SPHERE EVENTS PHILIPPINES

[COMPANY NAME]

RIZAL FOOD
ART FESTIVAL

#57 Capt. Lazaro Street Angono, Rizal

Contact #: 0916-2108156/ 02 4511476
Email Add.: ybettev@yahoo.com
Key Executives

Ybette A. Villamarin
Caroline A. Pineda
Cherry Arcilla
Mary Jean R. Austria
Zaldy Jose M. Lazara
Claudieron Aldie LIwanag
William Cervitillo
Bernard Paul Capistrano

Technical Coordinator
Finance Coordinator
Marketing Coordinator
Programme Coordinator
Manpower Coordinator
Security Coordinator
Marketing Coordinator
Food Coordinator

Company Description:
SPHERE EVENTS PHILIPPINES is one of the best solution provider for
any kinds of events. With a team of young and creative, dynamic and dedicated
professionals. We have pushed all areas of event management to new frontriers,
whether it is corporate events, exhibits, seminars, fashion shows and many more.
SPHERE EVENTS PHILIPPINES started on January 2011, owned by Ms.
Ybette A. Villamarin. Our company is the best when it comes orginizing different
events such as birthdays, weddings, seminars and so on. Thus, good customer service.
Sucessfully, established a good reputation to the clients.
Mission:

To provide outstanding service in the area of business and events planning

To make every events outstandingly unique through creative vision and
beautiful artistry.

Vision:
Within the next five years SPHERE EVENTS PHILIPPINES will become
the leading company in corporate, leisure, socio-cultural event management and
services to business and stakeholders by consistently providing outstanding service
that creates an extraordinary event and experience.

Ybette A. Villamarin
57 Capt. Lazaro Street
Angono, Rizal
ybettev@yahoo.com
September 3, 2016
Hon Gerardo V. Calderon
Office of the Municipal Mayor
Angono Municipal Compund
Angono, Rizal
Dear Hon. Mayor Gerardo V. Calderon,
Good day!
Angono has been known as the Art Capital of the Philippines and it has come to our knowledge
that your administration is keen on supporting activities in enriching the local art scene as well as
enjoyment of food in your municipality.
Having said this, we would like to request your esteemed organization to a partnership in a Food Art
Festival in Angono showcasing the different delicacies in your municipality. The said event will be
held on November 14, 2017 for the celebration of Higantes festival.
Putting together a successful event is probably one of the most difficult things to do as there is so
much to do. My teams capability to multitasks on several levels and a pro-food ability to interact
positively with all stakeholders is the perfect amalgamation of professionalism and tact that is
necessary for the said events. As you might already know, Sphere Events Philippines has been
catering to various grand events for five (5) years now since its conception in the year 2011. We have
well known clients namely Bench, Jollibee Foods Corporation, SM Supermalls, Agua Vida Systems,
Globe communications. Since they are our company clients, we can easily ask for their sponsorship in
your event.
The only thing youll have to do is give approval for the attached event proposal for seminarworkshop package. From there, we can plan the rest.
We are looking forward for your positive response. I have provided for you our services list and
several sample themes/packages that I think will work for your benefit. Ofcourse, these ideas are just
a starting point. I would love to talk about making your event a success. You may reach or contact me
at #0916-2108156 or email me at ybettev@yahoo.com
Thank you and God bless!
Respectfully yours,

Ybette A. Villamarin
Event Coordinator

This Agreement for event planning services is hereby entered into by and
between the following parties:
SPHERE EVENTS PHILIPPINES
57 Capt. Lazaro St Angono, Rizal
Telephone No.: 45-1476
Celphone: 0916-2108156
Contract Person: Ybette A. Villamarin
Hon Mayor Gerardo V. Calderon
Angono Municipal Office
Angono, Rizal
Telephone No.: 651-0003
Fax No.: 651-3354
Contact Person: Eva Dolores V. Rivera
Place of event ______________Angono Municipal Gym_____________
2. Address of event: Angono Municipal Compound Quezon Ave,. National Road
Angono, Rizal
3. Province of Rizal Zip Code: 1930
4. Type of event:___Socio Cultural Event_________________________
5. Date of event: November 14, 2016__ Start Time: __8:00am_ End Time: 9:30
pm
6. Scope of work: It is hereby agreed to and understood that SPHERE EVENTS
PHILIPPINES in exchange for remunerationas set forth in Paragraph 6 of this
subject Agreement, I SPHERE EVENTS PHILIPPINES will provide the following
services:
Coordination to the suppliers
Coordination with the sponsors
Design of Events
Program Coordinator
Estimation of Budget
Security Coordinator

7. The total event planning fee agreed upon is Php 600,000.00. A non-refundable
reservation fee of Php 300,000.00 is required to secure SPHERE EVENTS
PHILIPPINES 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 otherarrangements are accepted by
SPHERE EVENTS PHILIPPINES. Any payments received less than 2 weeks
before the event must be by cash. Personal checks are accepted up to 2 weeks
before the event. All checks shall be made payable to Ybette A. Villamarin.
8. SPHERE EVENTS PHILIPPINES 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 SPHERE EVENTS PHILIPPINES to perform shall be
excused by acts of God, or any other legitimate condition beyond SPHERE
EVENTS PHILIPPINES control. If such circumstances arise, all reasonable
efforts will be made by SPHERE EVENTS PHILIPPINES to find comparable
replacement event planning at the agreed upon fees. In the addreess: 57 Capt.
Lazaro St. Angono, Rizal event that SPHERE EVENTS PHILIPPINES is unable
to procure a replacement, Client shall receive a full refund of all fees paid to
SPHERE EVENTS PHILIPPINES Client agrees that in all such circumstances,
SPHERE EVENTS PHILIPPINES liability shall be exclusively limited to refunding
the fees paid and that Desiree Carol Special Events shall not beliable for indirect
or consequential damages arising from any breach of this contract.
10. In the event of non-payment, SPHERE EVENTS PHILIPPINES retains the
right to attempt collection through all legal and permissible means. Client will be
responsible for all court fees, legal fees, and collection costs incurred by SPHERE
EVENTS PHILIPPINES
11. It is further agreed to and understood that Client shall be charged 25,000 for
each returned check plus a service charge for each collection notice.
12. It is agreed to that Client will take reasonable steps to protect SPHERE
EVENTS PHILIPPINES personnel and equipment during the contracted period.
In the event of injuries or damages resulting from insufficient protection on
Clients part (except in the case of gross negligence on the part of I SPHERE
EVENTS PHILIPPINES), Client will be responsible for
paying for all of SPHERE EVENTS PHILIPPINES resulting costs (including, but
not limited to, insurance deductibles, medical treatment) that are not reimbursed
by insurance.
13. This agreement cannot be canceled except by mutual written consent of
both the Client and SPHERE EVENTS PHILIPPINES
Events. If cancellation is initiated by the Client in writing and agreed to SPHERE
EVENTS PHILIPPINES in writing, Client will be required to pay any
unrecoverable costs by SPHERE EVENTS PHILIPPINE (but not more than the
total fee agreed upon).
14. Client shall pay any charges imposed by the venue. These charges may
include, but are not limited to, parking, use ofelectric power, etc.
15. It is hereby agreed and understood that the laws of Philippines shall govern
this agreement.
16. Client agrees to defend, indemnify, assume liability for and hold SPHERE
EVENTS PHILIPPINES 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 SPHERE
EVENTS PHILIPPINES)
17. Client may not transfer this contract to another party without the prior
written consent of SPHERE EVENTS PHILIPPINE
.

18. This agreement is not binding until received and signed by SPHERE

EVENTS PHILIPPINES Any changes must be written and signed by both the
Client and SPHERE EVENTS PHILIPPINES. Oral agreements are non-binding.
The latestcontract supersedes all previous contracts between Client and
SPHERE EVENTS PHILIPPINES
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 remainin full
force and effect.
19. 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
20 SPHERE EVENTS PHILIPPINES not to exercise rights specified in this
agreement. By doing so, SPHERE EVENTS PHILIPPINES does not waive their
right to exercise those rights at a future date.
Dated: __AUG. 16, 2016________ SPHERE EVENTS PHILIPPINES
Signed by: YBETTE A. VILLAMARIN
Signed _____________________________________

Dated:___AUG.16, 2016_______ Signed by: (printed) __GERARDO V. CALDERON___

Signed _____________________________________
This Agreement for event planning services is hereby entered into by and
between the following parties:
SPHERE EVENTS PHILIPPINES
57 Capt. Lazaro St Angono, Rizal
Telephone No.: 45-1476
Celphone: 0916-2108156
Contract Person: Ybette A. Villamarin
Supplier
Ma. Kristina R. Henson
InangBinays Restaurant
National Road Quezon Ave.
Angono, Rizal
Telephone No.: 451-0711
Contact Person: Ma. Kristina R. Henson
Place of event ______________Angono Municipal Gymnasium_____________
2. Address of event: Angono Municipal Compound Quezon Ave,. National Road
Angono, Rizal
3. Province of Rizal Zip Code: 1930
4. Type of event:___Socio Cultural Event_________________________
5. Date of event: November 14, 2016__ Start Time: __8:00am_ End Time: 9:30
pm
6. Scope of work: It is hereby agreed to and understood that SPHERE EVENTS
PHILIPPINES in exchange for remunerationas set forth in Paragraph 6 of this
subject Agreement, I SPHERE EVENTS PHILIPPINES will provide the following
services:

Coordination to the suppliers

Coordination with the sponsors
Design of Events
Program Coordinator
Estimation of Budget
Security Coordinator
7. The total event planning fee agreed upon is Php 600,000.00. A non-refundable
reservation fee of Php 300,000.00 is required to secure SPHERE EVENTS
PHILIPPINES 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 otherarrangements are accepted by
SPHERE EVENTS PHILIPPINES. Any payments received less than 2 weeks
before the event must be by cash. Personal checks are accepted up to 2 weeks
before the event. All checks shall be made payable to Ybette A. Villamarin.
8. SPHERE EVENTS PHILIPPINES 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 SPHERE EVENTS PHILIPPINES to perform shall be
excused by acts of God, or any other legitimate condition beyond SPHERE
EVENTS PHILIPPINES control. If such circumstances arise, all reasonable
efforts will be made by SPHERE EVENTS PHILIPPINES to find comparable
replacement event planning at the agreed upon fees. In the addreess: 57 Capt.
Lazaro St. Angono, Rizal event that SPHERE EVENTS PHILIPPINES is unable
to procure a replacement, Client shall receive a full refund of all fees paid to
SPHERE EVENTS PHILIPPINES Client agrees that in all such circumstances,
SPHERE EVENTS PHILIPPINES liability shall be exclusively limited to refunding
the fees paid and that Desiree Carol Special Events shall not beliable for indirect
or consequential damages arising from any breach of this contract.
10. In the event of non-payment, SPHERE EVENTS PHILIPPINES retains the
right to attempt collection through all legal and permissible means. Client will be
responsible for all court fees, legal fees, and collection costs incurred by SPHERE
EVENTS PHILIPPINES
11. It is further agreed to and understood that Client shall be charged 25,000 for
each returned check plus a service charge for each collection notice.
12. It is agreed to that Client will take reasonable steps to protect SPHERE
EVENTS PHILIPPINES personnel and equipment during the contracted period.
In the event of injuries or damages resulting from insufficient protection on
Clients part (except in the case of gross negligence on the part of I SPHERE
EVENTS PHILIPPINES), Client will be responsible for
paying for all of SPHERE EVENTS PHILIPPINES resulting costs (including, but
not limited to, insurance deductibles, medical treatment) that are not reimbursed
by insurance.
13. This agreement cannot be canceled except by mutual written consent of both
the Client and SPHERE EVENTS PHILIPPINES
Events. If cancellation is initiated by the Client in writing and agreed to SPHERE
EVENTS PHILIPPINES in writing, Client will be required to pay any

unrecoverable costs by SPHERE EVENTS PHILIPPINE (but not more than the
total fee agreed upon).
14. Client shall pay any charges imposed by the venue. These charges may
include, but are not limited to, parking, use ofelectric power, etc.
15. It is hereby agreed and understood that the laws of Philippines shall govern
this agreement.
16. Client agrees to defend, indemnify, assume liability for and hold SPHERE
EVENTS PHILIPPINES 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 SPHERE
EVENTS PHILIPPINES)
17. Client may not transfer this contract to another party without the prior
written consent of SPHERE EVENTS PHILIPPINE
.
18. This agreement is not binding until received and signed by SPHERE EVENTS
PHILIPPINES Any changes must be written and signed by both the Client and
SPHERE EVENTS PHILIPPINES. Oral agreements are non-binding. The
latestcontract supersedes all previous contracts between Client and SPHERE
EVENTS PHILIPPINES
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 remainin full
force and effect.
19. 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
20 SPHERE EVENTS PHILIPPINES not to exercise rights specified in this
agreement. By doing so, SPHERE EVENTS PHILIPPINES does not waive their
right to exercise those rights at a future date.
Dated: __AUG. 16, 2016________ SPHERE EVENTS PHILIPPINES
Signed by: YBETTE A. VILLAMARIN
Signed _____________________________________
Dated:___AUG.16, 2016_______ Signed by: (printed) __MA. KRISTINA R.
HENSON___
Signed ____________________________________

General Rules and Regulations:

Event Team and Committees:

The event management team shall be in the venue atleast 4 hours before the event
schedule.
Always check and ensure the public utilities
Waste management must be properly observed by all stakeholders during the event.
The event team must stay in the venue from the beginning of the day up to the closing
of the event

Suppliers:

Suppliers must supply all the things needed in the eventClients:

Clients must supply the necessasry information needed for the events.
Do not left your valuable things unattended, the event team members are not liable
for your things.
No personnel in restricted ares
No pets allowed

Marketing:

Tarpaulins
Flyers
Word of Mouth
Social Media

Community Impact:
The involvement of the participants to the event has a high impact to the community,
because of the knowledge and information that they gained to the event will surely apply to
their society and community. Proper treatment, respect and equality as a human are the
possible characteristics that they can share to their society. Also the participants may possibly
recommend and promoted the place because of the beautiful and comfortable ambiance of the
venue.
SWOT Analysis
STRENGTH:
The company has been running for five years now. It has already trusted clients and
institution.
Well trained workforce
Our employees are competent, hardworking, flexible, and knowledgeable in handling
their different tasks.
We have various connections and suppliers
WEAKNESS:

conflict with members of the event team may arise

not clear job description of committee members

OPPORTUNITIES:

Advertise the sponsors

Possible partnership with new clients and sponsors
Creation of temporary employment

THREATS:

Invited guests may request to change the date or venue few days before the event
Technical problems

CONTINGENCY PLAN
For Weakness:

there shall be a clear job description given to them before the start of the event, task
should be given clearly to avoid work conflict.

For threats:

Invited guests will likewise be contacted from time to time and will be reminded of
the date of the seminar
Having an extra tools for the techical issues.

Budget Proposal 1 Day Event

P600,000.00COST in Php
Actual Cost

Venue/Accomodation
Lights and Sounds 1 day

Estimated
Cost
50,000
35, 000

Decoration
Staging (Balloons,flower, white screen)
Projector

100,000
40,000
8, 000

120,000
45,000
10,000

60,000
40,000

Catering
Pm Snacks (250paxX P100)

25,000

25,000

Marketing
Tarpaulins (6x4) ( 50pcsX P360)
Banderitas
Giants Display (hire) 10 sets x 500/day
Flyers (500X P20)
Souvenirs (250 Participants X P150)
Certificates (250 Participants X P50)

18,000
20,000
5,000
15,000
37,500
12,500

24,000
25,000
8,000
16,000
39,000
15,000

Entertainment (intermission number)

20,000

25,000

Guests Artist and speaker

30, 000

35,000

Labor Cost (20x 800/day)

16, 000

16,000

SUBTOTAL
PF (15%)
VAT (10%)
Insurance (10%)
GRAND TOTAL
Net Income

PROJECTION OF INCOME

452,000
67,800
6,780
45,200
571,780
600,000
28,220

Suppliers:
Sound System
Technofrick Lights and Sounds
Angono, Rizal
Tel. Nos.: 234-5678
Mr. Johnnie Walker

Food Cart
Blue Food Bar
Edenville Kalayaan Angono,
Rizal
Tel. Nos.: 571-7808 / 724-1114
Ms. Gen Buenaventura
Bravo Party Needs
Quezon Ave. Angono, Rizal
Tel. Nos.: 122-3568
Mr. Peter Ramos
Catering
BALAW BALAW
Specialty Restaurant Folk Food, Folk Art
16 Doa Justa Subd. Ph. I Angono, Rizal, Philippines 1930
Tel.651-0110 & 295-2698 Mobile # 09237144209...
Inang Bina's Restaurant & Catering Services
Col. Guido St. Brgy San Roque, Angono, Rizal
Tel. Nos.: 651-1234 / 451-5678
Ms. Josie Diaz

Kitchen Seventy-One
Col. Guido St. Brgy San Roque, Angono, Rizal
Tel. Nos.: 340-0909
Mr. Rainier Tiamson-Rubin

Technical Recruitment:
Items
Laptops
White Screen
Projectors
Microphones
Sound System
Extension Wires

Quantity
2
2
2
3
2
4

Theme:
What

Festival

Remarks
Good Condition
Good Condition
Good Condition
Good Condition
Good Condition
Good Condition

Where
When

:
:

Who
:
Floor Plan Lay-out:

Angono Municipal Gymnasium

November 3-4, 2017
7:00am - 5:00pm
Students/ Young Entrepreneur

EXIT
ENTRAN
CE

DINE AREA

REGISTRATION

DINE AREA

Going to
Police

For the Participants

SOUVENIR AREA

FIRE EXIT
T
OI
LE

STAGE

AUDIENC
E

AUDIEN
CE

AREA

AREA

DISPLAY OF FOOD ART WORK

T
OI
LE

E
X
H
I
B
I
T
O
F

EXHIBIT AREA OF ART FOOD

ENTRAN
CE
REGISTRATIO
N

Venue:

ANG
ONO
GYM
THE
VEN

SERVICE
EXIT

Decorations:
DISPLAY

Flower

Display:

Staging:

Flow chart:
Date
June 15- July 30 2016
July 30-Aug 15, 2016
lAug. 15, 2016
Aug. 18, 2016
Aug.20, 2016
Aug. 21, 2016
Aug. 22, 2016

Activities
Planning and Research stage
Organizing and proposal stage
Event bid
Set meeting with the client
Meeting with the client
Board meeting with the event management
team
Discussion and distribution of assignment to
each event team member

Aug. 23, 2016

Aug. 26, 2016
Aug. 29, 2016
Aug. 30, 2016
Sept. 3, 2016
Sept. 4, 2016
Sept. 5, 2016
Sept. 7, 2016
Sept.13, 2016
Sept.14, 2016
Sept.. 16, 2016
Sept. 17-20, 2016
Sept. 21, 2016
Sept. 22-31, 2016
Oct. 28,2016
Oct. 29, 2016
Nov.. 4, 2016
Nov.5, 2016
Nov. 9, 2016
Nov.10, 2016
Nov. 12, 2016
Nov. 13, 2016
Nov. 14, 2016
Nov. 16, 2016

Start of negotiation with the venue owner and

supplier
Preparation of contracts
Meeting with the client
Meeting with the event management team
Discussion of the revised plans and signing of
contracts by the client
Signing of contract with the suppliers
Signing of contract with the entertainer
Signing of contract with the sponsors
Sending out letter of invitation for the resource
speakers
Sending out letter of invitation for invited
guests/participants
Start of preparation for the event
Conceptualize promotional tools for the event
Start of ad through flyers and tarpaulins
Preparing all the details
Meeting with the event management team
Coordination with the suppliers, entertainers,
emcees and security
Coordination with the kit/souveniers team
Stage preparation
Program sponsors booth
Check of contingency measures
Security check
Last minute check up
Event day
Feedback

Program:
November 14, 2016
TIME
8:00 am 9:00 am
9:00 am 10:00am
10:00am -8:00 pm
4:00pm 5:00pm
5:00pm 5:30pm
5:30pm 6:30pm

ACTIVITY
PART I
Opening of the exhibit- Mayor, Special Guests, Participants
Opening Program of the exhibit- Mayor Gerardo V. Calderon
Food Art Exhibit proper- Different town participants
PART II
Registration
Afternoon snacks
Opening of the program- Host of the program Patnubay

6:30pm 7:30pm
7:30pm 7:35pm
7:35pm 7:40pm
7:40pm 8:00pm
8:00pm 8:30pm
8:30pm 8:15 pm
8:15pm 8:30pm
8:30pm 8:35pm
8:35pm 8:40pm
8:40pm 9:30pm
9:30pm 9:35pm
9:35pm 9:40pm
9:40pm 9:45pm

Tiamson
Roll call of the participants- Representative from Ateliers
Society Aaron Bautista
Introduction of the 1st guest speaker Mr. Nemiseio Miranda
Jr.
Presentation and discussion of the topic. Mr. Bernard
Capistrano
Message, questions and answer about the topic Mr. Bernard
Capistrano
Evening Snack.
Intermission number- ANHS Daance Troop
Roll call and energizing of the participants Representative from
different towns
Introduction of the 2nd guest speaker Mr. Michael Blanco
Presentation and discussion of the topic Ms. Gay Blanco
Message, questions and answer about the topic Art Club of
Angono. Balaw Balaw Owner Asuncion Vocalan
Awarding of the certificates to the guests speakers- Mayor
Gerardo V. Calderon
Distribution of the souvenirs and certificates to the participants
Closing Remarks

HON MAYOR GERARDO V. CALDERON

Client

YBETTE A. VILLAMARIN
Event Coordinator

Stakeholders:

MARY JEAN AUSTRIA

Programme
Coordinator

CHERRY ARCILLA
Marketing
Coordinator

CAROL PINEDA
Finance
Coordinator

EMERIZA DIME
Venue
Coordinator

CLAUD LIWANAG
Security
Coordinator

BERNARD PAUL CAPISTRANO

Food
Coordinator

WILLIAM CERVITILLO
ZALDY JOSE LAZARA
Technical
Coordinator

Sponsorships:

Legal Compliance:

SPHERE EVENTS
PHILIPPINES