THE EVENT PROPOSAL

A response to a request for tender is a common way for an event company to obtain work. In some cases
it is the only way a new event company can enter the field. Government and semi government companies
are required by law to put their needed supplies and services out to tender. Most private companies will
do this as a matter of good business to make certain they are receiving competitive quotes. The event
industry is no different. An event company will put together a tender documents in much the same way as
any other supplier. Depending on the quality of their work they may be placed on a preferred supplier list
and regularly asked to put in a tender. This can be an arduous task as the event company does not want
to be dropped from the preferred supplier list but may not want the work .

Below is a checklist of what could be contained in the event proposal.

• Cover Letter
• Title Page
• Proprietary Notice - cautions about unauthorised disclosure
• Table of Contents (TOC)
• List of Abbreviations
• Executive Summary
• Body of Proposal:
o Profile of the Event Company:
 General: including mission, background, credentials
 Specific: including previous similar events and resources available
o Project partners and their profiles
o Event Specific information:
 Objectives
 Scope of Work
 Stakeholders
 Themes, design and ideas
 Site/venue assessment
 Resources required : AV, entertainment, catering, staff, suppliers...
 Marketing and promotional services needed
 Possible sponsorship
 Budget - corresponding to functional areas of program elements
 Control management - reporting processes, organisation structure
responsibilities
 Schedules - planning, transport, running order, promotion
 Environmental impact - natural environment, traffic, transport.
 Risk issues including insurance.
• Appendices
 Write an Event Proposal

User-Submitted Article

Looking to write a proposal for an event? Here are the steps to successfully
completing one. Each step should be written as a separate paragraph in the
proposal.

1. Write the Introduction.

Indicate the purpose of the event proposal. Mention prior contact with the
recipient, or how you found out about the project. Say something encouraging
about your company or the project and give an overview of the contents of the
proposal.

2. Discuss the Background.

State the problem or opportunity that has brought about this event proposal.

3. State the Proposal.

Briefly state exactly what it is you are proposing to do, and not do.

4. Discuss the benefits.

Discuss the benefits or advantages of doing the project.

5. Discuss the Procedure.

Discuss how you will go about the event, what concepts or theory is involved.

6. Write the Results.

Discuss or describe, in the proposal, what the finished product will look like,
how will it work.

7. Statement of Feasibility.

Describe the full benefits of the event.

8. Provide a Schedule.

Provide a schedule, timeline, or list of project "milestones" for the project. If you
can't site specific dates for completion of key project phases, estimate in number of
days, weeks or months.