Preparing a Proposal

~Rezlie T. Lavalle-Martinez
 Lesson Objectives
After the lesson, students can:
• Explore and organize the different essentials of putting
up an event
• Conduct preliminary planning for major event areas
• Evaluate the importance of preparing a comprehensive
event proposal
• Produce a feasible event proposal
• Design the event program
• Analyze venue or site requirements
• Source event venues or sites
• Create venue floor plan/vicinity map
• Create a cover letter for the event proposal
 Lesson Contents
• Event Proposal
• Drafting the proposal
• The Event Program
• Event Venue
• Event Proposal Format
• The Cover Letter
 What is an Event Proposal?
• A business plan for an event which
starts with an executive summary or an
introduction and goes on with details
normally covered with a cover letter
attaching the necessary documents
that will sell the proposed event
concept or design.
 What is an Event Proposal?
• A written document that is prepared in
an attempt to persuade the prospect
to adopt the proposal's solution to a
problem or need. A proposal can also
be prepared for an internal prospect
where the proposal seeks to fill an
organizational need or solve a
problem.
 Take note!
• This proposal will be viewed by
different stakeholders with their own
goals and targets. In this case, the
proposal should be general enough to
paint the overall picture yet specific
for each party to be able to make
decisions based on the details
provided.
 Event Program
• At its core, an event program is an
informational piece that lists out the order of
events, along with any other pertinent
information.
• Examples of events that typically call for a
program: Weddings, Funerals and memorials,
Graduation ceremonies, Sports tournaments,
Concerts, Plays, Music festivals, Operas, Press
conferences, Religious ceremonies, Business
seminars, Conferences (in-person or virtual),
Workshops, Trade shows, Galas, Exhibits
 What to Include in an Event Program
• The name of the event
• A slogan, tagline, or
hashtag, if relevant
• Date, time, and location
for the event
• Itemized list of sub-events
(including time, location,
and duration)
• Venue map and
directions, if needed
• The name/logo of the
event host, if relevant
• Photos, illustrations, or
graphic details for visual
interest
 What to Include in an Event Program
• For bigger events—like
lengthier corporate
workshops, multi-day
sporting events, or big
nonprofit fundraisers—you
may want to create a more
comprehensive event
program.
• In this case, the program
serves not only as a schedule
but also a piece of
marketing material in its own
right.
• Some of this additional
information might include:
– A list of funders or sponsors
– Bios for guests of honor, VIPs,
or speakers
– A section for paid
advertisements
– A list of vendors
– A detailed map of the
grounds/venue
– Coupons or vouchers for
some kind of gift
– FAQs
– Emergency contact
numbers
 Venue and Arrangement
• The venue and the
physical layout of the site
should support and
reinforce the event
theme and the concept
• Consider these:
– The functionality of the
venue
– Suitability of the site for
the creative purpose
• Reserve the venue at
least 2-6 weeks prior the
event.
• Finalize venue layout,
conduct venue
inspections
Event Venue Survey and Inspection
• The process of conducting an ocular visit
and inspection to the event venue or
location. It includes comparing different
venues which can suit the event and the
attendees. It also should be equipped
with amenities needed for the event to
transpire.
• Also includes determining the size and
capacity of the venue to accommodate
the participants of the event and the
amenities are enough to cater the event.
 Venue Inspection
 Take note of the venue's
regulations such as:
• Emergency area
designation
• Prohibitive substance
regulations
• Decoration setup and
lighting policies
• Other transaction-related
restrictions
• Fire code requirements for
backdrops, props,
decorations
• Local permits for open
flame or pyrotechnic
devices
• Policy on animal use for
events
 What facilities are available at Event
Venues?
• Audio-visual equipment: This may include • Seating and tables: Consider the seating
microphones, speakers, projection and table capacity and arrangements that
screens, and other audio-visual are available at the venue and whether
equipment necessary for presentations they will be sufficient for your event.
or performances. • Event staff: Some event venues may
provide event staff such as security
• Catering services: Many event venues
personnel, registration staff, and event
offer catering services, which may
coordinators to assist with the smooth
include food and beverage options for running of the event.
attendees.
• Decorations set-up and lighting: Some
• Restrooms: Event venues should have event venues may offer decorating and
adequate restrooms available for lighting services to help set the mood for
attendees. your event.
• Parking: Consider whether the event • Emergency exits and first aid: Make sure the
venue has sufficient parking for event venue has appropriate emergency
attendees, or if alternative transportation exits and first aid facilities in place for the
options such as public transit or shuttle safety of attendees.
services are available. • Utilities such as water source and electricity:
• Internet access: If your event requires Make sure to confirm if there is a water
internet access for attendees or for the source especially in toilets and lavatories, as
well as the maximum electricity capacity
use of electronic devices, make sure the
the venue can provide and if there is a
venue has reliable Wi-Fi.
power generator in case of power outage.
 5 Crucial Elements to Consider When
Choosing the Perfect Event Space
• Location: The location of the event venue should be
easily accessible and convenient for attendees, and
should also be suitable for the type of event you are
hosting.
• Capacity: Make sure the venue can accommodate the
expected number of attendees, as well as any
additional requirements such as seating, standing room,
and parking.
• Facilities: Consider the facilities offered by the venue,
such as audio-visual equipment, catering services, and
restrooms.
• Budget: Determine your budget for the event and
choose a venue that fits within your budget constraints.
• Safety: Safety should be a top priority when choosing an
event venue. Make sure the venue has appropriate
safety measures in place, such as fire exits and
emergency lighting.
 Venue Inspection Toolbox
• Check potential hazards before the
start of the event. This tool indicates
how to check the venue and provides
space to write down your findings.
• Venue Inspection Checklist
• Hazards Checklist
Sample Venue Inspection Checklist
Sample Venue Inspection Checklist
Sample Venue Inspection Checklist
Venue Layout
• Venue Layout
means the site
plan of the
Venue.
• A well-designed
event floor-plan
layout is an
essential part
of focusing the
attention of your
attendees
exactly where
you want it.
Venue Layout or Floor Plan and Vicinity
Map
• A well-designed event floor-
plan layout is an essential
part of focusing the attention
of your attendees exactly
where you want it. By
understanding how to get to
the optimal design and
making sure your venue
follows the plan, you can
increase the engagement
and avoid a negative
experience for the attendees.
• A venue vicinity map
provides a clear view of an
individual's surroundings,
enabling them to identify
landmarks, points of interest,
and nearby attractions.
 The Event Proposal Format
• Title • Mechanics/
• Rationale Procedures/
• Objectives Methodologies
• Proponents • Budget
• Time frame • Materials Needed
• Venue • Committees
• Participants/Attendees • Special considerations
• Schedule of activities • Crisis Management
and Program Flow Plan
– Date/Time • Success indicators
– Activities
– Person/Committee Responsible • Closing statement
– Narratives
 The Cover Letter
• A cover letter will explain what you are
sending to the client. Make sure that
this letter is free from grammatical and
typographical errors as it might turn-off
the client. Note that this will serve as
your introduction to the client.
Credits:
•Salvador, G. A. 2009. EVENT
MANAGEMENT: ENVISION.
EXECUTE. EVALUATE. C&
EPublishing, Inc.
•Rodolfa, B. Jr. 2012. EVENTS
MANAGEMENT GUIDE FOR
TOURISM, HOSPITALITY, AND
BUSINESS PROFESSIONALS.
~Fin~
Mindshapers Co., Inc.