Measuring the outcomes against assists planning of future events.
December 23, 2023

Mr. Henry tan

CEO/CHAIRMAN

Southern Mindanao College

Pagadian city, Zamboanga Del Sur

Sir;

It’s been a years that I heard your school branch the southern Mindanao College Inc. that it
is more on activities. As a matter of fact, most of my clients told me that this coming march
4-6, 2024 you have an event for its “32 nd” Founding anniversary and Alumni Homecoming”
which will be held at Bay Plaza hotel in Cabrera St., Pagadian city I also heard that you will
need an event organizer that who would be handled your desired events.

Apparently, A.V.A. EVENTS is known at Pagadian city Zamboanga Del Sur. We belong to
the most successful commercials among the top 10 companies in the entire Region IX.

Last march 24, 2017, I am the one who have handled the pageant show during the Mr.
Tourism held at capitol of Pagadian city. I was also the assistant event coordinator of Mr.
Jake A. Sully, an event organizer during the major concerts of Miss Ariana Grande at
California.

To merit, my skill is totally enough in every type of events. Hence, I can offer the events
that have you desired of having.

Indeed, it is a great privilege to have a chance to organize an event such as yours. Should
further have inquiries you may reach my phone number 09267847800.

Thank you!

Sincerely,

Arniel A. Vente

A.V.A. E PRESIDENT
 ORGANIZATIONAL CHART
Vente Arniel A.
President

Colita Venus M.
Manager

Maquiso Sheryl O. Baloaing Michelle Ty. Camaso Ariel B.

Accounting Supervisor Marketing Supervisor Production Supervisor

Sabuero Joel P. Baldo Ian Dan Ruizal Melgar

Assistant Assistant Assistant

Ruizal Omar Aradais Najida Alcidera Joseph

Clerk Clerk Clerk
 Event Brief

Proposed event: 32nd Founding anniversary and Alumni Homecoming

Organizers: A.V.A EVENTS

Date/Time: MARCH 4-6, 2024

Duration: 3 days

Venue: Bay Plaza hotel Cabrera St., Pagadian city Zamboanga Del Sur

Event Budget: 1,000,000,000.00 pesos

Number of Participants: 400 participants

Specification: Private Institution, President, Faculties and TESDA officials in

Region IX, Tesda Secretary, Suharto T. Mangudadatu Mayor
Samuel S. Co. and Gov. Victor J. Yu.
 SUMMARY

Brief Information of the Event Planner

Arniel A. Vente has been 10 years Event Planner locally and internationally. He studied
Event Planner in Achievers International College of Culinary Arts and Technology (Aiccat) or
NCIII passer of events management last 2014. She work as an Event Planner staff in one of
Famous event planner the Amazing Entertainment Event Management Agency and later on
she promoted as an Event Assistant. After 5 years of experience, she created his own and
time past her company become famous.

Seminar Host/Educators

1. Jess Suguitan 1ST Day Morning Host

2. Jillnor Estrera 1st Day Afternoon Host
3. Allison Tortor 2nd Day Morning Host
4. Gilbert Romasasa 2nd Day Afternoon Host
5. Christy Teves 3rd Day Morning Host

Action Plan

Venue: Bay Plaza hotel Cabrera St., Pagadian city Zamboanga Del Sur

STAKEHOLDER

Event principal : Nelly Suan

Local community : Brgy. Official and the people involve

REGISTERED ATTENDEES

1. President
2. Faculties
3. TESDA Officials in Region 9
4. Secretary Suharto T. Mangudadato
5. Mayor Samuel S. Co
6. Gov. Victor J. Yu
Invited
 Southern Mindanao college Alumnus
 Pre-Touring

Yes No 2 MONTHS BEFORE THE EVENT

Prepare and order souvenir’s
Book Hotel accommodation’s
Develop a contingency plan
Develop procedures sheet for the event
Identify the specific speakers
Prepare the outline for the program
Initiate “save the date Mailing”
Book Hotel catering Services
Order plaques
Plan seating arrangement/floor plan
Book transportation services (van)
Book Photographers/Videography

Yes No 1 MONTHS BEFORE THE EVENT

Confirm hotel accommodations and its requirements done
Souvenir’s done
Finalize contingency plan needed is done
Distribute procedures sheet for the event done
Confirm speakers is done
Finalize the program needed is done
Confirm hotel catering services and its service style is done
Finalize special dietary requirements of the guest is done
Plaques done
Finalize floor plan needed is done
Plan program
 Day 1
 Parade
 Message of the speaker
 Talent showcase
 Dinner
 Day 2
 Alumni basketball and volleyball
 Bike ride (night ride)
 Day 3
 Homecoming mass
 Southern Mindanao College. Election

Yes No 1 WEEK BEFORE THE EVENT
Organizing committee to consider:
 Safety
 Emergency procedures
 Security
 Hotel staff briefing
 Instruct the hotel menu and snack plan
Yes No 3 DAYS BEFORE THE EVENTS

 Contract the staging and the set-up of the floor plan

 Meet all the hired personnel and give instructions
 Instruct the hotel staff and give them instructions, the caterer,
and the rooms
 Secure parking area and alerted security
 Facilitate the guest arrival
Check the electricity, lighting and sound ,etc
Prepare log bookings for the event
Check all preparations
 Emergency exits
 Security staff
 Safety requirements
 Coffee machines is in good condition
 Welcome the alumnus arrival at the venue
 Facilitate the guest
During the event
Bring registration materials ‘ guest lists, name badges, place,
card ,souvenirs etc.
Inform staff of the location of restrooms, elevators and accessible fire exit.
Make sure to have the copies of all the materials ; schedule of events,
agendas, photographer instructions etc.
Conduct sound checks if necessary
Ensure all setup is complete
Monitor and standby event activities
Review event bills and approve payments
Log books ready
Hold a five-minute debriefing session right at the end of each evening and
again in the next day until the event is done.
Yes No POST TOURING
After the event
 Secure the departure of the alumnus and the guest at the
parking lot
 Confirm the success of the event planning to the host of the
events with all the details and information of the event activity
as well as the budget
 The balance and contingency plan (in case there will be no
casualties) will be returned
 Check if all the rented materials and tools rented are already
returned.
 Send thank you note
 Send post event evaluation
 PROGRAM

DAY 1

6:00AM-7:00 AM -Parade

7:00 AM- 8:00 AM -Breakfast

8:00 AM- 8:20 AM -Welcome message/opening message/introduction of the guest

speaker

8:20 AM- 9:30AM -Message of the speaker

TOPIC: History of southern Mindanao College Inc. and Educational

attributes of the school.

9:30 AM-11:30 AM -Talent Showcase

11:30 AM-12:00 PM -Introduction of theme

LUNCH…LUNCH…LUNCH…

1:00 PM-6:00 PM - Job fair

DINNER…DINNER…DINNER…

DAY 2

6:00AM-7:00 AM -Breakfast

7:00 AM-11:00 AM -Alumni Basketball

LUNCH…LUNCH…LUNCH…

1:00 PM- 5:00 PM -Alumni Volleyball

5:00 PM-5:30 PM -Rest

5:30 PM-7:00 PM - Torch Parade

DINNER…DINNER…DINNER…
 DAY 3

7:00 AM- 8:00 AM -Breakfast

8:00 AM- 10:00 AM -Homecoming Mass

10:00 AM- 11:00 AM - Election

LUNCH…LUNCH…LUNCH…

1:00 PM-3:00 PM -Championship

3:00 PM-5:00 PM -Break (snack)

5:00 PM-6:00 PM -Break (preparation for the cert., plaques, and souvenirs

6:00 PM-8:00 PM -Distribution of certificates, plaques, souvenirs and awarding

DINNER…DINNER…DINNER…

3 DAYS MEAL PLAN

DAY 1

NOTE: The Arrival Meal Plan of the Guest is the Hotel Specialty

Breakfast

Drinks Main course Dessert

Water Rice Macaroni salad
Instant coffee Chicken adobo
Lemon juice Pork sinigang
Pancit palabok

Lunch

Drinks Main course Dessert

Water Rice Cup cake
Pineapple juice Crispy squid
Hot coffee Pancit guisado
Sweet and sour tilapia
Snack

Water
Soda
Empanada

Vegan donut
 Dinner

Drinks Main course Dessert

Water Rice Spaghetti
strawberry juice Hot dog with egg
chocolate coffee Liver steak
calamares

DAY 2

NOTE: The Arrival Meal Plan of the Guest is the Hotel Specialty

Breakfast

Drinks Main course Dessert

Water Fried rice Pine apple slice
Hot chocolate
Beef tapa with egg
Fried chicken
Lunch

Drinks Main course Dessert

Water Rice Cassava cake
Watermelon sweet tea Beef strip
chopsuey
sotanghon

Snack

Lemon iced tea

Club house
Cookies and cream float

Dinner

Drinks Main course Dessert

Water Rice Brownies
Apple juice Sinigang na bangus
Chicken adobo
calamares
 DAY 3

NOTE: The Arrival Meal Plan of the Guest is the Hotel Specialty

Breakfast

Drinks Main course Dessert

Water Rice Chiffon cake
Instant coffee Chicken and pork
Adobo
Friend tilapia
Pancit guisado

Drinks Main course Dessert

Water Rice Chocolate moist cake
Pineapple juice Sweet chili crab with
vegetables
Sweet and sour tilapia
Snack

Water
Empanada

donut
apple juice

Dinner

Drinks Main course Dessert

Water Rice Cheese cake
Apple juice Beef lechon
Pork lechon
Mixed vegetable

Meals
 Day 1
Breakfast Lunch

Snacks Dinner
 DAY 2

Breakfast Lunch

Snacks Dinner
 DAY 3
Breakfast Lunch

Snack Dinner
Location Map
Appendix

Plaque

Certificates
SOUVINER
FLOOR PLAN

Entrance

Legends:
Yellow-screen projector
Red-presidential table
Green-coffee machine
Blue-tables with chair
GENERAL COSTING

PARTICULAR QUANTITY DAY(S) PRICE AMOUNT

Hotel reservations 10 3 2,000.0 Php.60,000.00
0
Hotel fee for projector, sound 3 15,000 Php.45,000.00
system, microphones
Rented private van 2 3 2,500 Php.15,000
Catering 400 3 500 Php. 600, 000
Snacks 400 3 50 Php. 6,000
Guest speaker 1 1 3,000 Php.3,000
Assistant guest speaker 1 1 2,500 Php. 2,500
Emcee(one day) 5 3 1,000 Php. 15,000
Certificates 400 1 60.00 Php. 20,000
Souvenirs 400 1 600 Php.240,000
Programs 400 1 50 Php. 20,000
Plaque 10 1 300 Php. 3,000
Documentation/photography 400 300 Php.120,000
Rented truck for coffee machine 1 3 2,500 Php.7,500
Labour 20 3 400 Php.23,100
 Honorarium 10 3 2,000 Php.15,000
Professional fee 1 3 80,000 Php.180,000
Contingency fund 150,000 Php.100,000
Security assistance fee 10 3 1,500 Php.45,000
-Php. 980,100
Overall Php.980,100.00
total
amount
Event php.1,000,000.00
budget

NOTE: Expenses that are not included in the general costing is under the contingency fund, if ever
there is no casualties the contingency fund will be returned to the client.
EMERGENCY HOTLINES

ESTABLISHMENTS/ NAME CONTACT NUMBER

OFFICES
PNP SP04 Garcia, Reynaldo 099999999
BFP P01 Gonzales, Danilo 091600000000
AFP SP02 Flores, Romeo 111111-2229
ZAMCELCO Mr Mike Villanueva 09-069010049
HOSPITALS(24HRS) Emergency hospital 09197805336
ZAMBOANGA Del Sur Dr Josephine Estrella 09157803776
MEDICAL CENTER
Pagadian DOCTORS HST. Dr Ester Alcasid 09168703556
Mendero MEDICAL Hosp Dr Jonathan De Guzman 09198736552
RED CROSS Cynthia Perez 90181745773
POISON CONTROL Antonio Villegas 091685748337
OBEGYNE Dra. Maria Castillo 0196489574
PEDIATRICIAN Dra. Carla Villar 01934759494
EVENT ORGANIZER Arniel Vente 09267847800
COMPLETE LISTING OF CONTRACTIONS WITH CONTACT NUMBERS

CATERING SHOP

Name of catering : A.V.A EVENT PLANNING

Address : Pagadian city
Contact number : 09267847800
EVENT COORDINATOR : Ava event planning
Facebook page : Ava events
Email : Ava [email protected]
Contact no. : 09267847800

HOTELS
Bay Plaza hotel in Cabrera S. Pagadian City – 3,400.00

PHOTOGRAPHY/VIDEOGRAPHY
 Ava Event

Event protocol

Before you start:

 Assemble a steering group of the key people who will make the event happen
 Set your objectives- what do you want the event to achieve, and why?
 Decide how you will measure the event’s success
 Define your target audience and decide on target number of attendees
 Identify the venue and check its capacity
 Identify the best date and time to attract the desire audience
 Check the availability of key VIPs if appropriate
 Define the opportunities and benefits the event will offer your audience- this will
shape the event and decide what you say in the invitation/publicity
 Decide on channels of communication with audience- invitation letter, leaflet mailing,
advertising, media publicity
 Cost the event as accurately as possible, fix a budget and identify the budget holder.
Make sure you include everything-venue
 Hire, catering, postage, venue dressing, audio visual equipment hire, transport,
technicians, portering services
 Now is the time to ask yourself, are the potential benefits worth the cost and time
involved? If not, think again
 Set the admission charge, if any. In some cases a free event lacks perceived value,
and a charge may actually draw a larger audience. If the event is free more invitees
are likely to accept but fail to turn up
 Draw up a detailed project plan and timeline with clear deadlines, working
backwards from the date of the event and including any post-event guest follow-up
activity that will be needed
 As part of the plan, allocate responsibilities for the key tasks and make sure that
everyone involved is clear about what they achieve, and by when

On the day of events

 The event organizer will be facilitated the events programmed

 The VIP guest will be escorted by the security team and personnel for assistance
 The VIP guest luggage must be taken by the bellboy from the parking area
 The guest driver must escorted by the parking valet
 The VIP guest is escorted by the assistance to the function hall.
 The event organizer will be handle the communication and entertainments
 The event organizer will be preparing and managing the information by the guest
 The event materials and equipment are all prepared for the events at the venue
  The event organizer will be identified in the events management team or other guest
who can step into make a presentation if necessary
 The event organizer will be make a plan and instruct staff to continue the event
programmed rather than delay it.
 The event organizer would have assistance for the neither staff nor guest who goes
missing
 The event organizer should have power interaction and will call the designated
personnel to resolve the problem whenever what would be happen inside of the venue
 Or the stand by generators set will be used as power substitute, in case of
emergency, natural or man-made stand by ambulance at the parking area will be
called to attention and the event organizer will call the hospital for immediate
response.
 The event organizer will be instruct your participants to place their food and beverage
in the table

Closing

 The event organizer will be checked out the door and windows for air condition
temperature
 The assistance of event organizer will be lock the room and return the key(s) or key
card to events manager
 Return the remote and microphone to podium
 Turn off projector, place all trash in trash can
 Return borrowed signage and equipment to the appropriate department
 Return keys, equipment and sign to appropriate departments the next business day,
or make arrangements for a different drop off day and time.