February 17, 2018

Sir. Samuel Vergarra

Cultural and Arts Office
LPU- Batangas

Dear Sir Vergarra,

Good day Sir! Thank you for contacting us about the possibility of coordinating the
upcoming Pagent in your university. We would be thrilled to be a part of its golden year.

We have ten years’ experience coordinating pagents and providing memorable,

stress-free events. Should you decide to contract with us, we will make sure that you are
able to take part in all the fun decisions regarding the flow of the said event without having
to worry about the often stressful particulars. From the moment you become our client,
we look out for your wonderful ideas, from contracting out for better prices to make sure
every last detail comes together when it is supposed to.

You mention that the pagent will take place next April, we are available to help
during that time period, but April is a typically very busy month and the weekends book
quickly. We encourage you to place a deposit soon so that we may set aside a date for
you, reserve your location, and let’s begin planning soon!

Respectfully Yours,
Gezza Avila
Event Advisor
Event Details

Event:

Theme: Showcasing the hospitality features in a pagents, highlighting the students

under CITHM Department.

Venue: Laurel Gymnasium LPU- Batangas

Program/ Activities: 3-4 hours of competition

Target Participants: 8-10 pairs form CITHM students

Price: Plaque, Crown, Sash

Treats : Certificates and LPU Apparels.

FLOOR PLAN
LETTER OF AGREEMENT

This Agreement for event planning services is hereby entered into by and between the following
parties:

LaVida Events Company

Lyceum of the Philippines University Batangas Capitol Site Batangas City

Contract Person: Gezza I. Avila

INSERT CLIENT NAME HERE (Hereinafter referred & referenced as “Client”) [Address]
Telephone No.: ____________ Fax No.: __________________ Contact Person: ____________

RECITALS

1. Place of event (venue):Lyceum of the Philippines University Batangas

2. Address of event: Capitolio Site, Batangas City

3. Type of event: Beauty Pageant for Hospitality Management Students Search for Miss Project
Runway 2018

4. Date of event: May 20, 2018

5.Scope of work: It is hereby agreed to and understood that LaVida Events Company, in exchange
for remuneration as set forth in Paragraph 6 of this subject Agreement, I Desiree LaVida Events
Company will provide the following services: (Input scope of services here)

6. The total event planning fee agreed upon is ______. A non-refundable registration fee of ____
is required to secure LaVida Events Company for the event. This amount shall be subtracted from
the event planning fee. The remaining balance of the event planning fee must be paid in full
BEFORE the start of your event (unless other arrangements are accepted by LaVida Events
Company. Any payments received less than 2 weeks before the event must be by cash.
7. Personal checks are accepted up to 2 weeks before the event. All checks shall be made
payable to LaVida Events Company.

8. LaVida Events Company represents and warrants to Client that it has the experience and ability
to perform the services required by this Agreement; that it will perform said services in a
professional, competent and timely manner; that it has the power to enter into and perform this
Agreement; and that its performance of this Agreement shall not infringe upon or violate the rights
of any third party or violate any federal, state and municipal laws. However, Client will not
determine or exercise control as to general procedures or formats necessary to have these
services meet Client's satisfaction.

9. This agreement of LaVida Events Company to perform shall be excused by acts of God, or any
other legitimate condition beyond LaVida Events Company control. If such circumstances arise,
all reasonable efforts will be made by LaVida Events Company to find comparable replacement
event planning at the agreed upon fees. 11. It is agreed to that Client will take reasonable steps
to protect LaVida Events Company personnel and equipment during the contracted period. In the
event of injuries or damages resulting from insufficient protection on Client’s part (except in the
case of gross negligence on the part of I LaVida Events Company), Client will be responsible for
paying for all of LaVida Events Company resulting costs (including, but not limited to, insurance
deductibles, medical treatment) that are not reimbursed by insurance.

12. This agreement cannot be canceled except by mutual written consent of both the Client and
LaVida Events Company. If cancellation is initiated by the Client in writing and agreed to by LaVida
Events Company in writing, Client will be required to pay any unrecoverable costs already
incurred by LaVida Events Company (but not more than the total fee agreed upon).

13. Client shall pay any charges imposed by the venue. These charges may include, but are not
limited to, parking, use of electric power, etc.

14. It is hereby agreed and understood that the laws of California State shall govern this
agreement.

16. Client agrees to defend, indemnify, assume liability for and hold LaVida Events Company
harmless from any and all claims, demands, damages, losses, suits, proceedings, penalties,
expenses or other liabilities including attorney fees and court costs, arising out of or resulting from
the performance of this contract, regardless of the basis (except for gross negligence on the part
of LaVida Events Company)
15. Client may not transfer this contract to another party without the prior written consent of LaVida
Events Company.

16. This agreement is not binding until received and signed by LaVida Events Company. Any
changes must be written and signed by both the Client and Desiree Carol Special Events. Oral
agreements are non-binding. The latest contract supersedes all previous contracts between Client
and LaVida Events Company for the event listed above. If any clause in this Agreement is found
to be unenforceable by a court of law, the rest of this Agreement shall remain in full force and
effect.

17. This Agreement may be executed in multiple counterparts, and each such executed
counterpart shall be deemed an original, but all of which together shall constitute a single
agreement. Facsimile signatures to this Agreement are acceptable and carry with it the same full
force and effect as an original signature

18. LaVida Events Company elect not to exercise rights specified in this agreement. By doing so,
El Casanova Event does not waive their right to exercise those rights at a future date.

LaVida Events Company

Signed by:

_____________________

Gezza I. Avila
Description of Services

It is important to provide the reader of the event proposal with an overview of what
the event is about. Some events need very little explaining because they are
commonplace. However, it is unwise to rely on the title of the event alone to explain it
purpose. In providing an overview for the reader, it may be important to describe the main
participant target group(s), the main goals to be achieved in running the event and, if the
event is somewhat unusal, one or two sentences that provide the reader with mental
picture of what the event will be. A more full description of the event program is dealt with
separately.

Pricing and Payment Terms

The contracting party agrees to pay a booking deposit of 50% of total invoice value
at the time of booking and the remaining 50% balance on presentation of an appropriate
invoice approximately eight weeks prior to the event. For bookings made within eight
weeks of an event the total event fee will be due on confirmation of the booking.

Terms/Termination

The Company will only accept a booking upon receipt of written confirmation and
once this is received a contract will be deemed to have been made. Until the booking
deposit is paid and contract signed and returned, the Company shall be free to offer the
date in question to other parties.Once the booking is confirmed and Event Booking Form
signed any change of contracted event date instigated by the contracting party up to 30
days prior to the event date, will incur an administration fee of 10% of the total contracted
event fee. The contracted event date cannot be changed within 30 days of the event date
without the full event fee being incurred.
 Should the Contracting Party reduce the number of Guests, that he has contracted
on behalf of, 30 days or more prior to the event date, the Contracting Party shall be liable
to pay a cancellation charge of 75% of the full price attributable to each such Guest. If
guest numbers reduce within 30 days of the event date the Contracting Party shall be
liable to pay 100% of the price attributable to each Guest.Ifpayment is not made within
the terms set out above, Event Management Group reserve the right to charge interest at
0.4% per week on overdue fees.

The Contracting Party accepts liability to pay in full for any damage or loss to boats,
vehicles, waterproof clothing, or other equipment supplied by the Company, arising out
of an act or omission of the Contracting Party or Guests. The Contracting Party and each
Guest agree to limit any claims against the Company to the risks and amounts insured
against by the Company and agree to observe the terms and conditions thereof. A
synopsis of the insurance policy is available to all Contracting Parties and Guests. The
Company and its Servants or Agents accept no responsibility in respect of any damage
whatsoever, to any property of the Contracting Party or Guests except where such
damage is caused by the negligence of the Company, its Servants or Agents.

If any term of this Agreement is deemed to be void or unenforceable whether in whole or in

part, the validity and enforceability of the remainder of this Agreement including any part of
such term which is not held to be invalid shall not be prejudiced or affected and shall continue
to apply subject to such amendment. Any additions or alterations of the terms and conditions
of this agreement shall be null and void unless agreed upon in writing by the parties.

By accepting the terms and conditions of Event Management Group Ltd, the Contracting
Party accepts the booking terms and conditions of all Suppliers and Sub Contractors to The
Company. In so much The Contracting Party agrees to be bound by all terms relating to
Security / Damage deposits, in relation to yacht charter, equipment hire and accommodation.

"Thank you for the fantastic day you did for us, the whole team went over and above the
call of duty."
 Change/Cancellation

The Company will only accept a booking upon receipt of written confirmation and once
this is received a contract will be deemed to have been made. Until the booking deposit is
paid and contract signed and returned, the Company shall be free to offer the date in question
to other parties

Time Frames

 Determine the final date

 Confirm planning committee for the
events plan.
 Reserve venue
 Prepared budget estimate
March 2018
 Discuss the total number of
participants
 Design & develop event data base for
tracking RSVP’s
ssss  Reserve security
 Check and order necessary supply
 Finalize the total number of
participants
 Reserve the lights and sounds
 Reserve the photographer
 Contact the person who will make the
tokens and prizes
 RSVP’s Due
 Re-confirm the photographer
 Check the venue
 Check all necessary materials needed
 May 2018  Check the Finished invitations, tokens,
and prizes
 Check the final event proposal

EVENT BUDGET
Decorations Estimated Total
 Flowers  25,000
 Lightning/ Technical  50,000 =85,000
(Rent)  10,000
 Cloth (Cater)

Publicity Estimated
 Graphics work  20,000

 Photocopy/Printing  25,000 =45,000

(including the
invitations, brochure,
certificate, tarpuline)

Refreshments Estimated
 Food 500*50  25,000 =35,000
 Drinks 200*50  10,000

Programs Estimated

 Performers (Artist)  30,000 =30,000

Prizes Estimated
 Sash  6,000
 Trophies  8,000 =34,000
 Certificate  5,000
 Bouquet  2,000
 Cash Price  13,000

Tokens/Giveaways Estimated
 Gift Packs 1000*6  6,000 =36,000
 TF (Judges) 5000*6  30,000
People Estimated
 Photographers  40,000 =46,000
(Sir Elmer Castor)  6,000
 Security 2000*3
  Contingency Plan  31,300
10 %
 Professional Fee  46,950 =78,250

15%
TOTAL =391,250

OPENING CEREMONY
1700 - 1800
-Opening prayer
-National anthem
-Introducing of the emcee’s
-Production number (WEARING THEIR CULTURAL ATTIRES)
- Introducing Introduction of board of judges
-Intermission number
-Hospitality Attire ( their chosen Hospitality Uniform)
-Intermission number
-Formal Wear
-Awarding of
Best in Production Number
Best in Hospitality Attire
Miss Photogenic
Miss Congeniality
Best in Formal Wear
-Selecting of top 4 candidates who will proceed to Q and A
-Question and answer
-Intermission
-Coronation of:
 3rd runner up
2nd runner up
1st runner up
Miss Project Runway 2018
0000 – 0030 Closing Remarks

Contingency Plan

Failure of public address sound systems

May be caused by people tripping over wires, faulty equipment, faulty electrical
connections, missing components.

Contingency plans:

 Have a back up sound system

 Include people with skills to fix such equipment in event management team

Event staff who go missing

There is always likely to be occurrences of event staff that go missing temporarily from their
station. Causes might include a chance meeting with an old friend, treatment of an injury,
confusion over times and places where they are supposed to be, and toilet and refreshment
breaks.

Contingency plans:

Have a person designated in the event management team as a "Troubleshooter" whose job is to
continually move about the venue looking for such problems.

Roster more staff than are actually needed so that there are a few "spares" that can be
assigned to positions anywhere.
Failure of VIP's to arrive on time
Visiting dignitaries often have multiple responsibilities most of which are far more important than
their appearance at an event to make a speech or presentation. They may cancel at the last
moment.
Contingency plans:
 Make plans and instruct staff to continue the event programme rather than delay it
 Identify and use other people in the event management team or other guests who can
step into to make a presentation if necessary

Inclement weather

Particularly affects outdoor events.

Contingency plans:

 In the event of a sudden downpour ensure there is adequate shelter for all
otherwise people will start going home and won't come back even if the skies clear
 Make plans to relocate activities to sheltered areas or to alter the event programme
to salvage the day if possible
 Have contingency insurance for your event if there is much at stake financially
 Injuries and accidents
 Injuries may occur to participants, spectators and/or event staff. It is a legal duty for the
event organisers to plan for such eventualities)
 Contingency plans:
 Organise first aid and/or other qualified medical personnel to be in attendance
throughout the event
 Roster on more staff than the minimum required so that if one person requires treatment
it will not impact on the running of the event
 Ensure driveways and entrances are not blocked to emergency personnel
 Train all event staff what to do in an emergency and when unexpected events occur

Crowd Management/Event Safety/Risk Management

 Event organizers are responsible for crowd control and management at their event
including ACE:
  Aisles are kept clear and un obstructed at all times. No sitting or standing is
permitted in aisles or egress paths to exits
 Capacity of the Venue Space. Know the Maximum legal Occupancy and ensure
that it is not exceeded
 Exits are clear and unobstructed at all times and assist in facilitating evacuation of
the event venue in the event
 Controlling access to the prevent overcrowding
 Facilitating evacuation of the venue in the event of emergency
 Risk assessment
 Maintain venue safety and security
 Maintain guess staff and security
 Patrol common areas
 Key control measures

Event Safety

We offer expert advice during the event planning stage to identify what is required to
ensure the safety and an enjoyable and positive outcome for all. This involves conducting
a comprehensive risk assessment and developing a complete security solution tailored
to your need.

 To provide physical security, as in case of a high perimeter fence at an outdoor

event
 To relieve and prevent overcrowding and the build up of audience pressure
 To shield hazards from people