SAMPLE OF AN EVENT

1. December 10, 2022
Wheeltek Motor Sales Corporation
Cabanatuan City, Nueva Ecija
Dear Ms. Mendoza,
Head of the HR
Greetings!
La Vita Events were informed regarding your upcoming conference event. This is a bright idea for you to gather all of your peers and
professionals to be at your event. You’re giving a great opportunity to everyone. We would like to take this opportunity to be part of your
conference event.
La Vita Events has four (4) years of experience in services, creating memorable and outstanding events for its client’s satisfaction. We
offered different event services such as birthdays, weddings, conferences just like this one, and many more. We guarantee you that we
have the skills and expertise to organize your event and make it enjoyable one.
It is my pleasure to be part of your events and we assure you that your decision matters the most, you will be able to take part in all
decisions and make your events as special as yours.
Sincerely,
coordinator

2. December 10, 2022
Lucio C. Tan, Sr.
Founder, Asia Brewery Inc.
Makati, Philippines
Dear Mr. Tan,
I am writing this letter to you for a purpose. I am telling to you that we are organizing an event on the
transformation of Leadership. This will consist of a plenary talk and association of all participants which will
give the opportunity to them. Thus we you to sponsor our event. We really need your sponsorship. In the
program hoardings of your company will be put as you are sponsoring the event. We are doing this for a good
purpose and due to this, we need your active participation.
I hope you will consider this letter. Thank you.
Sincerely,

3. EVENT COORDINATOR Mybelle Magno
044-039-0782
Lavita.events@gmail.com
VENUE Crystal Waves Hotel and Resort and Events
Center
Talavera, Nueva Ecija
EVENT NAME Conference
PURPOSE OF EVENT Providing leadership and opportunity to
everyone. Make partnership and discuss
what matters.

4. Date January 17, 2023
Time/Duration 8 AM to 4 PM
Number of Attendees 500 pax
Category of Attendees Some of the employees of wheeltek Motor sales
Corporation in Luzon
Guest Speaker • Lloyd Luna
Filipino motivational speaker and leadership coach
in the Philippines.
• Toni Miranda
Global leadership development motivational
speaker and coach.
Host Carl Pascua
Professional Host
Ushers and Usherettes Staff of La Vita Events and Crystal Waves
Security and Parking spaces Atleast 3-5 securities inside the place and in the
entrance and exit. Spacious parking provided by
the venue.
Registration fee Free
Budget P 600,000

5. ITEMS/CATEGORY DESCRIPTION/
INCLUSION
SUPPLIER AMOUNT
Venue - Venue with aircon
(P 55k venue rental)
- 20 round tables, 2 long
Tables and 500 chairs
- Parking lot
- Security guard
- Back up generator
- 9 hours
Crystal Waves Hotel &
Resort and Events Center
Talavera, Nueva Ecija
125,000
Food and Beverage Packed meals D (P205)
- Sweet and Sour pork
- Pancit canton
- Plain rice
- drinks
Erlinda’s by Crystal Waves
Talavera, Nueva Ecija
500 pax
= P102,500
Photos and Videos - Photographer
- Videographer
136 Studio
Cabanatuan City
09610109190
P 30,000

6. Sound system and lights - Speaker with good
quality sound
- Sound operator
- Wireless microphones
- Lights
- 9 hours
Sir M Pro Lights and
sounds
Brgry. Villa Cecillia
San Isidro, Nueva Ecija
P 30,000
Stage set up - Arrangement of stage Instinct Event Decorator
and Stage Set -Up
P 20,000
Guest Speaker - Giving a Morning
Speech
- Honorarium 50k each
• Lloyd Luna
• Toni Miranda
P100 , 000
Host and Speaker - Host for the
conference and games
in the afternoon
Carl Pascua
Professional Event host,
Singer and Entertainer
Cabanatuan City, Nueva
Ecija
P 10,000

7. Ushers and Usherettes - Staffs of LV events
- Staffs of Crystal
Waves
La vita Events
Crystal waves
P 5,000
Gifts and Certificates - Gift Token for Guest
speakers
- Certificates
P 10,000
Medical kits and
Certificates
- Medical kits
- Certificates
- 500 sets
Payawal printing shop P 27,500
Professional Fee P 60,000
Contingency Fund P 60,000
Total P 600,000

8. TIME FLOW ALLOTED TIME IN CHARGE
8 AM – 8:30 AM - Arrival of attendees and
Guest Speaker
- Registration
30 minutes Ushers and Usherettes
8:30 – 8:40 AM - Welcoming the VIP and
guest
- Opening Remarks
10 minutes Host
8: 40 – 9 AM Introduce the 1st guest
speaker
Plenary talk
20 minutes Host
Toni Miranda
9 AM – 10 AM - First guest speaker
discussion about leadership
1 hour Guest Speaker
( Toni Miranda)
10 AM – 10: 10 AM - For entertaining and
singing of a Host
10 minutes Host and Singer
10: 10 – 10 : 40 AM Games 40 minutes Host
Ushers and usherettes

9. TIME FLOW ALLOTED TIME IN CHARGE
11 AM – 12 PM - Acknowledgment for the
sponsor
- Leadership talks and business
talks
1 hour Host and Guest speaker
12 PM - 1PM - Lunch break 1 hour Food caterer and staff
1PM – 1: 20 PM - Catching up and Pep talk
- Introducing of Second Guest
speaker
20 minutes Host
1:20 – 2:10 PM Plenary talk 1 hour Lloyd Luna
2: 20 – 2: 30 PM Awarding of Certificates to the
Guest Speakers and Giving
Tokens
- Picture taking
10 minutes Host
Ushers and usherettes
2: 30 – 3 PM Giving certificates to the 500
Attendees
30 minutes Host
Ushers and usherettes
3 PM – 3:30 PM Association of all Attendees and
Guest
30 minutes
3:30 PM – 4 PM Closing remarks
Departure of all attendees and
Guests
30 minutes Host

11. STAGE Chairs
Tables
Entrance
Exit
Fire Exit
Back stage
Sponsor’s booth
with food

12. POSSIBLE RISK POSSIBLE SOLUTION
Presence of pick pockets There’s a marshals in every corner
and presence of working CCTV in
the venue
Medical Emergency There’s an standby by medic in
charge to took care of the ncidents
Lack of parking space There’s a provided parking lot for all
the attendees
Fortuitous events Staff preparedness and alertness in
every situation
Safety and transportation There’s a provided transportation
bus for the attendees