TOURISM AND HOSPITALITY

MANAGEMENT DEPARTMENT

HM 23 / HM F & B 21 / TM 30 –
Introduction to Meetings, Incentives,
Conferences and Events

Proposed by:
Rualdo Al
Radomes
OPENING LETTER
21st November, 2020

Ms. Doreen Del Rosario

Regional Manager Visayas
SYKES Asia, Cebu City, 6000

Dear Ms. Del Rosario:

Thank you for contacting Green Concepts and Events regarding the possibility of putting together
your event.

With our company’s experience in the world of event planning for 10 years, we are sure to organize
and deliver the best event as per your expectations and standards.The Green Concepts and Events
group of seasoned professionals understands that breakthrough ideas are only as good as the
discipline supporting them. We have attached the document of our proposal with this letter.

We request you to go through the document and notify us in case any changes required. We also
request you to take part in the decision-making process for better planning.

Cordially yours,

RUALDO A. RADOMES
Operations Director, GCE, Inc.
Green Concepts
and Events, Inc.

Company Name
Crafting exceptional and creatively naughty
brand moments.
Company Logo
Company Description
Our humble beginnings trace back to 2010 when Green Concepts
and Events founder and creative director Steven Sasam took a bold
step to form a team that will deliver full service events. The rest is
history.

Today, we are more than an events management company having

transformed to an events and consulting firm handling corporate
functions, event styling, product launchings, seminars and
conventions, brand activations, strategic experience marketing, and
social and special events.

Through the years, we have developed a rich knowledge and

understanding of the event, art, and hospitality worlds. These and
our everyday dealings with clients made us grow a reputation for
creating truly unforgettable brand moments.
 Mission
To provide innovative and professional marketing and event
management services with a focus on quality and detail.
We aim to represent the best interests of the client by
providing sound advisement while keeping a focus on
creative and innovative ways to accomplish each goal
set forth.

Vision
To ensure client satisfaction and loyalty as we deliver
personal and unique experiences that are beyond
expectation and create long term loyal relationships by
consistently providing outstanding service that creates
an overall extraordinary event experience.
11/F, AppleOne Equicom Tower, Mindanao Ave cor.
Biliran Road, Cebu Business Park Cebu City 6000

CONTACT DETAILS:
greenconceptsandevents@gmail.com

facebook.com/green-concepts-and-events

instagram.com/greenconceptsandevents

+63 32 543 8364

+63 917 777 4577 | +63 922 916 6570

• Managing Director - is responsible for management
and direction of the day-today business activities and
affairs of the event, including: fundraising, membership
development, sales, marketing, operations, program
management, incentives, special events, speaking
engagements and such other duties.
• Event Supervisor - is responsible for creating event
concepts, selecting venues, budgeting, securing
sponsorships, handling logistics, handling event
marketing, negotiating with sub-contractors, preparing
expenditure reports, and evaluating event effectiveness.
• Production Director - Work with production team to
manage production workflow, schedule and quality.
Monitor production activities and adjust schedule to
ensure on-time delivery. Develop process improvements
to optimize production speed and quality.
• Operations Director - perform tasks such as finding and
booking venues, liaising with clients and suppliers, handling
logistics, managing budgets and invoicing, organizing
accreditation, managing risk, and presenting post-event
reports
• Finance Manager - analyzing all financial activities, ensuring
compliance with accounting and legal requirements, and
preparing budgets. To be successful as an Accounting
Officer, you should have a degree in Accounting, knowledge
of accounting competencies, and administration skills.
• Sales and Marketing Manager - Accomplishes event
marketing and sales objectives by planning, developing,
implementing, and evaluating advertising, merchandising,
and trade promotion programs; developing field sales action
plans.
• Stage/ Floor Staff - Their primary
responsibilities include preparing venues and
setting up chairs and stages for events, working
as ushers and operating cash registers.
• Logistics Manager - Planning and managing
logistics, warehouse, transportation and
customer services. Directing, optimizing and
coordinating full order cycle. Liaising and
negotiating with suppliers, manufacturers,
retailers and consumers.
 Client Demographics
We work with our clients from the initial concept, planning,
and design, through to onsite management and execution.
We customize event strategies to match the goals, budget,
and manpower resources. Always our motto is to satisfy
our clients in terms of providing the best services in
competitive rates. Specializing in the creation of
exceptional events for private and corporate clients, we
design, plan and manage every project from conception to
execution.

Specialized clients inlcude Corporate Events, Special

Events, Exhibitions, Incentive Travel, Team Building, Brand
Activation, Onsite Management, and Consultancy, among
others.
 Company Clients and Services
• The Green Concepts creative team provides holistic production of
event assets, from initial strategy, to ideation, execution through
completed branding, graphic, video, web content, and design. Our
network of creatives provides us with the collective talent to evolve
every event into something extraordinary.
• Our clients include: Sykes Asia, Shearwater Pharmaceutical, Inc.,
Accenture Inc., Waterfront Hotels, BAI Hotel, Parklane, Abbott
International, Cebu City Government, SM Malls, Cebu IT Park,
Sunstar Cebu, Azul Marketing Philippines, Bayer Philippines,
Aboitiz, Summit Galleria Hote, Citi Savings Bank, etc.
• Our services include: Creative Direction, Booth Design and
Fabrication, Stage Set Design and Fabrication, Design, Branding
and Communication Solutions, AVP Production, Graphic Design and
Digital Production, Web Design and Management, Floral Designs
and Installation, Sponsorship Management, Talent Procurement
 How We Work...
Design Thinking.
What do you want your delegates to think, feel and do? Our
relationship begins with a thorough briefing process. We’ll dig deep into
the objectives of your business and how your event can help you
achieve those. It’s vital we gain an understanding of your key goals and
messages to enable us to provide you with a tailor-fit creative solutions
to your event objectives.

Engaging Delegates. Done Differently.

We ensure that your strategic goals are reflected in the messaging that
is communicated throughout the entire event, in all aspects of the event
design- from the decor to graphic support, to performances and host
spiels, and remains in the minds of your event guests long after the
event is over. We promise you an event production which will immerse
and inspire your attendees that will result in positive business
outcomes in the form of increased motivation, engagement, and ROI.
 Community Involvement
The Spirit of Volunteerism
At Green Concepts and Events, we value the spirit of volunteerism in
within the community. Annually, we offer our services as volunteer to
different community programs and events. This idea helps foster
community spirit, as well as team spirit within the business. Allowing
our team members to choose where they volunteer is important, too.

Coaching and Training Programs for Start-ups

Over the years, our company has grown so much. Hence, it was time
for us to mentor another potential event planners and organizers who
are just starting up. New businesses can bring a host of opportunities
for partnerships, and joint marketing or outreach ventures later on.
When you teach other business about how you achieved success, you
may come across few revelations of your own.
Event Description
Title: A Night to Remember at SYKES
Venue: Pacific Grand Ballroom, Waterfornt Hotels
Location: Salinas Drive, Cebu City, Cebu 6000
Date and Time: 24th August 2021 | 6:00 - 11:00
PM Theme: Great Gatsby (1920’s)
Concept: The Great Gatsby party theme draws
inspiration from the 1925 novel by F. Scott Fitzgerald
of the same name. This classic tale reveals the
luxurious, free-spirited atmosphere of the 1920s
punctuated by dancing, wildly opulent decor, and
flapper fashion.
Ideas for Decoration
Pegs for Invitation
Venue Entrance
Table Set-up and
Arrangement
Recommended Attire
Event Goals & Objectives
• To honour outstanding employees that have helped grow
the business and show them that they are valued
• To award and reward a range of skills, knowledge, talent
and abilities of Sykes top performing employees
• To generate exposure for future client in a number of
different ways
• To increase the brand awareness and networking
opportunities at the event
• To inspire employees to achieve more and work harder
• To create exposure within a specific sector and provide
plenty of positive PR opportunities
SWOT ANALYSIS & ACTION PLAN
STRENGTH
• Endorsed by the Corporate Office as an annual event for
the company
• Sufficient venue for the size and theme of the party as
venue is generally utilized for big gatherings
• Efficient progression of activities
• Tight security for safety

WEAKNESSE
S
•
Inadequate human resources planning from the corporate party
•
Overpowering organizational structure from corporate party
and control system
 OPPORTUNITIES
•
To advance our image as the best events management
and the executives organization
•
Support from local authorities/government
•
Attract new clients and potential groups
•
Attract big companies that can advertise events and new
sponsorships

THREATS
•
Bad Weather
•
Insufficient Parking Space
•
Venue might not be accessible for some
 ACTION PLAN
• Prepare (ready anytime) emergency vehicle and
first aid
• Strengthen security team to ensure the safety of
people.
• Strengthen strategies to push through events
when conflicts arises.
• Polish plans and strategies to have a smooth
flow of events and prepare contingency plans
when conflicts arise.
 EVENT BRIEF
Event Title: A Night to Remember at SYKES
Date & Time: 24th August 2021 | 6:00 - 11:00 PM
Venue: Pacific Grand Ballroom, Waterfront Hotel
Number of Participants: 500 employees
Client Name: Doreen Del Rosario/ SYKES Asia

Event Concept: Service Award Night

Event Theme: Great Gatsby (1920’s)

 EVENT PROGRAM

A Night to Remember at SYKES

4:00 - 6:00 – Arrival and Registration of Guests
6:05 - 6:10 – Opening Salvo and Production Number
6:10 – 6:20 – Inspirational Message from Sykes Cebu Director
6:20 - 6:30 – First Set of Awardees (5 years of Service)
6:30 - 7:30 – Dinner Proper
Entertainment: Medley Song Number
7:30 - 7:50 – Second Set of Awards (10 years of Service)
7:50 - 8:05 – Intermission Number (Jazz Dance Company)
8:05 - 8:15 - Messages from the CEO of Sykes International
8:15 - 8:30 - Third Set of Awards (15 and 20 years of Service)
8:30 - 8:45 - Raffle Draw and Giving of Major Awards
8:45 - 9:00 - Closing Ceremonies and Closig Production
9:00 - 11:00 - AFTER PARTY
 EVENT TIME FRAME
TASK
Feb 3 Feb 4 Feb 10 Feb 11 Feb 13 Feb 16 Feb 18 Feb 19 Feb 22 Feb 24 Feb 26 Feb 27 Mar 8 Mar 13 Mar Mar Mar 21 Mar 22
18 19

Planning
Making of the Proposal
Visiting the location/Checking
the venue/ Meeting
Proposal Presentation
General Meeting
Meeting with the supplier

Meeting with Sponsors

Buying of Needed Materials

Coordination Meeting with staff

Sorting out with Logistics

Finalizing the Event

Re-checking the venue
Final Check-up and Run-through
EVENT DAY
Post-event Evaluation
 EVENT CHECKLIST
PRE-EVENT CHECKLIST
Business Permit
Guidelines & Conform Slip
Signed Contract and Collection of Payment (Down payment and Full-Payment) for Venue
Signed Contract and Collection of Payment from Sponsorships
Sorting of additional suppliers and Equipment
Security Team
Emergency Team/ Emergency Plan
Early Access Policy
Access Dates & Time
Ingress & Egress Form
Signage’s for Direction of the Teams
Venue Chairs and Tables
Parking Location
Audio Visual, Sounds / Equipment, Referees
Decorations
Food & beverage stalls
Tickets & Coupons
Event Program
 DURING EVENT CHECK
Checking all Items/Equipment’s for basketball
Contact Details/sheet
Monitoring the entire event
Food & Beverage for the Staff
Entertainers

POST EVENT CHECKLIST

Clean Up
Supplies/Equipment
Giving Credits to the Staff/Partnerships/Location Staff/Employee Staff and
Client
Post Event Review and Survey with the Employees and Event Organizing Staff
Photo and Videos for Documentation
Final Notes and Evaluation Forms
 Venue Decription and Lay-out
Waterfront Hotel and Casino Cebu Salinas Drvie, Cebu
City, Cebu 6000

This sprawling, stately property that is the flagship of the

Waterfront chain is a stunning Cebu landmark. Located at
the beating heart of the city, it is 5 to 15 minutes away from
the nearest IT zone and business district.

With 10 function rooms and 2 Grand Ballrooms

Seating Capacity of up to 4,000
Flexible floor plan for any event size or purpose
Highly experienced conventions and events
team
Dimension (m): 54.84 x 39.90
Area (sq.m): 2188.2
Ceiling (m): 10
Theater: 3200
Banquet 12 seats/table: 1800
Classroom 3 seats/table: 1000
Hollow Square: N/A
Cocktail: 2800
U-Shape: 200
Floor Plan
 Budget Proposal
VENUE
ITEM NUMBER OF HOURS PRICE
Pacific Grand Ballroom 8 hours 150,000.00
TOTAL: P 150,000.00

FOOD AND CATERING

ITEM QUANTITY PRICE PRICE
Food 500 850.00 425,000.00
TOTAL: P 425,000.00

AUDIO & VIDEO

ITEM QUANTITY PRICE PRICE

Sounds 1 Party Set Package 30,000.00
LED Wall 60,000 Lumens Package 25,000.00
TOTAL: P 55,000.00
VENUE STYLING

ITEM QUANTITY PRICE

Styling (Flower Arrangement, Ceiling Package 70,000.00
Works, Entrance Decor, etc.)
TOTAL: P 70,000.00

PERFORMERS

ITEM QUANTITY HONORARIUM PRICE

Singers 2 5,000/ singer 10,000.00
Dance Performers 1 group 15,000 package 15,000.00
TOTAL: P 25,000.00

HOST / EMCEES

ITEM QUANTITY HONORARIUM PRICE

Emcees 2 5,000/ host 10,000.00
TOTAL: P 10,000.00
ENTERTAINMENT

ITEM QUANTITY HONORARIUM PRICE

DJ (Disc Jockey) 1 10,000.00 10,000.00
TOTAL: P 10,000.00

COORDINATOR’S HONORARIUM
ITEM QUANTITY HONORARIUM PRICE
Coordination Fee 10 stafff Package 60,000.00
TOTAL: P 60,000.00

SUB-TOTAL PRICE P 805,000.00

12% VAT P 96,000.00
GRAND TOTAL: P 901,000.00

DOWNPAYMENT PAYABLE (30%) : P 270,300.00

 EVENT INQUIRY FORM
INQUIRY DATE:

CONTACT INFORMATION

COMPANY NAME
FULL NAME
CONTACT #
E-MAIL

EVENT SPECIFICS

EVENT NAME
EVENT DATE
EVENT TIME

NUMBER OF GUESTS

BRIEF DESCRIPTION ABOUT THE EVENT:

For more details, contact us through the information provided below, Thank you!

Call/Text: 09162783050 / 09210989004

Email: arnocseventsmanagement@gmail.com
 EVENT REGISTRATION FORM
Public/Private events can provide a wide range of social, economic, and cultural benefits to a community. This document is designed for us to
know if you are surely interested on the event.

Applications must be submitted to Registration Committee six weeks prior to the event.
Kindly fill up the information needed below.

DATE OF THE APPLICATION

NAME
ADDRESS
CONTACT #
E-MAIL
AGE

I am registering as [ ] Participant [ ] Vendor [ ] Staff

EVENT NAME
TYPE OF EVENT
VENUE
DATE
TIME

BRIEF DESCRIPTION ABOUT THE EVENT

WHY ARE YOU INTERESTED ON THIS EVENT?

SIGNATURE OVER PRINTED NAME

 INGRESS & EGRESS
DATE FORAGENDA
COMPANY NAME _
_
EVENT NAME
_
_ _
EVENT
NAME ___________________________________________________________
_

EVENT DATE _
_
[ ] ORGANIZER/STAFF [ ] PERFORMER
[ ] VENDOR _
_

_
NAME OF PERSONNEL
_
_ _

_ _ Requested by:

_
_ _
Authorized Company Representative
_ _
Approved by:
_ _
_
Organizer
 EVALUATION FORM
EVENT
DATE & TIME Was the event properly organize?
PRIMARY EVENT ORGANIZER
ROLE IN THE EVENT

•
Rate the success of the event (1 not successful; 10 very successful)
1 2 3 4 5 6 7 8 9 10
Based on your experience at this event, how likely are you to attend future events?
•
Sure to attend
•
Possibly Describe what did not work well or requires improvement
•
Not at all

Choice of facility/venue in the event

•
Excellent
•
Good
•
Fair
•
Poor
Where they any unforeseen problems? [ ] YES [ ] NO
Ticket Cost If yes, how could you prepare better in the
•
Excellent future?
•
Good
•
Fair
•
Poor
Food and Beverage quality in the event
•
Excellent
•
Good
•
Fair
•
Poor
What are your recommendations/suggestions for improvement for
Food And Beverage Pricing
future events in the area you were responsible for or involved in:
•
Costly
•
Not Costly