COMPANY PROFILE

WHO WE ARE
Fiestar Events is a full-service event management company that specializes in birthdays, weddings,
corporate events, seminars and conferences, team buildings and private events.

It started in the early 1990’s as Zenry Sounds Incorporated, an event sound provider which was
owned by Mr. and Mrs. Antonio Dela Vega. The company was then turned over to their five children
namely; Josephine, Gizelle, Arvin, Jonnel and Kristine. Zenry’s Sounds Inc. dominated all the events in
Nueva Ecija which led the Dela Vega siblings to expand the service of their company through organizing
meaningful and unforgettable events thus; Zenry Sounds Inc. became Fiestar Events in 2005.

Fiestar Events inspired to cater all events with pride as our own branding of a modern fiesta in all
Filipino occasions, with affordable but quality range of prices in organizing different events. We have
already succeeded in big events such as the Hot Air Balloon Festival in Pampanga and the Lantern Festival
in one of the most prestigious state universities in the Philippines, Central Luzon State University. Now,
Fiestar Events has grown to proposed project higher level to penetrate Visayas and Mindanao.

As the name of our company connotes, it suggests a vibe of festivity and celebrations. This is what
we desire to impart to our beneficiaries and clientele. We strive to be the most reliable and creative event
management company in the country. We make sure you get the best of service at the most cost-effective
rate.

OUR MISSION
Fiestar Events is committed to deliver the most creative and festive moments and cherished
memories through our excellent and personalized services like no other without compromising the
company’s ideals and integrity.

OUR VISION
Fiestar Events as a leading event organizing company in the country, provides excellent quality
service and generates the most creative, innovative and festive ideas. We work hard to be also well-known
not only locally but internationally as we bring the culture of our country with a modern touch where
creativity and festivity collides.
OUR VALUES
S-Safety, Quality, and Environmental Performance and Commitment.

T-Technically leading solutions and teamwork.

A-Aim for continual improvement and exceeding our customers’ expectations.

R-Respect for our customer, employees, shareholders suppliers and the public.

OUR GOALS
1. To be one of the most well-known names in the industry of event planning.

2. To produce top quality event services.

3. To provide excellent and personalized service.

4. To expand our business and to be able to establish branches in other areas.

5. To cater events not only in our locality, but also in neighboring localities.

PRODUCTS AND SERVICES

Fiestar Events is a full-service professional event planning company that specializes in corporate events,
fundraisers, long service awards, grand opening, conferences and private events. We handle all details
involved with the event process so you can focus on what’s important to you.

Our services include:

Pre-Event Planning
• Budget creation & management
• Detailed critical path and timelines created specifically for your event
• Branding creation and custom marketing strategy
• Social media planning
• Creation of sponsorship packages specific to your event
• Venue booking and contract negotiation, event Management, Design & Marketing
• Online registration set up and management
• Speaker and sponsor management
• Floor plan layout and décor planning
• Menu creation specific to your event
• Execution of every detail of your event!
 • Extensive list of local professionals to help make your event extra special: Entertainers,
photographers, musicians, graphic designers & marketing experts, caterers, audio visual specialists,
florists, rental companies and more.

Onsite Management & Post Event

• Volunteer management
• Onsite set up and day-of management
• Detailed timelines, showflows & MC scripts
• Friendly and trusting staff
• Stage management
• Tear down and clean-up of your event
• Post event summary and follow up
 – ORGANIZATIONAL CHART –

GIZELLE O. YARCIA
Owner and Event Head

Key Executive Event Team Technical Team

Hilary Yarcia Windy Gallegos Uriel Pangalilngan

Event Planner Marketing Specialist Security Coordinator

Elnhor Sebastian Princess Picar Ezekiel Pararuan

Event Manager Suppliers Coordinator Technical Coordinator

Andrea Dugay Cecil Dizon Angelo Cargar

Event Assistant Suppliers Coordinator Sounds Technician
– PROPOSAL LETTER TO THE CLIENT –
May 10, 2020

ANNE LOIRAINE M. LAGMAY

President
International Climate Change Research Institute
Science City of Munoz, Nueva Ecija

Dear Ms. Lagmay,

Greetings!

Fiestar Events is pleased to present our proposal to manage and organize the 30th Annual International
Conference on Climate Change. Your call informing us about the said event ignited our desire to serve the
advocates of climate change in our country. We believe that we are the best choice for the delivery of service aligned
with the expectations of clients, and create the occasion a remarkable event.

During the course of our decade in the business, organizing seminars and trainings have been such an at ease job for
us. Knowing that your line of work requires a lot of attention, we will ensure you that organizing this event will be
reduced from your workload. We will be handling it as smooth as possible the way you want it to be handled. We’ll
make sure that all the final decisions regarding the seminar will be coming from you.

As per your call, the 30th Annual International Conference on Climate Change will be held on the April 3, 2021 and
you wanted it to take place in a conference room via resort. We are very much available for that period of time to
assist you in making the conference that will heal the world an event where creativity and festivity collides.

Should you have further queries regarding the abovementioned matter, please do not hesitate to contact us.

Thank you very much. We are hoping for your positive response.

Respectfully yours,

GIZELLE O. YARCIA
Owner and Event Head
Fiestar Events
– LETTER TO THE SUPPLIER –
May 16, 2020

MR. JOVIT P. PADAMA

Owner, Jo Printing Shop
Cabanatuan City, Nueva Ecija
+639123456789

Dear Mr. Padama,

Greeting!

We would like to inform you that we are in need of your printing services for the upcoming event to be handled by
our company on April 3, 2021. The said event is a one-day conference on 30 th Annual International Conference on
Climate Change. We are expecting 50 participants for the said activity. Here are the products that we need:

 50 Printed white Polo Shirts for participants

 12 Printed blue Polo Shirts for organizers
 62 Printed katsa bags 4x10
 62 souvenir mugs with add-ons of bag of tea, stirrer and box
 2 9ft x 7ft tarpaulin for the gate entrance and conference entrance

Please send us a draft of the design for the following products for the reason that the approval of the hosts will be
needed before anything else.

We are looking forward for a boundless partnership with you for this event. We are hoping for your positive response.
If you have any concerns regarding this matter, you can contact us at 044-234-443. Let us entwine our hands in
making this an extra remarkable event.

Respectfully yours,

GIZELLE O. YARCIA
Owner and Event Manager
Fiestar Events
– CLIENT CONTRACT –
This contract services enters into by and between, Fiestar Events, 143 Star Bldg. Magsaysay District, Nueva Ecija
3118, 0995-123-4567, represented by Miss Gizelle O. Yarcia and Miss Anne Loiraine M. Lagmay, International
Climate Change Research Institute, Science City of Munoz, Nueva Ecija.

WITNESSETH:

This contract is made effective as of May 15, 2020 by and between Extravaganza Events represented by Miss Gizelle
O. Yarcia and Miss Anne Loiraine M. Lagmay. The contract services as an agreement of distribution of services
and compensation in organizing the 30th Annual International Conference on Climate Change, which will be held on
April 3, 2021.

1. SERVICE
1. Fiestar Events is responsible for full-planning and executing the events. This includes planning, making
appropriate reservation, organizing, handling on logistic and executing.

2. PAYMENT
2.1 As an event company, the clients agrees to pay the total amount of ₱345,449.00 to us. A non-refundable
deposit of 50% ₱172,724.50 will be made as an initial deposits and a due on the date that his contract
goes into effect.
2.2 The remaining balance of ₱172,724.50 shall be due no later than (3) months prior to the date of the
event. If the balance is not received within the period of time, an interest of 20% of the remaining
balance shall be charged for every week the balance is past due.

3. DATE AND CHARGES AND CANCELLATION

3.1 If there is a change on the date of the event, we will make the best effort possible to accommodate the
new date. The client makes sure to notify us 1 month before the event. The clients understand that the
last minute changes can affect the quality of the event and these changes are not necessarily the fault of
the event company.
3.2 In the cancellation of the event, the client should notify the event company no later than 2 months prior
to the planned date. Should the event cancelled after that deadline, we may collect 70% of the amount.

ANNIE LORAINE M. LAGMAY GIZELLE O. YARCIA

Client Event Manager

Witnesses:
1. ___________________________ 2. __________________________
– SUPPLIER CONTRACT –
 This contract is made effective of June 19, 2020 by and between Fiestar Events represented by Miss Gizelle O.
Yarcia and Mr. Jovit Padama of Jo Printing Shop.

1. Item Purchased

Supplier agrees to sell, and the costumer agrees to buy, the following products in accordance with terms and
conditions of their agreement.

Description Quantity Unit Total

Printed white Polo 50 pcs 400.00 ₱20,000.00

Shirts

Printed blue Polo 12 pcs 400.00 ₱4,800.00

Shirts

Printed katsa bags 62 pcs 85.00 ₱5,270.00

4x10

souvenir mugs with 62 pcs 200.00 ₱12,400.00

add-ons of bag of
tea, stirrer and box

9ft x 7ft tarpaulin 2 9ft x 7 ft 10.00 per sq.ft. ₱1,260.00

TOTAL ₱43,730.00

2. Product Standard

The supplier should deliver the products 3 months before the event to countercheck the quantity and quality of
the products.

3. Damage of Product

If there are any damages upon receiving the products, the suppliers are to charge upon and the Extravaganza
Events has nothing to do it.

4. Payment

The event company will pay the total amount of ₱43,730.00 to Jo Printing Shop. Fifty percent (50%) amounting
to ₱21,865.00 will be made as an initial deposit. The remaining balance of ₱21,865.00 shall be given upon the
receipt of product.

MR. JOVIT PADAMA MISS GIZELLE O. YARCIA

Owner, Jo Printing Shop Event Manager
– EVENT BRIEF –
 EVENT BRIEF

CONTACT COORDINATOR Gizelle O. Yarcia

Owner and Event Manager

Fiestar Events

143 Star Bldg. Magsaysay District, Nueva

Ecija 3118

www.fiestar.com.ph

0995-123-4567

EVENT 30th Annual International Conference on

Climate Change
 To formulate a solution to solve climate
OBJECTIVE/S change
 To provide awareness on the massive
effects of global warming
 To give opportunities to independent
inventors or scientists and companies
to develop technology that can help
humanity against global warming

THEME “Strengthening Technology Against

Climate Change”

CLIENT Anne Loiraine M. Lagmay

President

International Climate Change Research

Institute

Science City of Munoz, Nueva Ecija

DAY/DATE Saturday / 03 April 2021

TIME 8:00 am – 5:00 pm

BUDGET ALLOCATION ₱345,449.00

NO. OF GUESTS 84 pax (50 participants, 10 host and party,

 2 speakers, 22 performers)

PARTICIPANTS/GUESTS Climate Change Advocates

LOCATION Highland Bali Resort and Function Hall

INVITATION To be given on 10 July 2020

DIRECTIONAL SIGNAGE Entrance, Exit, Dressing Room Parking

Area

PARKING SERVICES Highland Bali Resort and Function Hall

Parking Space

SET-UP Assigned seating

 – EVENT TIMELINE –

EVENT TIMELINE

ACTIVITY DATE

Meeting with the client and presentation 10 May 2020

of proposal letter

Signing of contracts and memorandum of 15 May 2020

agreement

Planning the event concept 16 May – 31 March 2021

Meeting with client for 18 June 2020
presentation/finalization of event
concepts

First meeting with the suppliers 18 June 2020

Contract signing with suppliers 19 June 2020
Second meeting with suppliers (payment 25 June 2020
for deposit)

Ocular visit to the venue with the client 01 July 2020

Sending invitation to speakers and 10 July 2020

performers

First meeting with the working committee 15 July 2020

Confirmation of attendance (speakers and 01 August 2020
performers)

Revisiting the venue 01 September 2020

Rehearsal (performers) 01 October 2020
Final meeting with the client 05 January 2021
Finalization of event particulars 10 January 2021
Ingress 03 April 2021
4:00 AM – 7:00 AM

Egress 03 April 2021

5:30 PM – 8:00 PM

Actual Event 03 April 2021

Post meeting with the client 05 April 2021
Post meeting with working committees 06 April 2021
 – BUDGET PROPOSAL –

BUDGET PROPOSAL

SERVICES AMOUNT

VENUE ₱60,000.00
 Ampi-theater for Conference Proper
 Airconditioning Unit
 Room Rentals for Speakers
 Parking Space
 Traffic Enforcers
 Security Guards
 Non-contact thermal scanner
 Footbath
  Alcohol and sanitizer
SOUNDS AND LIGHTS ₱20,000.00
 Led Screen
 Wireless Microphones
 Tabletop Microphones
 Speaker
 Amplifier
 Spotlight
 Generator
DECORATIONS ₱24,000.00
 Linens
 Tables and Chairs
 Table top
FOODS AND DRINKS ₱60,000.00
 Buffet Lunch for 84 pax
 Morning Snack
 Afternoon Snack
PERFORMERS/HOST ₱15,000.00
 Master of Ceremony
 Tanghalang Gagalaw ng CLSU
 Maestro Singers
SOUVENIRS ₱40,000.00
 Printed white Polo Shirts for
participants
 Printed blue Polo Shirts for
organizers
 Printed katsa bags 4x10
 Souvenir mugs with add-ons of bag
of tea, stirrer and box
 9ft x 7ft tarpaulin for the gate
entrance and conference entrance
SPEAKERS ₱30,000.00
 Speaker 1 – Professional Fee
 Speaker 1 – Gas Allowance
 Speaker 2 – Professional Fee
 Speaker 2 – Gas Allowance
INVITATIONS ₱10,000.00
TOTAL ₱259,000.00
 – WORKING COMMITTEE –

WORKING COMMITTEE

STAFF AREA REQUIREMENTS FUNCTION

Staff 1 Ampi-Theater  Table Assist participants
(Receiving Area)  Non-contact in registration
thermal scanner
 Footbath
 Pens
 Attendance Sheet
 Ampi-Theater  Catering Check/Settle the
Equipment area
Staff 2 Ampi-Theater  Seat Plan Assist participants
based on seat plan

 Catering Check/Settle the

Equipment area
Staff 3 Ampi-Theater  Seat Plan Assist participants
based on seat plan

 Catering Check/Settle the

Equipment area
Staff 4 Ampi-Theater  Seat Plan Assist speakers
and performers

 Catering Check/Settle the

Equipment area
Staff 5 Ampi-Theater  Seat Plan Assist speakers
and performers

 Catering Check/Settle the

Equipment area
Staff 6 Ampi-Theater  Seat Plan Assist speakers
and performers

 Catering Check/Settle the

Equipment area
 – FLOOR PLANS –

AMPI-THEATER FLOOR PLAN

Legend:

Participants

Speakers

Host and Party

Performers
– LIST OF SUPPLIERS –

LIST OF SUPPLIERS
 COMPANY NAMES SERVICES

Highland Bali Resort and Function Hall Venue

Sounds and Lights
FACES 1 Lights and Sounds
Decorations
SAMthing Special Decors
Foods and Drinks
VIP Family Style Catering
Performers/Host
Freelancers
Souvenirs
Jo Printing Shop
Speakers
Freelancers
Invitations
Ar-Si-Ey Crafts

LIST OF ALTERNATIVE SUPPLIERS

 COMPANY NAMES SERVICES

Crystal Waves Resort and Events Venue

Sounds and Lights
Vibe Lights and Sounds
Decorations
Yuan Decorations
Foods and Drinks
7 Sisters Catering Services
Performers/Host
Freelancers
Souvenirs
ABB Printing Shop
Speakers
Freelancers
Invitations
Lovelyn Invites
– DETAILED BUDGET –

DETAILED BUDGET
Event: 30th Annual International Conference on Climate Change

Client: Ms. Anne Loiraine M. Lagmay

Budget: ₱345,449.00

Attendees: 84 pax (50 participants, 10 host and party, 2 speakers, 22 performers)

Day/date/time: Saturday / 03 April 2021 / 8:00 am to 5:00 pm

VENDOR /
SERVICES PARTICULAR AMOUNT TOTAL
LOCATION
Highland Bali Venue  Ampi-theater ₱35,000.00
Resort and  Airconditioning Unit ₱10,000.00
Function Hall  Room Rentals for ₱10,000.00
Speakers ₱5,000.00
 Parking Space
 Traffic Enforcers -
 Security Guards ₱2,500.00
 Non-contact thermal ₱2,500.00
scanner ₱3,000.00
 Footbath
Alcohol and sanitizer ₱2,000.00 ₱60,000.00
FACES 1 Sounds and  Led Screen ₱10,000.00
Lights and Lights  Wireless ₱2,000.00
Sounds Microphones
 Tabletop ₱2,000.00
Microphones
 Speaker ₱1,000.00
 Amplifier ₱1,000.00
 Spotlight ₱2,000.00
 Generator ₱2,000.00 ₱20,000.00
SAMthing Decorations  Linens
Special Decors  Tables and Chairs
 Table top ₱24,000.00
VIP Family Foods and  Buffet Lunch for 84 ₱29,400.00
Style Catering Drinks pax (350 per pax)
3 dish meals,
dessert, drink
 Morning Snack for 84
pax ₱16,800.00
 Afternoon Snack for
84 pax ₱16,800.00
₱63,000.00
Freelancers Performers/Ho  Master of Ceremony ₱5,000.00
st  Tanghalang Gagalaw
ng CLSU ₱5,000.00
 Maestro Singers
₱5,000.00 ₱15,000.00
Jo Printing Souvenirs  Printed white Polo ₱20,000.00 ₱43,730.00
 Shop Shirts for participants
 Printed blue Polo
Shirts for organizers ₱4,800.00
 Printed katsa bags
4x10
 Souvenir mugs with ₱5,270.00
add-ons of bag of
tea, stirrer and box ₱12,400.00
 9ft x 7ft tarpaulin for
the gate entrance
and conference
entrance ₱1,260.00
Freelancers Speakers  Speaker 1 –
Professional Fee ₱12,000.00
 Speaker 1 – Gas
Allowance ₱3,000.00
 Speaker 2 –
Professional Fee ₱12,000.00
 Speaker 2 – Gas
Allowance ₱3,000.00
₱30,000.00
Ar-Si-Ey Crafts Invitations ₱10,000.00
Sub-Total ₱265,730.00
Contingency Fund (15%) ₱39,859.50
Professional Fee (15%) ₱39,859.50

GRAND TOTAL ₱345,449.00

– DETAILED PROGRAM FLOW –

DETAILED PROGRAM FLOW

Event: 30th Annual International Conference on Climate Change

Client: Ms. Anne Loiraine M. Lagmay

Budget: ₱345,449.00

Attendees: 84 pax (50 participants, 10 host and party, 2 speakers, 22 performers)

Day/date/time: Saturday / 03 April 2021 / 8:00 am to 5:00 pm

TIME FLOW ALLOTED IN REQUIREMENTS

TIME CHARGE
8:00-8:30 Registration and 30 mins. Staff 1  Table
entrance of Staff 2  Non-contact
participants & thermal scanner
Staff 3  Footbath
 Pens
 Attendance Sheet
8:30-8:40 Opening 10 mins. Tanghalang Music
performance Gagalaw ng Carinosa
CLSU
Staff 4
Staff 5
&
Staff 6
8:40-8:50 Opening Song 10 mins. Maestro Music
Singers Share this Earth as
Staff 4 Christmas Gift
Staff 5 Microphone
&
Staff 6
8:50-9:00 Opening 10 mins. Host Microphone
Ceremony
9:00-9:30 Break 30 mins. Whole Catering equipment
Working
Committee
9:30-12:00 Keynote 150 mins. Speaker 1 Microphone
Staff 4
Staff 5
&
Staff 6
12:00-1:00 Lunch Break 60 mins. Whole Catering equipment
Working
Committee
1:00-3:30 Plenary 150 mins. Speaker 2 Microphone
 Staff 4
Staff 5
&
Staff 6
3:30-4:00 Break 30 mins. Whole Catering equipment
Working
Committee
4:00-5:00 Closing 60 mins. Host Microphone
Ceremony
– LIST OF MENU –

LIST OF MENU
 BUFFET LUNCH

MENU A MENU B MENU C

Main Dish: Main Dish: Main Dish:
- Beef Broccoli - Braised Beef - Beef Stir-Fry
- Fish Fillet - Sweet and Sour Pork - Cordon Bleu
- Buttered Vegetables - Stir-Fry Vegetables - Glazed Vegetables
Dessert:
- Buko Pandan - Blueberry cheesecake - Mixed Fruits
Drinks:
- Orange Juice - Lemon Iced Tea - Four Season

SNACK AM

MENU A MENU B MENU C

Main Dish: Main Dish: Main Dish:
- Tuna Pasta - Lasagna - Baked Macaroni
Side Dish: Side Dish: Side Dish:
- Bacon-Avocado Fries -Honey Garlic Cauliflower - English Muffin Pizza
Drinks
- Orange Juice - Lemon Iced Tea - Four Season

SNACK PM

MENU A MENU B MENU C

Main Dish: Main Dish: Main Dish:
- Chicken Pasta - Carbonara - Meatball Pasta
Side Dish: Side Dish: Side Dish:
- Eggplant Chips - Sweet Potato Chips - Avocado Chips
Drinks:
- Orange Juice - Lemon Iced Tea - Four Season
– RISK MANAGEMENT –
 RISK MANAGEMENT

RISK CAUSE CONTINGENCY PLAN

Weather Unexpected Rain/Storm

Monitor Weather
condition
Sound System Technical Problem Stand by Venue’s
Staff/Sound’s Electrician
Parking Area Too much vehicles Ensure the parking area
upon confirmation of
guests
Running Out of Food Large number of
unexpected guests Stand by Caterer
Use Contingency Fund