This document outlines the organizational structure and roles of Protean Events, an events management company located in Dumaguete City, Philippines. It details the various coordinator roles such as Event Manager, Finance Coordinator, Sponsorship Coordinator, and others. It also provides information on the company's mission, vision, partnerships, and community outreach initiatives focused on providing free livelihood seminars related to event management.

1. PRESENTED BY:
ANTONIO T. BENDAL JR., MBA

2. LOCATION
Dr. V. Locsin St., Corner
Real St., Dumaguete
City 6200, Negros
Oriental, Philippines

3. ORGANIZATIONAL
STRUCTURE
MANAGER
ADMIN
SECRETARY
FOOD &
BEVERAGE
COORDINATOR
HUMAN
RESOURCE
COORDINATOR
MARKETING
COORDINATOR
LOGISTICS
COORDINATOR
PARTNERSHIP
COORDINATOR
FINANCE
COORDINATOR

4. KEY EXECUTIVES

5. EVENT MANAGER
• Role:
Responsible for managing overall events, ensuring everything is working smoothly as planned and targets are met according to guest’s wants and needs.
Directs the coordination of all the activities that the committees working for the event’s success.
• Job Description:
1. Manage staff responsible for event coordination activities.
2. 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.
3. Hire, train, and educate staff on proper event procedures.
4. Calculate budgets and adjust when necessary.
5. Book venues and negotiate fees.
6. Prepare invitations and send out at appropriate time.
7. Hire bartenders and wait staff.
8. Work with guest of honor to ensure all requests are met.
9. Drive attendance to the event.
10. Analyze event performance and prepare metrics presentation.
11. Define company brand through events.
12. Ensure staff is adequately prepared for event.
13. Pay suppliers/service vendors (if applicable) for their participation in the event.
14. Ensure day of event goes smoothly.
15. Plan menus, food and beverages, and hire chefs or caterers if necessary.
16. Sample food, including main dishes and desserts.
17. Give final approval for items such as music and menus.

6. FINANCE COORDINATOR
• Role:
Computerizes, classifies, records, verifies and maintains numerical data for use in maintaining financial records by performing the
following duties.
• Job Functions:
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
1. Compiles and sorts documents, such as invoices and checks, substantiating business transactions.
2. Verifies and posts details of business transactions, such as funds received and disbursed, and totals accounts to ledgers or computer
spreadsheets and databases.
3. Computes and records charges, refunds, cost of lost or damaged goods, freight charges rentals and similar items.
4. Prepares vouchers, invoices, checks, account statements, reports and other records and reviews them for accuracy.
5. Reconciles bank statements.
6. Prepares payroll and enters into online system, submitting and plan funding and reconciles all documentation.
7. Monitors loans and accounts payable and receivable to ensure that payments are up to date.
8. Reconciles and recommends resolution for report discrepancies and problems.
9. Coordinates and prepares pertinent information for external accounting firm and auditors.
10. Codes data for input to financial systems according to company’s procedures.

7. • Role:
Some major work duties of a sponsorship coordinator include:
1. Assess company’s need for grants or sponsorship needs
2. Develop proposals in order to send to different organizations in order to solicit sponsorships
3. Draft contracts and research corporate projects through different media channels
4. Create and implement plans to attain sponsorships from different grant providers
5. Meet clients and explain to them the need for grants and their eventual benefits
6. Implement sponsorship strategies in order to maximize revenues
7. Ensure appropriate delivery of sponsorship programs at every level of the project
8. Seek new sponsors by taking referrals and searching different avenues such as the web
9. Handle negotiations with sponsors and ensure that the agreement that has been reached is the closest to the objective of the plan
10. Plan, coordinate and implement events to bring together possible sponsors
11. Act as a liaison between sponsors and the company
12. Assist managers in order to ensure efficacy of existing sponsorship programs
13. Ensure that are marketing activities aimed at acquiring and using grants are coordinated properly and are in sync with the program’s directives
14. Ensure that sponsors are integrated into as many aspects of promotional campaigns as possible
15. Ensure the delivery of agreed sponsor benefits successfully
16. Write and file sponsorship reports for the benefit of documentation and review
17. Open fundraising events and ensure coordination of aspects such as ticketing and hospitality
18. Coordinate event guest lists, catering and entertainment requirements
19. Seek in-kind support from different corporations and foundations
20. Develop appropriate correspondence such as proposals, thank you letters and program outcome information
PARTNERSHIP COORDINATOR

8. LOGISTICS COORDINATOR
Role:
Responsible for providing event support for the Event Coordinator to ensure an enjoyable and smooth event experience for all participants.
Responsibilities:
1. Perform setup and tear down duties related to designated church events under the supervision of the Event Coordinator
2. Prepare printed materials when necessary (event handouts, fliers, signs, sign-up sheets, registration forms)
3. Man the registration table after service(s) on Sunday for events when needed, keeping accurate account of monies collected
4. Order / prepare refreshments for events when necessary
5. Purchase supplies / materials for events when necessary
6. Maintain orderly storage of event supplies for future use
7. Provide Audio Visual Support for events when needed (Microphones, Power Point presentations, projector usage, video display, etc.)
8. Provide support for pastoral staff and/or guest speakers to ensure a smooth event experience
9. Recruit and train volunteers to provide similar support in his or her absence.
10. Attend and provide support for various special events such as (but not limited to), Membership Class, New Year’s Eve Event,
11. Emotionally Healthy Leadership Conference, Retreats, Events featuring Guest Speakers, Small Group Connecting Events,
12. Various Seminars, Special Services, and Newcomer Events.
13. Initiate improvements and create solutions to puzzles and challenges as they arise

9. • Role:
This is a key role in the Marketing department. The role is responsible for collaborating and planning events and
promotions to strengthen brands, enhance fan loyalty and increase new opportunities for ticket sales and other sponsorships.
• Responsibilities:
1. The Promotional Events Coordinator position will include:
2. Works with and consults with other departments and employees on event planning, venue booking, ordering
equipment/resource materials, onsite logistics, creation of timing rundowns/speaking points etc.
3. Collaborates with Marketing and Fan Experience on the planning of events, event calendar, budget and promotions;
4. Creates and manages all related event budgets;
5. Manages a calendar of events for player and executive staff appearances and ensures team representatives are fully prepared;
6. Organizes promotional appearances at various venues such as clubs, schools, and community activities;
7. Creates and oversees professional-caliber presentations, videos, collateral materials and promotional giveaways for all events;
8. Leads the execution of events and promotions, including responsibility for managing internal and external resources, as
required;
9. Organizes and plans all team events for season ticket holders and sponsors.
MARKETING COORDINATOR

10. • Role:
1. Administers health and welfare plans including hiring, changes and terminations. Processes required documents through payroll and
insurance providers to ensure accurate record keeping and proper deductions.
2. Performs customer service functions by answering employee requests and questions.
3. Verifies documentation and maintains that they are current.
4. Submits the online investigation requests and assists with new employee background checks.
5. Reconciles benefits statements.
6. Conducts audits of payroll, benefits or other HR programs and recommends corrective action.
7. Assists with processing of terminations.
8. Assists with the preparation of the performance review process.
9. Assists with recruitment and interview process. Tracks status of candidates in HRIS and responds with follow up letters at the end of the
recruiting process.
10. Schedules meetings and interviews as requested by the director of HR.
11. Makes photocopies, faxes documents and performs other clerical functions.
12. Files papers and documents into appropriate employee files.
13. Assists or prepares correspondence.
14. Prepares new employee files.
15. Processes mail.
HUMAN RESOURCE COORDINATOR

11. • Role:
1. The food and beverage coordinator is in charge of the following:
2. Creating and approving food and drink menus.
3. Ordering and taking inventory of stock.
4. Maintaining records of purchase and sales.
5. Assisting in event planning.
6. Depending on the exact position, the job also needs to have some
knowledge of food preparation.
FOOD & BEVERAGE COORDINATOR

12. PARTNERSHIPS

13. COMMUNITY EXTENSION
The company is dedicated to providing free livelihood seminars related
to events management. The company is connected to LGU Dumaguete
and Valencia as the area of focus for its community extension.

14. MISSION
To be the city’s leading event provider through creative,
innovative, and client-based superior and versatile
delivery of service.

15. VISION
Protean Events will become the country’s leading events
company by consistently providing satisfying event
outcome and extraordinary event experience to its clients
through quality, outstanding, and client-based service.

16. ABOUT US
Protean Events was created to meet satisfaction based on every client’s
wants and needs. The owner is a Hotel and Restaurant Management
Instructor/Chef who has the passion in creating and adhering to client’s demands
for a memorable and best moment of their lives. With such interest and
expertise, the owner planned in putting up a company in Dumaguete City.
True to its name, the company is dedicated to be very versatile in meeting
and providing service to every client from all walks of life.
Protean Events was established on the 26th of January 2016, following the
birth month of the owner.

17. BUSINESS TYPE
Protean Events is a single proprietorship type of business which is
owned and managed by Mr. Antonio T. Bendal Jr.