Celestial Event Planners: Proposal Letter

Celestial Event planners
City of Malolos, Bulacan 3014

Contact No. 0447693811
Website: www.cep.com.ph
PROPOSAL LETTER
12 January 2018
Dr. Michael M. Alba

President, Far Eastern University
Nicanor Reyes Sr. St., Sampaloc, Manila
Dear Dr. Alba:
Greetings of peace!
Handling events can sometimes be very stressful. Conceptualizing, planning,

preparations, production and staging events may be very risky mainly at
times when your company needs more attention elsewhere. With this, I am
very pleased to put fourth my proposal to manage and organize your
university event.
With my experience and expertise in handling grand events, I believe that I
am in position to deliver the service aligned with the expectations of many
clients and establishments, and create the occasion as an event to
remember.
I am writing to inform you my interest to organize the Mr. and Ms. Far Eastern
University 2018 on your upcoming Foundation Day.
Attached here are my proposals. Our company is willing to provide
everything that you will be needed to make this event a successful one. I am
very much willing to make a presentation of our services anytime.
Your favorable response will be highly appreciated. I am looking forward to
work with you.
Sincerely yours,
Joseph I. Andagan
Events Coordinator
Company’s Profile
All about Us
Celestial Event Planners was founded in January 2018 and provides products and services
for Social, Cultural, Political, Corporate, Government and non-Government Special events.
“Where wild fantasies come alive…”

This company is associated with Event Management Industry and Located at City of Malolos,
Bulacan.
Founded originally on a part-time basis, Celestial Event Planners is a small business

designed to meet the needs of the ever changing social world. Philippines, is the current
home with plans to expand to branch offices within four years. Celestial Event Planners' staf
of two, with numerous contract vendors, plans events, writes event-planning products, and
trains area students in the art of event planning. Celestial Event Planners is invested in the
community it resides in.
Celestial Event Planners is, in part, the answer to demands of the social world, on the
working family, heavily-burdened office, out-of-town business, or special Celestial Event
Planners in need of special recognition. As a business, we understand the needs of public
and private organizations. As parents and family members, we understand the needs of
setting special time apart from other events in our lives. Celestial Event Planners strives to
accomplish these goals, in the Philippines and eventually other countries.
Our Clients
Sometimes we have to contain the bubble of pride and excitement that expands as we start
to work with our clients and move from an idea to reality. It’s a real buzz and a privilege but
we are always humbled by the people that put their faith and trust in us and we don’t take
that for granted.
From those who have worked with us from our first week of trading to the very latest enquiry
we look forward to harnessing that unique dynamic. Our clients range from individuals and
small groups to rapidly expanding businesses and established major brands but fear not –
we haven’t outgrown our boots and our feet are still firmly on the ground.
One of the key values of our business is integrity and our clients have responded positively
to our team ethos and first class customer service. Essentially we are straightforward,
approachable and fun.
Philosophy
“Nothing give us more joy than the pursuit of innovation, because innovation is a
learning in itself”
Mission
“To be the leading Event Management Company in the Philippine s, by meeting and
exceeding the expectations of our CLIENTS through innovative ideas and the
delivery of excellent service.”

Vision
CELESTIAL EVENT MANAGEMENT, INC. will become the leading company in
conference and event management to businesses and stakeholders by consistently
providing outstanding service that creates an extraordinary event and conferencing
experience."
Our Core Values
Dedicated Service
Giving our best care to client needs. Extending genuine concern
with every execution.
Ingenuity
Applying innovation, creativity and imagination to every service
requirement; seeking out originality.
Passion
Artistically inspired. Motivated by the potential of creation.
Excellence

In fulfilment of every detail – meticulous, with precision, beyond

satisfaction.
Faith
In recognition of a source for all things said, done and made.
Grateful to God who provides unlimited possibilities.

1. Event coordinator
Duties and Responsibilities:
The events coordinator sits at the very top of the hierarchy; therefore they
have the highest level of authority and are responsible for managing all staf
members below them. It is their role to coordinate the detailed work required
in order to ensure the event runs smoothly and according to plan.

2. The Event Planner
Has a vital role in the events management hierarchy as they are responsible
for a great deal of the important tasks, such as choosing the location,
organizing transportation, catering and has a great deal of responsibility in
the finance department, ensuring the team stick to the budget. They need a
set of skills including good verbal and written communication, the ability to
keep calm under pressure and being able An Events Management Team.
3. Client Service Event Manager:

This too is high in the hierarchy and carries with it a great deal of
responsibility for dealing with the public. They must be professional, polite
and have good people skills in order to carry out their job efectively. For
example when dealing with an angry customer, they must try their hardest
to keep the customer calm whilst trying to reason with them in a mature,
professional manner. The Client Service Manager will be in charge of making
sure the customer’s needs are satisfied and helping / advising them with any

queries they may have. They must also deal with feedback / complaints,
displaying strong communication skills.

4. Event Manager
The event manager will work closely with the Coordinator to ensure the
event runs as smooth as it can. Their role is to be active and practical and
some paperwork is sometimes required such as planning details / changes to
the schedule. If the members of staf have a problem they can discuss it with
the manager. It is their role to listen and help their employees and guide
them to where they need to be to reach the aims / targets of the event
5. Event Assistant
Assists the Manager with any jobs or errands that need carrying out. They
may also make phone calls to people who can help advice or help with
research. On some occasions they may be responsible for the crew, if for
example the manager is busy, the assistant will tell the crew what their job
is. The event assistant must know the details of the event in order to teach
others, they must also be organized and flexible in order to meet the needs
of the Events Manager. Choreographer: puts together the routines for a
performance, devises the piece and then teaches it to the performers. Need
skills such as creativity, the ability to think diferently and knowledge about
diferent styles of dance/drama. They will also be involved in the technical
rehearsals, ensuring the dancing looks right from the audience’s perspective
before the opening of the event. Artistic director: The artistic director hires
the directors and designers which is a big job because they must have

confidence that the people they employ will achieve high standard results.
They also liaise with the marketing and publicity manager to develop
sponsorship deals and marketing policies, such as advertisements. They also
produce the initial brief for all departments involved in the events
management process. As someone who is high in the hierarchy, they must
have the ability to communicate well with their team. An example of when
good communication is used is in the setting up / get in stage. The Artistic
Director should be checking with all departments that everything is under
control and if they have any worries they should feel comfortable to ask.

CLIENTS Before


Terms and Agreement

Term of Agreement: The term of this Agreement shall be efective from the
date first set forth above through December 10, 2017, the scheduled date for
completion of the Awarding Ceremony. However, the Event Manager’s
financial and certain other obligations noted herein shall continue in efect
until such responsibilities have been completed.
Explanation of Services
The Celestial Event Planners will provide the following services for the 20th
Services and Excellence Awarding Ceremony
 Venue
 Programming the Event
 Photo booth
 Video Coverage
 Roving bar
 Invitations
 Sound System and Lightings
 Plaque of Awardees
 Initial Meeting(Complimentary)
 Up to 2 site visits
 Unlimited email
 Unlimited Telephone Communications
 Time formatting for the Events Partner (Sound System, Catering Etc.)
 Planner to initiate and remain Contact to the Event Partner (Sound
System, Catering Etc.)
 Finalized Time for Distribution of Events Partner (Sound System,
Catering Etc.)
Performance of services
Event Manager’s primary responsibility shall be to plan, direct and
implement all aspects of the Mr. & Ms. Far Eastern University 2018, policies and
procedures. Specifically, during the term of this Agreement, as set forth herein,
Celestial Events Planners, Mr. & Ms. Far Eastern University 2018, provide the
services set forth in Attachment “A”, attached here to and incorporated herein
for all purposes.

Payments and Billing

As consideration for the services provided hereunder by Celestial Events
Management Inc., Mr. & Ms. Far Eastern University 2018,shall pay Event
Manager a fee of P.000000.00 as set forth in the Said Event
Expenses and Reimbursement

Expenses: Event Manager shall be reimbursed by the Mr. & Ms. Far Eastern
University 2018 for reasonable and authorized expenses incurred in connection
with the services provided by Event Manager hereunder and which are within
the approved budget set forth in Attachment “B” (“Expenses”) [NOTE: BUDGET
TO COME AFTER BID PROCESS IS COMPLETED]. Any Expenses exceeding such
budgeted amounts must be pre-authorized, in writing, by theMr. & Ms. Far
Eastern University 2018. Event Manager must provide to the Mr. & Ms. Far
Eastern University 2018 l receipts satisfactory to for all Expenses incurred by
Event Manager for which reimbursement is sought.
Termination
Termination: This Agreement may be terminated (i) by either party upon
breach by the other party of any of the material provisions of this Agreement,
which breach remains uncured for twenty (20) days from the date of receipt of
written notice from the non-breaching party to the other party specifying such
breach; (ii) immediately upon written notice by the Mr. & Ms. Far Eastern
University 2018 if the Event Manager engages in unauthorized activities
including, but not limited to, unauthorized uses of the Licensed Marks or breach
of any of the provisions of this Agreement relating to confidentiality or activities
which jeopardize the tax-exempt status of the Mr. & Ms. Far Eastern University
2018 and the Event Manager does not cure within five (5) days upon receiving
notice (or without notice or cure period if incurable or the assets of the Mr. &
Ms. Far Eastern University 2018 are at risk); or (iii) by the mutual written
agreement of the parties.
Governing Law
This Agreement and any dispute arising under or relating to it directly or
indirectly shall be governed and interpreted under New York State law, without
giving efect to its conflict of law provisions.

Notice
Notice: Any notice by either party to the other under this Agreement shall be in
writing and shall be addressed as set forth below, provided, however, that if
either party shall have designated a diferent address by written notice to the
other, then such notice shall be provided to the last address so designated. In
the event that either party changes its mailing address, phone number, or fax
number, such party shall provide the other party a five (5) day advance written
notice of such change.
Contract for Services
This is a contract entered into by Celestial Events Planners And Far Eastern
University on this date, December 10, 2017
Celestial Events Management Inc.

City of Malolos, Bulacan
Far Eastern University

Nicanor Reyes Sr. St., Sampaloc, Manila
The Client hereby engages the Provider to provide services described herein under
"Scope and Manner of Services." The Provider hereby agrees to provide the Client
with such services in exchange for consideration described herein under "Payment
for Services Rendered."
Scope and Manner of Services
Services To Be Rendered By Provider: enumerate here each particular task to be

performed and its acceptable result, i. e.,

<1. Audit the Client's business accounting records in accordance with

generally accepted accounting principles, and provide to the Client a written
audit report conforming to the guidelines of the Institute of Internal
Auditors.>
Payment for Services Rendered
The Client shall pay the Provider for services rendered according to the Payment
Schedule attached, within calendar days of the date on any invoice for services
rendered from the Provider.
Should the Client fail to pay the Provider the full amount specified in any invoice
within calendar days of the invoice's date, a late fee equal to <$X> shall be added
to the amount due and interest of percent per annum shall accrue from the calendar
day following the invoice's date.
EVENT PROPOSAL
CLIENT : DR. MICHAEL M. ALBA

President
Far Eastern University
TITLE OF THE EVENT : Mr. & Ms. Far Eastern University

2018
THEME : Dreamweaver: Transforming the
FEUture (Bohemian-Inspired)
DATE OF ACTIVITY : February 23, 2018; Friday
TIME : 3:00pm - 10:00pm
VENUE : Bellevue Hotel Manila

North Bridgeway, Filinvest City, Alabang,

Muntinlupa City, 1781 Metro Manila,
Philippines
MAIN ACTIVITY : Mr. and Ms. FEU 2018 was especially

created to showcase the talents and the
abilities of Tamaraw students while
embracing their Filipino beauty and
heritage.
EVENT PROGRAM
February 19, 2018, Monday

TIME EVENT
9:00 AM – 11:00 AM Parade of the Candidates in the
campus and the vicinity of FEU
3:00 PM – 5:00 PM Pictorial at Bellevue
February 21, 2018, Wednesday

TIME EVENT
2:00 PM – 7:00 Pre- Pageant and Talent Show
Freedom Park
FEU Manila
February 23, 2018, Friday

TIME EVENT
3:00 – 10:00 P.M Beauty Pageant and Coronation Night
Bellevue Hotel Grand Ballroom

BUDGET OUTLINE
Proposed Costing
ITEMS PACKAGE A PACKAGE B

Bellevue Hotel Acacia Hotel
400 PAX 400 PAX
Venue with Food P600,000 P650,000
Design and layout P 15,000 P 10,000
Lights and Sounds P 20,000 P 15,000
Videographer P 20,000 P 15,000
Photographer P 15,000 P 10,000
Hosts – 2 x P2,500 P 5, 000 P 5,000
Judges – 5 judges x P2000 P 10,000 P 10,000
SUPPLIES
Promotional materials P 10,000 P 15,000
Certificates, Trophies, Sash, P 15,000 P 20,000
Crowns
Awards/Cash Prizes P 50,000 P 40,000
Security – 10 x 500 P 5,000 P 5,000
Guests/Dancers/Singers for P 5,000 P 5,000
intermission numbers
Sales Tax 12% P90,000 P96,000
Service Charge 10% P75,000 P80,000
Contingency Fund 20% P150,000 P160,000
GRAND TOTAL P1,065,000 P1,056,000
Package Option
PACKAGE A
1. Venue
Bellevue Hotel Manila

North Bridgeway, Filinvest City, Alabang, Malacca Ln, Muntinlupa,

1781 Metro Manila, Philippines
P600,000.00
Design and lay out
P15,000.00

2. Lights and Sounds
P20,000.00
3. Videographer, Photographer
P35,000.00
4. Supplies –Tarpaulin, Certificates, Trophies, Crowns, Sash,

P15,000.00
5. Cash Prizes
P50,000
6. Security

P5,000.00
7. Performers

P5,000.00
PACKAGE B
1. Venue

P650,000.00
Design and Lay out

P10,000.00
2. Lights & Sounds
P15,000.00
3. Videographer, Photographer
P25,000.00

4. Supplies – Tarpaulin, Trophies, Sash, Crowns,
Certificates

P20,000.00
5. Cash Prize

P40,000.00
6. Security
P5,000.00
7. Performers
P5,000.00

Chosen Package: PACKAGE A

1. Bellevue Hotel Manila
The Bellevue Hotel in Manila is a hotel synonymous with sophistication and
privacy. Located on North Bridgeway in Northgate Cybe of Manila, the
international airport is a 25km and 45 minutes' drive from the hotel. It is an
ideal abode for business or leisure travellers as it is close to the main
business and financial centers. All 224 rooms come equipped with broadband
internet, air conditioning, satellite TV, telephone, complimentary newspaper,
two bottles of water refilled everyday and complimentary bufet breakfast .
Guests can enjoy a grand dinner at Cafe D' Asie, 20/20 Restaurant or a
romantic dinner at the pool side restaurant. Hotel facilities include meeting
rooms, ballrooms, swimming pool, spa, beauty salon, Jacuzzi, sauna,

massage parlour, boutique, convenience store and 24-hour clinic. Essential
services that are provided include a complimentary shuttle to
Alabangcommercial and financial center.
Location Map
5 Landmarks
1. Convergys Alabang

We are excited to announce that Convergys has completed its
acquisition of Stream, creating a world-class customer management
firm made up of 125,000 employees working in more than 150 service
centers and 31 countries. Both companies are known for providing
exceptional service. Now, combining the best assets of each, we ofer
greater expertise and services for our clients and many more career
opportunities for our talented employee.
2. Festival Mall Alabang
Festival Supermall or Festival Mall(shortly Festi) is a shopping mall
owned and operated by Filinvest Land, Inc.'s subsidiary,

FilinvestAlabang, Inc. The mall is located at Filinvest City in
AlabangMuntinlupa City, in the Philippines. The mall opened on 15 May
1998. The whole Festival Supermall complex has an area of 20
hectares.
3. Starmall Alabang
StarmallAlabang is a landmark located along South Super Highway,
Alabang, Muntinlupa City, situated on a sprawling expanse of prime
property.
It has the distinction of being the only mall in the Philippines with a full-
scale, 3-swimming pool resort at its rooftop. Aside from the numerous
stores for shopping, dining and entertainment, StarmallAlabang, also
boasts of the Sports Center with basketball courts, a fully-equipped
gym, boxing and martial arts center, StarmallFoodcourt, Cyber Point
Technology & Leisure Center and the Starmall Digital Cinemas.

4. Alabang Town Center
Alabang Town Center is a shopping mall owned by Ayala Malls in
Muntinlupa, Metro Manila, Philippines. It caters to the retail needs of
citizens living in southern Metro Manila, particularly those from Las
Piñas, Parañaque, and Muntinlupa.
5. Northgate CyberzoneAlabang

Northgate Cyberzone is the information technology park within
Filinvest Corporate City in Alabang. The 18.7 hectare, PEZA registered
IT zone is designed, mastered-planned and built around the needs of
technology-based companies engaged in Business Process Outsourcing
(BPO), Knowledge Process Outsourcing (KPO), education, learning and
firm, software design and multimedia, call centers, e-commerce,

banking and financial services, as well as other IT support businesses
and the like.
Memorandum of Agreement
This contract is entered into between President Dr. Michael M. Alba (Far
Eastern University) and Joseph I. Andagan (Celestial Event Planners).
Terms and Conditions
Creative Minds will provide full professional service for the Mr. and Ms. Far
Eastern University 2018 which will be held on February 23, 2018 from 3:00
PM to 10:00 PM at the Bellevue Hotel Manila with the Total amount of P
1,065,000.00.
Payment shall be made directly to our office or you can deposit it to our BDO
account Celestial Event Planners 000680769226. Cash and cheques are
accepted.
50% of the total amount shall then be paid upon the signing of this
contract and shall be considered NON- REFUNDABLE and the total balance
shall then be paid 1 week before the event date.
UPHSD agrees to pay all taxes of every description.

Should there be any changes to be made on the event details, Creative Mind
must be given an advisory 2 weeks before the date.
Conforme:
_________________________ __________________________
Dr. Michael M. Alba Joseph I. Andagan

FEU– President Event Coordinator
Contracting Party Celestial Event Planner
_______________________ ______________________
Date Signed Date Signed

Celestial Event Planners: Proposal Letter

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Celestial Event planners

City of Malolos, Bulacan 3014

Dr. Michael M. Alba

Dear Dr. Alba:

Handling events can sometimes be very stressful. Conceptualizing, planning,

“Where wild fantasies come alive…”

Founded originally on a part-time basis, Celestial Event Planners is a small business

“Where wild fantasies come alive…”

Our Core Values

“Where wild fantasies come alive…”

In fulfilment of every detail – meticulous, with precision, beyond

“Where wild fantasies come alive…”

in order to ensure the event runs smoothly and according to plan.

organizing transportation, catering and has a great deal of responsibility in

3. Client Service Event Manager:

professional manner. The Client Service Manager will be in charge of making

“Where wild fantasies come alive…”

displaying strong communication skills.

some paperwork is sometimes required such as planning details / changes to

of the Events Manager. Choreographer: puts together the routines for a

diferent styles of dance/drama. They will also be involved in the technical

“Where wild fantasies come alive…”

sponsorship deals and marketing policies, such as advertisements. They also

management process. As someone who is high in the hierarchy, they must

good communication is used is in the setting up / get in stage. The Artistic

Director should be checking with all departments that everything is under

“Where wild fantasies come alive…”

“Where wild fantasies come alive…”

“Where wild fantasies come alive…”

Terms and Agreement

“Where wild fantasies come alive…”

Payments and Billing

Expenses and Reimbursement

“Where wild fantasies come alive…”

Contract for Services

Celestial Events Management Inc.

Far Eastern University

Scope and Manner of Services

Services To Be Rendered By Provider: enumerate here each particular task to be

“Where wild fantasies come alive…”

<1. Audit the Client's business accounting records in accordance with

CLIENT : DR. MICHAEL M. ALBA

TITLE OF THE EVENT : Mr. & Ms. Far Eastern University

VENUE : Bellevue Hotel Manila

“Where wild fantasies come alive…”

North Bridgeway, Filinvest City, Alabang,

MAIN ACTIVITY : Mr. and Ms. FEU 2018 was especially

February 19, 2018, Monday

February 21, 2018, Wednesday

February 23, 2018, Friday

“Where wild fantasies come alive…”

ITEMS PACKAGE A PACKAGE B

“Where wild fantasies come alive…”

North Bridgeway, Filinvest City, Alabang, Malacca Ln, Muntinlupa,

Design and lay out

“Where wild fantasies come alive…”

2. Lights and Sounds

“Where wild fantasies come alive…”

“Where wild fantasies come alive…”

“Where wild fantasies come alive…”

“Where wild fantasies come alive…”

Design and Lay out

“Where wild fantasies come alive…”