i.

TITLE :
MR. AND MS. TOURISM 2016 CORONATION NIGHT

ii.
iii.
iv.
v.
vi.

VENUE :
OLFU QC Athletic Center
LOCATION :
Hilltop Mansion, Fe St. Greater Lagro, Quezon City
DATE AND TIME :
September 24, 2016 - 5:00 PM
CONCEPT :
Indoor Pageant
THEME :
Arabian Nights

vii.

GOALS AND OBJECTIVE

Emphasizing

Royalty,

beauty,

style,

intelligence

and

cultural appreciation, the Mr. and Ms. Tourism 2016 is a

personal development opportunity for Tourism students. The
delegates who become part of this years pageant gain
confidence and poise in an increasingly competitive world.
The pageant affords each delegate the opportunity to grow
and advance his and her personal and career goals while
acting as a role model of the university. It is also a celebration
for all through the richness of our heritage and culture.

viii. SWOT ANALYSIS

STRENGTHS:
Promotes other Culture
Builds discipline and self-confidence
Known as the most prestigious pageant in the university
Most awaited event in the university
Provides excellent delegates
Best choice of event venue
Profitable
WEAKNESS:
Expensive Event Production

ix.

Lack of fund resources

OPPORTUNITY:
Safe from external harms
Avoids force majeure
THREATS:
Over crowding
Lack of Ventilation
Dressing Room
Unexpected audience behavior

ACTION PLAN
ACTION

Committee Meeting
University Requirements and
Permits
Sponsorship Seeking
Event Promotion
Candidate Screening
Event Production Meeting
Budget Preparation
Announcement of official
candidates
Guests, Host, Judges and Speaker
Invitation
Contractor Seeking: Stage, Lights
and Sounds
Production Materials listing and
Purchasing
Ticket Printing
Event production finalization
Candidate video and photoshoot
Candidate briefing

PERSON IN

TARGET

CHARGE

DATE

Production Finalization
Double checking

x.

WORKING COMMITTEE
LOGISTICS COMMITTEE

Oversea the event from start to finish

Generate the budget, appoint committee chairs, determine the

theme, and maintain communication with staff

CORPORATE RELATIONS-SPONSORSHIP COMMITTEE
Help raise the seed money for the event
Identify potential sponsors and possible benefits for sponsor
VOLUNTEER COMMITTEE

Recruits and energizes volunteers for all committee

Work with all committees, communicate regularly with
volunteers, delegate tasks on the day of event
MEDIA COMMITTEE

Promotes the event

Decide how the event is going to be promoted, identify media
sponsors, work with corporate relations/sponsorship committee
PRIZE COMMITTEE

Locate and obtain prizes for the event

Work with sponsorship committee, plan award ceremony for prize
distribution and sponsorship acknowledgements
EMERGENCY COMMITTEE

To be on standby in case of no shows

Be able to cover different areas of the event in case of a no show
or other emergency

DECORATIONS COMMITTEE

Determines necessary decorations based on theme

Work with logistics and invitations committee, setting up
decorations, table setups, place cards, seating
EVENT PLANNER

Planning, coordination with volunteers and other personnel in

order to setup and execute a successful function

Organize a function that is a positive experience for all attendees
BUDGETING COMMITTEE

Working with logistics committee, return on investment,

solicitation letters, work with sponsorships
FOOD COMMITTEE

Responsible for the food for the event

Work with logistics committee, work with caterer on food and
drink for the guests
SECURITY COMMITTEE

Help keep things under control

Work with all committees, keep people safe, maintaining order
during and after the event

GUEST/VIP COMMITTEE
To be in charge of guests and VIPs to make sure they have a
great experience
Work with registrations and admission
xi.
ORGANIZATIONAL CHART

PROGR
AM
COORDI
NATOR
HOSPIT
ALITY
COORDI
NATOR

VENUE
COORDI
NATOR
EVENT
DIRECTO
R
EQUIPM
ENT
COORDI
NATOR

OFFICIA
LS
CORDIN
ATOR
PROMO
TION
COORDI
NATOR

PROGRAM COORDINATOR

Entries
Ceremonies
Publishing
Tabulation of results
VENUE COORDINATOR
Venue booking
Setup team
Risk management
Signage
Environment control
EQUIPMENT COORDINATOR

Lights and Sounds

Props
PROMOTIONS COORDINATOR

Publicity
Advertising
OFFICIALS COORDINATOR

Marshalls
Master of ceremonies
Judges
Speakers
HOSPITALITY COORDINATOR

Sponsor
Catering
xii. EVENT PROGRAM
TITLE

: MR. AND MS. TOURISM 2016 CORONATION

NIGHT
VENUE

: OLFU QC Athletic Center

LOCATION

: Hilltop Mansion, Fe St. Greater Lagro, Quezon

City
DATE AND TIME

: September 24, 2016 5:00 PM

PROGRAM

xiii. VENUE LAYOUT

VENUE

: OLFU QC Athletic Center

DESCRIPTION

: Covered Court

ENTRANCE AND EXIT

DRESSING ROOM
SEATS
STAGE
LOCATION MAP

xiv.

EVENT CHECKLIST

CHECKLIST
Committee Meeting
University Requirements and
Permits
Sponsorship Seeking
Event Promotion
Candidate Screening
Event Production Meeting
Budget Preparation
Announcement of official candidates

STATUS

Guests, Host, Judges and Speaker

Invitation
Contractor Seeking: Stage, Lights
and Sounds
Production Materials listing and
Purchasing
Ticket Printing
Event production finalization
Candidate video and photoshoot
Candidate briefing
Production Finalization
Double checking

xv.

EVENT TIME FRAME

TIME

EVENT

5:00 5:15 Prayer, National Anthem, OLFU Hymn

5:15 5:20 Opening Remarks
5:20 5:25 Host Introduction
5:25 5:45 Candidates Production Number and Introduction
5:45 5:50 Introduction of judges
5:50 6:00 Criteria for judging and Acknowledgement of sponsor
6:00 6:05 Intermission Number
6:05 6:35 Themed wear
6:35 6:40 Intermission Number
6:40 7:10 Casual wear

7:10 7:15 Intermission Number

7:15 7:45 Formal wear
7:45 8:00 awarding of special awards
8:00 8:10 Special Number
8:10 8:20 Announcement of TOP 5
8:20 8:40 Question and Answer Portion
8:40 8:45 Intermission Number
8:45 8:55 Announcement of winners
8:55 9:00 Closing Ceremony
xvi. BUDGET PROPOSAL
PROJECT TITLE:

MR. AND MS. TOURISM 2016 CORONATION

NIGHT
DURATION:

SEPTEMBER 24, 2016 5:00 PM TO 9:00 PM

NATURE OF EXPENDITURE
TICKETS AND ADVERTISING MATERIALS
STAGE DESIGN, PROPS AND MATERIALS
STAGE, LIGHTS AND SOUND
SASH AND TROPHIES
FOOD
OTHERS
TOTAL
xvii. PROPOSAL LETTER
xviii. EVENT CONTRACT

COST
P 3,000
P 10,000
P 23,000
P 10,000
P 3,000
P 1,000
P 50,000

Phoenix

Events

Company

is

Metro

Manila-based

event

management company that has helped clients plan successful events

for over 10 years. We are dedicated to help our clients host successful
events that strengthen their brand, foster relationships with existing
clients, and engage with new clients. We believe our unparalleled
attention to detail will serve you well in accomplishing all of your goals
with your event.
We are very familiar with and have successfully assisted
numerous clients. We know how important your next event is and we
want to take all of the stress out planning and organizing it for you
while making sure it is a great success.
PRICING:
NATURE OF EXPENDITURE
TICKETS AND ADVERTISING MATERIALS
STAGE DESIGN, PROPS AND MATERIALS
STAGE, LIGHTS AND SOUND
SASH AND TROPHIES
FOOD
OTHERS
TOTAL

COST
P 3,000
P 8,000
P 25,000
P 10,000
P 3,000
P 1,000
P 50,000

This contract states the terms and conditions that govern the
contractual agreement between PHOENIX EVENTS COMPANY having its
principal place of business at Lee Building Diamond Crest Village, San
Jose Del Monte Bulacan, and TOURISM DEPARTMENT OF OUR LADY OF
FATIMA UNIVERSITY who agrees to be bound by this contract.
Whereas, the client is conducting MR. AND MS. TOURISM 2016,
CORONATION NIGHT, on SEPTEMBER 24, 2016 and
Whereas, the company agrees to manage the event according to
the terms and conditions herein.
Now, therefore, in consideration of the mutual covenants and
promises made by the parties within this contract, the company and
the client covenant and agree as follows:

1. COMPANYS DUTIES. The company shall handle the management

and planning duties for the event in the manner described on
schedule attached hereto.
2. PAYMENT. The total cost to be paid to the company by the client
for the services hereunder shall be P50, 000. The dates on which
payments are due are listed on the payment schedule attached
hereto.

3. CANCELLATIONS. In the circumstances change and the client

must cancel the event, the company will make its best efforts to
modify its planning to reflect the clients needs. However, the
client agrees and acknowledge that a change in short notice may
cause severe complications for the company and thus the client
shall forfeit its deposit of P25, 000 in the event the client must
cancel the event within 30 days before the event.
4. PROMOTION. The client hereby authorizes the company to utilize
the clients logo and associated trademarks as well as any
media, photos, or footage from the event, in promoting the
companys services.
5. NO MODIFICATION UNLESS IN WRITING. No modification of this
contract shall be valid unless in writing and agreed upon by both
parties.
6. APPLICABLE LAW. This contract and the interpretation of its items
shall be governed by and construed in accordance with the laws
of the Republic of the Philippines and subject to the exclusive
jurisdiction of the federal and states court in Philippines.
In witness whereof, each of the parties has executed this
contract, both parties by its duly authorize officer, as of the day and
year set forth below.

Date:
July 7, 2016
2016

July 7,

________________________

________________________

MR. BRUCE ROXAS LEE

MS. KRIS

AQUINO
CEO / PHOENIX EVENTS COMPANY
PAYMENT SCHEDULE
DATE
Immediately
3 months before the event
1 month before the event
1 week before the event

PAYMENT
50%
25% of the final amount
15% of the final amount
10% remaining

STAGE DESIGN