TRIBUTE &

RETIREMENT
PARTY
Daang Bakal Street, Sto. Niño, Gapan City, Nueva Ecija 3105

vsmcreations@gmail.com

09269292049
 COMPANY PROFILE

VSM Creations is an event planning management based in Gapan

City, Nueva Ecija. It was founded by Vee Jay San Mateo last October
27, 2017 with a dream of becoming the best within the locality.
Through hard works and dedication, the company begun to cater clients
in nearby provinces in making their dream celebrations a cherished one.

COMPANY HISTORY
VSM Creations is a personally named event management company. It
was originated from the owner’s name initials. The company was
created after the owner got excellent feedbacks from his relatives’
visitors in an event where he was the head organizer. From then on, he
started to build the company and dreamed to help clients in making
their celebrations the most happiest and memorable ones .
 MISSION

To provide timely and quality services with superior touch of

creativity and innovation. To filled every event with wonders

and adventures by designing a unique program for every event

that will surely last forever in our clients’ lives.

Address : Daang Bakal Street, Sto. Niño, Gapan City, Nueva Ecija
VISION
3105

Mobile No. : 0926-9292-049 VSM Creations aspires to be the most reputable events
Telephone No. : (044) 958-5765

E-mail Address : vsmcreations@gmail.com planning and management company, providing diversity and
Facebook Page : VMS Creations, “We Plan. You Celebrate”
success of our programs event that will surely last forever in our
Instagram/Twitter : @VSMCreations

clients’ lives.
December 7, 2020

MRS. ROSELLE GREGORIO

San Nicolas, Gapan City
Nueva Ecija

Dear Mrs. Gregorio,

Greetings!

Thank you for trusting VMS Creations for your husband’s tribute and retirement party.

We, VMS Creations, as one of the leading events planners are organizing excellent deals
for events. We assure you to provide all your expectations and give you an extraordinary
service for your husband’s retirement day.

For more information and to review about our exciting and amazing services, you can
view our facebook page VMS Creations, “We Plan. You Celebrate” or email us at
vmscreations@gmail,com. To personally discuss the details, just contact us at
09269292049 and we will be there.

We guarantee that we will give your husband the most and cherished party in his life.

Thank you and God Bless!

Sincerely yours,

VEE JAY G. SAN MATEO

Owner, VMS Creations
 CONTRACT

This agreement is entered into this ______ day of _________________, 2020 by and
between VSM Creations, hereafter referred to as “VSM CREATIONS” and ROSELLE
GREGORIO, hereinafter referred to as “CLIENT” whose respective addresses are set
forth in this page of Agreement.

TERMS AND CONDITIONS

 VSM Creations is responsible in providing the services needed

 VSM Creations shall have the most appropriate suppliers for the event
 VSM Creations shall have the 10% contingency fund if it is not use for any
additional/emergency expenses.
 The Client must pay a retainer fee of 50% in advance to secure the services of the
event team, along with a signed contract. 50% of the retainer fee is refundable if
the service is not performed.
 The Client is responsible in paying remaining balance of 30% on the events day
and 20% on the following day after the event.

VEE JAY G. SAN MATEO ROSELLE GREGORIO

Owner, VSM Creations Client
Signature over printed name Signature over printed name
Services Offered

Birthday Party

Tribute Party

Retirement Party

Christmas Party

Halloween Party

Farewell Party

Christening

Wedding

Anniversary

Debutante Ball

Graduation Ball

Address : Daang Bakal Street, Sto. Niño, Gapan City, Nueva Ecija 3105

Mobile No. : 0926-9292-049

Telephone No. : (044) 958-5765

E-mail Address : vsmcreations@gmail.com

 Previous Clients

Christening

Irene Simbulan

Evangeline Perez Retirement Party

Angeline Santos Paulina Perez

Corazon Cabungcal

Wedding

Mr. and Mrs. Fernandez Debutante Ball

Mr. and Mrs. Santos Beatriz Lorido

Mr. and Mrs. Dela Cruz Lieza Garcia

Anniversary

New Rural Bank of San Leonardo, Inc.

New Gapan Tire Center

Address : Daang Bakal Street, Sto. Niño, Gapan City, Nueva Ecija 3105

Mobile No. : 0926-9292-049

Telephone No. : (044) 958-5765

E-mail Address : vsmcreations@gmail.com

 Regular Clients

Mr. and Mrs. Santos

Wedding

Christening Corazon Cabungcal

Tribute & Retirement Party

New Rural Bank of San Leonardo, Inc Anniversary

Anniversary

Christmas Party New Gapan Tire Center

Christmas Party

Irene Simbulan Anniversary

Christening

7th Birthday

Address : Daang Bakal Street, Sto. Niño, Gapan City, Nueva Ecija 3105

Mobile No. : 0926-9292-049

Telephone No. : (044) 958-5765

E-mail Address : vsmcreations@gmail.com

 Testimonials / Feedback

Address : Daang Bakal Street, Sto. Niño, Gapan City, Nueva Ecija 3105

Mobile No. : 0926-9292-049

Telephone No. : (044) 958-5765

E-mail Address : vsmcreations@gmail.com

Organizational Structure

Address : Daang Bakal Street, Sto. Niño, Gapan City, Nueva Ecija 3105

Mobile No. : 0926-9292-049

Telephone No. : (044) 958-5765

E-mail Address : vsmcreations@gmail.com

 Event Team/Working Committee and Responsibility

Event Planner – in charge with the overall Photographer – in charge in capturing the best
concept of the event from ingress to egress moments in the event.

Venue Coordinator – in charge and works for Videographer – in-charge with the video
the venue of the event. documentation .

Event Safety Coordinator – assures the safety Master of Ceremony – in-charge in making the
of the guests while the event is ongoing. Also, event lively and fun.
in-charge in monitoring the health protocols.
Usherettes – in charge in guests’ book signing
Caterer – provides and prepares food and and assisting guests for the assigned table.
beverages. Also in-charge with the over-all
decorations of the venue. Address : Daang Bakal Street, Sto. Niño, Gapan City, Nueva Ecija 3105

Mobile No. : 0926-9292-049

Telephone No. : (044) 958-5765

E-mail Address : vsmcreations@gmail.com

 Inventory of Suppliers

SERVICES HIGH-END BUDGET-FRIENDLY

Venue Casa Granja Events Venue, Inc. Three Kings Parish Center

Catering Services Luz Kitchenette Sol’s Catering Services Gapan

Video/Photography Eris Ramos Digital Photography Heartnet Photographics

Cake Provider Edna’s Cakeland N.E. Food Products

Leonard's Invitation and Souvenirs
Party Needs
Eight Kings Digital Printing
TopSound Lights and Sound System
Lights and Sounds
Party Jam Digital Lights & Sound

Address : Daang Bakal Street, Sto. Niño, Gapan City, Nueva Ecija 3105

Mobile No. : 0926-9292-049

Telephone No. : (044) 958-5765

E-mail Address : vsmcreations@gmail.com

 Three Kings Parish Center
Venue Consuelo Street, Gapan City, Nueva Ecija
(044) 486 0471

Sol’s Catering Services Gapan

Catering Services 500 Divina Pastora Subd., Bayanihan, Gapan City, Nueva
Ecija 3105
0915-674-2905 Event Suppliers

Eris Ramos Digital Photography

Video/Photography Gapan City, Nueva Ecija
0917-416-2093

Edna’s Cakeland
Cake Provider Kapitan Pepe Subd., Cabanatuan City, Nueva Ecija
(044) 958-9673

Leonard's Invitation and Souvenirs

Party Needs Don Simeon St., San Vicente, Gapan City, Nueva Ecija
(044) 958-6374

TopSound Lights and Sound System

Lights and Sounds Gapan City, Philippines
0955-367-5520 Address : Daang Bakal Street, Sto. Niño, Gapan City, Nueva Ecija 3105

Mobile No. : 0926-9292-049

Telephone No. : (044) 958-5765

E-mail Address : vsmcreations@gmail.com

 Venue Luz Kitchenette

Catering Services Luz Kitchenette

List of Alternative Suppliers

Video/Photography Heartnet Photographics

Maria J's Custom Made Cakes and

Cake Provider
Pastries

Party Needs Eight Kings Digital Printing

Lights and Sounds Party Jam Digital Lights & Sound

Address : Daang Bakal Street, Sto. Niño, Gapan City, Nueva Ecija 3105

Mobile No. : 0926-9292-049

Telephone No. : (044) 958-5765

E-mail Address : vsmcreations@gmail.com

[Date]
[Supplier Name]
[Supplier Address]

Good day Madam/Sir! Letter to Suppliers

VSM Creations will conduct a special event on December 29, 2020 at Three Kings Parish
Center.

We would like to ask for your help and assistance for the upcoming event. We need your
services and we want to have a close and good work cooperation with you. Let us make
every detail unforgettable and successful. Let us give them a whale of a time to have fun.

Let’s make it together!

We hope you are pleased with this arrangement. We look forward to a successful working
relationship with your company.

Sincerely yours,
Address : Daang Bakal Street, Sto. Niño, Gapan City, Nueva Ecija 3105
VEE JAY G. SAN MATEO Mobile No. : 0926-9292-049
Owner, VSM Creations Telephone No. : (044) 958-5765

E-mail Address : vsmcreations@gmail.com

 CONTRACT

This agreement dated on ________ day of ________________, 2020 will serve as the
contract for the services that will be provided by the [SUPPLIER NAME] for the
upcoming event. [SUPPLIER NAME] will not take any cancellation of the contract 12 Sample Contract with Suppliers
days before the event day. [SUPPLIER NAME] and VSM Creations will be binded by this
contract as both parties.

WHEREAS, our management is preparing for a “Tribute and Retirement Party” to be

held on the 29th day of December, 2020 in [EVENTS PLACE]
TERMS AND CONDITIONS

 In this contract, VSM Creations and their affiliates will not be held responsible for
any liability, loss and damage to materials and equipment.
 The supplier is bound to serve the event when the contract is already agreed.
 Both parties must be informed in any emergency situations 12 days before the
event.

NOW THEREFORE, that by their mutual covenants and for good and valuable
consideration, the receipt and sufficiency of which is hereby acknowledged, the parties
agreement in the following conditions above.

VEE JAY G. SAN MATEO [NAME ] . Address : Daang Bakal Street, Sto. Niño, Gapan City, Nueva Ecija 3105

Mobile No. : 0926-9292-049

Owner, VSM Creations Supplier Telephone No. : (044) 958-5765
Signature over printed name Signature over printed name E-mail Address : vsmcreations@gmail.com
EVENT BRIEF

Address : Daang Bakal Street, Sto. Niño, Gapan City, Nueva Ecija 3105

Mobile No. : 0926-9292-049

Telephone No. : (044) 958-5765

E-mail Address : vsmcreations@gmail.com

 Name of Event Tribute and Retirement Party

To make it a fun event for the guests and

retiree. Honor the retiree and express
Objective appreciation for the years of hard work, as Event Brief
well as wishing the retiree a very successful
and fun retirement.
Theme Beach-Themed

Motif White, Skyblue and Dark Blue

Client Roselle Gregorio

Retiree/Celebrant Regino Gregorio

Budget Allocation P 180,000.00

Address : Daang Bakal Street, Sto. Niño, Gapan City, Nueva Ecija 3105

Mobile No. : 0926-9292-049

Telephone No. : (044) 958-5765

E-mail Address : vsmcreations@gmail.com

 Day/Date/Time Tuesday/December 29,2020/5:00PM

No. of Guests 120 pax

Event Brief

Guests/Participants Family/Relatives, Friends and Workmates

Venue/Location Three Kings Parish Center, Gapan City

Parking Access Parish Center parking area

Parking space, Powder Room, Photobooth,

Directional Signages
Medics, Guestbook, Participants

Projector (video presentation of the retiree

Audio Visual from birth to present and also tribute for Address : Daang Bakal Street, Sto. Niño, Gapan City, Nueva Ecija 3105

all his hard works) Mobile No. : 0926-9292-049

Telephone No. : (044) 958-5765

E-mail Address : vsmcreations@gmail.com

PROPOSED
PROGRAM

Address : Daang Bakal Street, Sto. Niño, Gapan City, Nueva Ecija 3105

Mobile No. : 0926-9292-049

Telephone No. : (044) 958-5765

E-mail Address : vsmcreations@gmail.com

 TIME ACTIVITY IN-CHARGE REQUIREMENTS
5:00pm-5:30pm Arrival of Guests Event Safety Coordinator • Secure the venue
Event Coordinator • Registration (for contact tracing)
• Proper sanitation before entry and checking of body
temperature
• Distribution of face masks and writing materials for
Venue Coordinator guests’ messages to the retiree
• Ushering Guests to their designated seats
• Photographer/Videographer
5:30pm-5:35pm Invocation Co-worker • Guests’ Participation
• Photographer/Videographer
5:35pm-5:45pm Welcome Remarks Mrs. Gregorio • Guests’ Participation
• Photographer/Videographer
5:45pm-6:00pm Entrance of the Retiree MC/Program Host • Lively Welcoming for the retiree
Retiree • Guests’ Participation
Sound & Light Technician • Play background music
• Spotlight
• Photographer/Videographer

6:00pm-6:15pm 15-minute Video Presentation of Retiree’s Son / Projector Operator • Play video clip
retiree’s childhood memories • Photographer/Videographer
6:15pm-6:30pm Intermission Number Family & Relatives • Music and Lighting
• Photographer/Videographer

6:30pm-6:35pm Prayer for Dinner Co-worker • Guests’ Participation

• Photographer/Videographer
 TIME ACTIVITY IN-CHARGE REQUIREMENTS
6;35pm-7:15pm • Dinner Caterer/Service Crew • Food Serving
• 15-minute Video Presentation Retiree’s Son/Projector Operator • Play Video Clip
about Retiree’s Career Journey • Photographer/Videographer

7:15pm-7:30pm • Intermission Number Co-workers • Music and Lighting

• Picture Taking (per guest table) • Photographer/Videographer
7:30pm-8:00pm Games (charade & trivia) MC/Program Host • Guests’ Participation
• Game Prizes
• Photographer/Videographer
8:00pm-8:30pm Retirement Wishes and Messages Retiree’s Family, Relatives, Friends • Guests’ Participation
and Co-workers • Photographer/Videographer

8:30pm-8:35pm Toast in Honor of the Retiree All • Guests’ Participation

• Photographer/Videographer
8:35pm-8:40pm Awarding of Certificate of Employer • Certificates & Plaque
Recognition/Appreciation to the • Photographer/Videographer
Retiree & Plaque
8:40pm-8:50pm • Collection of written messages MC/Program Host • Guests’ Participation
and read at least 5 • Photographer/Videographer
• Distribution of Souvenirs Event Coordinator • Souvenirs
8:50pm-8:55pm Thank you message Retiree • Photographer/Videographer

8:55pm-9:00pm Closing Remarks & end of party MC/Program Host • Photographer/Videographer

 BUDGET
PROPOSAL

Address : Daang Bakal Street, Sto. Niño, Gapan City, Nueva Ecija 3105

Mobile No. : 0926-9292-049

Telephone No. : (044) 958-5765

E-mail Address : vsmcreations@gmail.com

 Supplier Services/Inclusion Particulars Amount Total
Three Kings Parish Center VENUE P 1,000.00 / P 15,000.00 P 15,000.00
• Reception space exceeding hour
• Stand-by generators
• Parking lot
• Stage
• Projector

Sol’s Catering Services CATERING SERVICES 120pax x P 400.00 P 48,000.00 P 48,000.00

Gapan • Venue Decorations
• Tables and chairs
• Food utensils
• Waiters with proper uniform
• Full set-up of the venue
Dinner Menu
• Plain / Garlic Rice
• Beef w/ broccoli
• Pork lengua w/ cream sauce
• Chicken cordon bleu
• Mixed vegetable w/ seafood
• Fish fillet w/ tartar sauce
Soup- Crab & Corn/Mushroom
Appetizer-Vegetable Salad
Desserts
• Fruit salad / Chopped fresh fruits

Sub-total P 63,000.00
 Supplier Services/Inclusion Particulars Amount Total
Sub-total forwarded P 63,000.00
Drinks & Beverages
• Water
• Four Seasons Beers and wines not P 15,000.00 P 15,000.00
• San Mig Apple / Light included in the package
• Wine

Eris Ramos Digital VIDEO & PHOTOGRAPHY P 20,000.00 P 20,000.00

Photography • 1 videographer
• 1 photographer
• Full edited video
• Raw and edited photos
• Files on flashdrive
• Free usb
• Photo album
• Photobooth (beach background)

Edna’s Cakeland Beach-Themed Cake P 3,500.00 P 3,500.00

Leonard’s Invitation and INVITATIONS

Souvenirs • Beach-themed invitations 120pax x P 30.00 P 3,600.00
SOUVENIRS P 8,400.00
• 60ml alcohol with chain 120pcs. x P 40.00 P 4,800.00

Sub-total P 109,900.00
 Supplier Services/Inclusion Particulars Amount Total
Sub-total forwarded P 109,900.00
TopSound Lights and Sound LIGHTS & SOUNDS P 7,000.00 P 7,000.00
System • Reception lights
• Spotlight
• Sound system
• Wireless microphones
• DJ
Other Expenses • Supplies (alcohol, facemask, P 7,000.00 P 7,000.00
logbook, writing paper, ballpen, game
prizes, thermal scanner)
• Certificate with frame and Plaque P 2,000.00 P 2,000.00
• Designs for beach-themed area P 5,000.00 P 5,000.00
• Memory lane area P 2,000.00 P 2,000.00
• Program host P 3,000.00 P 3,000.00
Total Expenses P 135,900.00
Contingency Fund 10% P 13,590.00
Subtotal P 149,490.00
Professional Fee 20% P 29,898.00
GRAND TOTAL P 179,388.00
 VENUE P 15,000.00

CATERING P 63,000.00

VIDEO & PHOTOGRAPHY P 20,000.00

Proposed Budget Summary
THEMED CAKE P 3,500.00

INVITATIONS & SOUVENIRS P 8,400.00

LIGHTS & SOUNDS P 7,000.00

OTHER EXPENSES P 19,000.00
TOTAL EXPENSES P 135,900.00
CONTINGENCY FUND 10% P 13,590.00
SUBTOTAL P 149,490.00
PROFESSIONAL FEE 20% P 29,898.00
GRAND TOTAL P 179,388.00 Address : Daang Bakal Street, Sto. Niño, Gapan City, Nueva Ecija 3105

Mobile No. : 0926-9292-049

Telephone No. : (044) 958-5765

E-mail Address : vsmcreations@gmail.com

 SET A SET B SET C

300 350 400

Appetizer Appetizer Appetizer
Coleslaw Green Salad Vegetable Salad
 
Soup Soup Soup Package Options (Menu)
Mushroom Soup Mushroom/Crab & Corn Soup Mushroom/Crab & Corn Soup
 
Main Dish Main Dish Main Dish
Plain Rice Plain Rice Plain/Garlic Rice
Beef w/ Mushroom Beef w/ mushroom Beef w/ broccoli
Sweetened Broccoli w/ garlic Creamy Vegetable Pork Lengua w/ cream sauce
Lumpiang Shanghai Fried Chicken Chicken cordon bleu
  Fish Fillet w/ tartar sauce Mixed Vegetable w/ seafood
Fish Fillet w/ tartar sauce

Dessert Dessert Dessert

Buko Pandan Buko Salad Buko Salad/Chopped fresh fruits
 
Drinks Drinks  Drinks
Water Water Water
Iced tea Cucumber lemonade Four Seasons
   
Address : Daang Bakal Street, Sto. Niño, Gapan City, Nueva Ecija 3105

Mobile No. : 0926-9292-049

Telephone No. : (044) 958-5765

E-mail Address : vsmcreations@gmail.com

 Date Activities

December 7, 2020 Letter to Client

December 9, 2020 First meeting with the client

December 11, 2020 Letter to Suppliers

Event Timeline / Action Plan
December 13, 2020 Meeting with the Suppliers

Second meeting and contract signing with the client.

December 15, 2020
Inform the Supplier about the upcoming event

December 16, 2020 Ocular Visit and Booking of the Venue

Briefing with working committees and inform all the individuals

December 17, 2020
who are part of the program
Give updates/feedbacks and ask for additional requests if there is
December 18, 2020
any

December 19 – 26, 2020 Preparation

December 27, 2020 Final Call to all suppliers and working committees

December 28, 2020 Ingress

December 29, 2020 Event’s Day (Egress) Address : Daang Bakal Street, Sto. Niño, Gapan City, Nueva Ecija 3105

Mobile No. : 0926-9292-049

December 30, 2020 Closing and final meeting with the client Telephone No. : (044) 958-5765

E-mail Address : vsmcreations@gmail.com

      
RISK CAUSE CONTINGENCY PLAN/S
 

Failure to comply with the  Strict implementation of health and Possible Risks & Discrepancies
Covid-19 Transmission
health protocols safety protocols

 Use Contingency Fund

Large number of unexpected
Running out of Food  Additional set of foods kept in
guest
pantry containers

Loss of Power Supply Unexpected power interruption  Stand by generator/s

 Ensure the parking area upon

confirmation of guests.
Congested Parking Too much vehicles
 Coordinate properly for the
estimated guest vehicle

Address : Daang Bakal Street, Sto. Niño, Gapan City, Nueva Ecija 3105
Sound System Technical problem  Back up sound system set Mobile No. : 0926-9292-049

Telephone No. : (044) 958-5765

E-mail Address : vsmcreations@gmail.com

 Aircon Aircon

Stage

C o m fo r t C o m fo r t
Room
Beach-Themed

EX IT
Backdrop

EX IT
Room

2 1

S a nit a t ion a r e a
Detailed Floor Plan

S a nit a t ion a r e a

S e cu r it y /
S e cu r it y /
3 5

A ir c on
4 6

A ir c on
9 7

10 8

R ed C a rp et
13
Fo o dT a ble

11

Fo o dT a ble
12 14

17 15

18 16
A ir con

A ir c on
19 20

Medics Photobooth

M em or yLane

Working area
CLOSED AREA
for caterer
Address : Daang Bakal Street, Sto. Niño, Gapan City, Nueva Ecija 3105

Mobile No. : 0926-9292-049

Security Telephone No. : (044) 958-5765
Registration/Sanitation ENTRANCE
Area E-mail Address : vsmcreations@gmail.com
Address : Daang Bakal Street, Sto. Niño, Gapan City, Nueva Ecija 3105

Mobile No. : 0926-9292-049

Telephone No. : (044) 958-5765

E-mail Address : vsmcreations@gmail.com

Thank you!

Address : Daang Bakal Street, Sto. Niño, Gapan City, Nueva Ecija 3105

Mobile No. : 0926-9292-049

Telephone No. : (044) 958-5765

E-mail Address : vsmcreations@gmail.com