An Event Proposal: Wedding Anniversary Proposal

1. 1. An Organizer An Event Planning Proposal Theme: Golden Wedding Anniversary

2. 2. 2 INTRODUCTION Wedding Anniversary events celebrate important milestone in a
couple’s life together, and provide an opportunity for friends and relatives to join in
celebrating that milestone. While most anniversary events occur at milestone interval such
as 10 years, 25 years, or 50 years, any anniversary can be a celebration. For many couples,
the anniversary celebration includes a renewal of vows. This is may be quite similar to an
actual Wedding, with all the same detailed facets to coordinates Flowers, Décor, Music and
photography, as well as details of the reception. Almost all wedding anniversary events
include a reception. They are commonly held in an “open house” format where guest come
and go during the specified time frame usually a weekend mid- afternoon. A small event may
be located at the couple’s home; if many guest are expected, another Venue may be chosen,
such as a church fellowship hall, community center or commercial venues, such as a Hotel.
Once again, Refreshments and Food are a central aspect of the festivities. Food may be
provided by The Christian Montierde-Magallanes Company with the full dedication of service.
3. 3. 3 VISION The Christian Montierde-Magallanes Company is envisioned to be the biggest
Wedding Anniversary Company in Asia with the aim passage. The company will offer you a
luxurious, affordable and memorable event on being together with your partner. MISSION
The Christian Montierde-Magallanes Company is the Asia’s Wedding Anniversaryoutlet a
luxurious, affordable and memorable service can satisfy your celebration on being together
with your partner in the century. OBJECTIVES  To provide catering and event management
services that has not been experienced in the industry at affordable rates.  To become the
premier choice for corporate and government events, for event planning and brandling.  To
incorporate event management research and development functions in the company in the
first five years.  To achieve consistently a return on investment superior to all others to
provide the basis for the long term capital growth.  To be a company admired for its values,
and standards to all our clients.
4. 4. 4 THE ORGANIZATIONAL CHART PROJECT MANAGER EVENT DIRECTOR PROJECT
COORDINATOR VENUE COORDINATOR EQUIPMENT COORDINATOR
5. 5. 5 Mr. Christian M. Magallanes Event Director Secretariat  Event Director Event manager
is the person who plans and executes the event, taking responsibility for the creative,
technical, and logistical elements. This includes overall event design, brand building,
marketing and communication strategy, audio-visual production, script writing, logistics,
budgeting, negotiation, and client service. The event manager is usually not responsible for
operations at rented event or entertainment venues, but will monitor all aspects of the event
on site. Some of the tasks listed in the introduction may pass to the venue, but usually at a
cost. Responsible for managing events and ensuring deadlines and budgets are adhered to
and directs coordination of activities to prepare for the day of the event. PRIMARY
RESPONSIBILITES  Manage staff responsible for event coordination activities. 
Coordinate details of events such as conferences, weddings, birthdays, anniversaries,
charity events, surprise parties, trade shows, sales meetings, business meetings, employee
appreciation events and virtual events.  Hire, train, and educate staff on proper event
procedures.  Calculate budgets and adjust when necessary, etc.
6. 6. 6 Mr. Lee Min Ho Project Manager  Project Manager Project managers ensure the
project is completed on time and within budget. That the project’s objectives are met and that
everyone else is doing their job properly. Projects are usually separate to usual day-today
business activities and require a group of people to work together to achieve a set of specific
objectives. Project managers oversee the project to ensure the desired result is achieved,
the most efficient resources are used and the different interests involved are satisfied.
TYPICAL RESPONSIBILITIES INCLUDE:  Agreeing project objectives  Representing the
client’s or organization’s interests  Providing advice on the management of projects 
 Organizing the various professional people working on a project  Carrying out risk
assessment
7. 7. 7 Ms. Angelina Jolie Program Coordinator  Program Coordinator Program coordinator
provides departmental support for member services including application processing; posting
and processing of dues payment and high quality customer service and information to
organization members; and serves as liaison with the finance and information services
departments to ensure departmental accuracy and streamlined processes. ESSENTIAL
FUNCTIONS:  Provide necessary back up for the entering of new member applications and
verify that all information is accurate.  Notify applicants of any additional information needed
in a timely manner as necessary.  Batch and process applications.  Provide accurate and
quality customer service and information for all inquiries via phone, fax, mail or e-mail, etc.
8. 8. 8 Ms. Heart Evangelista Venue Coordinator  Venue Coordinator Venue coordinators talk
to clients, listening to their needs and presenting ideas and solutions to their requirements.
They also work with suppliers, contractors, employees, wait staff and many other parties at
the same time. Customer service and interpersonal skills are required. DUTIES:  Identifying
requirements for a suitable venue.  Coordinating the selection of a suitable venue including
ensuring that the venue meets essential requirements.  Coordinating communication with
the venue and reporting back to the board.  Checking that necessary administration in
relation to the venue is carried out (including booking, contractual arrangements and
payment)  Keeping records of information related to the venue, etc.
9. 9. 9 Mr. Piolo Pascual Equiptment Coordinator  Equipment Coordinator To assist in
planning, organizing and coordinating the Country’s sound equipment maintenance
programs; to lead, oversee and coordinate assigned personnel performing maintenance and
repair work on vehicles and equipment; and to do other work as required. TYPICAL TASKS:
 Coordinates a regular vehicle and/or equipment maintenance program and establishes
repair priorities.  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 replacements parts and materials; plans
and scheduling training on new and specialized maintenance and repair techniques; assists
in obtaining collision/repair estimates for insurance purposes, etc.
10. 10. 10 Estrella cor. Amapola Sts., Rockwell Center 1200 Makati City Manila, Philippines Tel
No.: (+62) 899-1234 Cell No.: (+63) 912-345-6789 E-mail : [email protected]
Website: www.thechristianmontierde-magallanescompany October 8, 2016 Mr. Luke A.
Chan Manager Bella Ibarra Garden and Hotel Quezon Avenue, Quezon City, Manila,
Philippines Dear Mr. Chan: We hereby submit a letter of intent to propose for your Golden
Wedding Celebration with all our willingness to provide you a memorable and unforgettable
Wedding Celebration. We visualize that the principal terms of the proposed transactions
would be substantially as follows. We prepare a complete packages that would suit to your
wants and needs. Furthermore, we would propose all the necessary decorations, venue,
foods, host and other materials to complete the celebration. This letter is not an official
contract agreement. All of the terms and conditions of the proposed transaction would be
stated in the Contract Agreement, to be negotiated, agreed and executed by both parties. If
we are selected as a prospective host, we anticipate that from the selection date to the
closing will take no more than 30 days. Attached the detail of the evet. Sincerely, Christian
M. Magallanes Event Organizer, The Christian Montierde-Magallanes Company
11. 11. 11 OUR UNDERSTANDING OF YOUR NEEDS Event Name Golden Wedding
Celebration Date Sunday, October 30,2016 Location Manila Cathedral Projected Attendees
150 Event Theme Church Ceremony Key Messages Golden Wedding Celebration is a
celebration that should always celebrate. It gives extra credits to all the things that a partner
have done in a 50 years of marriage and also the challenges they have done all throughout
 the years. It is something that not all the relationship could have. On this wonderful
celebration, it will continuously lit the love of the Partners, that family, relatives and friends. It
gives colorful inspiration to all partners that true love exists. Strategic Goals Provide an
luxurious, affordable and memorable event to celebrant. Let attendees experience a
luxurious, affordable and memorable life of the celebrant. Educate their the value of strong
foundation in relationship Normalize the conversation about Marriage Engage families in a
once in a lifetime event of their lives
12. 12. 12 EVENT SUMMARY The Golden Wedding Ceremonies will be hosted in Manila
Cathedral and will move to Casa Manila Pasio on Sunday October 31, 2017. Our Grand
Celebrators will be seated on the Special Seat. The Guest will be the placed on the center of
the venue and will play a vital role in sharing about the Celebrators 50 Years of Marriage.
Each Participants will be encouraged to join the different Productions and Performances
dedicated to the celebrators. All the Participants will have the chance to have an unlimited
pictures through the Provided boot h and elegant Red Carpet. The Participants will enjoy the
Queen and King Royalties Filipino Style dishes during the Buffet session. There will be a
different Videos and Message session and dance competition on the event. To mark the
Golden Wedding Celebration the Celebrators will have a slice on the Cake will again perform
their favorite songs during the event. They will also asked to pledge for each other for an
infinite love to each other. After the Buffet Session, all of them will watch a videos showing
their 50 years of being together in life. They will also be crowned by their children and will
have the photo shoot to all participants after the event.
13. 13. 13 VENUE CHURCH CEREMONY CHURCH DETAILS -ideal set-up for aisle walk-away
- petals scattered on the carpet: yellow and white petals Sample bouquet (preferably yellow
and white) RECEPTION DETAILS 1. l a n Half arches will be used for the walkway. Dangling
crystal (preferably gold or at least dipped in gold glitter; again it must sparkle gold) will be
added at the half-arch. Inside the reception area, a dance floor will be installed. On top of it
will be the following design For the wall post, I prefer this design. But include some flowers
as well. Centerpiece table are preferably like this. With dangling crystals/ gold beads again.
To holds the drapes, I want potted flowers holding the bottom part to the inside,flower and
pot again are designed according to the theme and motif.
14. 14. 14 GARDEN CEREMONY Php 330,000.00 GARDEN DETAILS -ideal set-up for aisle
walk-away - petals scattered on the carpet: yellow and white petals Sample bouquet
(preferably yellow and white) RECEPTION DETAILS Outside the Venue Couple’s Set and
Design Couples Table with the Guest Reception Area For the wall post, I prefer this design.
But include some flowers as well Table Setting Arrangement
15. 15. 15 MENU Golden Cape Catering (Php 700.00/ pax) Grilled Beef Tenderloin (Cooked on
the spot) Barbeque Baby Back Ribs Chicken Pastel with Golden Crust Broccoli with Sea
Asparagus Deep Fried Sea Bass with Teriyaki Glaza Grilled Prawns (Cooked on the spot)
Cha Miswa or Noodles Steamed Jasmine Rice Assorted Mini Pastries Red Ice Tea/Soda
16. 16. 16 Hizon Catering Menu (Php 650.00/ serve) 160 pax Kansas Style Braised Pork
Barbecue Stew Chicken in Red Wine Sauce Pan Seared Fish Fillet Lemon Dill Sauce
Buttered Vegetable Steamed Rice Pasta Primavera Peach Egg Tart Baked Egg Custard on
a thin pastry crust topped with peaches Iced Tea and Soda ( refillable )
17. 17. 17 2:00 Introduction of Guest 3:00 Grand entrance of the Celebrant 3:30: Random
interview from guest 4:45 Doxology 5:00 Multi-media Presentation 7:00 Dinner 9:00
Celebrant Dance Number 9:15 Production Number (Friends) 9:30 Special Number of
Celebrant 10:00 Toast for Successful Life 10:30 Celebrant Speech 11:00 Party Time p r o g r
a mm e
18. 18. 18 COST ESTIMATED a. Venue Php 330,000.00 Event Coordination a) On the day
event coordination from ingress and egress. Ingress is 2-3 hours before the events and
egress is 1-2 hours after the event. b) Attends meetings with personnel and clients 4-
timesbefore the events for planning and proper endorsements from clients. c) Coordinates
with suppliers. d) Provides scripts of programme for the event. e) Provide and trains ushers
 and usherettes for the event. We c can provide 5 usherettes for 100-150 paxguest. f)
Handles registration and tables arrangements as per Clients preference. g) Reminds guests
before the wedding. List of guest should be given 2 weeks before the event. h) Supervise all
the suppliers, performers ushers, hosts for the event. i) Provide cue for the host. j) Supervise
the designers for h venue. k) Manage the church/ garden and reception ceremonies. Php
75,000.00 (Discounted) Photography and Videography Photography a. AVP Creation b.
Creation of a 5 minutes AVP that contains couples memorable moments. c. Printed Wedding
Album with 20-30 best shots. Videography a. Professional video coverage of the entire
event. b. Video lighting and audio equipment. c. Provide you a DVD (edited and raw). Php
50,000.00 Dance Floor Rental a. 10ft x25ft dance floor panels 10 pieces b. Delivery charge
Php 30,000.00 Lights and Sounds System Set-Up a. 2 units SRX Dual Speakers b. 4 Units
EVPX/M-Audio Monitor Speakers c. 2 units Kevier Power Amplifiers d. 1 unit Delta Dual
Equalizer e. 1 unit Zoom Studio Effects Processor f. 4 units XM8500 Microphones g. 2 units
Shure Wireless Microphones h. 12 units PAR-LED stage Lights Php 25,000.00
19. 19. 19 i. 1 units 575 Follow spotlights j. 1 unit DMX controller k. 2 units Tower Light Stands
Flower and Interior Décor Entourage a. Bride- orange Calla Lilies, Orange and Yellow
Holland variety Roses, with White Dendrobium Orchids Cascading Bouquet wrapped in Satin
with Crystals. b. Female Principal Sponsors (5) – Orange Asiatic Lilies, Orange Holland
Variety Roses, White Lisianthus, Gren Cactus Roses, Orange Alstroemerias and lube Roses
Handled Bouquet. Php 12,000.00 Ceremony Entrance Arrangement  Arch will have yellow,
white and orange flowers such as Holland variety Roses, Carnations Alstroemerias,
Dendrobium Orchids with vines.  There will be Gold Organza in the middle Dropping to the
sides  The fabric will be continuously wrap the arch. Aisle Arrangement  8 gold in cans with
White Holland Variety Roses  6 Golds Candelabras without Glasses with Orange Holland
Variety Roses and White Dendrobium Orchids  Gold Tulle bows will be tied in pews
(sequence: 1st row-with Tulle and 2nd row without tulle. Alar Arrangement  2 pedestal
Arrangement made of Holland Variety Roses, Carnations. Alstroemerias and Dendrobium
Orchids.  2 candle Holder Decorations Php 30,000.00 Reception Aisle  6 sets of half
archers with hanging gold beads and tear drop crystals in the ends and flowers on top such
as white Holland variety roses.  White voile entrance curtain type  Red carpet Php
30,000.00
20. 20. 20 Draperies and Urn vase Arrangements  Alternate of bright yellow and white Geena
around the vicinity  12 Urn Vases with Flowers such as Holland variety Roses, Carnations
Alstroemerias, green cotton balls, etc.  For ceiling, Olympic Draperies made of White
Geena with hanging white lanterns n the middle. Php 30,000.00 Walls Posts  8 pcs. Of Gold
Fans with “50” and Gold Ribbons and Floral Sprays Php 8,000.00 Bride and Groom Table
and Backdrop  Back wall with white frosted organza curtain.  Floral spray in the Middle of
draped gold fabric.  Number 50 around 3ft. this will be in glittery gold.  Couch  2 pillars
with flower on top. Php 15,000.00 15 Guest Table Arrangements  Tall glass vases with
flowers such as Holland Variety Roses carnations. Alstroemerias, rice flower, Dendrobium
orchids, green cotton ball etc.  Hanging gold beads  Mirror  Votive candles Php 25,000.00
B. FOOD CATERING SERVICES (HIZON CATERING) (Php 700.00 per person)  Kansas
Style Braised Pork Barbecue  Stew Chicken in Red Wine Sauce  Pan Seared Fish Fillet
Lemon Dill Sauce  Buttered Vegetable  Steamed Rice  Pasta Primavera  Peach Egg Tart
Baked Egg Custard on a thin pastry crust topped with peaches  Iced Tea and Soda (
refillable ) Php 105,000.00 C. INVITATION Php 25,000.00 D. SOUVENIRS Php 40,000.00 E.
CAKES Php 15,000.00 F. ATTIRES Php 50,000.00 G. FLOWER/ BOQUET Php 25,000.00
21. 21. 21 TOTAL SUMMARY Sub. Total Php 590,000.00 12% VAT 70,800.00 10% Service
Charge 59,000.00 Contingency Fund 70,000.00 Gross Amount Php 719,800.00
22. 22. 22 COST ESTIMATED Venue Php 350,000.00 Event Coordination l) On the day event
coordination from ingress and egress. Ingress is 2-3 hours before the events and egress is
1-2 hours after the event.  Attends meetings with personnel and clients 4-timesbefore the
 events for planning and proper endorsements from clients.  Coordinates with suppliers. 
Provides scripts of programme for the event.  Provide and trains ushers and usherettes for
the event. We c can provide 5 usherettes for 100-150 paxguest.  Handles registration and
tables arrangements as per Clients preference.  Reminds guests before the wedding. List of
guest should be given 2 weeks before the event.  Supervise all the suppliers, performers
ushers, hosts for the event.  Provide cue for the host.  Supervise the designers for h
venue.  Manage the church/ garden and reception ceremonies. Php 95,000.00 (Discounted)
Photography and Videography Photography  AVP Creation  Creation of a 5 minutes AVP
that contains couples memorable moments.  Printed Wedding Album with 20-30 best shots.
Videography  Professional video coverage of the entire event.  Video lighting and audio
equipment.  Provide you a DVD (edited and raw). Php 50,000.00 Dance Floor Rental  10ft
x25ft dance floor panels 10 pieces  Delivery charge Php 30,000.00 Lights and Sounds
System Set-Up  2 units SRX Dual Speakers  4 Units EVPX/M-Audio Monitor Speakers  2
units Kevier Power Amplifiers  1 unit Delta Dual Equalizer  1 unit Zoom Studio Effects
Processor  4 units XM8500 Microphones  2 units Shure Wireless Microphones Php
25,000.00
23. 23. 23  12 units PAR-LED stage Lights  1 units 575 Follow spotlights  1 unit DMX
controller  2 units Tower Light Stands Flower and Interior Décor Entourage  Bride- orange
Calla Lilies, Orange and Yellow Holland variety Roses, with White Dendrobium Orchids
Cascading Bouquet wrapped in Satin with Crystals.  Female Principal Sponsors (5) –
Orange Asiatic Lilies, Orange Holland Variety Roses, White Lisianthus, Gren Cactus Roses,
Orange Alstroemerias and lube Roses Handled Bouquet. Php 12,000.00 Ceremony
Entrance Arrangement  Arch will have yellow, white and orange flowers such as Holland
variety Roses, Carnations Alstroemerias, Dendrobium Orchids with vines.  There will be
Gold Organza in the middle Dropping to the sides  The fabric will be continuously wrap the
arch. Aisle Arrangement  8 gold in cans with White Holland Variety Roses  6 Golds
Candelabras without Glasses with Orange Holland Variety Roses and White Dendrobium
Orchids  Gold Tulle bows will be tied in pews (sequence: 1st row-with Tulle and 2nd row
without tulle. Alar Arrangement  2 pedestal Arrangement made of Holland Variety Roses,
Carnations. Alstroemerias and Dendrobium Orchids.  2 candle Holder Decorations Php
30,000.00 Reception Aisle  6 sets of half archers with hanging gold beads and tear drop
crystals in the ends and flowers on top such as white Holland variety roses.  White voile
entrance curtain type  Red carpet Php 30,000.00
24. 24. 24 Draperies and Urn vase Arrangements  Alternate of bright yellow and white Geena
around the vicinity  12 Urn Vases with Flowers such as Holland variety Roses, Carnations
Alstroemerias, green cotton balls, etc.  For ceiling, Olympic Draperies made of White
Geena with hanging white lanterns n the middle. Php 30,000.00 Walls Posts  8 pcs. Of Gold
Fans with “50” and Gold Ribbons and Floral Sprays Php 8,000.00 Bride and Groom Table
and Backdrop  Back wall with white frosted organza curtain.  Floral spray in the Middle of
draped gold fabric.  Number 50 around 3ft. this will be in glittery gold.  Couch  2 pillars
with flower on top. Php 15,000.00 15 Guest Table Arrangements  Tall glass vases with
flowers such as Holland Variety Roses carnations. Alstroemerias, rice flower, Dendrobium
orchids, green cotton ball etc.  Hanging gold beads  Mirror  Votive candles Php 25,000.00
B. CATERING SERVICES (GOLDEN CAPE CATERING) 650 per person ( 150 PAX) 
Grilled Beef Tenderloin (Cooked on the spot)  Barbeque Baby Back Ribs  Chicken Pastel
with Golden Crust  Broccoli with Sea Asparagus  Deep Fried Sea Bass with Teriyaki Glaze
 Grilled Prawns (Cooked on the spot)  Cha Miswa or Noodles  Steamed Jasmine Rice 
Assorted Mini Pastries  Red Ice Tea/Soda Php 104,000.00 C. INVITATION Php 23,000.00
D. SOUVENIRS Php 50,000.00 E. CAKES Php 13,000.00 F. ATTIRES Php 48,000.00 G.
FLOWER/ BOQUET Php 25,000.00
25. 25. 25 TOTAL SUMMARY Sub. Total Php 613,000.00 12% VAT 73,560.00 10% Service
Charge 61,300.00 Contingency Fund 70,000.00 Gross Amount Php 747,860.00
26. 26. 26 COLATERALS PPACKAGE A PACKAGE B VENUE MANILA CATHEDRAL Php
330,000.00 BELLA IBARRA GARDEN & HOTEL Php 350,000.00 CATERING SERVICES
GOLDEN CAPE CATERING SERVICES Php 105,000.00 HIZON CATERING Php
104,000.00 INVITATION Php 25,000.00 Php 23,000.00
27. 27. 27 SOUVENIRS Php 40,00.00 Php 50,000.00 CAKES Php 15,000.00 Php 13,000,00
ATTIRES Php 50,000.00 Php 48,0000.0 FLOWERS Php 25,000.00 Php 25,000.00
28. 28. 28 EVENT MAPING The Manila Cathedral and Casa Manila Pasio The Manila Cathedral
informally known as Manila Cathedral, is a Roman Catholic basilicalocated in Manila,
Philippines, dedicated to the Blessed Virgin Mary as Our Lady of the Immaculate
Conception, the PrincipalPatroness of the Philippines. The cathedral serves as the see of the
Archbishop of Manila. Located at Plaza de Roma in the Intramuros district of the City of
Manila, the cathedral was originally a parish church owned and governed by the Archdiocese
of Mexico in 1571, until it became a separate diocese on 6 February 1579 upon the issuance
of thepapal bull, IlliusFultiPraesido by Pope Gregory XIII.The cathedral was damaged and
destroyed several times since the original structure was built in 1581 while the eighth and
current instance of the cathedral was finally completed in 1958. Tourist Spot near the Vicinity
of the Area The BahayTsinoy is a museum located in the Intramuros section of Manila.
Housed within the Kaisa-Angelo King Heritage Center building, the museum documents the
history, lives and contributions of the Chinese in the Philippine life and history.
29. 29. 29 Casa Manila Patio Casa Manila is a museum in Intramuros depicting colonial lifestyle
during Spanish colonization of the Philippines. The museum is the imposing stone-and-wood
structure c. 1850, one of the grand houses in Barrio San Luis (one of the four original villages
of Intramuros) is located across historic San Agustin church and bounded by Calle Real,
General Luna, Cabildo and Urdaneta streets. The other two are the Los Hidalgos, c. 1650
and Cuyugan Mansion, c. 1890 Fort Santiago Fort Santiago is a citadel first built by Spanish
conquistador, Miguel López de Legazpi for the new established city of Manila in the
Philippines. The defense fortress is part of the structures of the walled city of Manila referred
to as Intramuros.
30. 30. 30 Bella Ibarra Garden and Bella Ibarra Hotel Tourist Spot near the Vicinity of the Area
Eton Centris Eton Centris was announced in October 2008 as Eton's second major mixed-
use development township project, after the 1,000 hectares (2,500 acres) Eton City in Santa
Rosa, Laguna. In total, the development was planned to have seven office buildings and ten
high-end residential condominiums. Eton developed Centris Station and Centris Walk
simultaneously with two other projects: Eton Corinthian (also in Quezon City) and Green
Podium (near De La Salle University); the expected total annual revenue from the three
projects was PHP300 million, with a projected 60 to 70% occupancy rate at opening. ABS-
CBN Tower The ABS-CBN Broadcasting Center in Diliman, Quezon City, the Philippines is
the main headquarters ofABS-CBN Corporation and its subsidiaries. It consists of a
triangular compound with an area of approxiately 44,000 square meters.[1] It was originally
built in 1968 and was then the most advanced broadcast facility in Asia until March 1973
when NHK Broadcasting Center in Japan was formally opened. Today it is now the country's
largest and most technologically advanced broadcast facility, capable of broadcasting
multiple and simultaneous live SD or HD audio-video feeds to any parts of the world and vice
versa.
31. 31. 31 MEMORANDUM OF AGREEMENT This contract is made effective as of
____________________, by and between The Christian Montierde-Magallanes Company
and Partners to Mr. & Mrs. _______________________, following of our meeting last
_______________, during which we discussed your employee engagement and our
professional’s roles in helping you plan it. It is our understanding that you will retain us as
Professional Event Consultant and Employee Engagement Coordinators for your employee
engagement scheduled on _________________. Description of Services as consultant
 includes:  At least 4 consultations with you via telephone/email  Assistance in budget
determination and breakdown as needed  Discussion of theme  Up to 12 hours of
professionals in-person consultation time throughout the planning process. As the client, you
will rely on us to work as many hours as maybe reasonably necessary to fulfill our obligations
under this agreement. Conditions  I understand that our role will be that of advisor and
coordinator. You will make the actual selections of service providers and I will implement
those selections.  You will make payments as follows (On Cash Basis Only):  First
Payment: After signing of Contract or Letter of Agreement; Down payment of 15%  Second
Payment: A day or two before the planning and preparing stage starts; 80% of the remainder
 Final Payment: A week or two before the day of the event day; remaining balance.  It is
also your responsibility to notify me of any changes in a timely manner. I shall not be held
liable for any changes made by you or your selected service provider.  We will use our
professionals judgment when taking action in regard to changes, weather, tardiness, non-
performance, etc. Based on the situation, time limitations and/or your wishes.  In the event
a venue coordinator is on site. We will work with you and the coordinator as needed.
32. 32. 32 Pricing and Payment Terms The cost of the event management services provided by
the CONTRACTOR: AS ABOVE STATED THE FOLLOWING BREAKDOWN.CLIENT will
make payments as follows: A non – refundable down payment upon acceptance of this
agreement. First Payment : After signing of Contract or Letter of Agreement; Down payment
of 15% Second Payment : A day or two before the planning and preparing stage starts; 80%
of the remainder Final Payment : A week or two before the day of the event day; remaining
balance. Term/Termination This agreement will terminate automatically upon completion of
the services required by this letter of agreement. Change/Cancellation Any changes made to
this letter of agreement must be made in writing and signed by all parties. You may not
cancel this agreement, in writing, for any reason. If the event is cancelled, refunds are limited
to unearned fees, funds in excess of unused or non-refundable fees and out- of-pocket
expenses. If you cancel less than 10 days before the event –there will be no refund. If the
event is not cancelled, there will be no refund. Acts of God If an act of God, such as fire,
flood, earthquake or other natural calamity shall cause you to cancel your event; I will require
payment only for the time actually spent planning your event. If your understanding parallel
mine, please sign one copy of this letter and return it to me along with your payment of 15%
to the chosen package. I wish you all the happiness and look forward to working with you to
make your event the most enjoyable and memorable say of your life.
____________________ Event Planner’s signature Accepted: Client’s signature:
__________________________ Date:
33. 33. 33 APPENDIX
34. 34. 34 CHRISTIAN M. MAGALLANES Estrella St. cor. Amapola St. Brgy. Guadalupe Viejo,
1200 Makati City : (+63) 916-945-1326 Email Address: [email protected]
CAREER OBJECTIVE I want to succeed in a stimulating and challenging Office
environment, building the success in the company while I experience advancement
opportunity in the field of my specialization. EDUCATIONAL ATTAINMENT Tertiary Bachelor
of Science in Office Management 2016 - Present University of Makati J.P. Rizal Ext. West
Rembo, Makati City Secondary University of Makati 2012 – 2014 Senior High School
Information Technology Barobaybay Academy Mission School 2008-2012 Brgy. Barobaybay,
Lavezares, Northern Samar Primary Bani Elementary School 2000-2006 Brgy. Bani,
Lavezares, Northern Samar SEMINARS ATTENDED Educators’ Training Seminar:Positive
Education in the Philippines: “Educating for Academic Success and for Well-being Program”
Rizal- Marikina City April 4-8, 2016 Work Ethics: Theme “Proper Decorum: Redefine the
Process of Moving Forward” University of Makati March 10, 2015 Leadership Development:
Theme “Teamwork and Confidence: Crossing Beyond Potential Boundaries” University of
Makati September 22, 2014
35. 35. 35 TRAININGS On- the- Job Training (300 Hours) Victor R. Potenciano Medical Center
Medical Records Department June 27, 2017- September 20, 20147 On- the- Job Training
 (300 Hours) i2i Incorporation Payroll Department November 9, 2016 – March 2017 In-
Campus- Training (150 Hours) OJT and Placement Office January – March 2016 On- the-
Job Training (248 Hours) Philippines Overseas Employment Administration (POEA)
Prosecution Division November 18, 2013-February 17, 2014 WORK EXPERIENCE OFFICE
CLERK Missionaries of the Child Jesus Office of the General Treasurer April 2012 –Present
OFFICE CLERK, INTERN Affordable Private Education Center (APEC) School May -June
2014 April - June, 2015 SKILLS  Proficient in Microsoft Office (MS Word, MS Excel, MS
Power Point, MS Publisher)  Knowledge in writing and reading Mandarin  Knowledge in
writing and reading stenography  Knowledge in basic bookkeeping
36. 36. 36 PERSONAL DATA Nickname : ‘Tian Age : 22 years old Date of Birth : November 7,
1993 Gender : Male Marital Status : Single Citizenship : Filipino Religion : Roman Catholic
Height : 5’3” ft. Weight : 46 kg.

Answer:

Einführung

The aim of this report is to develop a strategic plan for the 50th Wedding Anniversary. It is an
important milestone in a couple’s life together. This report provides an opportunity for friends and
relatives to join the couple in their celebration and a renewal of vows (Raj, Walters and Rashid
2013). The paper provides analysis of the client requirements, stakeholders and theme of the event.
The report also provides an event feasibility report covering operational and key issues. Lastly, the
communication and operations plan for the wedding anniversary. The action plan of the event is
discussed.

Assessment 1: Briefing Of The Event

Analysis of clients’ requirements

The children of the happy couple approached to plan an event for their parents’ golden jubilee. Upon
discussing the client requirements, it is analysed that the client requires a memorable event for their
parents. Since the event is a golden jubilee, the client wanted everything in gold such as the
invitation cards, decorations, dress codes and gifts. The clients desire to choose a venue in the
same city where their parents met for the first time. They wish for a beautiful golden decor to which
the guests would be startled. Additionally, the clients hope to gift a memento to the attendees or the
guests that would be of some utility. The client put forward their wishes of having a playlist of their
parent’s favourite tracks. Also, to capture the loveliest moments a photographer is required (Raj,
Walters and Rashid 2013). The music and dance shall help in making the ceremony memorable.
The entire venue shall be decorated with yellow lilies, golden curtains, table spreads and crockery
with a touch of gold.

Analysis of stakeholders and their needs

The stakeholders for the anniversary party and their needs can be summarised below:

List of stakeholders Expected needs of the stakeholders

The anniversary couple would be expecting cheerful surprises. Thus, the

The couple theme of the party should include many surprises for the couple. Moreover,
special attention to their comfort should also be given.

Since, the children had to spend good sum of money on the celebration, their
expectation level automatically risen (Berridg 2012). Their requirements can
Host of the event
be fulfilled only by serving the guests with great attention and making the
event memorable for their parents as well.

People belonging to this genre have high expectation regarding their treatment
in public forums (Shuai et al. 2016). It is advisable that a band or a badge is
Invited VIPs and
given to the VIPs, so they can be easily recognised. Waiters and others
celebrities
responsible for taking care of the guests shall be instructed to pay more
attention to these people in respect to their food and comfort level.

General requirements of invitees include good food, well mannered waiters

Other invitees including and availability of help for any kind of issues or queries. Thus, apart from
friends and relatives people serving food and beverages, availability of guests’ care executives will
add a special touch in guests’ servicing (Silvers and Goldblatt 2012).

Photographers, videographers, music operators, decorators, electricians and

others, responsible for the technicalities of the celebration, should not be
Technical helpers
avoided regarding their requirements (Napompech 2014). There should be
arrangement for everything that is required for their respective jobs.

Others include the volunteers who will be responsible for looking after the
Others arrangements and other related things in the party. They might require co-
operation of the guests and other attendees.
Mission And Vision Statement

The owners of the event or the children have a reason to celebrate this occasion to get across the
relatives. This event shall help the relatives in mending the fences and get along well together.
Additionally, the aim of this event is to have their family take notice of their abilities. The mission is to
conduct an event with creative and broad spectrum of experience and make the occasion
memorable for the couple, family members and friends. We hear the work and needs to generate the
event of their dreams. Their wishes shall turn out to be the instructions and it would intend to be an
achievement (Bowdin et al. 2012).

Goals and Objectives

The goals and objectives of the event can be supported by SMART criteria:

· The main aim of the party is to make it a life time memorable event for the
couple as well as the other invitees.
Specific
· Another aim of the event as mentioned earlier is to dilute the bitterness among
the relatives and create a sweet bonding among everyone.

· The success of the set objectives can be easily measured by getting feedbacks
from the couple and the attendees of the party, whether the event can be regarded as a
memorable one (Smith 2012).
Measurable

· A positive vibe among the relatives can be naturally observed with the kind of
gesture that they would exchange with the members of the family.

The goal can be easily achieved if all the guests and invitees are treated with great
Attainable affection. Personal attention from the host, the children, will definitely add good
essence to make the relationship strong.

The Goal is very realistic because it can be assumed that everyone will participate
Realistic heartily in the Golden Jubilee anniversary party of the couple. It is also expected that
the relatives will also try to mend the harsh feelings that have ever persisted.

Timely The objective can be fulfilled timely because it will probably a couple or two long
hours’ event. It is expected that the invitees will participate that in turn will help to
 achieve the targeted objective.

Proposed theme of the event

The theme chosen for this event is a ‘Story Party’ where a comfortable atmosphere shall be put up.
A rocker shall be put in the middle of the hall or stage. The guests shall be asked to prepare a story
or memory about the couple that they would like to share at this time (Raj, Walters and Rashid
2013). The family members shall also share images on a digital screen where the audience could
see their lives beginning from the courtship till present. As event managers, the images sent by the
clients shall be arranged in a story-form where the audience shall see the couple beginning their
new lives, vacationing around the world, kids coming into their lives, togetherness with family and
friends. The story props and photos shall be spread out in the room where people would see
memories together.

Proposed venue

Since the couple first met in Paris, the venue shall be chosen within the city. ‘Heritage Hall’ is a one
stop venue just west of downtown Paris, Texas. The venue brings a unique and cosy feel for the
visitors to the place (Napompech 2014). There are dressing rooms, bars, restrooms and kitchen to
meet the basic needs. The hall also consists of chairs, starting tables and vendor bookings as
different elements. The venue gives access to both indoor and outdoor packages for conducting the
event. There is a large inventory of equipment and supplies to meet the needs (Heritage Hall 2016).

trategic planning tools

The tools that are necessary for developing the plan of the event can be recommended here:

The purpose and the theme of the event have already been decided
Visioning the situation and thus it is expected that visualizing the same situation all kind of
arrangements will be made (Matthews 2011).

To fulfil the set objectives, it is important to make a mind map prior

commencing the arrangements. Step by step requirements are to
Making a mind map be jotted down using charts and tables. If required, the planning can
be made using computer software and programs (Rothaermel
2013).
 The team members should be assigned with their respective duties.
Building a team There should be a leader who will be responsible to take care of
those volunteered members.

There should be constant communication among the team

members and the clients as well regarding the palling of the event.
Thorough communication This can be achieved by face to face communication or by
contacting them by phone calls or text messages (Michalco and
Navrat 2012).

Assessment 2: Event Feasibility Report

After analysing the needs of the clients for the special event, a feasibility report of the same can be
made here. Depending upon the various needs of the event, the following can be categorised under
the below mentioned heads:

Political need:

Since, the event is a personal anniversary party celebrating 50 years of happily weeded life; there
shall not be any inclusion of political matters.

Public support for the event: Since, there will be arrangements of music and other amusement
activities such as lighting fire crackers etc. public support of the nearby residents might be required
(Kilkenny 2012).

Supportive and teamwork: The members of the event organizer as well as the family members who
have contributed in the event should develop a supportive and team work attitude. Each and every
person must work together as a team.

Human resource needs

Human resource includes those who will have physical presence in the event and is also responsible
for making the event memorable and successful. The human resource needs include:

Availability of skilled and professional workforce: It falls under the responsibility of the event
organizer to appoint capable and skilled workforce who would perform as a team to achieve the
same target and make the event memorable for everyone (Brown 2014).
Availability of supplementary volunteer workforce: Along with specific categorised team members
there should be availability of supplementary workforce as well who will act as helpers to the existing
workforce (Bowdin et al. 2013).

Answer:

Einführung

The aim of this report is to develop a strategic plan for the 50th Wedding Anniversary. It is an
important milestone in a couple’s life together. This report provides an opportunity for friends and
relatives to join the couple in their celebration and a renewal of vows (Raj, Walters and Rashid
2013). The paper provides analysis of the client requirements, stakeholders and theme of the event.
The report also provides an event feasibility report covering operational and key issues. Lastly, the
communication and operations plan for the wedding anniversary. The action plan of the event is
discussed.

Assessment 1: Briefing Of The Event

Analysis of clients’ requirements

The children of the happy couple approached to plan an event for their parents’ golden jubilee. Upon
discussing the client requirements, it is analysed that the client requires a memorable event for their
parents. Since the event is a golden jubilee, the client wanted everything in gold such as the
invitation cards, decorations, dress codes and gifts. The clients desire to choose a venue in the
same city where their parents met for the first time. They wish for a beautiful golden decor to which
the guests would be startled. Additionally, the clients hope to gift a memento to the attendees or the
guests that would be of some utility. The client put forward their wishes of having a playlist of their
parent’s favourite tracks. Also, to capture the loveliest moments a photographer is required (Raj,
Walters and Rashid 2013). The music and dance shall help in making the ceremony memorable.
The entire venue shall be decorated with yellow lilies, golden curtains, table spreads and crockery
with a touch of gold.

Analysis of stakeholders and their needs

The stakeholders for the anniversary party and their needs can be summarised below:

List of stakeholders Expected needs of the stakeholders

 The anniversary couple would be expecting cheerful surprises. Thus, the
The couple theme of the party should include many surprises for the couple. Moreover,
special attention to their comfort should also be given.

Since, the children had to spend good sum of money on the celebration, their
expectation level automatically risen (Berridg 2012). Their requirements can
Host of the event
be fulfilled only by serving the guests with great attention and making the
event memorable for their parents as well.

People belonging to this genre have high expectation regarding their treatment
in public forums (Shuai et al. 2016). It is advisable that a band or a badge is
Invited VIPs and
given to the VIPs, so they can be easily recognised. Waiters and others
celebrities
responsible for taking care of the guests shall be instructed to pay more
attention to these people in respect to their food and comfort level.

General requirements of invitees include good food, well mannered waiters

Other invitees including and availability of help for any kind of issues or queries. Thus, apart from
friends and relatives people serving food and beverages, availability of guests’ care executives will
add a special touch in guests’ servicing (Silvers and Goldblatt 2012).

Photographers, videographers, music operators, decorators, electricians and

others, responsible for the technicalities of the celebration, should not be
Technical helpers
avoided regarding their requirements (Napompech 2014). There should be
arrangement for everything that is required for their respective jobs.

Others include the volunteers who will be responsible for looking after the
Others arrangements and other related things in the party. They might require co-
operation of the guests and other attendees.

Mission And Vision Statement

The owners of the event or the children have a reason to celebrate this occasion to get across the
relatives. This event shall help the relatives in mending the fences and get along well together.
Additionally, the aim of this event is to have their family take notice of their abilities. The mission is to
conduct an event with creative and broad spectrum of experience and make the occasion
memorable for the couple, family members and friends. We hear the work and needs to generate the
event of their dreams. Their wishes shall turn out to be the instructions and it would intend to be an
achievement (Bowdin et al. 2012).

Goals and Objectives

The goals and objectives of the event can be supported by SMART criteria:

· The main aim of the party is to make it a life time memorable event for the
couple as well as the other invitees.
Specific
· Another aim of the event as mentioned earlier is to dilute the bitterness among
the relatives and create a sweet bonding among everyone.

· The success of the set objectives can be easily measured by getting feedbacks
from the couple and the attendees of the party, whether the event can be regarded as a
memorable one (Smith 2012).
Measurable

· A positive vibe among the relatives can be naturally observed with the kind of
gesture that they would exchange with the members of the family.

The goal can be easily achieved if all the guests and invitees are treated with great
Attainable affection. Personal attention from the host, the children, will definitely add good
essence to make the relationship strong.

The Goal is very realistic because it can be assumed that everyone will participate
Realistic heartily in the Golden Jubilee anniversary party of the couple. It is also expected that
the relatives will also try to mend the harsh feelings that have ever persisted.

The objective can be fulfilled timely because it will probably a couple or two long
Timely hours’ event. It is expected that the invitees will participate that in turn will help to
achieve the targeted objective.

Proposed theme of the event

The theme chosen for this event is a ‘Story Party’ where a comfortable atmosphere shall be put up.
A rocker shall be put in the middle of the hall or stage. The guests shall be asked to prepare a story
or memory about the couple that they would like to share at this time (Raj, Walters and Rashid
2013). The family members shall also share images on a digital screen where the audience could
see their lives beginning from the courtship till present. As event managers, the images sent by the
clients shall be arranged in a story-form where the audience shall see the couple beginning their
new lives, vacationing around the world, kids coming into their lives, togetherness with family and
friends. The story props and photos shall be spread out in the room where people would see
memories together.

Proposed venue

Since the couple first met in Paris, the venue shall be chosen within the city. ‘Heritage Hall’ is a one
stop venue just west of downtown Paris, Texas. The venue brings a unique and cosy feel for the
visitors to the place (Napompech 2014). There are dressing rooms, bars, restrooms and kitchen to
meet the basic needs. The hall also consists of chairs, starting tables and vendor bookings as
different elements. The venue gives access to both indoor and outdoor packages for conducting the
event. There is a large inventory of equipment and supplies to meet the needs (Heritage Hall 2016).

Strategic planning tools

The tools that are necessary for developing the plan of the event can be recommended here:

The purpose and the theme of the event have already been decided and
Visioning the situation thus it is expected that visualizing the same situation all kind of
arrangements will be made (Matthews 2011).

To fulfil the set objectives, it is important to make a mind map prior

commencing the arrangements. Step by step requirements are to be jotted
Making a mind map
down using charts and tables. If required, the planning can be made using
computer software and programs (Rothaermel 2013).

The team members should be assigned with their respective duties. There
Building a team should be a leader who will be responsible to take care of those
volunteered members.
 There should be constant communication among the team members and
the clients as well regarding the palling of the event. This can be achieved
Thorough communication
by face to face communication or by contacting them by phone calls or
text messages (Michalco and Navrat 2012).

Assessment 2: Event Feasibility Report

After analysing the needs of the clients for the special event, a feasibility report of the same can be
made here. Depending upon the various needs of the event, the following can be categorised under
the below mentioned heads:

Political need:

Since, the event is a personal anniversary party celebrating 50 years of happily weeded life; there
shall not be any inclusion of political matters.

Public support for the event: Since, there will be arrangements of music and other amusement
activities such as lighting fire crackers etc. public support of the nearby residents might be required
(Kilkenny 2012).

Supportive and teamwork: The members of the event organizer as well as the family members who
have contributed in the event should develop a supportive and team work attitude. Each and every
person must work together as a team.

Human resource needs

Human resource includes those who will have physical presence in the event and is also responsible
for making the event memorable and successful. The human resource needs include:

Availability of skilled and professional workforce: It falls under the responsibility of the event
organizer to appoint capable and skilled workforce who would perform as a team to achieve the
same target and make the event memorable for everyone (Brown 2014).

Availability of supplementary volunteer workforce: Along with specific categorised team members
there should be availability of supplementary workforce as well who will act as helpers to the existing
workforce (Bowdin et al. 2013).

Population Needs
People who will be participating in the event both as a guest and as a volunteer form the population
of the event (Caiazza and Audretsch 2015). Population needs can be fulfilled by:

Presence of the invitees: Assurance should be made that the relatives, friends and others who are
going to be the part of the event should turn up to the event. They should be invited with warm
regards because without their presence, the purpose of the event will not be fulfilled.

Presence of the volunteers: Other volunteers such as the manager of the event, waiters and
waitresses responsible for serving food to the guests, musicians and light man and other staffs are
also included in the list of population need required for the event.

Infrastructure needs

Issues related to the venue of the event can be regarded as the infrastructure need of the event. For
this purpose, booking of the venue should be made properly.

Booking venues on appropriate dates: The selected date should not clash with any other events.

Enough capacity of the venue: The capacity of the venue must fulfil the requirements. There should
be enough space that there remains a comfort zone for every invitee and attendee (Daniels, Lee and
Cohen 2012).

Availability of proper arrangements: Proper arrangement including availability of chair, sofas, enough
glasses and cutleries along with serving plates, proper lights, well decorated stage and other things
should be made.

Financial needs

While planning for the event, it is expected that an estimated budget will be made. The client might
be asked for complete or partial payment. But, in all respect, the expenses have to be beard by the
client or the children of the couple.

Start up funding: It might not happen that due to scarcity of fund, the planning made on the theme of
the event gets hampered. For the start up arrangements, necessary funds can be collected from the
host of the event (Getz and Page 2016).

Cash flow: For later financial needs of the event, the cost will be borne by the host only. It might
happen that the event organizer would invest the money at several point of need and later reimburse
the same from the host.

Approval and regulatory needs

There is no such requirement of permission from any regulatory body or authority but certain
sustainability factors must be kept in check. These factors shall count the following concerns:

Sustainability and environmental concern: There should not be any kind of activities that would harm
the environment. It is advisable that there should not be use of any kind of plastic articles. The
glasses, plates and the cutleries must be either made of glass or other materials like steel or silver
(Yeoman 2013). The wastes that will be generated after the event that might include wasted food
should be disposed of properly.

Risks of the event: If the music or the chaos in the event becomes too loud, then there might raise
certain risks to make the event peaceful (Andersson and Lundberg 2013). Again, for burning the fire
crackers as well, it is advisable to take prior permission from the nearby authority.

Sponsorship and marketing needs

Since, it is a personal party there is no such involvement of sponsorship for the event. The total
expense of the event will be beard by the host or the children of the couple. There should not be any
kind of charity as well that might compel the guests to give donation. It is a family oriented party
which does not support the idea of sponsorship and marketing the event. At a larger perspective, the
news of the event will be known to the relatives and friends because the event will become a topic of
discussion among them.

Marketing Need

The event is not meant for everyone. Only the relatives and friends of the family are invited so there
is no such scope for marketing or promoting the event (Raj, Walters and Rashid 2013). People can
be invited by the following ways:

Invitation by invitation cards: Only the desired people will be invited by sending them invitation cards
in personal. It can be given directly hand to hand or it can be sent by courier. Along with the
invitation card, if a memento or some edible items like dry fruits or chocolates are sent then it can
add a personal touch to the invitation method.

Verbal invitation: At many times it happen that few people get missed out and the same thing is
realised at the last moment. It might also happen that someone comes across with the host suddenly
before the function. In all such instances, all that works is a verbal invitation. Thus, it is expected that
few people can be invited by calling (phone call) them or requesting them face to face to attend the
party.
Assessment 3: Communication And Operation Plan

This part of the paper deals with communication and operation plan that is an important part for
planning anniversary event.

Communication plan

Communication plan should include both internal and external communications. Communicating with
the members of the event organizer is considered internal communication, whereas, communicating
with the client and the other stakeholders, responsible for complete operation of the event, falls
under external communication (Coombs 2014). The communication plan can be broadly classified
under three main heads. These are:

Pre-event communication

All the necessary arrangements required for the event must be done prior to the event. These
include communication with the client, team members and the people responsible for other
arrangements. It must be noted that communication with the client and the team members is to be
carried on throughout the three stages of communication and not only in pre-event communication.

With client: The most important part of the communication process is communicating with the client.
The event organizer is expected to remain in constant touch with the client. This can be achieved by
organizing time to time meetings with the clients. Discussing everything step by step and in details is
the foremost requirement for making the event hustle free. Following methods can be used for
constant communication:

Meetings: Understanding the requirements and expectations of the client is very important. It can be
achieved by face to face or direct communication only. It is important to call for a meeting and
discuss everything in detail (Broadbent 2013). At the same time, negotiation regarding budget or any
other factor can be also made. Decisions regarding food, decoration, music or orchestra and other
arrangements can be discussed in details in a meeting. If required, meeting can be called more than
once depending upon the convenience of both the parties.

Conversation by phone calls: Once everything is discussed and decided, there might arise various
confusions or thoughts regarding certain alterations in the plan. For such situations, discussing the
matter over phone calls can solve any kind of dilemma. Thus, it is expected that both client and the
organizer confirm any kind of inclusion or exclusion in the plan by just a verbal talk.

Text messages: In the era of Watsapp and image-texting, photos of the selected materials that shall
be used for decoration or the designs of the serving dishes and cutleries can be sent to the client for
confirmation (Atefeh and Khreich 2015). This way the arrangements can be made easier and quicker
along with confirmation from the clients’ side.

Creating Facebook page: A Facebook page can be created exclusively for the event and up comings
of the event can be declared there. Invitation can be sent to as many members as possible and any
news related to the event can be posted there (Koolwal et al. 2016).

With the team members: Each member is responsible for their respective jobs and duties. They must
be assigned with their respective jobs. The manager or managers of the event is expected to take
care that everything remains on track and there is availability of all kinds of necessary materials
required for the event (Yeoman 2013). All the team members must stay connected with each other
and they keep communicating by the means of phone calls or text messages before, during and till
the event ends up successfully.

The guests: Both the VIPs and other invitees must be communicated to attend the event. Invitation
cards must be sent to them by post or in personal, as required. They must be warmly invited to
attend the party on the proposed date.

With other stake holders: Other stake holders including the decorators, musicians, light man,
photographer and videographer, florists, card maker and others who are responsible for the
completion of the event. Each and every person must be narrated the theme and the actual
requirements of the event. Each and everything should be made clear to each stakeholder. Other
discussions regarding payment or timing shall also be made during the communication (Silvers and
Goldblatt 2012). Meeting each of them and explaining the scenario could have been the best
possible way to achieve success in event.

Communication during the event

Since all the necessary requirements will be met during the pre-event phase, no such
communication is required during the event. However, as already mentioned a constant
communication with the client and the team members should not be interrupted. Again, the
stakeholders who will be present there at the event, such as the musician should be communicated
and instructed the necessary things (Coombs 2014). During the event, communication is carried on
only with the people who are responsible for the success of the event. However, it has to be kept in
mind that a constant communication with the client is very vital in every stage of the event.

Post-event communication

Since, the client, stakeholders and the team members of the organizer are involved in this particular
event, post-event communication will be made with these people only.
Feedback from client: The client and the couple should be communicated and feedback from them
should be taken regarding the management and overall performance of the team during the event.
This is very important because acknowledging both the positive and the negative aspects of the
event is very important for the event organizer (Daniels, Lee and Cohen 2012).

Tallying accounts with operational stakeholders: Making payment to the stakeholders responsible for
the operational activities in the event is important. Generally, full payment is not made at the
beginning and only an advance is given. The remaining amount is given after the event. So
communicating with these stakeholders after the event is important. Tallying all accounts and
payments to these people is generally done in the post-event communication phase of the event.
Thus, it is expected that the same thing will be done properly in the last phase of communication.

Since, the event is a personal family oriented event and not a corporate or political event; any kind of
communication with other authorities or political people, is not necessary in the post-event
communication phase.

Management and operation plan

It is called ‘Event Management’ because the main aim of organizing an event is to manage the
complete operation of the event. Strategic tools play an important role in the management and
operation of the event. Moreover, the role of the managers who are responsible for taking care of the
whole event holds great importance. The management and operation phase can again be divided
into three broad categories:

Management and operation during set up

The necessary requirements that have to be done before the commencement of the event falls
under the management and operational function during the set up. The following steps might be
included:

Framing the mission and vision statement: It is necessary to frame the mission and vision statement
of the event by consulting with the client. It has to be done during the set up phase of the event
(Broadbent 2013).

Strategy planning: The main purpose of making a plan is to make everything clear to the people
responsible for complete operation of the event. Thus, it is expected that a detail plan of the theme
of the event and systematic operation be noted during the set up of the plan.

Jotting down the plan: The manager responsible for the complete operation should jot down the
plan. The duties and responsibilities should be given to the people or the stakeholders who are the
in-charge of the event (Walker 2014). For the same purpose, a presentation can be made where
each and every person will be addressed confirming their respective duties.

Management during presentation phase

Execution of the set plan and keeping a check on the ongoing plan is the major requisites of the
management function during the presentation phase. Here, the presentation phase means the time
when the event will actually take place. These steps might include:

Execution of the plan: This is the most important stage of the event. Executing the plans properly as
per the set up plan should be executed properly. People responsible for every task must
acknowledge their respective responsibilities (Daniels, Lee and Cohen 2012).

Keeping a check on the plan: A thorough check on the planning that has been made during the set
up phase of the operation should be kept. The manager of the event must be responsible for taking
care of every action and operation carried by the members of the team.

Management and operation after pack down

The managerial operation does not end even after the event is finished. Complete responsibility
regarding the pack up of the event also falls under the job responsibility of the event organizer.
There will be no such operational activities once the event is over but acknowledging the feedback of
the event is very important (Getz and Page 2016). The manager is expected to take care of
complete pack down of the event. Moreover, it is also expected that the manager of the organizer
will approach the client and the guests to get feedback from them.

End Note:

The above discussion has narrated all the important elements that are necessary to make an event
successful. It has to be kept in mind that approaches should be different for different types of events.
This particular paper highlights the event management for 50th Wedding anniversary of a couple.
However, the approach would have been different if it was a different event. The above stated plan
can be fruitful for the said event if all the steps are taken with proper attention.

References
Acdc.com, 2016. Homepage. [online] AC/DC Official Website. Available at: <https://www.acdc.com/>
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