Page 167 - DMGT304_EVENT_MANAGEMENT

Event Management

Notes The proposal should also describe any training that will be given to event volunteers.

Venue and Facilities offered

The reader of the proposal will want to know whether the venue is suitable for the event. The
proposal should outline all facilities available at the venue, everything from toilets to car-
parking. For indoor events, the type of surface, lighting, air-conditioning, seating, electronic
equipment should be well described. For outdoor events, the level of maintenance on turf,
seating and shading for spectators, fencing, drainage and floodlighting is worthy of mention.
The number of change rooms and their condition for teams/participants is always important. It
is often worthwhile to include a map or floor diagram.
There needs to be a detailed description of what would be attractive to event goers and how
the venue will fully cater for the needs of the event, including performers, officials and
spectators.
Don’t forget to include information about public transport to the venue, and car parking for
those who arrive by car.
If the venue has staged similar events in the past, you should make mention of this.

The Event Program

It is often the case that the host club or organisation has little or no say in setting the competition
program when the date, or dates have been set by the sport governing body.

However, at the initial stage of bidding, the event proposal may suggest a competition program
in terms of the number of days, and the start and finish times each day. It is important for
decision makers to know how many hours a day the venue is available.
It is worthwhile to consider that the program should also include ceremonial events with
visiting dignitaries who may make speeches or present awards Furthermore the event bidding
team can proposed entertainment ‘extras’ that may start or finish the program or fill any
gaps.

Notes The Proposed Event Budget
The club or organization bidding for the event should draft a budget of probable income
and expenditure. It is important that such a budget is realistic and therefore some care and
consideration needs to be given to suggesting sponsors that have not yet formalized any
sponsorship agreement.
The event budget should not show a loss when all projected income and expenditure has
been taken into account. If the budget predicts a loss there will be major concerns in the
minds of those who assess the event bid proposal.
The club or organisation that wins the bid may be entitled to an amount of funding from
the sport governing body to alleviate certain costs that will likely be incurred. However,
there is also an expectancy that the host club or organization will have an opportunity to
make money through the canteen, bar, fundraising raffles and merchandising. These forms
of income should be reflected in the budget in the event proposal.

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