Letter of Intent

May 2, 2019

MS. JENNY LLORIN

HR Manager- OpenIT Philippines
Brgy. Gulang-Gulang, Lucena City

Dear Ms. Llorin:

I am Ms. Miaka Urgino, the Owner of Déjà vu Events Creation, our company is an Event

Organizing Business specializing on different facet of events. In connection, we would like to

request on your good office to review our proposal for the Executive Retreat that your company

wants to execute.

We ensure your company that we can cater and achieve your objectives for this Event. We are

hoping for your favorable response.

Thank you.

Respectfully yours,

Miaka V. Urgino
Event Director- Déjà vu Events Creation
 EVENT BRIEF

EVENT TITLE: RETREAT: Finding One selves in the serenity of Boondocks

DATE AND TIME: JUNE 27-28, 2019 WEDENESDAY –THURSDAY 6:00 AM-6:00AM

VENUE: BLOC CAMP SITE

Brgy. Bukal, Bukal Cansuso Rd. Cavinti Laguna

# OF PAX: Board of Directors (150)

TOTAL 150pax

CLIENT Open IT Virginia c/o Ms. Jenny Llorin (HR Manager Open IT Lucena

Branch)
Venue Set-Up Plan/ Floor Plan
PROGRAM FLOW

Day 01

6:00 AM- 7:00AM – ARRIVAL OF THE GUEST

7:00AM- 8:00AM- BREAKFAST

8:00AM-11:30AM- TRAVELLING TIME

11:30AM-12:00PM-ARRIVAL OF THE PARTICIPANTS

ORIENTATION

UNPACKING OF BAGS

12:00PM-1:00PM-Lunch time (Budol Fighting)

Check-in

1:00PM-2:30PM- SIESTA TIME

2:30PM-5:30 - TOUR AND MINIMAL ACTIVITY

5:30PM-6:30PM- DINNER

6:30PM-9:00PM- TALK WITH THE RETREAT MASTER ABOUT

releasing toxicity of

Work

10:00PM Lights Off

Day 02

7:00AM-8:00AM- Breakfast

8:00AM-11:30AM-Obstacle Course Activity

11:30AM-12:30AM-Lunch

12:30PM-2:30PM- Siesta Time

2:30PM- 3:30PM- Awarding

3:30PM-5:30PM-Swimming and Fishing

` 5:30-6:00PM- Dinner Time

6:00PM-10:00PM- Talk with the Retreat Master: Personal Life

Surprise Message from their Loved Ones

10:00PM-5:00AM- Packing

5:00AM-6:00AM-Breakfast

6:00AM-9:30AM- Arrival at the NAIA

`END
 REVIEW OF THE PROPONENTS

ORGANIZATIONAL CHART

DESCRIPTION OF JOBS OR DUTIES

POSITION TITLE: Event Director

DUTIES &RESPONSIBILITIES:

1. Directs and oversees all the planning of meetings and special events for an

organization.

2. Coordinates all amenities, accommodations, and related departments including site

selection, staffs, food, transportation, and audio or visual equipment.

3. Monitors and controls event budgets and negotiates all necessary contracts.

4. Creates functional strategies and specific objectives for the sub-function and develops

budgets/policies/procedures to support the functional infrastructure.

POSITION TITLE: Secretary

DUTIES &RESPONSIBILITIES:

1. Responsible on attending Calls and Queries from prospective Clients

 2. Doing Administrative Task from filling, and taking notes of meeting

3. Scheduling tasks and Activities of the Company

POSITION TITLE: Financial Head

DUTIES &RESPONSIBILITIES:

1. Overseeing the flow of cash and financial instruments

2. Planning and directing the activities of workers in branches or departments

3. Preparing reports as required by law, regulations or company policies

4. Ensuring compliance with applicable laws and procedures

5. Attentive to the value of staying under budget while planning event specifications.

6. Issuing invoices and collecting payments in a timely manner, and creating comprehensive

and readable financial reports.

POSITION TITLE: Venue Coordinator

DUTIES &RESPONSIBILITIES:

1. Maintaining a working relationship with vendors and venues.

2. Understanding the complex needs of different events, and diverse clients.

3. Planning event aspects, such as venue, seating, dining, and guest list.

4. Ability to delegate event planning tasks to other staff members where necessary.

5. Strong knowledge of venues and vendor offerings while taking clients on tours of venue

possibilities.

6. Coordinating event entertainment, including music, performers, and guest speakers.

 7. Managing and overseeing events on the day of, including problem-solving, welcoming

guests, directing event set-up, communicating with staff, and organizing vendors, and

managing take-down.

8. Anticipating and planning for possible different scenarios.

9. Creating sales opportunities for future events during client liaisons and during events.

POSITION TITLE: Equipment Coordinator

DUTIES &RESPONSIBILITIES:

1. Monitors and tracks equipment on a daily basis by job site, type and use.

2. Maintains a dispatch board or log sheet.

3. Prepares purchase orders for rental equipment; tracks each piece of rented equipment by

job site and job number.

4. Coordinates repairs and maintenance with mechanics; generates purchase orders for

repairs or required maintenance.

5. Purchases small tools and any supplies needed for the equipment or work crews.

6. Issues purchase orders in accordance with company policy and the accounting system.

7. Provides branch management with a weekly budget analysis of rentals and repairs.

8. Prepares a monthly budget report for branch management outlining fixed and controllable

equipment costs as a percentage of sales revenue.

9. Prepares a month-end accruals report for the branch controller.

10. Reconciles vendor accounts at the end of the month.

11. Inspects equipment on a regular basis to comply with company safety policies.

12. Coordinates training sessions for new equipment with the operators as needed.
 13. Coordinates updating DMV registration and current insurance.

POSITION TITLE: Food Coordinator

DUTIES &RESPONSIBILITIES:

1. The food and beverage coordinator is in charge of creating and approving food and drink

menus, ordering, taking inventory of stock, maintaining records of purchase and sales and

assisting in event planning. 

2. They are responsible on canvassing the catering services that will suit the event

3. Ensure that the catering services and food are on excellent quality.

POSITION TITLE: Program Coordinator

DUTIES &RESPONSIBILITIES:

1. Planning and coordination of a program and its activities

2. Ensuring implementation of policies and practices

3. Maintaining budget and tracking expenditures/transactions

4. Support planning and coordination of a program and its activities

5. Ensure implementation of policies and practices

6. Maintain budget and track expenditures/transactions

7. Manage communications through media relations, social media etc.

8. Help build positive relations within the team and external parties
 9. Schedule and organize meetings/events and maintain agenda

10. Ensure technology is used correctly for all operations (video conferencing, presentations

etc.)

11. Prepare paperwork and order material

12. Keep updated records and create reports or proposals

13. Support growth and program development

POSITION TITLE: Decoration Coordinator

DUTIES &RESPONSIBILITIES:

1. Decorate and come up with overall look for the event.

2. Make sure you know layout of event and work with main coordinator to implement

3. Collect all supplies needed for decoration on the Event Day from the Accredited Supplier
 Déjà vu Events Creation is an event management business specializing on weddings and

debuts events but we are also accommodating all kinds of events depending on the clients’ wants

and demands. We ensure to collaborate our ideas with the clients ideas and expectations. We

make sure that the event will be memorable as what our clients wants it to be.

The company was established on January 28, 2016 at the heart of Lucena City by a sole

owner named Miaka Urgino. On the first year of their business they focus on selected events like

weddings, birthdays, and anniversary but through time they expanded their business on different

facet of events management business. Now they are two storey building to comfortably manage

their clients’ needs.

CAPABILITY TO MANAGE THE EVENT

Company Services

The Déjà vu Events Creation cater all kinds of event based on the Clients needs. We offer

full Services from planning,canvassing, organizing, coordination, and set-up.

Outstanding Characteristics

Déjà vu Events Creation in its 3 years of Service got several Awards in its Quality

Service in the world of Events Management Business.

1. Rising Events Creation Business 2016

2. Business Excellence Award 2017

3. Best in Community Based Social Responsibility 2017 and 2018

4. Best in Event Creation 2018

 Testimonies

I have a wild imagination and an over the top expectation. I’m very hard to please.

But these guys got me. Congratulations on totally making my dream wedding come to

life. Sobrang galing nyo Full planning, concept and coordination

by @dejavueventscreation.- Kylie and Ken Wedding.

Until now speechless pa din ako..♥️♥️

Jaw dropping reception😭 it’s like living in a fairytale...♥️♥️♥️ “You think that

fairytales are not true, but life itself is the most magical and mysterious

fairytale”😊😊😊 Full planning, concept and coordination by

@dejavueventscreation- Sunshine and Will Wedding

Sobrag creative ng idea nila when it comes to every kinds of event they can make you

feel na “wow ganito yung gusto kong maramdaman in team building and creational

activity.”- APMC

They will make you feel like you are refresh and realeased the toxicity of life in

Manila. Big thanks @dejavueventscreation

SECRETARIAT

Lot 77 Blk 7 Brgy. Santolan, Lucena City

dejavueventscreation@gmail.com

Landline: (042) 3378-7777

Phone number: 0950-088-6389

Facebook Account: www.facebook.com/dejavueventscreation

Instagram Account: DejavuECreation

Twitter Account: DejavuECreation

Attachments
FEED BACK FORM

EVENT NAME:

EVENT VENUE:

NAME OF PARTICIPANTS (Optional):

Date:

INSTRUCTION: Please circle the appropriate number where 1 = not at all useful and 5 =

extremely useful

1. How useful did you think this event was for you?

1 2 3 4 5

2. Do you think this venue was appropriate?

YES NO

3. Did you receive all the information you required at this Venue?

YES NO

4. Any of the question and answer sessions do you agree that the, Tutor / Leader / Instructor

provided the information asked for in these sessions.

1 2 3 4 5

5. How would you rate any workshops attended?

 1 2 3 4 5

6. Would you like to attend any further Conference / Training / Courses?

YES NO

Any other comments you may wish to make regarding this event and /or issues you would like

information on please detail below or on a separate sheet:

On behalf of Aberdeen Déjà vu Events Creation, thank you for taking the time to complete this

evaluation form.

Location map and description of how to get there

 Event agreement

Déjà vu Events Creation Services Agreement

THIS AGREEMENT is made this 2ND day of MAY, 2019 between:

OPEN IT Philippines (The “client”) and;

DÉJÀ VU EVENTS CREATION (The “Event Organizer”) collectively referred to as the

“PARTIES”

The client wishes to be provided with the services (defined below) by the Event Organizer. The
Event Organizer agrees to provide Services to the Client on the terms and conditions of this
Agreement.

1.1 Services
The Event Organizer shall provide the following services to the Client in accordance with the
terms and conditions of this Agreement:

1.1.1 Inspect prospective locations to ensure it is adequate for the event.

1.1.2 The Event Organizer will monitor and design the hall set up.
1.1.3 The Event Organizer is responsible for soliciting bids from suppliers including:campsite
photographer, videographer, photo lights and sound, entertainment, token makers, and all
support services needed for the event.
1.1.4 Monitor all activities ensure staff is on task and make sure attendees of the event are
satisfied with their experience.
1.1.5 Event Organizer duties will include but not be limited to; drawing of contracts for
supplier, putting down deposits, etc..
1.2 Payment
The Client agreed to pay the Event Organizer the amount of ____________for all the
services rendered. The Client will pay the Event Organizer 50% of the total amount upon
signing of this contract and remaining 50% will pay two weeks before the Event.
1.3 Warranty
The Event Organizer represents and warrants that it will perform the services with reasonable
skill and care.
1.4 Terms and Termination
This Agreement shall be effective on the date hereof and shall continue until the date of the
Event unless terminated sooner if the Client terminates this Agreement for any reason more
than 10 days before scheduled event, the Client will forfeit the deposit paid to the Event
Organizer and the Client shall reimburse the Event Coordinator for all outstanding out-of-
pocket expenses if the Client terminates this agreement for any reason within 10 days of
scheduled event, the full fee is payable to the Event Organizer and Client shall reimburse the
Event Organizer for all outstanding out-of-pocket expenses.

The Event Organizer assumes no liability due to the quality of items and services purchased
for the client.
This Agreement constitutes the entire understanding between the Parties relating to the Event
and supersedes all prior representations, negotiations, or understandings with respect to the
Event.
Neither Party shall be liable for failure to perform any obligation under this Contract if the
failure is caused by many circumstances beyond this reasonable control, including but not
limited to Acts of God, war, or industrial dispute.

This Agreement shall be governed by the laws of the jurisdiction in which the Client is
located.

IN WITNESS WHEREOF, the parties have hereunto set their hands on this _____ day of
__________ 20 ___ at LucenaCity, Philippines.

Déjà vu Event Creations.

By:

MIAKA V. URGINO JENNY LLORIN

Event Specialist Client

SIGNED IN THE PRESENCE OF:

_______________________________ &__________________________________

ACKNOWLEDGEMENT

BEFORE ME, on the date and place first above written appeared the above-named person
with his-her CTC #________________________________ Issued at ______________ on
________________, known to me to be the same person. Is his/her own free and voluntary act
and deed.

WITNESS MY HAND AND NOTARIAL SEAL.

Doc No ____
Page No.____ Notary Public
Book No.___
Series of 2017