SCAB-LUS H EV EN TS

CO .
March 22,2017

HON. ARTHUR B. ROBES

City Mayor
City of San Jose del Monte, Bulacan

Sir:

I have the honor to present to you the event proposal of SCAB-LUSH Events Co. for your “Invitational Chess Tournament” on May
26, 2017, for your perusal.

Hoping this will merit your kind consideration for which I am profoundly grateful.

Very truly yours,

cacapasion
CHRISTENED ARBEE C. PASION
Owner
 A chess tournament is a series of chess games played
competitively to determine a winning individual or team. Since the first
international chess tournament in London, 1851, chess tournaments have
become the standard form of chess competition among serious players.
Today, the most recognized chess tournaments for individual competition
include the Linares chess tournament (now defunct) and the Tata Steel
chess tournament. The largest team chess tournament is the Chess
Olympiad, in which players compete for their country's team in the same
fashion as the Olympic Games. Since the 1950s, chess computers have
even begun entering the tournament scene.
Most chess tournaments are organized and ruled according to
the World Chess Federation (FIDE) handbook, which offers guidelines and
regulations for conducting tournaments. Chess tournaments are mainly held
in either round-robin style, Swiss system style or elimination style to
determine a winning party.
 EVENT BRIEF
Title : INVITATIONAL CHESS
TOURNAMENT
Venue : Paradise Adventure Camp
Resort
Location : Paradise Farm, Tungkong
Mangga, City of San Jose del
Monte Bulacan
Date & Time : May 26, 2017, 9:00 am-5:00 pm
Theme/ Concept : Roman Themed
 Goals/ objectives
 provide opportunity for developing players
with ratings to compete against players with
similar strength, offering them a friendly yet
competitive environment

 encourage more chess players to participate in this

event and to spread and strengthen the chess
culture
 SWOT ANALYSIS
STRENGT WEAKNESSE OPPORTUNI THREATS
HS S TIES ✓Possible bad weather
 More prospective
✓Traffic condition at conditions
✓Creative and clients
Tungkong Mangga  Can build and ✓Uncontrollable attitude
hardworking staff establish relationship
✓Narrow road towards the of Dumagats
to other prospective
/ committee venue clients ✓Health condition of
✓Reasonable  Strengthened the
✓Unexpected participants some guests especially
partnership with the
budget cost who wanted to join the present client those who have diabetes
✓Well ventilated contest but failed to and hypertension
register and bought ticket
and big venue
✓bad weather condition
space
✓Will not reach the
✓Venue is very
expected number of
accessible participants due to
unavoidable circumstances
 Action plan
✓Determine alternative route for possible re-blocking

✓Continuous monitoring of PAGASA weather condition for possible

cancellations

✓Advertise the event through media

✓Contact and get in touch with the people / attendees ahead of time

✓Execute the event as planned

Company partners
WORKING COMMITTEE
PROJECT MANAGEMENT GROUP FIELD OPERATIONS GROUP
(PMG) (FOG)
-Overall Project Management -Execution of the event according to
-Planning and Conceptualization the standards set by client and PMG
-Client Servicing -Recruitment and briefing of project-
-Total Quality Management based staff
-PR Work
EVENTS / CREATIVE GROUP (CG) LOGISTICS GROUP (LG)
-Concept Execution -Motorpool / Transport Requirements
-Event Styling -Materials & Supplies Forecasting
-Design of Collaterals -Permits
HUMAN RESOURCE (HR) FINANCE (FIN)
-Recruitment of Employees and -Audit and Accounting
Project-Based Managers and -Procurement / Purchasing
Supervisors
-Training of personnel according to
organizational objectives
 INVITATIONAL CHESS TOURNAMENT 2017

TIME PROGRAM PARTICIPANTS EFFECTS

9:00PM – INGRES Stage
5:00PM preparation
Permits and bills
Venue lay-out
Materials and
equipments
7:00am – 8:00am Registration Clients Team
Security Team
Events Staffs
 NESTEA’S WATER SPORT FEST IN BORACAY 2016

TIME PROGRAM PERSON-IN- EFFECTS

CHARGE
8:00am – 9:00am Opening Program
-Prayer SCABLUSH
-National anthem LGU-CSJDM
-Welcome remarks Hon. Arthur B.
-Game Rules Robes, City Mayor
CYSDO Head

9:00am – 5:00pm Competition Proper

5:00 – 6:00 p.m. Awarding

Ceremonies
Closing Program
 SCAB-LUSH CO.

Food
Sect.

Guest Guest Clients Guest Guest

table table Table table table
system
Sound

STAGE AND CEREMONIALS

SAME SET UP FOR UNIFORMITY

 Location map
HOW TO GET THERE: Paradise Paradis

Adventure Camp is 7 km away from

e
adventu
re camp

SM Fairview. From SM Fairview,

turn right and drive all the way until
you reach Tungkong Mangga, San
Jose del Monte Bulacan. When you
see Jollibee Tungko, you turn right.
You will find Paradise Farms High
School, and from there you will find
a .50 meter rough road on the right
side, drive until you reach Paradise
Adventure Camp.
The target market of this event are the tourist and the sportsmen of the tourist location as our venue. And
since there are so many water sports activities that cause that much a package with all inclusions of the
events amenities is the strongest factor of the marketing of the event.

Since you can’t enjoy boracay escapades without trying the amenities it can give, it is the advantage of the
client to sell some tickets for the event so there is a high possibility that they can retrieve budget with the
marketing of the event. But the ticketing and other finance related to marketing/ selling it should be held
under by the client or hire another suppliers for manpower for that designated sect.

The venue is outdoor itself and there is no other events on the same day, so it’s a 100% accurate
(Theoretically) that our event will be the center of attraction in the district 3.

Another factor is that District 3 is the chain marketing of the island. It is an advantage for us to sell tickets
within our partner food chains for the successful outcome of the event.
 TASK TIMELINE

• CONCEPT AGREEMENT AND 6 MONTHS PRIOR

FINALIZATION TO THE EVENT
• BUDGET APPROVAL
• CONTRACT SIGNING
• REFERRALS AND SPONSORSHIP
• TACKLING OF THE EVENT
PROGRAMS
• BUDGET ADJUSTMENTS IF ANY
• FINALIZING OF THE INVITATION,
TARPOULINS, AND BACKDROP
• RESERVATION OF THE VENUES
• REQUESTR PERMIT SIGNING AT
THE MUNICIPALITY
• INQUIRING WITH THE BIGGER
PRODUCTION SUPPLIERS
• CONSULTATION OF THE EVENT’S
PRIOR
• 25% DOWNPAYMENT(1st
Installment)
 TASK TIMELINE

• FOLLOW UPS 5 MONTHS PRIOR

• UPDATES TO THE EVENT
• CHANGES AND CONFIRMATIONS
• CLIENT’S PERCEPTION
• OCULAR ON THE VENUES
• FOLLOW UPS 4 MONTHS PRIOR
• UPDATES TO THE EVENT
• CHANGES AND CONFIRMATIONS
• CLIENT’S PERCEPTION
• FOLLOW UPS 3 MONTHS PRIOR
• UPDATES TO THE EVENT
• CHANGES AND CONFIRMATIONS
• CLIENT’S PERCEPTION
• 2nd INSTALLMENT
 TASK TIMELINE

• FOLLOW UPS 2 MONTHS PRIOR

• UPDATES TO THE EVENT
• CHANGES AND CONFIRMATIONS
• CLIENT’S PERCEPTION
• 3rd INSTALLMENT

• FOLLOW UPS 1 MONTH PRIOR

• UPDATES TO THE EVENT
• CHANGES AND CONFIRMATIONS
• CLIENT’S PERCEPTION
• BOOKING OF THE SUPPLIERS
• FOLLOW UPS 3 WEEKS PRIOR
• UPDATES TO THE EVENT
• CHANGES AND CONFIRMATIONS
• CLIENT’S PERCEPTION
 TASK TIMELINE

• FOLLOW UPS 2 WEEKS PRIOR

• UPDATES TO THE EVENT
• CHANGES AND CONFIRMATIONS
• CLIENT’S PERCEPTION
• FOLLOW UPS 1 WEEK BEFORE
• UPDATES THE EVENT
• CHANGES AND CONFIRMATIONS
• CLIENT’S PERCEPTION
• PRINTING OF THE INVITATIONS,
TARPOULINS, AND ETC
• RENTAL CONFIRMATIONS FOR
THE AMENITIES
 TASK TIMELINE

• FOLLOW UPS 5 DAYS PRIOR TO

• UPDATES THE EVENT
• CHANGES AND CONFIRMATIONS
• CLIENT’S PERCEPTION
• SPREADING OF FLYERS
• PROMOTIONS ON SOCIAL MEDIA
• INVITATIONS MUST SENT TO THE
RECIEVERS
• LAST PAYMENT OF THE BALANCE
INSTALLMENT
• FOLLOW UPS EVENT PROPER
• UPDATES
• CHANGES AND CONFIRMATIONS
• CLIENT’S PERCEPTION
• TWO DAYS BERFORE THE ACTUAL
EVENT THE SAKURA TEAM MUST
BE AT BORACAY ALREADY
• 5 DAYS AFTER THE EVENT,
CONTINGENCY FUN CAN BE
 We have booked your event on September 2, 2017, Saturday, at the Paradise Adventure Camp Resort, as your
request. Upon confirmation, we would be requiring payment of your reservation fee equivalent to 25% of the total estimated
charges. Said fee is non-refundable and shall serve as guarantee for your booking. Contingency fee is also charged but is
refundable. Non-compliance with the said requirement shall automatically release your booking to waitlisted clients without prior
notice.

Furthermore, please find below the scheduled payment of your remaining balance:

April 12, 2017 (Wednesday) 25% Installment

June 16, 2017(Friday) 25% Intsallment (remaining 50%)
July 28, 2017(Friday) 25% Installment (Remaining 25%)
September 2, 2017(Saturday) 25% Installment (0% balance)

September 4, 2017(Monday) Refunding the Contingency fund

*Only the remaining of the fund if
some damages will occur.

Said payments can be made in CASH, MANAGER’S CHECK, CASHIER’S CHECK, COMPANY CHECK OR
BANK DRAFT provided that all checks issued are cleared by the issuing bank at least four (4) working days prior to event. All
payments are accepted by our Treasurer from Mondays thru Fridays, except holidays from 9am-5pm only. Payments can also
be made through bank counters

BDO Account No………………………………………….0535477891257569

 EVENT CHECKLIST
Particulars Description Quantity
• Registration table Long table 1
– Registration paper Short bond paper 4

– Ballpen Black 4
– Chairs Monoblock 4
• Tournament proper    
– Chess clock Chai (rent only) 55

– Chairs Monoblock 110

– Tables   55
– Chess set Chai (rent only) 55

– Manpower    
• Arbiter Recommended by Phil. Sports Commission 10
• Tabulator Recommended by Phil. Sports Commission 2
– Tabulation White board 1
board
– Record   1
notebook
 Laptop   1
 Printer   1
 LED projector   1
 Trophies   6
 Medals   6
 Decorations    
– Backdrop (8x6 sq. ft.)@15.00 per   1
sq. ft.
– Posters (5x3 sq. ft.) @15. 00 per   15
sq. ft.
– Tickets   150 pcs.
– Microphone Wireless 2
– Speakers Samson 4
– Rostrum c/o Paradise 1
Adventure Camp
– Food for the staff and guests 150 per pax 30
– Corsage   20
– Usherettes   3
– Ambulance c/o LGU 1
– Security c/o LGU 3
 BUDGET PROPOSAL
Decoration and Venue 70,000.00
Food for the guest and staff @150 ea 7,500.00
Prizes and trophy 30K, 15K, 10K, 15K, 7,5K, 5K 85,000.00
Game Officials (Arbiter, Tabulator, Assistant 35,000.00
tabulator staff)  
 
SUBTOTAL 197,500.00
Event Organizer fee 29,625.00
 
  227,125.00
This contract is entered between HON. ARTHUR B. ROBES, City Mayor of City of San Jose del Monte, Bulacan
(Client) and Ms. Christened Arbee C. Pasion (Owner) Proprietor of SCAB-LUSH Co.

TERMS AND CONDITIONS

SCAB-LUSH Co. will provide full professional services as negotiated and included on the proposals and
plans in the event, but not limited to event managing, hosting, staging, directorship, and will provide the necessary
supplies for SCAB-LUSH Co. which will be held Paradise Adventure Camp Resort on September 3, 2017. And will
pay the Total amount of Php 227,125.00 for the entire service provided. Paying the amount of full cash can be
received anytime from the time of the contract signing TWO MONTHS before the event.

Refunding the payment is possible but only the half of the down payment or 25% of the full payment
in our account for losses and other matters. If installment basis, first down payment is non-refundable as deal here
in the contract. Amounting to Php 315,465.13 is to be paid upon the completion of this contract as a DEPOSIT to
hold the date ( deposit is not refundable). And the balance of the total amount per installment) to be paid on 2 nd
nd

installment, 3 installment, final installment (Three months/Two months /event proper before September 2, 2017
rd
rd

Saturday) the date of the event.

As of the Php 70,100.00 Contingency Fund/ Emergency Fund is refundable, no deduction will be deducted
on the amount not unless and only the damage cost of the event , only the actual cost of the damage/s.

SCAB-LUSH Co. will furnish labor and equipment, materials including set – up and break down.

By;
HON. ARTHUR B. ROBES CHRISTENED ARBEE C. PASION
Client Owner, SCAB-LUSH Co.
City Mayor, CSJDM Bulacan