Theme: A Spiderman Themed Birthday Party

Venue: Phase 3 Clubhouse, St. Joseph Village

7, Brgy. Marinig, City of Cabuyao, Laguna
Date: April 23, 2021
Time: 3:00-7:00 p.m.

LETTER OF INTENT AND BIDDING

February 26, 2021
Jacqueline A. Sumala
403 Purok 4,
Marinig, City of Cabuyao, Laguna

Dear Ma’am,

Good day!

We would like to thank you for contacting us, the Lipa Event Servicing Company about the possibility of
coordinating the upcoming7th birthday of your son. We would be thrilled and happy to be a part of the
momentous day of your son, Zen.

We have been in this service for the last ten years and we make sure to provide a memorable, stress-free
and an elegant event. Should you decide to be our client, we will sure to exceed your satisfaction and look
out for your best interests, from contracting out better prices to find out every last detail comes together
when it’s supposed to.

In line with this, our company would like to submit our proposal. Kindly contact us directly anytime you
have additional questions or requests at (049) 450-1440, 0995-89-63892 or 0938-865-7866, and for our
social media sites www.facebook.com/lipaeventservicingcompany.

Respectfully yours,

John Carlo L. Lipa

General Manager, Lipa Event Servicing Company

Event Details: This event will be held this coming April, 2021. In
celebration of the 7th birthday of Zen Sumala, beloved son of Mrs.
Jacqueline Sumala, it is in our tradition to celebrate grandiosely when a
child celebrates his/her 7th birthday. The 7th year is supposed to signify
some sort of independence since this is usually the age when children
enter grade school after hurdling the pre-school levels. It is therefore
seen as an important milestone in the life of a child.

What: A Spiderman Themed Birthday Party

Where: Phase 3 Clubhouse, St. Joseph Village 7, Brgy. Marinig, City of
Cabuyao, Laguna
When: April 23, 2021

LETTER OF PROPOSAL
Lipa ES Building 10, City of Cabuyao, Laguna

Title: Superhero Birthday Party

Theme: A Spiderman Themed Party
Venue: : Phase 3 Clubhouse, St. Joseph Village 7, Brgy. Marinig, City of Cabuyao, Laguna
Target Date and Time: April 23, 2021
3:00pm-7:00 pm
Target Number of Guests: 50 PAX

FLOW OF THE PROGRAM

 Time Activity

3:00pm-3:30pm Health and Safety Protocol; Temperature Check, Hand wash

Registration of guests Before the program starts; they can have a photo booth
before the program starts.

3:30pm-4:00pm Opening Prayer

Welcoming the Grand Entrance of Spiderman Zen.

Introduction of the family of birthday celebrant and participant

4:00pm- 5:00pm Superhero Parade

5:00PM-5:30 PM SNACKS AND DRINKS/AUDIO-VISUAL PRESENTATION

5:30-6:00 PM BIRTHDAY CELEBRANT PERFORMANCE

CLOWN PERFORMANCE

6:00-6:30 PM Indoor Games (no physical contact games e.g fruit eating, etc.)

6:30-6:45 PM AWARDS (FOR THOSE WHO WON THE INDOOR GAMES)

6:45-7:00 PM Singing birthday song and blowing of birthday cake. Thank you speech from
the parents and the birthday celebrant.

CLOSING
BUDGET COSTING PROPOSAL FOR 50 PAX PACKAGE A

Inclusions Amount Cost

Health and Safety P50.00 X 50 person P2500.00

PROTOCOL for 50 person
(facemask, face shield,
thermometer scanner,
alcohol)

FOOD and DRINKS- good P200.00 x 50 person P10,000.00

for 50 persons

Venue and Set-Up(table P10,000 for 4 hours P 10,000.00

setting, physical arrangement
of area)
Sounds and Lights P4,000 P5,000.00

Souvenirs/giveaways P100.00 x 50 guests P5,000.00

1 host/clown P5000.00 P5,000.00

Spiderman Costume P3000 P3000

Photobooth/Face Painting P6000 for 4 hours P6000.00

Cake P1000 P1000

TOTAL COST OF P45,000

PRODUCTION

CONTINGENCY 15% P9000

TAX 12% P7,200

NET INCOME 20 % P12,000

TOTAL BUDGET P60,000

LIPA Event Servicing Company is a full-service event management firm based in City of Cabuyao,
Laguna, Philippines, since 2010. We have been creating ultimate experiences such as the biggest and
most anticipated birthday party of your life; a momentous coming of age that we can help make
memorable, bringing your wedding vision in life, and different occasions that you may have. We provide
masters of the occasion, works with a vast team of highly skilled, innovative professionals to create a
stunning backdrop for any party, primed for a faultless production. We are

Mission:

To provide a unique experiences and quality services through professional services as being committed
to pursue not only corporate relationship, but also personal aspirations to satisfy client’s needs and
desires. And most importantly, make our clients’ happy and satisfied.

Vision:

To produce more high quality services in an efficient and effective manner as continuing our best for our
beloved clients.

Objectives:
  To create a service-based company whose primary goal is to meet customers’ needs and
expectations.
 To develop events services that supports highly skilled and equipped staff
 To achieve and implement our mission and vision all through out of our operation.

ORGANIZATIONAL STRUCTURE

Mr. John Carlo L. Lipa

General Manager

_____________________________________________________________________________________

Mr. Cris M. Manalo Mr. Johnny E. Delos Ms. Carla T. Tenorio Mr. Raymond A. Mr. Timothy R. Oman
Head of Marketing Reyes Head of Finance Gonzaga Head of Registration
Head of Program Head of Logistics Team
Team

____________________________________________________________________________

The organizational structure of LIPA Event Servicing Company is composed of the General Manager, the
Assistant Manager and 5 Heads for the Finance, Marketing Team, Program Team, Logistics Team, and
Registration.
Mr. John Carlo Lipa is the General Manager provides leadership and organizational articulation in
handling the company’s operation.

Ms. Carla T. Tenorio, the Head of the Finance Team is in-charge in managing and forecasting the
financial outcomes as well as the possible expenses incurred in the events that need to take place. The
team is also responsible for the thorough understanding of bookkeeping practices and implement fiscal
controls to reduce expenses and increase revenues.

Mr. Cris M. Manalo, as the Head of the Marketing Team oversees all marketing aspects of each
subcommittee as well as providing all advertising and promotion needs for the event. H e is also
responsible for the design of all materials, from signage and brochures, to tickets, programs and
catalogues as well as prepares all press releases and interacts with all levels of media.

Mr. Johnny E. Delos Reyes, as the Head of the Program Team is responsible in ensuring that all
program matrices and details are aligned with the client’s perspectives.

Mr. Raymond A. Gonzagais the person in-charge in timely channelling, distribution and delivery of all
the necessities in the events and who facilitates the master schedule which itemizes the tasks and the
responsible people committed to deliver the duties, goods, or services.

Mr. Timothy R. Oman, Head of the Registration Team is responsible with registering conference
attendees, creating all accompanying materials, and managing hotel room assignments.
 EVENT’S AGREEMENT

Event Planner Contract

This contract is made effective as of [_____] by and between Lipa Event Services Inc. and Jacqueline
Sumala. This contract serves as an agreement of distribution of services and compensation in the planning
of her son’s birthday party], which will be held on April 23, 2021.

Scope of Services

The Event Planner is responsible for the planning and coordination of the Event. This shall include
making appropriate reservations, creating a format for invitations, reserving necessary space for the
Event, and handling on-site logistics. The clients and provider hereby agree with the following terms and
conditions. 1. The client under name of Mrs. Jacqueline Sumala is contracting Lipa Event Services Inc. as
the event coordinator of her son 7th birthday party. 2. The client Mrs. Jacqueline Sumala is allowing the
contracting Lipa Event Services Inc. to organize of her son 7th birthday party. Lipa Event Services Inc.
will settle the events venue, food & drinks, photo and video coverage, program and the sound system. The
other sectors of the events not stipulated above will be settled by the other suppliers. Other suppliers’
failure doesn’t make Lipa Event Services Inc. liable. 3. Payment A. Down payment of the event which
costs 50% -Php 59,000- upon signing of contract B. If the event be canceled, Lipa Event Services Inc. is
to give refund of: 1 month 30%, if 2weeks 10%, 1day before the event 0%. C. Completion of payment
which is the other 50% -Php 59,000- 15 days prior to event  I agree with the terms and condition of this
agreement this _________date_________.

Conforme: MR. JOHN CARLO LIPA /Client General Manager,

IN WITNESS WHEROF, the parties hereto promise to abide by the terms of this contract and intent to
belegally bound thereby. For Lipa Event Services Inc. Ms. Jenileen Borbe Mr. Ram Mitra Signed in the
presence of : _________________________________ _____________________________
Representative Representative ACKNOWLEDGEMENT Republic of the Philippines #143 Brgy.
Balibago, City of Santa Rosa - Laguna On this 29 th day of February, 2021, personally appearedbefore
me __________________ with community Tax No.___________

TIMELINE Week 1 Week 2-3 Week 4-5 Week 6-7 Week 8-9 Week 10

Talking and
planning g
with the
clients

Theme of
the party

Assigning
the respon
sible for the
venue,
catering
package,
etc.

Guest List

Negotiating
to our
partner

Starting to
lay-out the
invitation,
programs,
venue
decoration

Finalizing
the
requested
menu
Sending the
invitation

Confirming
the program
host

Confirming
the venue
catering
services

Meeting
with co-
organizers if
all things are
settle

Checking
decorations

Checking
the weather
prior to the
day of event

Execute the
event
Venue Location:
POST-EVENT EVALUATION

Performance Indicators Very Satisfied Satisfied Fair Not

Satisifed

Were you satisfied with the

flow of the program?

Were you satisfied with the

food?

Were you satisfied with the

venue?

Did our Lipa Event Service

Inc. staff properly
accommodate you and
provided all your needs?
Were you satisfied with the
costing?

For further improvement, please specify your suggestions or recommendations:

______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________

Client Name:________________________________________________________
Event:________________________________________________

Date Accomplished:____________________________________________________________