Graduation Ball Proposal 2

Republic of the PhilippinesCity of Taguig

Taguig City UniversityGen. Santos Avenue, Central Bicutan, Taguig City

2013 GRADUATION BALL

Basic Details of the Graduation Ball1. Date: March 15, 20132. Venue: Taguig City University (Auditorium)3. Theme: Fun Towards Professionalism 4. Dress Code: Semi-formal attire

The Theme of the Graduation BallMasquerade1. Sentimental part Celebration part2. Lights and Sounds3. Music4. Overall Mood

The Ball Committee

The Graduation Ball Committee or BallComm is composed of the Marketing Management Student’s to plan, to organize and to facilitate the Graduation Ball this year. The members of the BallComm represent the whole committee or the school in dealing with transactions.

The selection of the members of the BallComm is done through submission of written application forms and oral interviews conducted by the Marketing Student. After the selection of the members the committee heads are responsible for recruiting and selecting of the members.

The Grad Ball Core Committee NamePrograms Jonaliza PutianPromotions Ma. Jeselle BañadosLogistics and Security Jymson CayabyabFood Marcelo VergaraDecors Mar Niño MendonesInvitations and Awards Clarize HubillaFinance Ma. Cristina MendozaDocumentations Maynard Claveria

Position NamePresident John Philip Reyes



Vice-President Halachawyawfa Moreno

ProgramHead: Jonaliza Putian

Objectives1. To give fun and excitement to the seniors, before they proceed on their

professional life.2. To devise a clear and complete program flow (registration to closing

remarks)3. To promote batch participation in the program4. To ensure the fluidity of the program during the night itself

Program FlowTime Event

5:00 to 6:30pm

5:00 pm

Registration and Nominations

6:00 pm

Open Gates

6:20 pm

House Music Starts + Usher People in

6:25 pm

Everyone is Led Inside – Ushers

6:30 to 6:45pm

6:30 pm

Grad Ball Begins

6:30 pm

Opening Prayer

6:35 pm

Philippine National Anthem

6:40 pm

Opening Remarks – Mayor Lani Cayetano

6:45 pm

Dinner



6:40 to 8:05pm

6:50 pm

Intermission Number

7:10 pm

Batch Awards 1 & Voting [Best Dressed & Ball King and Queen] – Ushers

7:15 pm

Intermission Number

7:40 pm

Batch Awards 2

7:45 pm

Flashback Films C

8:05 to 8:30pm

8:05 pm

Slow

8:05 pm

Ball Awards 1 [Best Dressed & Ball King and Queen]

8:10 pm

Slow Dance – Ball King and Ball Queen &Voting [Stag & Faces of the Night]

8:30 to 9:00pm

8:30 pm

Transition

8:30 pm

Slow Music Gradually Dwindles

8:40 pm

Ball Awards 2 [Stag & Faces of the Night]

8:45 pm

Batch Awards 3

8:50 pm

Short Speech & Toast – Mar Niño Mendones

9:00 pm

Lights On Upbeat Dancing – BallCommOpen Dance

9:00 pm

Fast



9:00p

m to

12:00a

m

9:00 pm

Open Dance

9:30 pm

Fun/Funny Moments Film w/ Lively Music

11:00 pm

Ball Awards 3 [Scene Stealer & Best Table] – TeachersSuper Lively Music

12:00 am

Grad Ball Ends

Suggested EmceesFemale: Male:1. Aniger Wiji Cruz 2. Steven Jhon Papa

Budget Breakdown

Item Description Market Price Discounted Price

Band - -

Emcees P 10, 000.00 P 0.00

DJ Genesis P 10, 000.00 P 8,000.00

Total Amount P 20,000.00 P 8,000.00

- More connections within the batch are being researched for further convenience.

Promotion



Head: Ma. Jeselle BañadosObjectives

1. Advertise and introduce the theme of the Grad Ball to our batch mates using tarpaulin

2. Make print ads and video ads3. Launching of the Grad Ball

Budget Breakdown

Items PricePosters P4,000-5,000

Art materials and Miscellaneous expenses

P1,500-2000

TOTAL = P 7, 000.00Logistics Head: Jymson Cayabyab

Objectives

1. Provide support to other committees regarding man power/arrangements.2. Canvass and provide equipment’s and materials needed for the Grad Ball3. Layout and help the Decors committee arrange the venue4. Provide security during the Grad Ball

Duties and Responsibilities:

The Logistics Committee is responsible for parts of the GradBall such as:

1) Rentals1. Sound/lights system 2. Video system



2) Security, Restrictions, and Guidelines,1. Off limits signs/barriers2. Allowed areas: Promenade3. Security guards and janitors.4. Prohibited items: liquor, cigarettes, pornographic materials,

contraceptives, drugs, weapons.5. All school rules apply during the Graduation Ball

3) Safety,1. Ambulance

4) Personnel Hiring 1. 2 bathrooms per floor , 1 janitor each2. TCU Auditorium Clean-up: 6 janitors3. Back of the TCU Campus : 2 guards4. Entrance to the Auditorium (front of auditorium): 2 guard for

each5. Promenade: 2 guards6. Parking Area: 3 guards7. Total: 7 janitors, 9 guards8. Criminology OJT’s are required to guard this event as part of

their duties.

5) Traffic Flow, and1. Entrance is at the right of hall of justice2. And Exit is on the left of the Auditorium3. Entrance would only be until 9pm, closed from 9-10:30pm. Exit

10:30pm onwards.4. A student have to leave early, a letter from the parents would be

needed.

6) Dress Code - Semi-formal

1. Attire for men: tie, long sleeves, slacks, leather shoes2. No wearing of T-shirts, muscle shirts, short sleeves polo,

shorts, rubber shoes, sandals, slippers, caps3. Attire for women: cocktail dress, tube top with shawl4. No tube top without shawl, plunging necklines, backless, etc. ;

dress must be, at most, 2 inches above the knees

6) Sketch-Ups of the Logistical Layout



TCU Auditorium Setup Detail

Budget Breakdown

Electricity P 5,000.00Auditorium 10,000.00Promenade 5,000.00Janitorial Services 10,000.00



Security 10,000.00Sounds and Lights Systems

5,000.00

Video Systems and Cooling System

5,000.00

Ambulance* 500.00TOTAL P 50,500.00

Food Head: Mar Niño Mendones

Objectives1. Ensure that the best and most reasonably priced food is served

at the Grad Ball.2. Ensure that the committee members, janitors, workers,

carpenters etc. are well fed during committee meetings or during preparations for the Grad Ball.

Tasks1. Scout for caterers2. Be on the lookout for caterer suggestions and recommendations3. Coordinate with the various caterers4. Compile a list of different menus from the caterers5. Sift through menus given a certain budget6. Organize food tasting for each of the caterers7. Select a caterer based on food quality and value for money.8. Prepare and sign contracts for the caterers (with the assistance

of the Finance and Documentations Committee)9. Assign table arrangements

CATERERVilla Salud Catering ServicesPhp 150 per head*menu to follow*

Seating Arrangements1. TCU Auditorium will be divided into 15 sections2. The “best” section (the one nearest the stage) will be reserved

for the Administrators and Teachers3. The other sections will be on a first come first reserve basis PER

CLASS.



4. The class that gives a complete list of their preferred table assignments will be able to choose which section of the auditorium they would like to sit in.

5. Submitted list must be final as to avoid hasty arrangements

Price per head Number of Meals Total

Grad Ball P 200.00 600 P 120,000.00Worker’s Food P 80.00 80 P 6, 400.00Total Proposed Budget P 126, 400.00

Decorations Head: Marcelo Vergara

Objectives1. To set the mood and ambiance of the ball.2. To coordinate with other committees for a consistent theme.3. To make the ball visually appealing.

Duties and Responsibilities1. Create a meaningful design for the GradBall.2. Create the Decorations.3. Put up the decoration prior to the ball.

Tasks Accomplished1. Conceptualized the designs2. Canvassed for the materials3. Made sketches and actual models of the designs4. Measured the dimensions of the entrance and stage and stage

background5. Made examples of actual designs

Theme1. Masquerade

ProposalsTCU Auditorium



Budget Proposal

Materials Price

Wood, paint P 5, 000.00

Wood, white clothCurtain 1, 000.00Flowers 5, 000.00Wires, Cardboard, string 3, 000.00

Balloons 1, 000.00Cloth 1, 000.00

P 16, 000.00

Tasks Invitations and Awards

Head: Clarize Hubilla

Objectives1. Canvas for invitations and awards sources2. Produce invitations before due date3. Designate awards for certain people in the batch

Front/Back :Overview:



Packaging:

A. Awarding System



Awards for the NightNominationsRegistration for the ball will be at 5pm while the gates will open only at 6pm. Nominations will be done by the students from 5-6pm on the day itself. Class lists will be provided for each section for them to register their nominees. This will be handled by the ushers as they assist the moderators during registration period. As such, each award will have 14 nominees initially. Since each class would want their nominees to win, the teachers would be asked to select three final nominees for each award.

Possible Awards1. Ball King and Queen

The couple who will exude the most chemistry and best exudes enthusiasm during the night

2. Stag of the Night The guy who exudes confidence and fervor despite

lacking a date during the night3. Faces of the Night

The most aesthetically appealing and confident guy and girl during the night

4. Best Dressed The most fashion forward guy and girl during the

night Able to confidently carry themselves with their outfits

5. Scene-Stealer The most energetic guy of the night Confident, lively and affable

6. Best Table The liveliest and most energetic table of friends in

the Grad Ball

Batch AwardsNominationsEach class will nominate one person from their class for each award. This means that there will initially be 14 nominees for each award. This will be forwarded to the Programs Committee. 3 nominees for each award will be selected. The Programs Committee consists of a representative from each class.



Possible Awards1. Favorite Singer

This award is given to the senior with dazzling vocals and the appeal to match.

2. Life of the Party This award is given to the senior who exuded the

most dynamic and energetic personality in the ball.3. Trendsetter

This award is given to the student who made his mark as the man who established the renowned fads of this school year.

4. Batch Comedian This award is given to the most hilarious jester of the

batch.5. Most Likely to be a Star

This award is given to the student with a celebrity status in the batch and the personality that can catch anyone’s attention.

6. Most Likely to be Successful This award is given to the student who is considered

to have what it takes to reach the top in everything he does in life.

7. Peacemaker This award is given to the student who carries the

most peaceful and patient attitude and tries to uphold peace within the batch.

B. Awards to GiveawayAwards for the Night:

Ball King and Queen, Stag of the Night: Crown + sash + FlowerOther winners: Certificate + sashBest Table: TrophiesBatch Awards: Certificate + sash

Raffles:Cellphones: CherryMobileCash Prizes



Sponsored by: Mayor Lani Cayetano Smart Cherry Mobile

II. BudgetTotal: P 11, 729Breakdown:

Quantity Price AmountInvitationsCardboard 100 20.00 1, 220.00Design printing

1,6000 5.00 8,000.00

Glue 6 41.50 249.00Awards Sash 8 P 20.00 60.00 Crown (male)

2 500.00 1, 000.00

Crown (female)

1 500.00 500.00

Certificate 10 100.00 1, 000.00 flowers 5 300.00 1, 500.00Trophies 3 200.00 600.00

Total: P 12, 629.00



Finance Head: Ma. Cristina Mendoza

Objectives Handle all financial matters of the Graduation Ball

1. Finalization of the Over-All Budget2. Collection of Payments3. Audit

Accomplishment to Date Recruited Members Revised the System for each of the ff.:

1. Collection of Payments2. Release of Budgets3. Audit

Working on the following:1. Receipts2. Forms (for Auditing Purposes)3. Excel File (for Auditing Purposes)

Proposed Systems For us to perform our task in an orderly manner there are 3 systems that aims to help us be organized in handling financial matters

1. System on Collection of Payments2. System on Release of Budget3. System on Audit

Proposed System for Collection of Payments 1. Only CASH will be accepted as payments. Checks will not be

allowed.2. The class treasurer is only person authorized to accept payments

in the class level.3. There will be separate periods for collections for students and

dates.o 1st Period – Jan.11 – Feb. 5

Week 1: 50% of payment Week 2: 25% of payment



Week 3: 25% of paymento 2nd Period – Feb. 8 – Feb. 19

*Last Day of Submission (Late)- March 51. The classes will be divided into two groups.2. Group Alpha – (A, B, C, D, E, F, G)3. Group Beta – (H,I,J,K,L,M,N)4. Treasurers from Group Beta and Alpha will collect the payments and

remit these on the day they discussed.5. Treasurers will provide 2 copies of receipts. One for the student; the

other for the Grad Ball Committee.6. Treasurers will audit these payments on the provided class list.7. At the end of the day, the treasurers are expected to surrender the

payments during dismissal to respective members of the Finance Committee along with an accomplished remittance form.

a. Failure to do so will merit sanctions.8. All payments will be safeguard by the Marketing Students of TCU

Budget ProposalItem/Services Allotment

Receipts P 2500.00Record Books P 250.00Accidentals P 250.00

TOTAL P 3500.00

Overall Budget

Budget BreakdownCommittee Proposed

Budget Decorations P 16,000.00Finance 3, 500.00Food 126, 400.00Invitations and Awards 12, 629.00Logistics 50, 500.00Programs 20,000.00Promotions 7, 000.00TOTAL P236.029.00



Payment and Estimates

Approximate number of 4th year students: 750Estimated attendees: 600 (Based on Grad Ball 2009)

Student

Number of students 600Cost x 400Total amount P 240,

000.00

Total Budget: P 240, 000.00

Documentations Head: Maynard Claveria

Objectives To properly document Gradball 2013

1. To look for and hire a photographer that would take formal shots of the attendees and provide possible prints of the shots

This will also include the formulation of a system of payment and taking of the photos itself in order smoothen the flow of money and people having photographs taken during the Ball.

2. To look for volunteer photographers and videographers to take pictures and footage during the night itself. (Zoom, Video Club)

We will ask of the volunteers to submit a copy of their photos and footage to us in order to properly collate all the documentations of the Graduation Ball.

3. To coordinate with the ITC for documenting the event.4. To create videos to be presented on the night itself (Batch Video,

Behind the Scenes) To keep track of the progress of the GradBallComm

1. To take minutes of all the meetings that the GradBallcomm will be having

2. To create progress reports and a calendar of all the deadlines that needs to be followed throughout the year.



This will include calendars for each committee and a master calendar to collate all the plans for the proper flow of the Ball Comm in its entirety.

3. To create a Multiply site that will have all the information of the progress achieved and kept for the access of the GradBallComm

To oversee each committee in the creation of needed contracts and documents

1. To make sure contracts and the proper letters are created and worded properly, based on documents created by previous GradBallComm members.

2. To ensure the interests of each committee are protected in the contracts’ provisions.

Basic Conditions of the contracts:1. If a company does not meet the provisions of the contract, the

GradBallComm will only pay a fraction of the agreed total for their services.

2. A hired company shall fulfill no more and no less than what is required of them by created contracts, unless they come to a later agreement with the GradBallComm.

Graduation Ball Proposal 2

Documents

Transcript of Graduation Ball Proposal 2