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Unit 7: Planning for Events and Event Proposal

organizer, you want as much emotional and memorability from your conference. My guess Notes
is attendees typically forget and/or don’t act on 95% of what they heard.
11. Create Roundtables: There should be a section in the conference where brand leaders,
sometimes with their agencies and vendors, present topical case studies. Roundtables are
popular because they are targeted, small enough to allow Q&A and discussion, and they
are great for networking. It’s also a great way to find out what topics are most popular!
One roundtable on organization issues had to put two roundtables together to meet the
demand.
12. Leave Time for Q&A: My sense is the audience would rather they spend 1/2 time presenting
and 1/2 time for Q&A. This is why roundtables are so popular. Format the session and
instruct the speakers to leave adequate time for Q&A. Have someone in the room give the
speaker 10 and 5 minute warnings. And make sure every topic ends on time so that next
topics are not running behind, squeezing out Q&A time.

7.6 Preparation for Event Proposal

An event proposal is a written proposal presented from a vendor that is intended to elicit
business from a prospective buyer. It differs from a business plan, which is primarily constructed
to obtain start-up capital by detailing the organization and operational aspects of the business to
demonstrate its profit potential. Having a personal relationship will often help you understand
your counterpart’s needs better than a written email request. Brainstorm - two or more minds
often work better than one. Get all team members involved: business colleagues, friends, or
family if you are a sole trader or a very small business. Consider all the ideas presented and then
work up the best ones to add into your proposal.

Task Before you start, gather as much information about the prospect as possible. If they
have approached you via phone, arrange to meet in person.

7.6.1 Writing an Event Proposal

The amount of detail required in the event proposal will depend on the scale and importance of
the event. However event proposals generally share many common components. The information
that event proposals should convey includes but is not limited to the following:

Experience of the Event Bidder
Venue and facilities offered
The event program

Request for Proposal (RFP)
Experience of the Event Bidder

The organisation or entity bidding for the event should extol its experience and capability. It is
crucial that whoever assesses the bids firmly believes the bidding organisation will be able to
put on a good show. The proposal should contain succinct information about the event
management experience of the proposed event team.
If experience in staging events is limited then it is useful to mention any managerial, project
management or coordination experience in any other field . Qualifications of persons in the
event management team may also prove useful to mention.

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