Written Program Proposal

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Preparingaspecialeventsproposal.pdf

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1© Dan Cormany© Dan Cormany

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Only one venue/space is needed

Recommended to be inside event

Event length is recommended to be only one afternoon or one evening; definitely not more than one weekend

Minimum of 45 in attendance, max 1500

Food and beverage must be included (may be served or as concession)

Needs to have a “wow” factor

No celebrity appearances as “wow factors” nor “exquisite meals” (food festivals are fine)

Please, no conferences or conventions or trade shows

No fundraising events for Susan G. Komen Foundation

No weddings (as they are generally done differently)

Just some starter ideas to prime the pump

� BE CREATIVE! - There are no severe budget limits, so plan the event of your dreams

� http://www.youtube.com/watch?v=i4dQr6hSfQE

Awards Ceremony Building Dedication Election Celebration

Fashion Show Fundraising Event

Incentive Travel Event

Madrigal Feast Product Introduction Retail Grand Opening

Smaller event to promote larger event Tourism location meet and greet Commemoration / Reenactment

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http://www.youtube.com/watch?v=i4dQr6hSfQE

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Proposal Cover page– 25 points

Overall Attractiveness/ Uniqueness of Proposal - 100 points

Business cover letter– 50 points

Specifications sheet –25 points

Event Description – 100 points

Food and Beverage menu selections– 25 points

Illustration/floor plan– 75 points

Budget Items – 100 points

References– 25 points.

NOTE: This is NOT a separate section of the proposal, but instead points awarded in an evaluation of how practical the idea is.

Overall Program Concept (is this a “doable” event within the limitations of budget, etc.?) – 100 points

Creativity - (example: not just “another silent auction”). Show how you can enhance the guest experience for the client’s guests - 75 points

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(This is the

potential client)

Desire for Help from

Planner (formally =

RFP; Request for Proposal)

Construct and Submit Proposal to Client

History / Tradition or Expectations

Call or send RFPs

Catering

Decor

Transportation Entertainment

Security

Venue

Marketing

Concept Gather information,

price quotes, availabilities, etc

Event Planner (Wedding Planner, Events Department, Independent

Planner, DMC, etc.)

Budget

Concept Solidified

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en Any sort of event you choose,

rather than client’s

choosing

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� Capture spirit of the event � Use proposed color scheme of

event � Draw reader into proposal � Consider to whom you are trying

to appeal

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en Picture & Title – good for semi- serious event

Working Title into Artwork – a Preferred style (can then be poster, invitation style, too)

If picture really

captures concept,

may be used alone

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Your address and contact information

Date

Client’s address

Body of Letter • No more than 4 paragraphs – single

space, with line between paragraphs • Present overall idea with enthusiasm • Express why you are the person to select

for this event • Wrap up with hope of being invited to

make an oral presentation of concept

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Your Corporate or Business Logo

Your Signature, also name & title typed

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� Logo of your firm, border, folded into envelope in project binding like an invitation

� Room for creativity

� This letter has nice tone

� Presentation on paper matching theme – color, texture

� Professional, but may be less formal than a resume cover letter This letter needs spacing and

formatting work

(this is a nice tone!)

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� Presented to: (Corporation or Association’s full name, contact individual, & address, including phone & email)

� Presented by: (full name & address, including phone, website & email)

� Date of presentation (not date of event!)

Must Haves: � For: (Specifically, local office, department,

etc.) � Function: (event title or type if title isn’t

known) � Date(s): (of event) � Time: Start and end

� Location � In attendance: (est. #’s)

� Admission (if applicable) � Theme � Proposed color scheme (optional)

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Assures no misunderstandings between you and client on basic

scope and style of the event

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ALWAYS add Creative Property clause!

Have a “tentative” clause added

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May also add “color scheme” here

Date of proposal

Your contact info

Person, Assn or Corp

who will be financially

responsible

Date(s) of Event

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“Please note that the date, products and services in this proposal are on tentative hold only and cannot be reserved and finalized without a formal agreement and deposit.” � Also good idea to add a “drop dead date” (don’t call it that!) of when decision

must be received from client:

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en “This proposal will expire at [time], on [date and day] at which time pricing and vendor availability will no longer be assured”

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All ideas and concepts detailed in the enclosed proposal have been developed exclusively by XYZ Events, Inc. for [client name], on proposal date and are considered by XYZ Events, Inc. to be of a proprietary nature. These ideas and concepts remain the property of XYZ Events, Inc. [This identifies exactly who is responsible for protecting your creative property, and exactly when that person got the information.]

In this respect, [client name] must honor our proprietary rights to the content of this proposal and refrain from disclosing its contents to our competitors or any third party. Unauthorized use of these ideas and concepts is strictly prohibited.

Should you wish to produce the ideas and concepts included in this proposal without retaining XYZ Events, Inc., a Design Consultation Fee of $_______ will be required. [You calculate this amount any way you want, either your design fee, or a percentage of the “lost business”, or punitive compensation.]

All documents, written proposals and other materials submitted by XYZ Events, Inc. shall be returned to XYZ Events, Inc. upon request.

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� Area for greatest emphasis and creativity

� NOT an academic report

� Describe your concept as if you are a guest experiencing it –

Sights – colors, lights, focal points, special features

Smells and tastes – of event, if they are distinctive – not necessarily of menu

Touch – textures, sensations (cool, warm, soft, etc.)

Sounds - music style, ocean waves, sounds added for effect

� Walk your way through the event sequences telling narrative

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� Use pictures to convey concepts as well as words

Site source in small print beneath picture – critical, as otherwise you are apparently claiming them as events you have previously done (site source)

� Second person format (using “you” is fine)

� Usually 3-6 pages long, with picture insertions, white space

� Use colors of event (in pictures, type, paper, etc.)

� Be somewhat realistic - too much buildup becomes unbelievable. Is this really

“Going to be the finest meal you’ve ever had”?

“So over the top that guests will be awed and amazed”?

“The greatest excitement ever”?

� Cleverness and/or sticking to theme is most effective

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1. Start with arrival at event and continue to end Anything outside? In foyer? Entrance way? Gifts? Entertainment? Décor? Anticipated attire of other guests?

Special service or décor elements?

2. Start with the biggest “wow” factor of the program

3. Start with understanding of client goals 4. Detail features in each part of the event

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� Hit heavily on concept and your “wow” factor – illustrate it!

� Presented in such a way the client will be excited for event

� Pictures develop theme or illustrate key conceptual elements

� Hard to think of visual? Try Google images for ideas – even abstract ideas such as “power” or “love”

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“wow factor” is industry term –

clients may have no idea what

you mean – so don’t write “the

wow factor” is….”

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Before and design concept pictures are very powerful, if you have photo shop skills.

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� Menu proposal, and drink proposal Light explanation of why menu was chosen Themed meal? – May be lightly or heavily themed Signature Cocktail? (Name?) Wine selection if unique

� Presentation/service style? � Table décor (if not already covered in Event

Description) � Similar narrative style

� Again, use pictures (cited source) Citations important for portfolio and legal safeguard

� Describe, don’t just use superlative adjectives- think of menu descriptions in a restaurant

� 2-3 pages usually – no moreEv en

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• Unless it is a VERY special menu, don’t overdo this part

• Food generally is not the WOW factor – although it must be good and contributing to the overall impression of the event – NOT to be wow factor in class proposals

• In many cases food would NOT be included in the proposal as this is something the client generally selects or OK’s

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� Illustration again sets concept for event, then pictures of food items

� If event lends itself to a Signature Cocktail, describe it and its name

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� Comprehensive listing of all items or services involving cost � Prices do not need to be included (for assignment) � We will be covering this in detail

� Accounting Bank account, audits

� Cleaning Before, during, after

� Travel Artists, freight

� Documentation Photos, video

� Volunteers Party, award, & prizes

Venue

Rental, preparation

� Publicity & Advertising

Ads, programs, artwork, press kits

� Equipment & Production

Sound, lights, tents, tables & chairs, toilets, generators, uniforms, first aid

� Hospitality

Food, beverage, personnel

� Salaries

Artists, laborers, consultants

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• Administration • Office rental,

telephone, stationary, computers

• Accommodation Permits • Liquor, food,

parking, childcare

• Security • Equipment,

personnel

“Red” Items are the

easier ones t o

remember – brown

are often ove rlooked

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Disclaimer: The prices listed in the preceding table are an estimate for the services discussed. This summary is not a warranty of final price. Estimates are subject to change if project specifications are changed or costs for outsourced services change before a contract is executed.

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� Addressing client needs/wants � Provides ample information

Proposal

PConfidence building in you PAppropriate

PGenerates Enthusiasm PAnswer Key Questions

Delivery Presentation

Style PEye-catching PGenerates curiosity and

attention

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• Attention • Interest • Excitement • Commitment

Sales Presentation

PBe likable PGenerate Excitement PAppeal to Emotions

PBe Unique

Delivery Format

uMail vElectronic wHand Delivery

� Create a “wow” interest factor � Demonstrate creativity � Get proposal opened � Tie to theme or concept of event � This is one or a few proposals – not

the event invitation! � Careful in use of computer

“originality” – mistaken for virus

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� See Student Resources on Blackboard for a PDF document of some examples by Julia Silvers

WELL….NOT REALLY…….

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For weddings, proposals take on a different slant.

https://youtu.be/d3uQEaKT88E

In The Canvas Module for this topic

https://eventplanning.com/how-to-write-an-event-planning-proposal/

https://youtu.be/d3uQEaKT88E

https://eventplanning.com/how-to-write-an-event-planning-proposal/

� Some ideas from previous student projects

Prepared as a bound book, with intriguing section titles

Use of a “film container” (candy container)

Note the different sized proposal pages so they’d fit

in the film cannister

Sold the idea for $2500

Make Sure to Avoid These 5 Mistakes Ev

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“Unique Selling Proposition”

From: http://www.perfecteventproposals.com Ev

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http://www.perfecteventproposals.com/

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http://www.perfecteventproposals.com/