Pets Wonderland (Event Organizer)

Events Management

An Event Manual
presented to the
School of Nutrition and Hospitality Management
Centro Escolar University
In partial fulfilment
of the requirements
in
Tourism 103: Events Management

Submitted to:
Dr. Ruth J. Reyes

Submitted by:
Fronteras, Fatima Isabela N.
Macariola, Miguel Ivan A.
BSHRM4C
Table of Contents

COMPANY PROFILE

Company Logo
Location and Address
Contact Number
Social Media Accounts
Map of Business
Mission
Vision

PERMITS TO OPERATE THE BUSINESS

ORGANIZATIONAL CHART
Job Description
Legal Documents for Employees

FEATURES/SERVICES RENDERED BY THE COMPANY

(Packages)
Package A

Package B

Package C

TERMS AND CONDITIONS (Contract)

6As

Anticipation

Arrival

Appetite

Ambiance

Amenities

Activity

COMPANY
PROFILE

Company Logo:

Location and Address:

Tomas Morato corner Timog Avenue, Quezon City

Contact Number:

4123632/09193128640/09186486298

Social Media Accounts:

Facebook:
Twitter:

Instagram:

Map of Business:

Mission:

To provide quality service to the customers.

To offer an establishment of comfortable ambiance.

To provide a relaxing and entertaining place to our customers.

To provide safety to our valued customers.

Vision:

To be the top choice of event organizer.

Permits to Operate the Business

Securities and Exchange Commission

Business Permit

Department of Trade Industry

Mayors Permit

Bureau of Internal Revenue

Organizational Chart

A. Job Description
Event Manager

Event managers can work for a company, which is popular in

wedding planning, or work on a freelancing basis. Also, many
non-profit organizations and corporations that are for-profit hire
event managers as part of their staff. Event managers help
coordinate various non-profit agency events, as well as events for
trade groups, large companies and private individuals. These
managers work to find the space appropriate for an event and
reserve them. They also need to set up required equipment and
find catering. Event managers are employees who are also needed
at places like civic centers, athletic facilities, concert halls and
theaters. Generally, event managers are responsible for making
sure that schedules events or shows proceed as planned at a
location. Reportedly, event managers can expect to make about
fifty-two thousand dollars each year. This is an occasionally

stressful, very fast paced professional and can be rewarding in an

incredible way to those who can manage people and time
effectively and work with limited resources while ensuring a
successful experience of an event.

An event manager needs to have above-average organization and

communication skills. He or she needs to be able to think outside
the box, on his feet and get problems resolved in seconds. The
manager needs to have the ability of working with every kind of
person and be able to do event visualizing from beginning to end
while at the same time know what steps to take to get everything
done. Event managers need to have great skills in time
management as well as the ability to prioritize tasks. They also
need to have the ability to multitask and switch gears at the drop
of a hat. Good managers for events handle several situations and
people at the same time and with aplomb and grace. The ability
of being able to predict costs accurately, find bargains and
manage funds will help event managers stay inside their budgets.
They also need to be excellent managers of people and able to
assess complications and difficulties of the team and swiftly deal
with these to keep everything smoothly running. Event managers
that are effective need to have great skills in problem solving as
well as superior skills in communication.

An event manager needs to have above-average organization and

communication skills. He or she needs to be able to think outside

the box, on his feet and get problems resolved in seconds. The
manager needs to have the ability of working with every kind of
person and be able to do event visualizing from beginning to end
while at the same time know what steps to take to get everything
done. Event managers need to have great skills in time
management as well as the ability to prioritize tasks. They also
need to have the ability to multitask and switch gears at the drop
of a hat. Good managers for events handle several situations and
people at the same time and with aplomb and grace. The ability
of being able to predict costs accurately, find bargains and
manage funds will help event managers stay inside their budgets.
They also need to be excellent managers of people and able to
assess complications and difficulties of the team and swiftly deal
with these to keep everything smoothly running. Event managers
that are effective need to have great skills in problem solving as
well as superior skills in communication

Hospitality Coordinator

Hospitality coordinators provide useful services that enhance the

lives of individuals in a number of industries. They can work in
health care, delivering services to patients and their families; in
the tourism industry, working with hotel and resort guests; or for
non profit organizations, helping to oversee events and activities.
No matter the industry, hospitality coordinators serve a number of
important functions in their role.

Hospitality coordinators work one-on-one with patients and clients

who need support. In a hospital setting, the hospitality coordinator
might create a menu for patients and ensure that their meals are
delivered on time. The hospitality coordinator at a resort might
ensure that guests have beach towels in their rooms and
coordinate any special accommodations they need. In short, a
hospitality coordinator makes sure that the clients of a business or
organization have their needs addressed.

The hospitality coordinator is the individual that clients will

associate with the organization. In a nonprofit setting, the
hospitality coordinator will attend fundraisers and events, greeting
potential donors, answering any questions and mingling with the
crowd. Hospitality coordinators use their people skills to interface
directly with the individuals who they will provide services to.
Thus, they spend much of their time working with clients and
ensuring their happiness.

Promotions Coordinator

A promotion coordinator is someone who works to market a

companys services or products. Promotion coordinators work in
conjunction with advertising and sales managers, helping to
generate income for their company. They are employed in a wide
array of industries and perform a multitude of tasks. Promotion
coordinators may also have to hire, train and organize their staffs.

A promotion coordinator focuses on getting the word out about her

companys latest or ongoing products and services. She puts a
positive spin on what her company has to offer, highlighting its
best attributes to potential advertisers and customers. She also
analyzes trends and assists in setting prices, paying close attention
to what the competition is doing. In some cases, promotion
coordinators handle public relations tasks, writing and distributing
press releases, setting up interviews of key company personnel and
enhancing the companys overall image

A promotion coordinator needs to possess strong written and

verbal communication skills. He should be highly organized and an
accomplished problem solver, as he deals with everyone from upper
management to his staff to clients on a regular basis. He also must
be driven, professional, courteous, able to work well alone or with a
team and comfortable delegating. Oftentimes, promotion
coordinators must handle everyday tasks such as responding to
email and scheduling employees on top of their regular duties.

Venue Coordinator

Venue coordinators are paid employees of the venue. Their

responsibilities include highlighting the venue, providing a
preferred list of vendors, working with you on the room layout,
formalizing your catering needs, and processing the final invoice.
They also ensure all venue employees are aware of your wedding
plans from the set up team to the chef to the cleaning crew. Their

focus is making sure things are executed based on what their

contract says in setting up the layout of the room correctly, having
the food out in a punctual manner and taking down the set up at
the end of the night. Often times, the venue coordinator leaves
once meals are served at the reception, or when cake is cut.

The venue coordinator may or may not help you with your wedding
rehearsal or wedding day timeline. It is also rare for one to design
or decorate the reception. Cuing the DJ for the first dance, lining
everyone up for the exit, and the details of a wedding are usually
outside the scope the venue coordinators responsibilities.
Ultimately, the venue coordinator is there to represent their
property but not necessarily the bride and groom. It is also
important to note that although you might have worked with a
specific venue coordinator throughout your planning process, there
is no guarantee that same person will be there on your wedding
day since some venues have multiple receptions going on
simultaneously.

Merchandising Coordinator

Merchandise coordinators work with a retail company's products,

making sure everything is displayed and priced properly. Some
companies expect their coordinators to work as quasi-marketing

professionals, taking photos and overseeing website promotion.

Others expect merchandising coordinators to work more as
administrative assistants, making sure all the paperwork is in
place and helping coordinate teams. The salary for a merchandise
coordinator varies depending on how much management his job
entails and how much technical expertise he needs.

Merchandise coordinators take products from the stockroom to the

floor, help with how the products are set up in the store, work to
create eye-catching displays, keep up with the products' sales and
oversee markdowns. They might also need to perform data entry to
ensure the store's inventory stays current. Some determine when a
stock keeping unit is activated and when the SKU for a product is
deactivated and unsold products are removed from the store. They
often work with vendors to order new products and make sure the
inventory stays up-to-date with current consumer trends.

A merchandise coordinator should be good with numbers and able

to analyze products both quantitatively and qualitatively. She
should be able to manage working relationships without tension
and help oversee teams. She also should be adept at developing
successful relationships with outside vendors. In addition,
merchandise coordinators should be efficient planners not
procrastinators because they must plan what items will be on

display months or even seasons in advance.

Programme Coordinator

Plans and coordinates the day-to-day fiscal, administrative, and

operational activities of a narrowly defined funded program/project
or set of funded activities. The program/project is usually focused
to a single purpose, may be scientific, research, educational, or
service oriented, and may exist as a discreetly funded subset of an
integrated, grant-funded program activity. Duties typically include
grant planning and administration, budget management and
control, program implementation and administration, internal and
external operational/administrative liaison, program marketing,
and reporting.

Assist in the development of short and long term plans for

programs, monitor progress, assure adherence and evaluate
performance

Assist in design of performance objectives and implement and

monitor programming to meet desired outcomes

Develop yearly outreach plan according to program needs and

capacity

Ensure database(s) maintenance which include(s) participant and

prospect information and mailing list

Organize and establish meetings on regular basis with designated

individuals to foster positive relationships

Supervise line staff by articulating expectations, displaying model

behavior, maintaining open lines of communication and being clear
about roles and relationships

Identify open positions and follow hiring and training procedures

in a timely manner

Organize training seminars to address staff needs and identify

relevant external training opportunities
Equipment Coordinator

Assists in preparing the section budget and annual work program,

including time and cost estimates and detailed material
specifications; makes recommendations on the purchase,
allocation and disposal of motor pool and other vehicles,
machinery, equipment, parts and supplies.

Assists in the diagnosis of problems and evaluation of necessary

repairs; authorizes use of replacement parts and materials; plans
and schedules training on new and specialized maintenance and

repair techniques; assists in obtaining collision/repair estimates

for insurance purposes.

Assists with analysis of maintenance and repair records, purchase

prices and leasing costs; compares cost effectiveness of
replacement to continued operation, purchase to fabrication of
parts, and/or field repair to towing expenses; prepares vehicles
and equipment for sale.

Ensures implementation of and compliance with safety procedures

and regulations at work site; attends safety meetings; reviews
safety concerns and suggestions with management and assigned
staff; assists in planning and implementing safety training
programs.

Receives and responds to requests for service; authorizes priority

variations in urgent or emergency situations; resolves customer
concerns and scheduling conflicts; coordinates shop activities with
fire districts and other agencies.

Performs technical and difficult repair and maintenance work as

needed; fabricates special parts and equipment; operates welding

equipment; responds to special vehicle/equipment requirements

due to inclement weather.

May assist in hiring and overseeing lead, maintenance and repair

and temporary personnel; assists in preparation of performance
evaluations; may recommend progressive discipline; facilitates staff
training and development; promotes cooperative team efforts
among staff and with other County departments; motivates
employees to provide quality service to citizens.

B. Legal Documents for Employees

Social Security System

PhilHealth Card

National Bureau of Investigation

Tin Number

Barangay Clearance

Police Clearance

Features/Service rendered by the Company

(Packages)

PACKAGE A
(For 50 persons)
Php 57, 500

Catering
(Soup, Rice, Drinks, 4 Main Course, Pasta, Dessert, Appetizer, Candy,
Chips and Pastries Buffet)
Photo and Video
Audio Visual Presentation (Best pictures of their animals)
8 x 10 Digital Album
Photo booth 2 hours
On the Day Coordination (4 Staff)
50 pieces cupcakes with packaging (souvenirs)
Lights and Sounds
LCD Projector
Professional Emcee

PACKAGE B
(For 100 persons)
Php 90,000

Catering
(Soup, Rice, Drinks, 4 Main Course, Pasta, Dessert, Appetizer, Candy,

Chips, and Pastries Buffet)

Photo and Video
Audio Visual Presentation (Best pictures of their animals)
8 x 10 Digital Album
Same Day Edit Video
Photo booth 3 hours
On the Day Coordination (5 Staff)
100 pieces cupcakes with packaging (souvenirs)
Lights and Sounds
LCD Projector
Professional Emcee
Mobile Bar
PACKAGE C
(For 150 persons)
Php 145,000

Catering
(Soup, Rice, Drinks, 4 Main Course, Pasta, Dessert, Appetizer, Candy,
Chips and Pastries Buffet)

Photo and Video

Audio Visual Presntation ( Best pictures of their animals)
8 x 10 Digital Album
Same Day Edit Video
Same Day Edit Pictures
2 Videographers in HD
Use of Gliders, Sliders and Crane for Effects
MTV Style Highlights
Full edit of Video and Stored in DVD
Photo booth for 4 hours
Lights and Sounds
Professional Emcee
On the Day Coordination (4 Staff)
150 pieces cupcakes with packaging (souvenirs)
LCD Projector

TERMS AND CONDITIONS (Contract)

Tomas Morato corner Timog Avenue, Quezon City

4123632/09193128640/09186486298
The following terms and conditions apply to Pets Wonderland :
1.

Non attendance

1.1

If you are unable to attend, you may send a substitute at no extra

cost, provided that you notify us of the change at least 5 working days
prior to the event.
1.2

If you fail to notify us of the change we will charge for an

additional place.
1.3

In the event of non attendance you will be liable for the full cost

of the place.
2.

Cancellation charges will apply

2.1

Up until 7 weeks prior to the event, 50% of the booking cost will

apply.
2.2

Within 7 weeks prior to the event, 100% of the booking cost will

apply.
3.

Payment Terms

3.1

Payment terms are stated on your invoice. Where payment has

not been made by the time of the event the place will be cancelled but the
full booking cost will remain due.
4.

Photography

4.1

Pets Wonderland may arrange for photographs and/or video

footage to be taken at events and used for promotional purposes. This

may include printed documents or media, editorial coverage, advertising
press and use on the internet.
4.2

Delegates who do not wish for their image to be used in this

manner must notify us prior to the event.

5.

Data Protection

5.1

By submitting registration details, Delegates agree to allow BE

Group and companies associated with the event to contact you as

required for the organisation and administration of the event.
6.

Events beyond our control

6.1

If the event is cancelled due to circumstances beyond our control,

the full cost of the place will be refunded.

Date: ____________________________________________

Signed by Client: ____________________________________

Tomas Morato corner Timog Avenue, Quezon City

4123632/09193128640/09186486298
Booking Contract:
A completed contract must be submitted for all bookings. Completion of
the booking contract is binding confirmation of your companys
commitment to take the space booked and of your acceptance of these
booking terms and conditions including the cancellation policy.
Bookings will not be accepted from agents or third parties.
By submitting the exhibition space contract, the Exhibitor accepts
without reservation the following:
- the terms of the exhibition space contract;
- all regulations contained in these terms and conditions, the Exhibitors
Manual and any reasonable instructions subsequently issued by the
Organisers;
- all regulations laid down by the venue including, but not limited to,
security, health and safety, fire and traffic;
- all current Health & Safety regulations.
1. Exhibition floor plan
The Organisers reserve the right to alter the layout of the exhibition at
any time and in any respect. We will always endeavour to contact affected
Exhibitors should this be required.
The Organisers will allocate display space to Exhibitors; requests for
location will be taken into account where possible but cannot be

guaranteed.
Exhibition displays and furniture must stay within the allocated floor
space at all times.
2. Health & Safety
In order to create and maintain a safe environment at all times, all
Exhibitors and contractors must abide by reasonable instructions from
the Organisers and/or the venue.
All deliveries of exhibition stands and material to the venue and to the
exhibition space must be handled by the Exhibitor and/ or their delivery
personnel.
3. Security and Insurance
Each Exhibitor is responsible for the security and insurance of his own
display and its contents.
Exhibitors must hold their own public liability insurance and, if
applicable, employers liability insurance. Certificates should be available
for inspection if required.
All exhibition materials must be removed immediately following the event.
Failure to comply may result in fees being levied. Storage facilities are not
available at venues.
4. Breakdown
Breakdown of display, or removal of display items, may not commence
before the official closing time of the exhibition.

Any Exhibitor failing to remove their stand and all other items from the
venue by the prescribed times will be held liable to pay any penalties that
may be imposed by the venue.
5. Staff identification
All Exhibitor staff should wear the identification badges issued by the
Organiser.
6. Stand fittings
All materials and stand fittings must be non-flammable or impregnated
with fire-proofing solution in a way as to comply with all current safety
requirements.

Date: ____________________________________________

Signed by Client: ____________________________________

6 As

Anticipation:
Brochure sample:

Cards/Letters:

Tomas Morato corner Timog Avenue, Quezon City

4123632/09193128640/09186486298
Dear

Greetings:
It is a great pleasure that we write to invite you to the launch of Pets
Wonderland for pet shows on (date). The Pets Wonderland offers a new
focus on pet shows. Additional information about the event, together with
the details about how to properly care and love our pets. I would be
extremely grateful if you could come and visit.

We assume you that it will be full of fun and enjoying activity

Looking forward for your attendance. Thank you.

Yours truly,

Fatima Fronteras

Miguel Macariola

Event Manager

Event Manager

Catalog Sample:

Flyers Sample:

Arrival
-Parking Facilities

We will provide a free outdoor parking use for our guest.

-Registration
It will be a lot easier and effective because of our
registration strategy.
-Security
Our first priority is the safety and security out the guest.

Atmosphere
-Audio Visual

-Tables and Chairs

-Waste control

Appetite
-Coffee and Energy breaks

-Concession equipment

Activity
-Animal acts

-Exhibits

-Tournaments

Amenities

-Certificates
-Souvenir

-Table basket