QUESTION
: Event Proposal Structure
Below is a checklist of what should be contained in the event proposal.
1. Cover Letter (50-100 words)
2. Title Page
<Proprietary Notice – cautions about unauthorised disclosure >
3. Table of Contents (TOC)
4. List of Abbreviations
5. Executive Summary (50-100 words)
<Body of Proposal: >
6. Profile of the Event Company: (100 words)
General: including mission, background, credentials
Specific: including previous similar events and resources available
7. Project partners and their profiles (100 words)
8. Event Specific information: (1600 words)
– Objectives
– Scope of Work
– Stakeholders
– Themes, design and ideas
– Site/venue assessment *
– Resources required: AV, entertainment, catering, staff, and suppliers…
– Sales and Marketing plans
- Size of target market
- Possible sponsorship
- promotional schedule*
– Budget *
– Control management – reporting processes, organisation structure * responsibilities
– Schedule on the night – running order *
-Environmentalimpact – Natural environment, transport, recycling
9. Appendices
– budget, schedules, organisation structure, site plan
NB Sections with a * against them may be briefly mentioned in the body of the proposal with more detailed information included in the appendices. This will keep your word countdown but enable you to go into sufficient detail.
SOLUTION
This event proposal is prepared in lieu of the celebration of International Day by students. International Day is an event where students from different countries will showcase their culture through food, music, dance and information native to their countries. Besides presenting the cultural mix, this event will spread the message of Barnardo’s among students and will help in raising money for the noble cause for which Barnardo’s is presently working. This report contains details of the event organizing group and the event itself.
Profile of the Event Company
Mission
We prepare exhibitions and events that connect people to other people or markets; events that are famous for being memorable and professional, events that represent our hard work and long experience in the event management field.
Background
Student Event Management Group was started in 2005 by students of the university. We specialize in events that leave lasting impressions on the people and help us to create long-term relationships.
Credentials
In last six years we have planned and executed more than 20 exhibitions and events successfully. Out loyal customers are the proofs of our success. We envision delivering unique experience with a personal touch to the events for the satisfaction of our clients.
Project partners
Students
Our main partners for the event will be volunteering university students. They will provide the help in running the event smoothly. They will gain valuable experience and knowledge from the event.
Food Companies
Food companies will provide us food from different countries at a discount or free of cost. Some companies mayalso provide us with raw food that can be cooked by students. Food companies will get promotion and marketing of their products with the event.
Game Companies
Local gaming service provider will provide Jenga and Twister. This event will help promoting the gaming store and the games.
Music Band
Resident DJ will provide music from different countries free of cost. DJ’s efforts to help in a noble cause are appreciated. Students will present dance from their native places as entertainment.
Event Specific information
Objectives
Student Event Management Ltd is organizing International Day on May 20, 2012. This event is held to raise funds for the noble cause of charity for the underprivileged children. The fund raised by the event will be presented to Barnardo’s, which is a leading children’s charity.
This event will include food from various countries and a showcase of culture and heritage of their countries, from the volunteering students. Students will provide entertainment in the form of dance from their native country. A gaming section will be available to entertain guests with Jenga and Twister. The students/ guests will also get information about the work done by Barnardo’s.
Scope of Work
The event is associated with a noble cause. There is need for negotiation over price with food companies, venue provider and gaming service providers. Students will need to prepare some food. Besides, setting up stalls, games and dance floor is also within the scope of the event.
Stakeholders
The key stakeholders for the event are food companies, students, gaming service provider and Barnardos’s. Food companies and gaming service provider will get their products/ services marketed and advertised for their contribution. Students will receive event management experience and satisfaction of being attached to a noble cause. Barnardo’s will receive the fund raised through the event.
Themes, design and ideas
Theme of the event is to portray cultural diversity and raise awareness about Barnardo’s. The stalls will have the flag of the nation painted, whose native food is being served on the stall. Students will be encouraged to dress up in their native attire while serving the food or performing dance.
There will be eight food stalls that will represent eight countries. Each stall will be a table decorated with color papers. There will be a painting of the national flag prepared by the students. Below the flag, the banner from the food provider and banners from Barnardo’s are to be displayed.
The idea behind the event is to spread awareness about Barnardo’s among students. A brief feature can be presented through projector. Various pamphlets at venue will showcase the accomplishments of Barnardo’s. Event management group will be wearing promotional dress from Barnardo’s to match the spirit of the event.
Site/venue assessment
This event will require an open venue with at least two floors. Ground floor will be utilized for two purposes. First there will be food stalls. Afterwards, the area will be cleared to make space for dance floor. First floor will be utilized for entertaining guests with games. Library hall of the university can be used after seeking permission from the authorities.
Resources required
Fellow students will be asked to volunteer for the noble cause, as it will provide them with valuable experience in event management. These students and staff of event management group will be utilized in the following manner:
- Some of the students may prepare food native of their country to sell at the stalls.
- Stall set up will be completed by the students and staff only.
- Students will receive the guests and guide them to the food stalls.
- Students may also present dance performances from their countries.
- Some students will work as treasurer by receiving money from the guests and providing them with coupons for buying food from the stalls.
- Students will also manage games, competitions and prize distribution.
Beside students, DJ is an important resource, who will play music from different countriesfor the dance.
Besides human resource, other inanimate resources are required for the event. Tables, chairs, utensils, cutlery, speakers, projector etc are needed for the success of the events. Furniture will be procured from the venue owner only. Food companies will provide for catering resources. Event management group need to take care of other resources. Everything should be available before 3:00 PM on the day of the event to avoid any delay.
Sales and Marketing plans
The event International Day is being celebrated for raising money and spreading awareness about the work of Barnardo’s. University students will be the main targets for the event. There will be tickets as a token entrance fee to the event. The proceeds from the event will go directly to Barnardo’s.
The details of events will be published on social media websites like Facebook, Twitter, Myspace etc. Barnardo’s will provide posters, banners etc that can be used for the publicity of the event. Besides, more people can be made aware about the event by puttingbanners/ posters at notice boards of the institute and at nearby grocery markets.
Tickets will be sold online to the interested people. There will be no option for buying entrance ticket at the venue. College alumni group and faculty members will also be approached for selling the tickets of the event.
Budget
The event will raise money through three main activities:
- Sale of tickets for event
- Sale of food from various countries
- Sale of tickets for gaming services (Jenga and Twister)
The main expense for the event are given below:
1. Venue: of the event is for the venue. Venue will be needed for one evening. There is possibility of negotiation over price, as Venue provider will get positive PR and marketing through the event. To save money, library hall or canteen at university can be utilized as venue after taking permission from university authorities.
2. Food: For food, event management group will contact local food joints and restaurants. They will be asked to provide food at discounted prices or for free. Every stall will have a banner of Food Company/ restaurant that provides the food for that stall. This way the companies will benefit from advertising. Besides, getting associated with a noble cause will work as positive PR for the companies. Companies may be asked for raw materials if some students are ready to prepare their native food on their own. Disposable plates etc can be used to serve food to the guests.
3. Games: The gaming service provider will be persuaded to provide the games on discount basis or free of cost. The event will work as advertising agent for the games provider. There will be some small prizes to be distributed for entertainment games. These prized will incur some cost that will be coming from money raised from event tickets.
4. Music and Dance: There are no expenses associated with DJ because he will be playing music without any charges. Students will provide with music from their home countries. Besides, dance performances will be from students only.
5. Other Resources: Some money will be spent in decorating material. Besides projectors and speakers will be needed to provide information about Barnardo’s.
To make the event successful, enough tickets need to be sold so that the total saving be 300. Social networking will help in selling more number of tickets. Higher turnout at the event will ensure higher amount of money raised, whichis to be donated to Barnardo’s. As there s not any plan to sell tickets at the venue, event management group will be confirm about the guest strength. This strategy will avoid wastage of food and will help save more money.
Control management
The maximum responsibilities lie with the students. They are the backbone for the event. One person from event management group will be in change of games and another will be in charge of food stalls. A person will be working as treasurer, providing coupons for food and games in exchange of money. If there is any issue, students will contact the person from event management group.
Schedule on the night
The event will start in the afternoon and will end early in the night. Volunteering students and event management group members need to reach the venue earlier to complete the preparation for the event. The schedule of the night is as under:
| Timings | Event |
| 3:00 PM – 4:00 PM | Setting up food stalls on ground floor
Setting up games on first floor |
| 4:00 PM | Start of the Event “International Day”
Entry of the guests |
| 4:00 PM – 5:30 PM | Food stalls with variety of food on ground floor
(Light music by DJ in background) |
| 5:30 PM – 6:30 PM | Fun entertainment games on first Floor for guests
Setting up dance floor at ground floor |
| 6:30 PM – 7:30 PM | Dance performances by students
(For entertaining guests) |
| 7:30 PM – 9:00 PM | Dance floor opened for guests
(With music by DJ) |
| 9:00 PM | End of the event “International Day” |
Environnemental impact
The main purpose behind the event is to educate guests and students about the work being done by Barnardo’s. Besides, this event will be used as a platform to display the cultural diversity of the students. The money raised through this event will be passed to Barnardo’s.
This event will provide a sense of satisfaction to the volunteering students, as they will be part of a noble cause. Students will gather first hand experience about event management. Gaming service provider and food companies will benefit from the advertising of their products/ services. Besides such an event is good for PR of the all the stakeholders involved.
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